Project Management

Plan
US 101
Cooper Point Rd. Interchange

July 19, 2006

 Initiate & Align
US 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 turn
lanes. 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 11/1/2007
Construction 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) design
standards 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 work
plan.

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 Traffic
Geotechnical 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 the
Team 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.
As the project progresses, set goals and provide guidance and advice.
Olympic Region Program Manager
Monitor the schedule and budget for program delivery.
Participate in securing necessary funds.
As the project progresses, set goals and provide guidance and advice.
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 after
construction.
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.
As the project progresses, set goals and provide guidance and advice.
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.
As the project progresses, set goals and provide guidance and advice.

Measures of Success
What the team must accomplish for this project to be successful:
A clearly defined product (Ad ready PS&E, R/W certification and permits), scope, and
schedule, 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 communication
plan.

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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 other’s 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

PreConstruction US 101 Cooper Pt.

1PC
Road Interchange

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

The estimated cost and schedule to complete the design phase of a

3PC-01.01 PE Estimate
project. Developed for programming the project.

The estimated cost and schedule to complete the construction phase

5PC-01.03 CN Estimate
of a project. Developed for programming the project.

A document which comprises the Project Definition,

6PC-02 Project Summary Design Decisions and the Environmental Review
Summary for a project

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

A document which is part of the Project Summary which illustrates

8PC-02.02 Design Decisions Summary design considerations and details about design aspects of the
project.

A document which illustrates environmental permit needs and

9PC-02.03 Environmental Review Summary addresses the level of environmental approval and classification of
the project.

MILESTONE - Date that the Region Project Development Engineer

10PC-02.04 Project Summary Region Approval
approves the Project Summary

MAJOR MILESTONE - Date of concurrence of the Project Summary

11PC-02.05 Project Definition Complete
(Project Definition, ERS, DDS)

MILESTONE - Official funding approval by the Region or

21PC-06 Project Funding Approved HQ's Program Management in order to begin the design
phase of a project

MAJOR MILESTONE - Beginning the preliminary

22PC-07 Begin Preliminary Engineering engineering marks the start of the project design. See
Project Control & Reporting Manual for details.
See Project Management On-line Guide (PMOG)
28PC-09 Project Management
http://www.wsdot.wa.gov/Projects/ProjectMgmt/
Hammock task to assign and account for the resource needs and
29PC-09.01 Managing the Project Hammock Task
effort required to manage the project.

The Project Management Plan describes both the Project

Performance Baseline for the project deliverables and the schedule
and budget plans for delivering them, and the Project Management
30PC-09.02 Project Management Plan
Methods 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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 US 101 Cooper Point Road Interchange WBS (Scope)

MILESTONE - Endorsement is the process of gaining the

commitment of the Project Team then the endorsement of the
Management entities responsible for the resources needed to
successfully execute the Project Management Plan. The process is
31PC-09.03 Endorsement a formal one and culminates in documented commitment of support
by the Team members, management and others - customers, team
and sponsors as appropriate. See Project Management On-line
Guide (PMOG) for details.
http://www.wsdot.wa.gov/Projects/ProjectMgmt/

Local agencies and the public should be notified of

35PC-11 Public and Agency Involvement projects in their jurisdiction or area. Contact the
Communications office for details.

The level of public involvement plan needed is determined by SEPA

or NEPA requirements to be met and the amount of potential impact
36PC-11.01 Public Involvement Plan
on people, the environment and the economy. Contact the
Communications Office for details.

Collection and organization of project information to

37 PC-12 Project Data
develop project base plans.
38PC-12.01 Background Data Information about the project
39PC-12.02 Aerial Photographs Aerial photographs of the project site.
The "Corrective Action" portion of Form 410-026 ensures roadside
40PC-12.03 Clear Zone Inventory
safety is addressed

A means of collecting topographical information for the project

41PC-12.04 Photogrammetry Data
through Geographic Services
42PC-12.05 Surveying Data All of the surveying required to complete the design of the project

Refer to the as-built data as necessary to compliment the survey

43PC-12.06 As-Built Data Verified data gathered. Research the current plan of record to verify the
existing access regulation program.

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

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

Federal and State regulations require WSDOT to

document the environmental impacts of a transportation
project. Where appropriate, other public and
governmental agencies are involved in the decision
making process. National Environmental Policy Act/State
65PC-18 Environmental Documentation
Environmental Policy Act (NEPA/SEPA) If project has a
federal nexus, follow NEPA procedures and obtain review
of proposed documentation level by FHWA. If state only
funding, follow SEPA procedures. See Environmental
Procedures Manual.

The Endangered Species Act requires that the Department of

Transportation, on behalf of the Federal Highways Administration,
66PC-18.01 Endangered Species Act Compliance must consult with Wildlife Services to determine the effects of project
actions on threatened and endangered species. There are five
categories of effect determinations.

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 US 101 Cooper Point Road Interchange WBS (Scope)

A document required for all activities with a federal nexus that

analyzes the potential affects of the project on listed species and
critical habitat and justifies a particular "effect determination".
Federal agencies are responsible for evaluating impacts to listed
67 PC-18.01.01 Biological Assessment
species from all federal actions, regardless of scope. For actions
other than a "major construction activity", the agency must still
evaluate the potential for adverse effects and consult with the
service, if necessary.

