pmp example

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Pro jec t Managem ent

PlanUS 101Cooper Point Rd. Interchange

July 19, 2006


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Initiate & AlignUS 101, Cooper Point Rd. Interchange

MP 366.26 to 366.57

Project Manager:Joe Smith

July 19, 2006

Project Description

The Cooper Point Road I/C is currently operating at capacity during peak hours. The existing

structure over US 101 only accommodates one lane of traffic in each direction, plus left turnlanes. The City of Tumwater has submitted a TIA application to widen Cooper Point Rd.

WSDOT participation has been requested. TIB selected this project for TIA funding in January

2005. The City of Tumwater will be the lead agency in this project.

Team Mission/Assignment

Deliver a PS&E package and all supporting documents and approvals required to advertise the

US 101, Cooper Point Road Interchange Improvement project. Meeting the following criteria:

A construction project that minimizes impacts to the public and environment An improved facility that is responsive to the needs of and meets the requirements and

expectations of all stakeholders.

Within funding limits.

By the agreed upon AD date.

Phase of the project assigned? (Check the phase that applies for the team you are initiating for

this effort):

Scoping Preliminary Engineering Construction

Major Milestones

The project team tracks major milestones, which provide an overview and status to the WSDOT

Management & Project Team, Legislature, and the public. The following is a selection of the

major milestones that will apply:

Project Definition Complete 6/10/2006

Begin Preliminary Engineering 7/5/2006

Environmental Documentation Complete 1/24/2007

Right of Way Certification 1/24/2007

Advertisement (Ad date) 7/2/2007

Bid Opening 8/15/2007

Award 8/29/2007

Execution 11/1/2007Construction Start 11/16/2007

Operationally Complete 4/13/2009

Final Contract Completion 6/23/2009

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These milestones are included in the Master Deliverables List and must be tracked in the project

schedule. See the Project Control and Reporting Guide (PCRG) for major milestone definitions.

The PCRG can be found at: wwwi.wsdot.wa.gov/ProjectReporting/

Boundaries

Physical project limits are:

o South southern curb return of the Cooper Point Road and Mottman Road intersection.o North southern bridge seat of Percival Creek Bridge on Cooper Point Road.

o East not specific, but not to include I-5 Interchange.

o West not specific, but not beyond Percival Creek Bridges.

Design consistent with appropriate jurisdictional (WSDOT, Olympia, Tumwater) designstandards and policies.

Meet access control requirements for US 101

Team Identification

The project team consists of the project manager, design team members and all specialty groups

that need to be involved in the development of the project. Specialty groups must be involved in

project work planning, schedule development and maintenance, and endorsement of the workplan.

The following specialty groups could be involved:

Access Land Survey

Architecture Roadside Development

Bridge & Structures Materials

Construction Program Management

Consultant Liaison Public Information Office

Design & Plans Review Real Estate Services

Environmental Right-of-Way

Geographical Services TrafficGeotechnical Services Transportation Data Office

Highways & Local Programs Utilities

Hydraulics

Roles & Responsibilities

Design Squad Team Leader

Coordinate design team operations and incorporate products from specialty groups to the

Design File & PS&E.

Design oversight; including meeting requirements of the Design Manual, other manuals,

and the Team Mission. Provide technical advice regarding individual design elements.

Develop and provide project information as needed by specialty groups.

Bring concerns from the design team to the management team.

Update the design team on decisions/recommendations of management.

Maintain the project schedule.

Traffic Analysis & Design Representative



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Provide technical traffic operations information.

Provide traffic data and projections necessary for interchange design.

Communicate status in the design process, obstacles encountered, and data required.

Provide a finished PS&E for signing, illumination, and signalization. Act as an advocate for the Traffic office by communicating concerns/issues between the

design team and the traffic office.

Environmental Coordinator Provide environmental documentation and applicable permits for project AD.

Coordinate any mitigation to address environmental impacts.

Communicate with the appropriate State, Local, and Federal agencies to obtain the

appropriate permits required. Act as an advocate for the Environmental office by communicating concerns/issues

between the design team and the Environmental office.

Real Estate Services Representative

Provide input and data (title information, permits, etc.) to the Design Team,

Environmental Team, Utilities Team, and others.

Appraise property and/or property rights.

Acquire the necessary property and/or property rights (including access). Communicate and coordinate with other teams to clear right of way.

Act as an advocate for the RES office by communicating concerns/issues between the

design team and the RES office.

Bridge Design Representative

Provide structural guidance; such as bridge type, bridge span, etc.

Provide alternative schemes or options.

Prepare the Bridge Design Plans. Act as an advocate for the Bridge office by communicating concerns/issues between the

design team and the Bridge office.

Design Team Member

Assist with the preparation of the Design File, and PS&E.

See that design meets the requirements of the Design Manual, other manuals, and theTeam Mission.

Prepare displays for public meetings.

Provide information, as needed, to specialty groups.

Bring concerns to the Design Team Leaders attention.

Project Engineer

Project Manager for the US 101, Cooper Point Road Interchange project.

Engineer of Record for contract plans. Liaison between the Project Delivery Team and the Management Team.

Work with local agencies and SPSCC to resolve any issues or roadblocks.

Maintain the direction of Purpose and Mission.

As the project progresses, set goals and provide guidance and advice.

Monitor the schedule and budget.

Assistant Project Engineer

Support the Project Engineer in all above responsibilities.

Management & Customer Team



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The Management & Customer Team provides leadership and oversight for delivery of the

Region construction program. In this role, the team provides a forum for reviewing the

status of and delivery plans for projects. This team is intended to coordinate and prioritize

application of resources at a regional level, remove roadblocks, pursue adequate funding,and facilitate communication both internally and externally.

Olympic Region Project Development Engineer

Work with local agencies and SPSCC to resolve any issues or roadblocks. Maintain the direction of Purpose and Mission.

Monitor the schedule and budget.


Olympic Region Program Manager

Monitor the schedule and budget for program delivery.

Participate in securing necessary funds.


Olympic Region Construction Engineer

Provide guidance and advise during the design phase to the Project Delivery Team on

constructability issues.

Set goals as the project progresses.

Olympic Region Maintenance Engineer

Provide guidance and advise during the design phase to the Project Delivery Team on

maintainability issues.

Clarification of jurisdictional (State & City) maintenance responsibilities afterconstruction.

Set goals as the project progresses.

City of Olympia Transportation Manager

As advocate for the City of Olympia, ensure the project meets the needs and standards of

the City.

Coordinate participation of funding through City of Olympia. Work with WSDOT, City of Tumwater and SPSCC to resolve any issues or roadblocks.


City of Tumwater, Director of Public Works

Overall Project Manager and lead agency for project improvements.

Coordinate with Transportation Improvement Board (TIB).

Ensure improved access to Tumwater Hill. Verify 5 lanes on the bridge.

Work with WSDOT, City of Olympia, and SPSCC to resolve issues or roadblocks.


Measures of SuccessWhat the team must accomplish for this project to be successful:

A clearly defined product (Ad ready PS&E, R/W certification and permits), scope, andschedule, and manage change effectively.

Maintain open, effective and timely communication within the team, with sponsors, other

agencies, stakeholders, and the public.

Conduct timely and meaningful public involvement as identified in the communicationplan.



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Understand all our stakeholders needs and concerns, mediating issues to an acceptable

conclusion.

Gathered stakeholder needs and concerns are through interviews: tabulate, evaluate, and

address prior to the Design Hearing. We effectively manage our resources, including funding, by comparing and reporting

work order expenditures to the planned budget.

Regularly recognize and celebrate accomplishments and successes.

Operating Guidelines

Operating guidelines describe how the team will govern itself.

