Project Management Procedure
SUBJECT:
FIELD INSPECTION PROCESS AND TEAM MEETING
NUMBER:
RESPONSIBILITY:
EFFECTIVE DATE:
July 1, 2011
PROJECT MANAGER
PMO-7.2
SUPERSEDES: PMO-7.1
Original with signature on file in Project Management Office
STATE LOCATION AND DESIGN ENGINEER APPROVAL:
State Location and Design Engineer
TASK:
Schedule and conduct Field Inspection Team Meeting
PURPOSE:
This procedure outlines the actions required to schedule and conduct the Field
Inspection Team Meeting. The Project Manager’s responsibility is to guide and
manage the process from Public Hearing through the Field Inspection Team
Meeting.
STEPS:
1. Monitor the completion of the tasks in the Project Schedule and Budget
to verify that all data required for plan and project development has been
provided by the appropriate Team Members and the budget is adjusted if
appropriate.
2. Confirm with the Lead Design Engineer that the plans for the Field
Inspection (FI) Review are complete and available in FALCON and include
accepted modifications as a result of the Public Hearing.
3. Confirm completion of the Work Zone Safety and Mobility Review with
the Regional Traffic Engineer.
4. Verify completion and close the Field Inspection Constructability
Review task (65C) in the Project Schedule. Note: A Field Inspection
Constructability Review is not required for category I and II projects.
5. Verify that plans are distributed by the Lead Design Engineer to the
appropriate Team members marked with any comments and questions
associated with the project. Note: Project Manager should be familiar with
the questions and comments on the distributed plans.
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6. Schedule and Communicate Field Inspection Team Meeting with the
appropriate Team Members.
7. Prepare an agenda using the FI Team Meeting Report and any comments
received to make sure all known and potential issues associated with the
project are discussed. Distribute the agenda to the Team Members prior to
the meeting allowing sufficient time to solicit additional input.
8. Conduct Field Review and Field Inspection Team meeting –
•
Field Review
A. Confirm with Lead Design Engineer to provide a set of plans
marked with the questions and comments for the review.
B. Team Members will review and discuss all issues associated
with the project.
•
Field Inspection Team Meeting
A. Review and discuss comments and questions related to the
project resulting from the Field Review.
B. Utilize the FI Team Meeting Report to verify all project
related issues are discussed and appropriate team members
provide input.
9. Document all issues, recommendations and action items addressed at the
meeting, noting what is expected, who is responsible and when it will be
accomplished.
10. Upload the FI Team Meeting Report and all comments,
recommendations and action items into iPM.
11. Review and adjust the Project Schedule and Budget as appropriate with
the input of the project Team Members.
12. Close the Field Inspection Team Meeting task (65X) in the Project
Schedule.
13. Confirm R/W plans are available with Lead Design Engineer; Submit
request for approval and acquisition of ‘Partial Take’ Parcels
immediately after Field Inspection. For additional information on R/W
Authorization process see IIM-234.
TOOLS AND
RESOURCES:
ƒ Project Development Process
ƒ Detailed Design Phase
ƒ iPM & User’s Guide
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iSYP & User’s Guide
PCES & User’s Guide
Project Pool & User’s Guide
Project Schedule & User’s Guide
Project Tasks and Scheduling Guidelines
FI Team Meeting Report
Comment and Resolution Sheet
Concurrent Engineering Constructability Review Guidelines
Project Management Body of Knowledge (PMBOK) – Chapter 10
IIM-241/TED-351 – Work Zone Safety and Mobility (Transportation
Management Plan Requirements)
IIM-234 – Right of Way Authorization Process
Project Change Control Form (PM-102)
Risk Management Form (PM-103)
DELIVERABLES: 1. FI Team Meeting Report
2. Transportation Management Plan
3. Constructability Review Comment Resolution Sheet
DELIVERABLE
SAMPLES:
DESCRIPTION:
FI Team Meeting Report
Transportation Management Plan
Constructability Review Comment Resolution Sheet
The Field Inspection (FI) is an inter-disciplinary team milestone meeting to
allow the project manager and team members from different disciplines to
review and discuss a current set of plans. The major project effort after the FI
is the acquisition of right of way and the completion of final design activities
such as bridge/retaining walls/utility adjustments, etc.
The Project Manager confirms with the Lead Design Engineer the project’s
Transportation Management Plan (TMP) is available for review by the
Regional Traffic Engineer during the Constructability Review stage for the
Roadway Design phases of the Project Development Process (PDP). Note: A
Field Inspection Constructability Review is not required for category I and II
projects. All recommendations/corrections submitted by the project team are
incorporated into the TMP by the Roadway Designer prior to proceeding to the
next phase of the project’s development. The Project Team reviews the TMP to
ensure that all comments and concerns are addressed. The Regional Traffic
Engineer verifies that all safety information and crash data has been reviewed
and incorporated into the TMP.
Refer to the FI Team Meeting Report to confirm that appropriate Team
Members are invited to the Field Inspection and Team Meeting to address
issues such as constructability, plan clarity and maintenance aspects as well the
project related questions and comments included with the plans.
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Review all comments received prior to Field Inspection (e.g. Transportation &
Mobility Planning, Traffic Engineering, Rail, etc.) to be addressed at the Field
Inspection. All projects should be reviewed on the site. All necessary safety
equipment and precautions shall be utilized for onsite reviews.
All questions are to be completely legible and concisely answered so team
members have a complete understanding of all items discussed. If an item is not
addressed or a question not answered to a team member's satisfaction, it is the
team member’s responsibility to make this known and to bring all items and
questions to a satisfactory conclusion. If any controversial item remains
unresolved, the Project Manager prepares a memorandum to the appropriate
District Project Development Engineer and District Construction Engineer
providing complete details of the situation.
Reports from the Materials, Traffic Engineering, Right of Way and
Environmental Divisions, letters from municipalities, etc., are submitted to the
Project Manager for consolidation and uploading into iPM. On consultant
designed projects, the consultant prepares minutes of the Field Inspection and
forwards copies to the VDOT Project Manager for review and uploading to iPM.
After the various Field Inspection reports are received, all necessary rulings on
controversial questions are resolved and recommendations incorporated into the
plans. Documentation includes an explanation of reasons recommendations
were not included in plans and is made available in iPM.
The Project Manager is responsible for submitting requests for “Partial Take”
Parcels immediately after Field Inspection. For detailed instruction on Right of
Way authorizations and acquisitions see IIM-234.
Project Manager is responsible for coordinating with the Lead Design Engineer
and Scheduling and Contract Division as soon as possible when it is determined
there is a need for a Special Provision.
If work is deferred on a project (project is shelved) for 12 months or more a
Supplemental Field Inspection is held, the same procedures are followed for the
Supplemental Field Inspection as for the initial Field Inspection.
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