Environmental Biological Assessment Biological Assessment concurrence by the National Oceanic and
68PC-18.01.02
- NOAA Concurrence Atmospheric Administration (NOAA) Fisheries.

Environmental Biological Assessment

69PC-18.01.03 Biological Assessment concurrence by USFW
- USFW Concurrence

National Environmental Policy Act/State Environmental Policy Act

(NEPA/SEPA) If project receives federal funding, follow NEPA
71PC-18.02 NEPA/SEPA Compliance requirements and obtain review of proposed documentation level by
FHWA. If state only funding, follow SEPA requirements. See
Environmental Procedures Manual.

National Environmental Policy Act Documented Categorical

73PC-18.02.02 NEPA Documented C.E. (ECS)
Exclusion (Environmental Classification Summary).

State Environmental Policy Act (SEPA) Checklist/Determination of

Non-Significance (DNS) The written decision by the Region
84PC-18.02.08 SEPA Checklist/DNS
Administrator, or designee, that a proposal will not have a significant
impact and no EIS is required.

Discipline Reports - Water

Environmental Procedures Manual Sections 431, 433, & 452 Water
96PC-18.05 Quality/Surface Water, Groundwater, &
Quality/Surface Water, Groundwater, & Coastal Areas /Shorelines
Coastal Areas /Shorelines

Water Quality Discipline Report Refer to Environmental Procedures Manual 431.05(1) & Exhibit
97 PC-18.05.01
Checklist 431-4

Refer to Environmental Procedures Manual 431.05(1) & Exhibit

98PC-18.05.02 Water Quality Discipline Report
431-4

Discipline Reports - Wildlife, Fish, Environmental Procedures Manual Sections 436 & 437 Wildlife, Fish,
102PC-18.07
Vegetation, & Wetlands and Vegetation & Wetlands
103PC-18.07.01 Biological Evaluation (BE) Refer to Environmental Procedures Manual 436.05(3)(b)(5)
Wetland Inventory Discipline Report Refer to Environmental Procedures Manual 437.05(2) & Exhibit
104PC-18.07.02
Checklist 437-10
105PC-18.07.03 Wetland Inventory Discipline Report Refer to Environmental Procedures Manual 437.05(2)
Wetland/Biology Discipline Report Refer to Environmental Procedures Manual 437.05(3) & Exhibit
106PC-18.07.04
Checklist 437-11
107 PC-18.07.05 Wetland/Biology Discipline Report Refer to Environmental Procedures Manual 437.05(3)

This report is necessary for reporting to the US Forest Service and

108PC-18.07.06 Botanical Surveys Report other Federal Agencies sensetive vascular and non-vascular plant
species within the project area.

Conceptual Mitigation Report/Plan Refer to Environmental Procedures Manual 437.05(4) & Exhibit
109PC-18.07.07
Checklist 437-12
110PC-18.07.08 Conceptual Mitigation Report/Plan Refer to Environmental Procedures Manual 437.05(4)
Wetland Mitigation Report/Plan Refer to Environmental Procedures Manual 437.05(5)(a) & Exhibit
111PC-18.07.09
Checklist 437-13
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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 US 101 Cooper Point Road Interchange WBS (Scope)

Discipline Reports - Historic, Cultural, Environmental Procedures Manual Section 456 Historic, Cultural,
142PC-18.15
and Archeological Resources and Archeological Resources

Cultural Resources Discipline Report Refer to Environmental Procedures Manual 456.05(1) & Exhibit
143PC-18.15.01
Checklist 456-4

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)

MAJOR MILESTONE - All environmental documentation complete

Environmental Documentation
159PC-18.18 prior to Design Approval and Right of Way Approval. See Project
Complete
Control & Reporting Manual.

Identify and complete permits required for the project.

Permit requirements are scoped as part of the
160PC-19 Environmental Permits
Environmental Review Summary. See Environmental
Procedures Manual for procedures.

This permit is needed for discharging, dredging, or placing fill

161PC-19.01 Corps Section 404 Permit material within waters of the United States or adjacent wetlands.
Responsible Agency: Army Corp of Engineers.

Applicants for federal permits/licenses are required to comply with

the states Coastal Zone Management Program (Shoreline
Management Act). Corps permits sometimes require WSDOT to
164PC-19.04 Coastal Zone Management Certification
receive certification from Ecology that the proposed project will
comply with the Coastal Zone Management Program. Responsible
Agency: Department of Ecology

Hydraulic Project Approval (HPA) A permit required for projects that

use, divert, obstruct, or change the natural flow or bed of any state
165PC-19.05 HPA
waters (e.g. culvert work, realignment, bridge replacement).
Responsible Agency: Washington State Dept of Fish and Wildlife.

This permit is needed from Ecology for all construction activities

(including grading, stump removal, and demolish) on sites one acre
or larger and when there is a discharge of stormwater to a surface
166PC-19.06 NPDES water (e.g., wetlands, creeks, rivers, marine waters, ditches,
estuaries). Ecology will not have to permit for 1 to 5 acres sites until
September 2005. Operators of 1 to 5 acre sites may seek coverage
under the current permit.