Team decision-making process

o Voice and respect each others opinions

o Voting by thumbs up, sideways and down, 2/3 majority rules.

o All team members support final team decisions.

o Resolve conflicts

o Early & continued involvement of key players (internal and external)

Team meetings (frequency, who should attend, etc.)

o Team will meet monthly to review project status, progress and manage change. Communication (methods, frequency, chain of command, etc.)

o Refer Communication Plan.

Manage team change

o Communicate change in a timely manner.



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US 101 Cooper Point Road Interchange WBS (Scope)

Task # WBS Code Task Name MDL Task Description

1PCPreConstruction US 101 Cooper Pt.Road Interchange

2PC-01 Preliminary Estimates & Schedules Estimates and schedules developed for programming.

3PC-01.01 PE Estimate The estimated cost and schedule to complete the design phase of aproject. Developed for programming the project.

5PC-01.03 CN Estimate The estimated cost and schedule to complete the construction phaseof a project. Developed for programming the project.

6PC-02 Project Summary A document which comprises the Project Definition,Design Decisions and the Environmental ReviewSummary for a project

7 PC-02.01 Project Definition The official document that states the purpose and need for theproject and the solution of the deficiency. This is a formal documentthat must have Region and HQ concurrence.

8 PC-02.02 Design Decisions Summary A document which is part of the Project Summary which illustratesdesign considerations and details about design aspects of theproject.

9 PC-02.03 Environmental Review Summary A document which illustrates environmental permit needs andaddresses the level of environmental approval and classification ofthe project.

10PC-02.04 Project Summary Region Approval MILESTONE - Date that the Region Project Development Engineerapproves the Project Summary

11 PC-02.05 Project Definition Complete MAJOR MILESTONE - Date of concurrence of the Project Summary(Project Definition, ERS, DDS)

21PC-06 Project Funding Approved MILESTONE - Official funding approval by the Region orHQ's Program Management in order to begin the design

phase of a project

22 PC-07 Begin Preliminary Engineering MAJOR MILESTONE - Beginning the preliminaryengineering marks the start of the project design. SeeProject Control & Reporting Manual for details.

28PC-09 Project Management See Project Management On-line Guide (PMOG)http://www.wsdot.wa.gov/Projects/ProjectMgmt/

29PC-09.01 Managing the Project Hammock Task Hammock task to assign and account for the resource needs andeffort required to manage the project.

30 PC-09.02 Project Management Plan

The Project Management Plan describes both the ProjectPerformance Baseline for the project deliverables and the scheduleand budget plans for delivering them, and the Project ManagementMethods that will be used by the Project Team during their delivery.

See Project Management On-line Guide (PMOG) for details.http://www.wsdot.wa.gov/Projects/ProjectMgmt/

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31PC-09.03 Endorsement

MILESTONE - Endorsement is the process of gaining thecommitment of the Project Team then the endorsement of theManagement entities responsible for the resources needed tosuccessfully execute the Project Management Plan. The process isa formal one and culminates in documented commitment of support

by the Team members, management and others - customers, teamand sponsors as appropriate. See Project Management On-lineGuide (PMOG) for details.http://www.wsdot.wa.gov/Projects/ProjectMgmt/

35 PC-11 Public and Agency Involvement Local agencies and the public should be notified ofprojects in their jurisdiction or area. Contact theCommunications office for details.

36 PC-11.01 Public Involvement Plan

The level of public involvement plan needed is determined by SEPAor NEPA requirements to be met and the amount of potential impacton people, the environment and the economy. Contact theCommunications Office for details.

37PC-12 Project Data Collection and organization of project information todevelop project base plans.

38PC-12.01 Background Data Information about the project

39PC-12.02 Aerial Photographs Aerial photographs of the project site.

40PC-12.03 Clear Zone Inventory The "Corrective Action" portion of Form 410-026 ensures roadsidesafety is addressed

41PC-12.04 Photogrammetry Data A means of collecting topographical information for the projectthrough Geographic Services

42PC-12.05 Surveying Data All of the surveying required to complete the design of the project

43PC-12.06 As-Built Data Verified Refer to the as-built data as necessary to compliment the surveydata gathered. Research the current plan of record to verify theexisting access regulation program.

44PC-12.07 Basemap Development of the project basemap for Preliminary Engineering

45PC-12.08 Maintenance Review Documentation An onsite review of the project with maintenance to look at existingsituations and any concerns about the proposed design.

65 PC-18 Environmental Documentation

Federal and State regulations require WSDOT todocument the environmental impacts of a transportationproject. Where appropriate, other public andgovernmental agencies are involved in the decisionmaking process. National Environmental Policy Act/StateEnvironmental Policy Act (NEPA/SEPA) If project has afederal nexus, follow NEPA procedures and obtain reviewof proposed documentation level by FHWA. If state onlyfunding, follow SEPA procedures. See EnvironmentalProcedures Manual.

66PC-18.01 Endangered Species Act Compliance

The Endangered Species Act requires that the Department ofTransportation, on behalf of the Federal Highways Administration,must consult with Wildlife Services to determine the effects of projectactions on threatened and endangered species. There are fivecategories of effect determinations.

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67PC-18.01.01 Biological Assessment

A document required for all activities with a federal nexus thatanalyzes the potential affects of the project on listed species andcritical habitat and justifies a particular "effect determination".Federal agencies are responsible for evaluating impacts to listedspecies from all federal actions, regardless of scope. For actionsother than a "major construction activity", the agency must stillevaluate the potential for adverse effects and consult with theservice, if necessary.

68PC-18.01.02Environmental Biological Assessment- NOAA Concurrence

Biological Assessment concurrence by the National Oceanic andAtmospheric Administration (NOAA) Fisheries.

69PC-18.01.03Environmental Biological Assessment- USFW Concurrence

Biological Assessment concurrence by USFW

71PC-18.02 NEPA/SEPA Compliance

National Environmental Policy Act/State Environmental Policy Act(NEPA/SEPA) If project receives federal funding, follow NEPArequirements and obtain review of proposed documentation level byFHWA. If state only funding, follow SEPA requirements. SeeEnvironmental Procedures Manual.

73PC-18.02.02 NEPA Documented C.E. (ECS)National Environmental Policy Act Documented Categorical

Exclusion (Environmental Classification Summary).

84 PC-18.02.08 SEPA Checklist/DNS

State Environmental Policy Act (SEPA) Checklist/Determination ofNon-Significance (DNS) The written decision by the RegionAdministrator, or designee, that a proposal will not have a significantimpact and no EIS is required.

96PC-18.05Discipline Reports - WaterQuality/Surface Water, Groundwater, &Coastal Areas /Shorelines

Environmental Procedures Manual Sections 431, 433, & 452 WaterQuality/Surface Water, Groundwater, & Coastal Areas /Shorelines

97PC-18.05.01Water Quality Discipline ReportChecklist

Refer to Environmental Procedures Manual 431.05(1) & Exhibit431-4

98PC-18.05.02 Water Quality Discipline Report Refer to Environmental Procedures Manual 431.05(1) & Exhibit431-4

102PC-18.07 Discipline Reports - Wildlife, Fish,Vegetation, & Wetlands

Environmental Procedures Manual Sections 436 & 437 Wildlife, Fish,and Vegetation & Wetlands

103PC-18.07.01 Biological Evaluation (BE) Refer to Environmental Procedures Manual 436.05(3)(b)(5)

104PC-18.07.02Wetland Inventory Discipline ReportChecklist


105PC-18.07.03 Wetland Inventory Discipline Report Refer to Environmental Procedures Manual 437.05(2)

106PC-18.07.04Wetland/Biology Discipline ReportChecklist


107PC-18.07.05 Wetland/Biology Discipline Report Refer to Environmental Procedures Manual 437.05(3)

108PC-18.07.06 Botanical Surveys Report This report is necessary for reporting to the US Forest Service andother Federal Agencies sensetive vascular and non-vascular plantspecies within the project area.