This permit is issues by Ecology. Discharges of pollutants to land

require a State Wastewater Discharge Permit. Discharges from
167 PC-19.07 State Waste discharge industrial facilities to municipal wastewater treatment plants require a
State Waste Discharge Permit if they haven't been issued a
Pretreatment discharge permit by the municipality.

A federal permit/license for discharge into navigable waters. Certain

Army Corp permits will require a section 401. Responsible Agency:
168PC-19.08 Section 401 Water Quality Certification
Department of Ecology; and the Environmental Protection Agency
(EPA) on federal and tribal land.

Issued for activities resulting in temporary minor increase in turbidity.

169PC-19.09 Short Term Water Quality Modification
Responsible Agency: Department of Ecology.

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 US 101 Cooper Point Road Interchange WBS (Scope)

Local approval or permits may be required for projects impacting

areas defined as "critical" by counties and cities under the Growth
Management Act (GMA), including wetlands, aquifer recharge areas,
173PC-19.13 Critical Area Ordinance Permit
wellhead protections areas, frequently flooded areas, geographically
hazardous areas, fish and wildlife habitat, and conservation areas.
Responsible Agency: Counties and Cities.

Construction and maintenance activities during nighttime hours may

require a variance from local noise ordinances. Daytime noise from
174PC-19.14 Noise Variance
construction is usually exempt. Responsible Agency: Counties and
Cities.

Required for any contract requiring work within 200 feet of a

175PC-19.15 Shoreline Permit/Exemption shoreline 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.
MILESTONE - All environmental permits acquired for project to go to
179PC-19.19 Environmental Permits Received
Ad/Construction.

Development of soils, surfacing, and materials reports for

180PC-20 Materials (Roadway)
project.
Preliminary recommendations for surfacing materials. See WSDOT
181PC-20.01 Pavement Determination pavement interactive guide at
http://wwwi.wsdot.wa.gov/MaintOps/mats/pavementguide.htm

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

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

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

Field exploration may require permits to complete. Permits need to

Environmental Permit for Field
186PC-21.02 be provided by the Project Office to HQ Geotechnical Office/Region
Exploration
Materials Office to enable required field work to be started.

RME/HQ Geotechnical will provide recommendations at the

187 PC-21.03 Conceptual Geotechnical Report conceptual / feasibility level. Some soil borings may be drilled at
this time depending upon project scope and available information.

HQ Geotechnical Report containing geotechnical recommendations

and information applicable to the project. There is a possibility of
190PC-21.06 HQ Geotechnical Report(s)
multiple reports, depending upon the scope and complexity of the
project.

Site data to the Bridge and Structures Office, HQ

191PC-22 Structural Site Data Geotechnical Office, or Region Materials Office. May
include base maps, photos, drawing or reports.
Structure Site Data to be sent to HQ Bridge for design and PS&E.
192PC-22.01 Bridge Site Data
See Design Manual Chapter 1110.

Structure Site Data to be sent to HQ Bridge, HQ Geotechnical, or

193PC-22.02 Wall Site Data Region Materials for design and PS&E. See Design Manual Chapter
1130.

Development of structures reports and contract plans,

196PC-23 Structure Design
specifications, and estimates (PS&E).

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 US 101 Cooper Point Road Interchange WBS (Scope)

A Report produced by the Bridge Office which describes the

197 PC-23.01 Bridge Condition Report
condition of the deck and general information about the structure.

Preliminary plan showing location, length, type of structure (TS&L)

198PC-23.02 Preliminary Bridge Plan
and estimate.
199PC-23.03 Demolition Plan Development and/or review of demolition plans .
200PC-23.04 Sign Structure Design Cantilever and monotube sign structures and bridges.
Document/design rehabilitation of bridge rails, expansion joints and
203PC-23.07 Bridge Rails/Expansion Joints Design
bridge decks
206PC-23.10 90% Bridge & Structures Plan 90% Plans turn-in to the regions 4 weeks prior to 100% turn-in

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

Development of earthwork design and channelization

208PC-24 Roadway Design design. Also includes minor safety design and
documentation.
210PC-24.02 Preliminary Interchange Plan Preliminary geometric elements for interchanges on the project
Preliminary plans that show the separation of traffic movements into
211PC-24.03 Preliminary Channelization Plan
delineated paths of travel, see Design Manual Chapter 910.

Preliminary calculations for embankment, roadway excavation, and

212PC-24.04 Preliminary Earthwork Quantities
other earth moving volumes.

Finalization of the horizontal and vertical alignments for each

213PC-24.05 Alignments
roadway in the project, see Design Manual Chapters 620 & 630.

A plan that address the interchange design considerations in

215PC-24.07 Interchange Plan for Approval
accordance with Design Manual Chapter 940

A plan that address the channelization design considerations in

216PC-24.08 Channelization Plan
accordance with Design Manual Chapter 910.

Earthwork calculations for roadway excavation and embankment

217 PC-24.09 Earthwork Quantities
volumes.
218PC-24.10 Roadway Sections Geometric roadway cross section from the subgrade to finish grade

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

The Hydraulic Report is intended to serve as a complete

documented record containing the engineering
221PC-25 Hydraulics
justification for all drainage modifications that occur as a
result of the project. See Hydraulics Manual.
Type A Hydraulic Reports contain documentation of design for major
222PC-25.01 Type A Reports
hydraulic work. See the Hydraulics Manual.
226PC-25.05 Hydraulic Report Approved MILESTONE - Hydraulics Report Approved for project.
227 PC-26 Partnerships A contract entered into by two or more groups.
A contract between the Washington State Department of
Transportation and a local governmental agency that includes an
228PC-26.01 Local Agencies Agreements/MOU's offer and an acceptance. Agreements are necessary to accomplish
the transfer of funds into and out of state accounts for goods and
services.

A contract between the Washington State Department of

Transportation and other governmental agencies or
229PC-26.02 Other Agencies Agreements/MOU's non-governmental agencies that includes an offer and an
acceptance. Agreements are necessary to accomplish the transfer of
funds into and out of state accounts for goods and services.

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 US 101 Cooper Point Road Interchange WBS (Scope)

Property required for a public facility, includes square

239PC-28 Right of Way (R/W) Engineering footage, access rights, easements, and any property
impacts as defined in the Right of Way Manual Division 6.
The official state survey document for state highway R/W alignment,
244PC-28.05 Monumentation Map
see Plans Preparation Manual (PPM) 1010

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

Written record of corner information as prescribed by the Department

246PC-28.07 Land Corner Records of Natural Resources, used to perpetuate or establish land corners
and their accessories.

Application made to Department of Natural Resources requesting

247 PC-28.08 Permit to Destroy permission to remove or destroy monuments or make them
inaccessible.

WSDOT projects that disturb operational, environmental,

visual and auxiliary functions (see Chapter 110 of the
266PC-30 Roadside Restoration
Roadside Manual) must be restored according to the
policy set forth in the Roadside Classification Plan.

Region Landscape Architects or the HQ Roadside and Site

Development Unit prepares a restoration estimate which includes all
268PC-30.02 Restoration Estimate
costs to restore and establish a sustainable plant community per the
Roadside Classification Plan, 1996, Chapter 810.

Landscape design and revegetation plans are required when the

269PC-30.03 Landscape Design project disturbs the roadside. See the Roadside Classification Plan
and Roadside Manual Chapter 800.

Gathering of traffic data and development of Traffic

270PC-31 Traffic Design
reports, studies, designs, and plans.
271PC-31.01 Collision Data Validate accident data. Update / supplement if necessary

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

272PC-31.02 Preliminary Traffic Analysis Report recommendations including geometric configurations and
appropriate traffic control devices.

Scope illumination system using appropriate design matrix and

273PC-31.03 Preliminary Illumination Design
design level. Identify project specific issues and needs

Scope signing system using appropriate design matrix and design

275PC-31.05 Preliminary Signing Design
level. Identify project specific issues and needs

Scope signal system using appropriate design matrix and design

276PC-31.06 Preliminary Signal Design
level. Identify project specific issues and needs

Design decisions . Approval, denial, or variance per engineering and

277 PC-31.07 Bus Stop Inventory
traffic 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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State statutes (RCWs) require Department of Transportation

approval for the design and location of all conventional traffic signals
and some types of beacons located on city streets forming parts of
state highways. Approval by the Department of Transportation for
the design, location, installation, and operation of all other traffic
281PC-31.11 Traffic Signal Permit
control signals installed on state highways is required by department
policy. The Traffic Signal Permit (DOT Form 242-014 EF) is the
formal record of the department’s approval of the installation and
type of signal. The permit is completed by the responsible agency
and submitted to the Regional Administrator for approval.

Document project specific design decisions, deviations, justifications,

282PC-31.12 Illumination Design and other approvals. Request soils investigation, foundation design,
utility service agreement.

Document project specific design decisions, deviations, justifications,

284PC-31.14 Signing Design and other approvals. Request soils investigation, foundation design,
utility service agreement.

Document project specific design decisions, deviations, justifications,

285PC-31.15 Signal Design and other approvals. Request soils investigation, foundation design,
utility service agreement.

The Utility Accommodation Team evaluates and

286PC-32 Utilities authorizes the installation of utilities and other facilities or
activities within the state highway right of way.

Locate existing utilities in the field to level of accuracy required. Can

287 PC-32.01 Existing Utilities Located vary from quality level D (most basic) to quality level A (Subsurface
Utility Engineering (SUE)). See Utilities Manual.

A plan showing the location of known aerial and underground utility

288PC-32.02 Existing Utility Plan facilities. This plan should include all additional data acquired to
insure the accuracy needed for the project.

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

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

The planning, design, and preparation of contract

documents for the modification of traffic patterns during
291PC-33 Work Zone Traffic Control (WZTC)
construction is known as work zone traffic control. See
Design Manual Chapter 810.
A conceptual plan to provide safety in a work zone for the traveling
292PC-33.01 Preliminary TC Plans
public and the workers. See Design Manual Chapter 810.