109PC-18.07.07Conceptual Mitigation Report/PlanChecklist


110PC-18.07.08 Conceptual Mitigation Report/Plan Refer to Environmental Procedures Manual 437.05(4)

111PC-18.07.09Wetland Mitigation Report/PlanChecklist

Refer to Environmental Procedures Manual 437.05(5)(a) & Exhibit437-13

112PC-18.07.10 Draft Wetland Mitigation Report/Plan Refer to Environmental Procedures Manual 437.05(5)(a)

113PC-18.07.11 Final Wetland Mitigation Report/Plan Refer to Environmental Procedures Manual 437.05(5)(d)

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142PC-18.15Discipline Reports - Historic, Cultural,and Archeological Resources

Environmental Procedures Manual Section 456 Historic, Cultural,and Archeological Resources

143PC-18.15.01Cultural Resources Discipline ReportChecklist


144PC-18.15.02 Cultural Resources Discipline Report Refer to Environmental Procedures Manual 456.05(1)

145PC-18.15.03 Section 106 Refer to Environmental Procedures Manual 456.05(2)

146PC-18.15.03.01 Section 106 Consultation Refer to Environmental Procedures Manual 456.05(2)

147PC-18.15.03.02 Section 106 Compliance Refer to Environmental Procedures Manual 456.05(2)

148PC-18.15.03.03 Cultural Resource Study Refer to Environmental Procedures Manual 456.05(2)(c)

149PC-18.15.03.04 Memorandum of Agreement Refer to Environmental Procedures Manual 456.05(2)(f)

159PC-18.18Environmental DocumentationComplete

MAJOR MILESTONE - All environmental documentation completeprior to Design Approval and Right of Way Approval. See ProjectControl & Reporting Manual.

160PC-19 Environmental Permits

Identify and complete permits required for the project.Permit requirements are scoped as part of theEnvironmental Review Summary. See EnvironmentalProcedures Manual for procedures.

161PC-19.01 Corps Section 404 Permit This permit is needed for discharging, dredging, or placing fillmaterial within waters of the United States or adjacent wetlands.Responsible Agency: Army Corp of Engineers.

164PC-19.04 Coastal Zone Management Certification

Applicants for federal permits/licenses are required to comply withthe states Coastal Zone Management Program (ShorelineManagement Act). Corps permits sometimes require WSDOT toreceive certification from Ecology that the proposed project willcomply with the Coastal Zone Management Program. ResponsibleAgency: Department of Ecology

165PC-19.05 HPA

Hydraulic Project Approval (HPA) A permit required for projects thatuse, divert, obstruct, or change the natural flow or bed of any statewaters (e.g. culvert work, realignment, bridge replacement).Responsible Agency: Washington State Dept of Fish and Wildlife.

166PC-19.06 NPDES

This permit is needed from Ecology for all construction activities(including grading, stump removal, and demolish) on sites one acreor larger and when there is a discharge of stormwater to a surfacewater (e.g., wetlands, creeks, rivers, marine waters, ditches,estuaries). Ecology will not have to permit for 1 to 5 acres sites untilSeptember 2005. Operators of 1 to 5 acre sites may seek coverageunder the current permit.

167 PC-19.07 State Waste discharge

This permit is issues by Ecology. Discharges of pollutants to landrequire a State Wastewater Discharge Permit. Discharges fromindustrial facilities to municipal wastewater treatment plants require aState Waste Discharge Permit if they haven't been issued a

Pretreatment discharge permit by the municipality.

168PC-19.08 Section 401 Water Quality Certification

A federal permit/license for discharge into navigable waters. CertainArmy Corp permits will require a section 401. Responsible Agency:Department of Ecology; and the Environmental Protection Agency(EPA) on federal and tribal land.

169PC-19.09 Short Term Water Quality Modification Issued for activities resulting in temporary minor increase in turbidity.Responsible Agency: Department of Ecology.

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173PC-19.13 Critical Area Ordinance Permit

Local approval or permits may be required for projects impactingareas defined as "critical" by counties and cities under the GrowthManagement Act (GMA), including wetlands, aquifer recharge areas,wellhead protections areas, frequently flooded areas, geographicallyhazardous areas, fish and wildlife habitat, and conservation areas.Responsible Agency: Counties and Cities.

174PC-19.14 Noise Variance

Construction and maintenance activities during nighttime hours mayrequire a variance from local noise ordinances. Daytime noise fromconstruction is usually exempt. Responsible Agency: Counties andCities.

175PC-19.15 Shoreline Permit/Exemption Required for any contract requiring work within 200 feet of ashoreline of the state as defined by the local agency with jurisdiction.Responsible Agency: Department of Ecology, Cities and Counties.

176PC-19.16 Tribal Approvals & Permits Anything that tribes have delegated authority for.

179PC-19.19 Environmental Permits Received MILESTONE - All environmental permits acquired for project to go toAd/Construction.

180PC-20 Materials (Roadway) Development of soils, surfacing, and materials reports forproject.

181 PC-20.01 Pavement Determination Preliminary recommendations for surfacing materials. See WSDOTpavement interactive guide athttp://wwwi.wsdot.wa.gov/MaintOps/mats/pavementguide.htm

182PC-20.02 Surfacing/Resurfacing Report A report that lists the recommendations for type, size, & depth ofsurfacing for each roadway and recommendations for rehabilitationof existing roadways

184PC-21 Geotechnical Evaluations Development of Geotechnical reports for project.

185 PC-21.01 Preliminary Site Data Project design office is to provide a project description and locationof work to be performed to Region Materials Engineer. See DesignManual Chapter 510.

186PC-21.02Environmental Permit for FieldExploration

Field exploration may require permits to complete. Permits need tobe provided by the Project Office to HQ Geotechnical Office/RegionMaterials Office to enable required field work to be started.

187PC-21.03 Conceptual Geotechnical Report RME/HQ Geotechnical will provide recommendations at theconceptual / feasibility level. Some soil borings may be drilled atthis time depending upon project scope and available information.

190 PC-21.06 HQ Geotechnical Report(s)

HQ Geotechnical Report containing geotechnical recommendationsand information applicable to the project. There is a possibility ofmultiple reports, depending upon the scope and complexity of theproject.

191PC-22 Structural Site Data Site data to the Bridge and Structures Office, HQGeotechnical Office, or Region Materials Office. Mayinclude base maps, photos, drawing or reports.

192PC-22.01 Bridge Site Data Structure Site Data to be sent to HQ Bridge for design and PS&E.See Design Manual Chapter 1110.

193PC-22.02 Wall Site Data Structure Site Data to be sent to HQ Bridge, HQ Geotechnical, orRegion Materials for design and PS&E. See Design Manual Chapter1130.

196PC-23 Structure Design Development of structures reports and contract plans,specifications, and estimates (PS&E).

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197 PC-23.01 Bridge Condition Report A Report produced by the Bridge Office which describes thecondition of the deck and general information about the structure.

198 PC-23.02 Preliminary Bridge Plan Preliminary plan showing location, length, type of structure (TS&L)and estimate.

199PC-23.03 Demolition Plan Development and/or review of demolition plans .200 PC-23.04 Sign Structure Design Cantilever and monotube sign structures and bridges.

203PC-23.07 Bridge Rails/Expansion Joints DesignDocument/design rehabilitation of bridge rails, expansion joints andbridge decks

206PC-23.10 90% Bridge & Structures Plan 90% Plans turn-in to the regions 4 weeks prior to 100% turn-in

207PC-23.11 Bridge & Structures PS&E 100% Plan, Specials and Estimates ready for region 12 week review.

208PC-24 Roadway Design Development of earthwork design and channelizationdesign. Also includes minor safety design anddocumentation.

210PC-24.02 Preliminary Interchange Plan Preliminary geometric elements for interchanges on the project

211PC-24.03 Preliminary Channelization Plan Preliminary plans that show the separation of traffic movements intodelineated paths of travel, see Design Manual Chapter 910.

212PC-24.04 Preliminary Earthwork Quantities Preliminary calculations for embankment, roadway excavation, andother earth moving volumes.

213PC-24.05 Alignments Finalization of the horizontal and vertical alignments for eachroadway in the project, see Design Manual Chapters 620 & 630.

215PC-24.07 Interchange Plan for Approval A plan that address the interchange design considerations inaccordance with Design Manual Chapter 940

216 PC-24.08 Channelization Plan A plan that address the channelization design considerations inaccordance with Design Manual Chapter 910.

217 PC-24.09 Earthwork Quantities Earthwork calculations for roadway excavation and embankmentvolumes.

218PC-24.10 Roadway Sections Geometric roadway cross section from the subgrade to finish grade

219PC-24.11 Roadside Safety Address items on the Clear Zone Inventory and any other safetyitems that have been discovered including documenting a decision tofix or not. Design Manual Chapter 700

221PC-25 Hydraulics

The Hydraulic Report is intended to serve as a completedocumented record containing the engineeringjustification for all drainage modifications that occur as aresult of the project. See Hydraulics Manual.

222PC-25.01 Type A Reports Type A Hydraulic Reports contain documentation of design for majorhydraulic work. See the Hydraulics Manual.

226PC-25.05 Hydraulic Report Approved MILESTONE - Hydraulics Report Approved for project.

227PC-26 Partnerships A contract entered into by two or more groups.

228PC-26.01 Local Agencies Agreements/MOU's

A contract between the Washington State Department ofTransportation and a local governmental agency that includes anoffer and an acceptance. Agreements are necessary to accomplishthe transfer of funds into and out of state accounts for goods andservices.

229PC-26.02 Other Agencies Agreements/MOU's

A contract between the Washington State Department ofTransportation and other governmental agencies ornon-governmental agencies that includes an offer and anacceptance. Agreements are necessary to accomplish the transfer offunds into and out of state accounts for goods and services.

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239 PC-28 Right of Way (R/W) Engineering Property required for a public facility, includes squarefootage, access rights, easements, and any propertyimpacts as defined in the Right of Way Manual Division 6.

244PC-28.05 Monumentation Map The official state survey document for state highway R/W alignment,see Plans Preparation Manual (PPM) 1010

245PC-28.06 Record of Survey Public Record filed with the County Auditor used to preserve theevidence of land surveys. The content and format of Record ofSurveys are prescribed by law.

246PC-28.07 Land Corner Records Written record of corner information as prescribed by the Departmentof Natural Resources, used to perpetuate or establish land cornersand their accessories.

247 PC-28.08 Permit to Destroy Application made to Department of Natural Resources requestingpermission to remove or destroy monuments or make theminaccessible.

266PC-30 Roadside Restoration

WSDOT projects that disturb operational, environmental,visual and auxiliary functions (see Chapter 110 of theRoadside Manual) must be restored according to the

policy set forth in the Roadside Classification Plan.

268 PC-30.02 Restoration Estimate

Region Landscape Architects or the HQ Roadside and SiteDevelopment Unit prepares a restoration estimate which includes allcosts to restore and establish a sustainable plant community per theRoadside Classification Plan, 1996, Chapter 810.

269PC-30.03 Landscape Design Landscape design and revegetation plans are required when theproject disturbs the roadside. See the Roadside Classification Planand Roadside Manual Chapter 800.

270PC-31 Traffic Design Gathering of traffic data and development of Trafficreports, studies, designs, and plans.

271PC-31.01 Collision Data Validate accident data. Update / supplement if necessary

272PC-31.02 Preliminary Traffic Analysis Report

A report that identifies safety and/or capacity deficiencies and list of

recommendations including geometric configurations andappropriate traffic control devices.

273PC-31.03 Preliminary Illumination DesignScope illumination system using appropriate design matrix anddesign level. Identify project specific issues and needs

275 PC-31.05 Preliminary Signing Design Scope signing system using appropriate design matrix and designlevel. Identify project specific issues and needs

276 PC-31.06 Preliminary Signal Design Scope signal system using appropriate design matrix and designlevel. Identify project specific issues and needs

277 PC-31.07 Bus Stop Inventory Design decisions . Approval, denial, or variance per engineering andtraffic considerations.

278PC-31.08 Traffic Volumes & Movements Validate traffic counts. Update / supplement if necessary

279PC-31.09 Traffic Model Validate traffic model. Update/supplement if necessary

280PC-31.10 Traffic Analysis Report Finalize traffic analysis report

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281PC-31.11 Traffic Signal Permit

State statutes (RCWs) require Department of Transportationapproval for the design and location of all conventional traffic signalsand some types of beacons located on city streets forming parts ofstate highways. Approval by the Department of Transportation forthe design, location, installation, and operation of all other traffic

control signals installed on state highways is required by departmentpolicy. The Traffic Signal Permit (DOT Form 242-014 EF) is theformal record of the departments approval of the installation andtype of signal. The permit is completed by the responsible agencyand submitted to the Regional Administrator for approval.

282PC-31.12 Illumination Design Document project specific design decisions, deviations, justifications,and other approvals. Request soils investigation, foundation design,utility service agreement.

284PC-31.14 Signing Design Document project specific design decisions, deviations, justifications,and other approvals. Request soils investigation, foundation design,utility service agreement.

285PC-31.15 Signal Design

Document project specific design decisions, deviations, justifications,

and other approvals. Request soils investigation, foundation design,utility service agreement.

286PC-32 Utilities The Utility Accommodation Team evaluates andauthorizes the installation of utilities and other facilities oractivities within the state highway right of way.

287 PC-32.01 Existing Utilities Located Locate existing utilities in the field to level of accuracy required. Canvary from quality level D (most basic) to quality level A (SubsurfaceUtility Engineering (SUE)). See Utilities Manual.

288 PC-32.02 Existing Utility Plan A plan showing the location of known aerial and underground utilityfacilities. This plan should include all additional data acquired toinsure the accuracy needed for the project.

289PC-32.03 Utility Relocation Plan A plan showing utility relocations/adjustments by DOT.

290PC-32.04 Utility Agreements A contract between the Department and a utility for work by eitherparty where the department will receive or pay funds.

291PC-33 Work Zone Traffic Control (WZTC)

The planning, design, and preparation of contractdocuments for the modification of traffic patterns duringconstruction is known as work zone traffic control. SeeDesign Manual Chapter 810.

292PC-33.01 Preliminary TC Plans A conceptual plan to provide safety in a work zone for the travelingpublic and the workers. See Design Manual Chapter 810.

293PC-33.02 Work Zone Traffic Control Meeting A meeting with the Work Zone Traffic Control (WZTC) team todiscuss various traffic control strategies for the project. See DesignManual Chapter 810.

294PC-33.03 Staging Design A strategy for staging the work and/or developing detour plans thatare efficient, cost effective, and safe. See Design Manual Chapter

810.

295 PC-34 Design Documentation Design documentation is prepared to record theevaluations by the various disciplines that result in designrecommendations. See Design Manual Chapter 330.

296PC-34.01 Design Documentation Package A compilation of assumptions, decisions, justifications, andapprovals that support the ultimate design of the project, to includereview of the package. See Design Manual Section 330.06

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297PC-34.02 Deviation A documented decision granting approval at project specificlocations to differ from the design level specified in the DesignManual.