A meeting with the Work Zone Traffic Control (WZTC) team to

293PC-33.02 Work Zone Traffic Control Meeting discuss various traffic control strategies for the project. See Design
Manual Chapter 810.

A strategy for staging the work and/or developing detour plans that
294PC-33.03 Staging Design are efficient, cost effective, and safe. See Design Manual Chapter
810.

Design documentation is prepared to record the

295PC-34 Design Documentation evaluations by the various disciplines that result in design
recommendations. See Design Manual Chapter 330.

A compilation of assumptions, decisions, justifications, and

296PC-34.01 Design Documentation Package approvals that support the ultimate design of the project, to include
review of the package. See Design Manual Section 330.06

09/15/05 Page # 8 of 12
 US 101 Cooper Point Road Interchange WBS (Scope)

A documented decision granting approval at project specific

297 PC-34.02 Deviation locations to differ from the design level specified in the Design
Manual.

Documentation of whether or not to correct an existing design

298PC-34.03 Evaluate Upgrade
element as designated in the design matrices.

Preauthorization to omit correction of an existing design element for

various types of projects, as designated in the design matrices. See
299PC-34.04 Design Exception
Chapter 325. A DE designation indicates that the design element is
normally outside the scope of the Project Type.

MILESTONE - An action taken to formally approve the Design

300PC-34.05 Design Approved
(Documentation) File, see Design Manual Section 330.07

Development of the Contract Plansheets. See Plans

306PC-36 Contract Plan Sheets Preparation
Preparation Manual (PPM) M22-31.

This task is a hammock task for uniform resource loading the effort
involved with contract plan preparation. This task is used when the
plan sheet deliverables are constrained by other activities or dates
307 PC-36.01 Contract Plan Workforce Hammock
and are not resource loaded. When used, this task will have no
constraints, in order to have the task span the entire duration of plan
preparation (parent or summary activity).

Required on all projects with 30 plan sheets or more, see Plans

308PC-36.02 Index
Preparation Manual (PPM) Chapter 460.

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

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

Plans that show the geometric roadway cross section from subgrade
312PC-36.06 Roadway Section Plans up to finished grade, see Plans Preparation Manual (PPM) Chapter
460.

These plans show the different stages required to construct the

314PC-36.08 Stage Construction Plans
project. See Plans Preparation Manual (PPM) Chapter 460.

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

Plans that tabulate quantities and identifies locations and notes

316PC-36.10 Quantity Tabs pertaining to specific bid items, see Plans Preparation Manual (PPM)
Chapter 460.

These plans show existing topography, removal & demolition work,

317 PC-36.11 Site Preparation Plans
see Plans Preparation Manual (PPM) Chapter 460.

This is an extension of the Site Preparation Plan and is only required

if the existing utilities are so extensive that they cannot be clearly
318PC-36.12 Existing Utilities Plan
shown of the site preparation plans. See Plans Preparation Manual
(PPM) Chapter 460.

Environmental and/or Wetland A plan sheet that identifies wetland mitigation. See Plans
319PC-36.13
Mitigation Plans Preparation Manual (PPM) Chapter 460.

These plans are required if the project involves land disturbance, to

321PC-36.15 TESC Plans include Qtabs, Plansheets, and Details. see Plans Preparation
Manual (PPM) Chapters 460 and 750.

09/15/05 Page # 9 of 12
 US 101 Cooper Point Road Interchange WBS (Scope)

Plans that show how the drainage system relates to the rest of the
project, including Drainage Structure Notes, Drainage Profiles, and
322PC-36.16 Drainage Plans
Drainage Details. See Plans Preparation Manual (PPM) Chapter
460.

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

323PC-36.17 Utility Plans part of the contract, to include Utility Structure Notes and utility
details. See Plans Preparation Manual (PPM) Chapter 460.

Plans that are developed by the Region Landscape Office. Includes

325PC-36.19 Landscape Plan Qtabs and details. See Plans Preparation Manual (PPM) Chapters
460 and 750.

Plansheets showing the contour grading of interchanges. See Plans

326PC-36.20 Interchange Contours
Preparation Manual (PPM) Chapter 460.

Plans that show total roadway widths to be paved, including Qtabs

327 PC-36.21 Paving Plans
and details. See Plans Preparation Manual (PPM) Chapter 460.

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

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

Plans developed by the Region or HQ Traffic Office, including

331PC-36.25 Traffic Signal Plans
details. See Plans Preparation Manual (PPM) Chapter 460.

Plan sheets developed in accordance with Plans Preparation Manual

333PC-36.27 Signing Plans
(PPM) Chapter 460. Includes sign specification sheets and details.

Bridge plans are prepared by the Headquarters Bridge & Structures

334PC-36.28 Bridge Plan
Office, see Plans Preparation Manual (PPM) Chapter 460.

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

These are site specific work zone traffic control plans, see Plans
338PC-36.32 Traffic Control Plans
Preparation Manual (PPM) Chapter 460.

Contract Specifications Development of Contract Provisions. See Plans

340PC-37
Development Preparation Manual (PPM).
Development of Contract Provisions, Amendments, General Special
341PC-37.01 Contract Specifications Provisions, and appendices. See Plans Preparation Manual (PPM)
Division 6.