298PC-34.03 Evaluate Upgrade Documentation of whether or not to correct an existing designelement as designated in the design matrices.

299PC-34.04 Design Exception

Preauthorization to omit correction of an existing design element forvarious types of projects, as designated in the design matrices. SeeChapter 325. A DE designation indicates that the design element isnormally outside the scope of the Project Type.

300PC-34.05 Design Approved MILESTONE - An action taken to formally approve the Design(Documentation) File, see Design Manual Section 330.07

306PC-36 Contract Plan Sheets Preparation Development of the Contract Plansheets. See PlansPreparation Manual (PPM) M22-31.

307PC-36.01 Contract Plan Workforce Hammock

This task is a hammock task for uniform resource loading the effortinvolved with contract plan preparation. This task is used when theplan sheet deliverables are constrained by other activities or datesand are not resource loaded. When used, this task will have noconstraints, in order to have the task span the entire duration of planpreparation (parent or summary activity).

308PC-36.02 Index Required on all projects with 30 plan sheets or more, see PlansPreparation Manual (PPM) Chapter 460.

309PC-36.03 Vicinity Map A plan sheet that is required for all projects to show the approximatelocation of the project on the state route, see Plans PreparationManual (PPM) Chapter 460.

310 PC-36.04 Summary of Quantities These plans are a complete tabulation of all bid items and payquantities required for the project, see Plans Preparation Manual(PPM) Chapter 460.

312PC-36.06 Roadway Section Plans Plans that show the geometric roadway cross section from subgradeup to finished grade, see Plans Preparation Manual (PPM) Chapter460.

314 PC-36.08 Stage Construction Plans These plans show the different stages required to construct theproject. See Plans Preparation Manual (PPM) Chapter 460.

315PC-36.09 Alignment / Right of Way Plans Plans that contain horizontal alignment & R/W information, see PlansPreparation Manual (PPM) Chapter 460.

316PC-36.10 Quantity Tabs Plans that tabulate quantities and identifies locations and notespertaining to specific bid items, see Plans Preparation Manual (PPM)Chapter 460.

317 PC-36.11 Site Preparation Plans These plans show existing topography, removal & demolition work,see Plans Preparation Manual (PPM) Chapter 460.

318 PC-36.12 Existing Utilities Plan

This is an extension of the Site Preparation Plan and is only requiredif the existing utilities are so extensive that they cannot be clearlyshown of the site preparation plans. See Plans Preparation Manual

(PPM) Chapter 460.

319PC-36.13Environmental and/or WetlandMitigation Plans

A plan sheet that identifies wetland mitigation. See PlansPreparation Manual (PPM) Chapter 460.

321PC-36.15 TESC Plans These plans are required if the project involves land disturbance, toinclude Qtabs, Plansheets, and Details. see Plans PreparationManual (PPM) Chapters 460 and 750.

09/15/05 Page # 9 of 12


17/33


322PC-36.16 Drainage Plans

Plans that show how the drainage system relates to the rest of theproject, including Drainage Structure Notes, Drainage Profiles, andDrainage Details. See Plans Preparation Manual (PPM) Chapter460.

323PC-36.17 Utility Plans

Plans that are required when there is work on existing utilities as

part of the contract, to include Utility Structure Notes and utilitydetails. See Plans Preparation Manual (PPM) Chapter 460.

325PC-36.19 Landscape Plan Plans that are developed by the Region Landscape Office. IncludesQtabs and details. See Plans Preparation Manual (PPM) Chapters460 and 750.

326 PC-36.20 Interchange Contours Plansheets showing the contour grading of interchanges. See PlansPreparation Manual (PPM) Chapter 460.

327PC-36.21 Paving Plans Plans that show total roadway widths to be paved, including Qtabsand details. See Plans Preparation Manual (PPM) Chapter 460.

328 PC-36.22 Pavement Marking Plans Plans that show the type and location of pavement markings for theproject, including Qtabs and details. See Plans Preparation Manual(PPM) Chapter 460.

330PC-36.24 Illumination Plan Plans that show street lighting, including Qtabs and details. SeePlans Preparation Manual (PPM) Chapter 460.

331PC-36.25 Traffic Signal Plans Plans developed by the Region or HQ Traffic Office, includingdetails. See Plans Preparation Manual (PPM) Chapter 460.

333PC-36.27 Signing Plans Plan sheets developed in accordance with Plans Preparation Manual(PPM) Chapter 460. Includes sign specification sheets and details.

334PC-36.28 Bridge Plan Bridge plans are prepared by the Headquarters Bridge & StructuresOffice, see Plans Preparation Manual (PPM) Chapter 460.

336PC-36.30 Sign Structure Plans These plans show the details for overhead sign structures. SeePlans Preparation Manual (PPM) Chapter 460.

338 PC-36.32 Traffic Control Plans These are site specific work zone traffic control plans, see Plans

Preparation Manual (PPM) Chapter 460.

340PC-37Contract SpecificationsDevelopment

Development of Contract Provisions. See PlansPreparation Manual (PPM).

341 PC-37.01 Contract Specifications Development of Contract Provisions, Amendments, General SpecialProvisions, and appendices. See Plans Preparation Manual (PPM)Division 6.

342PC-37.02 Summary of Geotechnical Conditions HQ Geotechnical and/or Region Materials prepares summary ofgeotechnical conditions for inclusion into the PS&E as Appendix B.

343PC-38Construction EstimateDevelopment

Development of Contract Estimates for costs and time.See Plans Preparation Manual (PPM).

344PC-38.01Engineer's Cost Estimate ofConstruction

An estimate used to initiate funds for the construction activity and toevaluate the contractor's bids, see Plans Preparation Manual (PPM)

Division 8.

345PC-38.02 Lump Sum Breakout Calculations for determining estimate of Lump Sum items.

346PC-38.03 Working Day Estimate Contract time determined in accordance with Plans PreparationManual (PPM) Appendix A6

347 PC-39 Construction Permits Development and documentation of permits from otherpublic agencies for work to be done outside of WSDOTright of way and within other public agency right of way.

09/15/05 Page # 10 of 12


18/33


348 PC-39.01 Construction Permits Construction Permits accommodate WSDOT activities on publicowned right of way. See Design Manual, Section 1410.04.

351PC-40 Constructability Reviews

To develop a quality project, WSDOT uses a series ofreviews at predetermined stages of project development.These reviews, called constructability reviews, attempt toensure that: project development process is on schedule;project definition and estimates are correct; project isbuildable; project is maintainable; and project documentsare biddable.

352PC-40.01 Scoping Phase Review (PDR) Scoping Phase Review

353 PC-40.02 0% Constructability Review Transitional / Design Re-Start Review

354PC-40.03 30% Constructability Review Geometric Review

355PC-40.04 60% Constructability Review General Plans Review

356PC-40.05 90% Constructability Review Contract Plans Review

357PC-41 PS&E Reviews Plans Specifications & Estimate (PS&E) Reviews. Checkfor completeness and compatibility between the Plans,

Specifications and Estimate.

358PC-41.01 Local Agency Review

A check of the plans, specification and estimate by a localgovernmental or non-governmental agency or tribal nation to ensurecompliance with established agreements or memorandum ofunderstandings.

359PC-41.02 Region PS&E Review Region Project Office submits PS&E package to Region for review.

362PC-41.05 HQ PS&E Review Region forwards PS&E package to Headquarters for review.

363PC-41.06 FHWA PS&E Review Headquarters forwards PS&E package to FHWA for review.

366 PC-41.09 Final Signed PS&E to Region MILESTONE - Project Manager returns stamped and signed ADready PS&E package to the Region.