HQ Geotechnical and/or Region Materials prepares summary of

342PC-37.02 Summary of Geotechnical Conditions
geotechnical conditions for inclusion into the PS&E as Appendix B.

Construction Estimate Development of Contract Estimates for costs and time.

343PC-38
Development See Plans Preparation Manual (PPM).
An estimate used to initiate funds for the construction activity and to
Engineer's Cost Estimate of
344PC-38.01 evaluate the contractor's bids, see Plans Preparation Manual (PPM)
Construction
Division 8.

345PC-38.02 Lump Sum Breakout Calculations for determining estimate of Lump Sum items.
Contract time determined in accordance with Plans Preparation
346PC-38.03 Working Day Estimate
Manual (PPM) Appendix A6

Development and documentation of permits from other

347 PC-39 Construction Permits public agencies for work to be done outside of WSDOT
right of way and within other public agency right of way.

09/15/05 Page # 10 of 12
 US 101 Cooper Point Road Interchange WBS (Scope)

Construction Permits accommodate WSDOT activities on public

348PC-39.01 Construction Permits
owned right of way. See Design Manual, Section 1410.04.

To develop a quality project, WSDOT uses a series of

reviews at predetermined stages of project development.
These reviews, called constructability reviews, attempt to
351PC-40 Constructability Reviews ensure that: project development process is on schedule;
project definition and estimates are correct; project is
buildable; project is maintainable; and project documents
are biddable.

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

353PC-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

Plans Specifications & Estimate (PS&E) Reviews. Check

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

A check of the plans, specification and estimate by a local

governmental or non-governmental agency or tribal nation to ensure
358PC-41.01 Local Agency Review
compliance with established agreements or memorandum of
understandings.

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

MILESTONE - Final PS&E to HQ with all appropriate attachments as

367 PC-41.10 Ad Package to Headquarters required on the Final Check Sheet, five(5) days prior to the
scheduled Ad date.

Advertisement and award of construction contracts. See

374PC-43 Contract Ad & Award
Ad and Award Manual.
MILESTONE - Official approval from HQ Program Management and
375PC-43.01 Construction Funding Approval FHWA (if federal funds are used) to move ahead with the
advertisement of the construction phase of a project

Reproduction and distribution of plans, specifications, and bid

376PC-43.02 Printing
proposal package. Contact HQ Printing Services for information.

Printing of pertinent geotechnical reports for sale to prospective

Project Geotechnical Documentation
377 PC-43.03 bidders. Prepared by HQ Geotechnical and/or Region Materials and
Package
printed by HQ Printing Services.

MAJOR MILESTONE - Date the project is first advertised for bid.

378PC-43.04 Advertisement (AD Date)
(Note: For Design-Build, this is reported as the RFP date)"

MILESTONE - Date addenda are due in headquarters. 14 calendar

379PC-43.05 Addendum Deadline
days prior to the scheduled bid opening.

MAJOR MILESTONE - Public opening and reading of sealed bids

380PC-43.06 Bid Opening
(Note: For Design-Build projects, this is reported as the selection
date)"

09/15/05 Page # 11 of 12
 US 101 Cooper Point Road Interchange WBS (Scope)

MAJOR MILESTONE - Official notice of award of the contract to the

successful bidder.
381PC-43.07 Award
(For Design-Build projects, this is reported as the Contract Award
date)"

Project Control and Reporting milestones for

Construction phase of the project. Estimates here are for
382PC-44 Construction Milestones
the Preconstruction phase and will be revised/updated
when project is in construction phase.

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

Milestone. This is the date when the Department signs the actual
contract with the contractor. This typically occurs within 21 days
following contract award. See 1-03.3 of the Standard Specifications
383PC-44.01 Contract Execution
for further detail.

(Note: For Design-Build projects, this is reported as the Notice to

Proceed date)"

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

Milestone. This is the date when work actually starts on building the
project and activity might be seen on the site. The first day that can
384PC-44.02 Construction Start be charged against the contract. This day is usually the 10th
calendar day following execution but is also sometimes changed by
Special Provision. See 1-08.5 and contract special provisions for
further details.

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

Milestone. This is the date when the intended end user (the public in
the case of facilities such as highways and ferry terminals, WSDOT
385PC-44.03 Operationally Complete employees in the case of facilities) has free and unobstructed use of
the facility. In some cases, the facility will be open, but minor work
items may remain to be completed. See 1-01.3 of the Standard
Specifications for further details (Substantial Completion).

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

Milestone. This is the date when the contract is finalized. All
contractual work will have been completed and all payments to
contractors will have been completed. After all contractual
386PC-44.04 Final Contract Completion
obligations have been fulfilled, the Department accepts the contract
as complete by signature of the Secretary on the Final Contract
Voucher Certification. See 1-01.3 and 1-05.12 of the Standard
Specifications for further detail.