367 PC-41.10 Ad Package to Headquarters MILESTONE - Final PS&E to HQ with all appropriate attachments asrequired on the Final Check Sheet, five(5) days prior to the

scheduled Ad date.

374PC-43 Contract Ad & Award Advertisement and award of construction contracts. SeeAd and Award Manual.

375PC-43.01 Construction Funding Approval MILESTONE - Official approval from HQ Program Management andFHWA (if federal funds are used) to move ahead with theadvertisement of the construction phase of a project

376PC-43.02 Printing Reproduction and distribution of plans, specifications, and bidproposal package. Contact HQ Printing Services for information.

377PC-43.03Project Geotechnical DocumentationPackage

Printing of pertinent geotechnical reports for sale to prospectivebidders. Prepared by HQ Geotechnical and/or Region Materials andprinted by HQ Printing Services.

378 PC-43.04 Advertisement (AD Date)MAJOR MILESTONE - Date the project is first advertised for bid.

(Note: For Design-Build, this is reported as the RFP date)"

379PC-43.05 Addendum Deadline MILESTONE - Date addenda are due in headquarters. 14 calendardays prior to the scheduled bid opening.

380PC-43.06 Bid Opening

MAJOR MILESTONE - Public opening and reading of sealed bids

(Note: For Design-Build projects, this is reported as the selectiondate)"

09/15/05 Page # 11 of 12


19/33


381PC-43.07 Award

MAJOR MILESTONE - Official notice of award of the contract to thesuccessful bidder.

(For Design-Build projects, this is reported as the Contract Awarddate)"

382 PC-44 Construction Milestones

Project Control and Reporting milestones forConstruction phase of the project. Estimates here are forthe Preconstruction phase and will be revised/updatedwhen project is in construction phase.

383PC-44.01 Contract Execution

MAJOR MILESTONE - Project Control & Reporting (PC&R)Milestone. This is the date when the Department signs the actualcontract with the contractor. This typically occurs within 21 daysfollowing contract award. See 1-03.3 of the Standard Specificationsfor further detail.

(Note: For Design-Build projects, this is reported as the Notice toProceed date)"

384PC-44.02 Construction Start

MAJOR MILESTONE - Project Control & Reporting (PC&R)

Milestone. This is the date when work actually starts on building theproject and activity might be seen on the site. The first day that canbe charged against the contract. This day is usually the 10thcalendar day following execution but is also sometimes changed bySpecial Provision. See 1-08.5 and contract special provisions forfurther details.

385 PC-44.03 Operationally Complete

MAJOR MILESTONE - Project Control & Reporting (PC&R)Milestone. This is the date when the intended end user (the public inthe case of facilities such as highways and ferry terminals, WSDOTemployees in the case of facilities) has free and unobstructed use ofthe facility. In some cases, the facility will be open, but minor workitems may remain to be completed. See 1-01.3 of the StandardSpecifications for further details (Substantial Completion).

386 PC-44.04 Final Contract Completion

MAJOR MILESTONE - Project Control & Reporting (PC&R)Milestone. This is the date when the contract is finalized. Allcontractual work will have been completed and all payments tocontractors will have been completed. After all contractualobligations have been fulfilled, the Department accepts the contractas complete by signature of the Secretary on the Final ContractVoucher Certification. See 1-01.3 and 1-05.12 of the StandardSpecifications for further detail.

09/15/05 Page # 12 of 12


20/33

US 101 Cooper Point Road Interchange Summary Sched

Task # WBS Code Task Name DurationSchedule

StartSchedule

Finish

1PCPreConstruction US 101 Cooper Pt. RoadInterchange

978d 08/01/05 06/23/09

2PC-02 Project Summary 36w 08/01/05 04/19/06

8 PC-0 1 Pre liminary Es timate s & Sche dules 2 0d 04 /2 0/06 0 5/17/06

6PC-02.04 Pro ject Summary Reg ion Approva l 0d 05/17/06 05/17 /06

7 PC-02.05 Project Definition Complete 0d 06/01/06 06/01/06

11PC-06 Project Funding Approved 0d 07/05/06 07/05/06

12 PC-07 Begin Preliminary Engineering 0d 07/05/06 07/05/06

13PC-09 Project Management 300d 07/06/06 09/13/07

1 7PC-1 1 Public a nd A gen cy Involvement 29 0d 0 7/2 5/06 09/18 /0 7

19PC-26 Partnerships 290d 07/06/06 08/29/07

22PC-12 Project Data 59d 07/06/06 09/27/06

31PC-24 Roadway Design 65d 07/06/06 10/05/06

41PC-31 Traffic Design 54d 08/21/06 11/03/06

5 5PC-3 3 W ork Zon e Traf fic Con trol (WZ TC) 2 0d 11 /0 6/06 1 2/06/06

5 9PC-2 8 R ight of W ay ( R/W) Engine ering 12 5d 0 1/0 4/07 0 7/02 /0 7

64PC-25 Hydraulics 145d 08/07/06 03/07/07

67PC-32 Utilities 65d 09/11/06 12/13/06

72PC-30 Roadside Restoration 45d 03/08/07 05/09/07

75PC-20 Materials (Roadway) 30d 10/06/06 11/17/06

78PC-21 Geotechnical Evaluations 44d 08/28/06 10/27/06

83PC-22 Structural Site Data 20d 10/06/06 11/02/06

86PC-23 Structure Design 130d 11/03/06 05/14/07

94 PC-18 Environmental Documentation 111d 08/14/06 01/24/07

95PC-18 .01 Endangered Spec ies Act Compl iance 0d 10/20/06 10/20 /06

10 0PC-1 8.02 .0 2 N EPA D ocument ed C .E. (ECS) 0d 12 /2 2/06 1 2/22/06

101PC-18.02.08 SEPA Checklist/DNS 0d 01/24/07 01/24/07

105PC-18.18 Environmental Documentation Complete 0d 01/24/07 01/24/07

106PC-34 Design Documentation 143d 07/06/06 01/31/07

111PC-34.05 Design Approved 0d 01/31/07 01/31/07

11 2PC-3 6 C ont ract Plan She ets Pr epara tion 17 3d 07 /2 1/06 0 3/30 /0 7

137PC-37 Contrac t Spec if icat ions Development 96d 11 /08/06 03/30 /07

140PC-38 Const ruc tion Est imate Development 59d 01 /05/07 03 /30/07

144PC-19 Environmental Permits 116d 10/11/06 03/30/07

157PC-39 Construction Permits 33d 01/24/07 03/12/07

159PC-40 Constructability Reviews 42d 01/31/07 03/30/07

165PC-41 PS&E Reviews 49d 03/30/07 06/07/07

172PC-43 Contract Ad & Award 13d 06/07/07 06/25/07

176PC-43.04 Advertisement (AD Date) 0d 07/02/07 07/02/07

178PC-43.06 Bid Opening 0d 08/15/07 08/15/07

179PC-43.07 Award 0d 08/29/07 08/29/07

180 PC-44 Construction Milestones 411d 11/01/07 06/23/09

181PC-44.01 Contract Execution 0d 11/01/07 11/01/07

182PC-44.02 Construction Start 0d 11/16/07 11/16/07

183PC-44.03 Operationally Complete 0d 04/13/09 04/13/09

184 PC-44.04 Final Contract Completion 0d 06/23/09 06/23/09

Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q

2005 2006 2007 2008 2009

09/15/05 Page # 1 of 1


21/33

Budget 2005-2007US 101, Cooper Point Rd. Interchange

MP 366.26 to 366.57


July 19, 2006

Aug.

$30

Oct.

$0

Aug.

$378

Oct.

$0

July

$30

Sept.

$5

July

$348

Sept.

678

June

$30

Aug.

$5

June

$318

Aug.

$673

May

$3

0

Ju

ly

$10

May

$2

88

Ju

ly

$6

68

April

$30

June

$25

April

$258

June

$658

Mar.

$30

May

$20

Mar.

$228

May

$633

Feb.

$30

April

$20

Feb.

$198

April

$613

Jan.

$30

Mar.

$25

Jan.

$

168

Mar.

$

593

Dec.

$30

Feb.

$35

Dec.

$138

Feb.

$568

Nov.

$30

Jan.

$35

Nov.

$108

Jan.

$533

Oct.

$30

Dec.

$30

Oct.

$78

Dec.

$498

Sept.

$30

Nov.

$30

Sept.

$48

Nov.

$468

Aug.

$15

Oct.

$30

Aug.

$18

Oct.

$438

July

$3

Sept.

$30

July

$3

Sept.

$408

2007

2005

2006

Estimated

PECosts($in1,0

00's)

2005

2006

20072

006

Estimated

PECosts(Cumulative)

2006

Budget Page 1/1


22/33

Project Title

Project PIN #

Date 25-Sep-05

Project Mngr Joe Smith Telephone Number(xxx) xxx-xxxx

Status ID #

Date Identified

Project Phase

Functional

Assignment Threat/Opportunity Event SMART Column Risk Trigger Type Probability Impact Strategy

Response Actions including

advantages and disadvantages

(1) (2) (3) (4) (5) (6) (7) (8) (9) (10) (11) (13) (14)

VH X

H

M

L

VL

VL L M H VH

VH X

H

M

L

VL

VL L M H VH

VH

H

M

L

VL

VL L M H VH

VH

H

M

L

VL

VL L M H VH

VH

H

M

L

VL

VL L M H VH

VH

H

M

L

VL

VL L M H VH

VH

H

M

L

VL

VL L M H VH

Priority

1

2

9/25/2005

Design/PS&E

Design/PS&E

PROJECT RISK MANAGEMENT PLAN

Risk Identification Response StrategyQualitative Analysis

High Many factors will need to be considered.AcceptanceActive

Impact

Probability

Acceptance

Once the right of way needs have been

determined the regional Real Estate office

will be contacted.

Impact

Risk Matrix

(12)

Probability

Very High

Cost

Moderate

If there isn't a way to remove the water to

the west.

The City of Olympia Hydraulic

Engineer proposes to correct a

flooding problem on the college

campus by designing a tight-

lined stormwater conveyance

system across US 101 R/W

towards Capital Lake.

Location of stormwater system has been

determined

The diversion of these flows easterly to

outfall at Capital Lake may be physicallyfeasible but the conveyance of these

flows is no small issue. The current US

101 stormwater system can not handle

the apparent flow rates - 26 cfs.

Depending on which way the water is

diverted from the college campus, right o

way may be needed for the new

stormwater system to be installed.

Cost

Scope

Scope

Very High

Active 2Additional Right of Way may

be needed

1

9/25/2005

Hydraulics

R/W

Probability

Impact

Probab

ility

Impact

Probability

Impact

Probability

Impact

Prob

ability

Impact

US 101, Cooper Point Rd. Interchange


23/33

Communication Plan


MP 366.26 to 366.57


July 19, 2006

The communication plan for the project is broken into two sub-areas, Internal andExternal Communication, and is presented below in tabular form. Both sub-areasacknowledge that the project partners cannot realize their vision nor can the project

delivery team attain our mission without a sufficient, timely and accurate flow of

information. The items addressed below identify what the item is, who is the primary

contact, how the information moves and when it happens. We also recognize thateffective communication demands effective listening and viewing project decisions from

our customers perspective.

In order to assure successful delivery of this project, it will be necessary for the projectdelivery team to accurately inform each other of their needs, updates and timelines.

Minutes from meetings listed below will be electronically routed to affected groups asappropriate.

External CommunicationTimely and meaningful exchange of information external to the project team is critical tosecure a positive commitment from stakeholders and the general public. As indicated in

the table, that flow may be written or oral, formal or informal.

WHAT WHO HOW WHEN

With Stakeholders

Identify stakeholders Assignedteam

member

A stakeholder list will be

created and updated

See Project

Schedule

Conduct local agency

briefingsAssigned

team

member

Agency briefings will be

conducted as needed

As

appropriate

What future work is

anticipated or planned by

local agencies?

Obtain info. from WSDOT

Local programs

As

appropriate

With the Public

Public Involvement (PI) A documented PI plan As needed

Project website A website has been

established for the project

On-Going

WSDOT contact with

public

Region PI officer releases

media info. via press

releases, etc.

As

appropriate

Communication Plan Page 1/2


24/33

Internal CommunicationEffective internal communication is open, honest, continuous and efficient. The table

below addresses communication between and among the teams as well as communication

protocols.

WHAT WHO HOW WHENCommunicate project

progress to senior

management)

Project

Manager

As requested As appropriate

Communication among all

teams.

Distribute & maintain schedule

Base Schedule Oct. 15, 2005

Post and maintain as read-

only on Region ServersOngoing

Updates

Create an organizational chart

that identifies Team Structure

Team Leader An organizational chart

will be completed

Oct. 15, 2005

Set guidelines

Clarify chain of commandguidelines with other agencies

Functionalmanagers provide

guidance

Questions are handled on acase by case basis by each

manager

As needed

Set protocols Functional

managers provide

guidance

Questions are handled on a

case by case basis by each

manager

As needed

Team member Communication

How do design teams & resource

agencies communicate?

Phone/email as

appropriate

As appropriate

Communication between P/M

Team and Production Team

Define internal (WSDOT)

communication roles andresponsibilities

Project Delivery

Team members

Defined in work plan and

the Org. chartOct. 15,

2005

Facilitate distribution of

information on other relevant

agency projects to all production

team members

Information on other

projects will be shared via

email/campus mail

As appropriate

Communication Plan Page 2/2


25/33

Change Management PlanUS 101, Cooper Point Rd. Interchange

MP 366.26 to 366.57


July 19, 2006

During the life of the US 101, Cooper Point Road Interchange Improvement projectchanges to the project scope, schedule, and resources may occur. The sources of thesechanges may be internal or external initiated by the customers. External changes can also

result from other stakeholders, availability of resources, changes in technologies, etc.

Whether the effects of changes are positive or negative, managing change is an importantfactor for success. Managing change will require planning, discipline, and

communication among the project team, customers and stakeholders. As the Change

Management Plan is executed, the following should occur: Improved relationship with

customers, improved financial performance, reduced project delays, better projectteamwork, and improved management of project quality. The following defines the plan

this team will use to manage change.

Types of Change that can be anticipated on this project:

Scope creep

Staff changes

Schedule change

Change in deliverables

Technical change

Process/Policy change Resources/Technologies/Materials changes

Step-by-Step Process to Manage Change

Use these steps, and sub-steps, as determined for the specific change

proposed/encountered.

1 Identify source and nature of the change

Determine the type of change (work plan, schedule, technical, etc.)

Determine the potential impact and process (formal/informal)

Document origin of change (who initiated it, what precipitated it)

Identify potentially effected customers and suppliers

Identify who should lead the analysis/rest of process

Communicate potential to rest of team as needed

Change Management Plan Page 1/3


26/33

2 Analyze the effects of the change

How does it relate to purpose/mission?

Compare change against the current process

Quantify the change (how much, how long, how much risk) Cause-effect analysis

Brainstorm, analyze, and prioritize strategies

Identify impacts against agreed upon requirements

Access profound knowledge

3 Develop a response/action plan strategy

Document analysis into proposal form

Identify customers/stakeholders/level of authority for endorsement

Plan steps for presentation by answering these questions:

What needs to be done, who will do it, and by when? How will quality and customer service be ensured?