09/15/05 Page # 12 of 12
 US 101 Cooper Point Road Interchange Summary Schedule
Schedule Schedule 2005 2006 2007 2008 2009
Task # WBS Code Task Name Duration
Start Finish Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4
PreConstruction US 101 Cooper Pt. Road
1PC 978d 08/01/05 06/23/09
Interchange

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

8PC-01 Preliminary Estimates & Schedules 20d 04/20/06 05/17/06

6PC-02.04 Project Summary Region Approval 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

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

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

17 PC-11 Public and Agency Involvement 290d 07/25/06 09/18/07

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

55PC-33 Work Zone Traffic Control (WZTC) 20d 11/06/06 12/06/06

59PC-28 Right of Way (R/W) Engineering 125d 01/04/07 07/02/07

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

67 PC-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

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

95PC-18.01 Endangered Species Act Compliance 0d 10/20/06 10/20/06

100PC-18.02.02 NEPA Documented C.E. (ECS) 0d 12/22/06 12/22/06

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

112PC-36 Contract Plan Sheets Preparation 173d 07/21/06 03/30/07

137 PC-37 Contract Specifications Development 96d 11/08/06 03/30/07

140PC-38 Construction Estimate Development 59d 01/05/07 03/30/07

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

157 PC-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

180PC-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

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

09/15/05 Page # 1 of 1
 Estimated PE Costs ($ in 1,000's)
2005 2006

Budget
July Aug. Sept. Oct. Nov. Dec. Jan. Feb. Mar. April May June July Aug.

$3 $15 $30 $30 $30 $30 $30 $30 $30 $30 $30 $30 $30 $30

2006 2007
Sept. Oct. Nov. Dec. Jan. Feb. Mar. April May June July Aug. Sept. Oct.

$30 $30 $30 $30 $35 $35 $25 $20 $20 $25 $10 $5 $5 $0
July 19, 2006

Estimated PE Costs (Cumulative)

MP 366.26 to 366.57
Budget 2005-2007

Project Manager: Joe Smith

2005 2006
July Aug. Sept. Oct. Nov. Dec. Jan. Feb. Mar. April May June July Aug.
US 101, Cooper Point Rd. Interchange

$3 $18 $48 $78 $108 $138 $168 $198 $228 $258 $288 $318 $348 $378

2006 2007
Sept. Oct. Nov. Dec. Jan. Feb. Mar. April May June July Aug. Sept. Oct.

Page 1/1
$408 $438 $468 $498 $533 $568 $593 $613 $633 $658 $668 $673 678 $0
 PROJECT RISK MANAGEMENT PLAN

Project Title US 101, Cooper Point Rd. Interchange

Project PIN #
Date 25-Sep-05
Project Mngr Joe Smith Telephone Number (xxx) xxx-xxxx

PROJECT RISK MANAGEMENT PLAN

Risk Identification Qualitative Analysis Response Strategy Monitoring and Tracking
Priority

Date Identified Functional Response Actions including Affected Project Responsibilty Status Interval or Date, Status and Review
Status ID # Project Phase Assignment Threat/Opportunity Event SMART Column Risk Trigger Type Probability Impact Risk Matrix Strategy advantages and disadvantages Activity (Task Manager) Milestone Check Comments
(1) (2) (3) (4) (5) (6) (7) (8) (9) (10) (11) (12) (13) (14) (15) (16) (17) (18)
VH X
9/25/2005 The City of Olympia Hydraulic
The diversion of these flows easterly to Cost H
Engineer proposes to correct a
outfall at Capital Lake may be physically

1 Active 1 Hydraulics
Design/PS&E
Probability
flooding problem on the college M
feasible but the conveyance of these If there isn't a way to remove the water to OR Hydraulic
campus by designing a tight- Very High High Acceptance Many factors will need to be considered. None
flows is no small issue. The current US the west. L Engineer
lined stormwater conveyance
101 stormwater system can not handle
system across US 101 R/W Scope VL
the apparent flow rates - 26 cfs.
towards Capital Lake. VL L M H VH
Impact

VH X
9/25/2005
Scope H
Depending on which way the water is

Probability
M Once the right of way needs have been
Additional Right of Way may diverted from the college campus, right o Location of stormwater system has been
2 Active 2 R/W Very High Moderate Acceptance determined the regional Real Estate office Joe Smith
be needed way may be needed for the new determined L
will be contacted.
stormwater system to be installed.
Cost VL
Design/PS&E VL L M H VH
Impact

VH
H

Probability
M
L
VL
VL L M H VH
Impact

VH
H

Probability
M
L
VL
VL L M H VH
Impact

VH
H

Probability
M
L
VL
VL L M H VH
Impact

VH
H

Probability
M
L
VL
VL L M H VH
Impact

VH
H
Probability

M
L
VL
VL L M H VH
Impact
 Communication Plan
US 101, Cooper Point Rd. Interchange
MP 366.26 to 366.57
Project Manager: Joe Smith
July 19, 2006

The communication plan for the project is broken into two sub-areas, Internal and
External Communication, and is presented below in tabular form. Both sub-areas
acknowledge 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 that
effective communication demands effective listening and viewing project decisions from
our customer’s perspective.

In order to assure successful delivery of this project, it will be necessary for the project
delivery team to accurately inform each other of their needs, updates and timelines.
Minutes from meetings listed below will be electronically routed to affected groups as
appropriate.