What will be the effects on other project tasks?

How will the team communicate with the other stakeholders?

4 Communicate strategy & gain endorsement

Schedule meeting(s)

Send letter/documentation package

Gain endorsement and/or feedback

Adjust strategy as needed and update database

5 Implement change plan and monitor the effects

Identify responsibilities and timelines for carrying out

Revise the work plan

Monitor and evaluate implementation



27/33

Develop and Apply a Change Management Record

The Change Management Record is a tool to be used to document, track, and measure the

impact of change management on critical project factors. Use of this Change

Management Record will be considered mandatory, and will include the followinginformation:

Description of Change Decision DescriptionType of Change Decision Impact Discussion (quantity/quality)

Origin of Change Who helped develop response

Lead Manager Related Project Names

Analyst Location

Customer(s) Contacted Cost Change estimate

Time Change Estimate Decision Made Date

Decision Made By Justification Description



28/33

Quality Control and Quality Assurance PlanUS 101, Cooper Point Rd. Interchange

MP 366.26 to 366.57


July 19, 2006

Project WBS work elements were reviewed and the following ones identified for

applicable standards for each product, process, service, and deliverable.

Quality Control Plan Items

Reviewers will be identified and assigned

The project will be executed in accordance with applicable WSDOT Manuals.

Communication with team members (may lead to decision documents)

Reviews to be scheduled

o Monthly status and quarterly reviews will be communicated.

o Plans will be reviewed to establish consistency in the documentation prior

to Ad.o Scope, Schedule, and Budget will be reviewed periodically for progress.

o Quarterly review

o Status reviews

o Milestone reviews

o Deliverable reviews

o Customer feedback

o Process reviews

Quality Control Matrix Items

QA/QC item Lead Checked ApprovedStandard(s) or

ReferencesDate

scheduledDate

executed

Identification & AssignmentMeeting

JoeSmith Yes N/A 10/12/05 10/12/05

Gather as-built informationand drawings for smoothand consistent transitions

MaryJane Yes N/A 10/13/05 10/013/05

Field visits to verify as-built All Yes N/A 10/14/05 10/14/05

Existing utilities located onsite and on plan

JimBeam 11/01/05

Value Engineering andCEVP as appropriate.

JoeSmith DM ch. 315 12/02/05

Design will be reviewedand approved prior to thecompletion of the PS&Epackage

JoeSmith DM ch. 330 04/01/06

Constructability review 1 Joe 02/02/06

Constructability review 2

Maintenance review Dick Yes N/A 10/14/05 10/14/05

Management review

QA/QC Plan Page 1/2


29/33

QA/QC item Lead Checked ApprovedStandard(s) or

ReferencesDate

scheduledDate

executed

PS&E package review(Approval prior toAdvertisement)

Signature block on all

plans will have aExecutive Order 10.10(Stamping of aProfessional Document)will be implemented.

QA/QC Plan Page 2/2


30/33

Transition & Closure Plan


MP 366.26 to 366.57


July 19, 2006

Optimal success for this project realization of the project purpose - requires delivery of

a quality product resulting in satisfied customers and conducting a deliberate closure including an effective hand-off to the subsequent phase (construction) and team.

Key parts of the closure plan are:

1 Transition Points

This project will be transferred to the Project Construction Office at the completion of thePS&E. The major milestones that will be accomplished are EnvironmentalDocumentation Complete, Right of Way Certification, Advertisement (Ad Date).

2 Acceptance of Work

The work will be accepted after all formal reviews are complete.

3 Demobilize staff and resources.

The next project for the Design team will be identified one-month prior to the Ad Date forthis project. Team members will transition to the new project as their individual tasks arecompleted.

4 Close technical elements of the project

All of the activities, steps and requirements for demobilizing, returning or terminatingfacilities, equipment and services will be complete.

5 Project closure meeting of WSDOTs design and management team

Expectations

Lessons learned from this project - Based on the requirements of the WSDOTLessons Learned process, establish specific project team activities and responsibilitiesfor identifying, documenting, reporting and compiling Lessons Learned during the courseof the project and, as each transition point is reached, compiling and reporting thecomplete Lessons Learned file for the appropriate area or phase of the work.

6 Evaluate, reward and recognize team members.

Review requirements and policies regarding rewards and recognition withRegion/Organization Management.

Based on the work, the conditions under which it will be performed, and the roles,responsibilities and performance expectations of team members, identify target

Transition & Closure Plan Page 1/2


31/33

performance metrics in key areas that are critical to project success. Develop a budgetaround the appropriate awards and targets.

7 Archive project material

What Review current archiving requirements with Region/Organization Management

and administrators and determine the specific Archiving requirements for the project.

How Develop specific instructions for the Project Team on Record-keeping, DocumentManagement and Preparation for Archiving during the course of the project. Includeinstructions for maintaining files, sequestering original documents, dates and projectinformation on documents, copying documents, and the maintenance of document logs.

Based on Transition events, develop file structures that provide the capability ofpreparing the appropriate files for archiving as each transition event is achieved.

Transition & Closure Plan Page 2/2


32/33

Endorse the PlanProject Team Commitment


MP 366.26 to 366.57


September 24, 2005

Work Plan Endorsement Statement

By committing to this Work Plan the Project Team Members and Specialty Groups

agree to undertake the duties, responsibilities and directives perExecutive Order E

1xxx.00 Draft dated July xx, 2005.

We endorse this Work Plan and are committed to actively supporting it. We acceptresponsibility for fulfilling any aspect of the plan that applies to us, including providing

resources, actively participating, and effectively communicating. We know what to do

and are prepared to act. Our endorsement is an active and positive statement that we arecommitted to fulfilling the responsibilities designated in this plan.

Name: Initials Role

John Wayne_______________ ____________ Project Engineer

Henry Fonda ______________ ____________ Assistant Project Engineer

Joe Smith_________________ ____________ Design Squad Team Leader

Kirk Douglas______________ ____________ Traffic Analysis Design Engineer

James Stewart _____________ ____________ Environmental Coordinator

Richard Widmark __________ ____________ Real Estate Services Representative

Lee Marvin _______________ ____________ Bridge Design Representative

Mary Jane ________________ ____________ Design Team Member

Jim Beam ________________ ____________ Design Team Member

_________________________ ____________ Design Team Member

Endorse the Plan: Project Team Commitment Page 1/1


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Endorse the PlanManagement Endorsement


MP 366.26 to 366.57


September 24, 2005

Work Plan Endorsement Statement

By endorsing to this Work Plan the Executives and Senior Managers agree to undertake

the duties, responsibilities and directives perExecutive Order E 1xxx.00 Draft dated

July xx, 2005.

We endorse this Work Plan and are committed to actively supporting it. We acceptresponsibility for fulfilling any aspect of the plan that applies to us, including providing

resources, actively participating, and effectively communicating. We know what to do

and are prepared to act. Our endorsement is an active and positive statement that we arecommitted to fulfilling the responsibilities designated in this plan.

Name: Initials Role

Yul Brenner_______________ ____________ Olympic Regional Administrator

Steve McQueen____________ ____________ Olympic Region Project

Development Engineer

Horst Buchholz ____________ ____________ Olympic Region Program Manager

Charles Bronson ___________ ____________ Olympic Region Construction

Engineer

Robert Vaughn ____________ ____________ Olympic Region Maintenance

Engineer

James Coburn _____________ ____________ City of Olympia, TransportationManager

Brad Dexter_______________ ____________ City of Tumwater, Director of PublicWorks

pmp example

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