External Communication
Timely and meaningful exchange of information external to the project team is critical to
secure 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 Assigned A stakeholder list will be See Project
team created and updated Schedule
member
Conduct local agency Assigned As
Agency briefings will be
briefings team appropriate
conducted as needed
member
What future work is Obtain info. from WSDOT As
anticipated or planned by Local programs appropriate
local agencies?
With the Public
Public Involvement (PI) A documented PI plan As needed
Project website A website has been On-Going
established for the project
WSDOT contact with Region PI officer releases As
public media info. via press appropriate
releases, etc.…

Communication Plan Page 1/2

Internal Communication
Effective 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 WHEN

Communicate project Project As requested As appropriate
progress to senior Manager
management)
Communication among all
teams.
Distribute & maintain schedule Post and maintain as read- Ongoing
only on Region Servers Updates
Base Schedule Oct. 15, 2005
Create an organizational chart Team Leader An organizational chart Oct. 15, 2005
that identifies Team Structure will be completed
Set guidelines
Clarify chain of command Functional Questions are handled on a As needed
guidelines with other agencies managers provide case by case basis by each
guidance manager
Set protocols Functional Questions are handled on a As needed
managers provide case by case basis by each
guidance manager
Team member Communication
How do design teams & resource Phone/email as As appropriate
agencies communicate? appropriate
Communication between P/M
Team and Production Team
Define internal (WSDOT) Project Delivery Defined in work plan and Oct. 15,
communication roles and Team members the Org. chart 2005
responsibilities
Facilitate distribution of Information on other As appropriate
information on other relevant projects will be shared via
agency projects to all production email/campus mail
team members

Communication Plan Page 2/2

 Change Management Plan
US 101, Cooper Point Rd. Interchange
MP 366.26 to 366.57
Project Manager: Joe Smith
July 19, 2006

During the life of the US 101, Cooper Point Road Interchange Improvement project
changes to the project scope, schedule, and resources may occur. The sources of these
changes 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 important
factor 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 project
teamwork, 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

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

Change Management Plan Page 2/3

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 following
information:
Description of Change Decision Description
Type 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

Change Management Plan Page 3/3

 Quality Control and Quality Assurance Plan
US 101, Cooper Point Rd. Interchange
MP 366.26 to 366.57
Project Manager: Joe Smith
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

Standard(s) or Date Date

QA/QC item Lead Checked Approved References scheduled executed
Identification & Assignment Joe
Meeting Smith Yes N/A 10/12/05 10/12/05
Gather as-built information
and drawings for smooth Mary
and consistent transitions Jane 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 on Jim
site and on plan Beam 11/01/05
Value Engineering and Joe
CEVP as appropriate. Smith DM ch. 315 12/02/05
Design will be reviewed
and approved prior to the
completion of the PS&E Joe
package Smith 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

 Standard(s) or Date Date
QA/QC item Lead Checked Approved References scheduled executed
PS&E package review
(Approval prior to
Advertisement)
Signature block on all
plans will have a
Executive Order 10.10
(Stamping of a
Professional Document)
will be implemented.

QA/QC Plan Page 2/2

 Transition & Closure Plan
US 101, Cooper Point Rd. Interchange
MP 366.26 to 366.57
Project Manager: Joe Smith
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 the
PS&E. The major milestones that will be accomplished are Environmental
Documentation 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 for
this project. Team members will transition to the new project as their individual tasks are
completed.

4 Close technical elements of the project

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

5 Project closure meeting of WSDOT’s design and management team

• Expectations
• Lessons learned from this project - Based on the requirements of the WSDOT
Lessons Learned process, establish specific project team activities and responsibilities
for identifying, documenting, reporting and compiling Lessons Learned during the course
of the project and, as each transition point is reached, compiling and reporting the
complete 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 with
Region/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

 performance metrics in key areas that are critical to project success. Develop a budget
around 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, Document
Management and Preparation for Archiving during the course of the project. Include
instructions for maintaining files, sequestering original documents, dates and project
information on documents, copying documents, and the maintenance of document logs.
Based on Transition events, develop file structures that provide the capability of
preparing the appropriate files for archiving as each transition event is achieved.

Transition & Closure Plan Page 2/2

 Endorse the Plan
Project Team Commitment
US 101, Cooper Point Rd. Interchange
MP 366.26 to 366.57
Project Manager: Joe Smith
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 per Executive Order E
1xxx.00 Draft dated July xx, 2005.

“We endorse this Work Plan and are committed to actively supporting it. We accept
responsibility 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 are
committed 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

 Endorse the Plan
Management Endorsement
US 101, Cooper Point Rd. Interchange
MP 366.26 to 366.57
Project Manager: Joe Smith
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 per Executive Order E 1xxx.00 Draft dated
July xx, 2005.

“We endorse this Work Plan and are committed to actively supporting it. We accept
responsibility 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 are
committed 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, Transportation

Manager

Brad Dexter_______________ ____________ City of Tumwater, Director of Public

Works

Endorse the Plan: Management Endorsement Page 1/1