SP2P. System Planning To Programming. Project Study Team Meeting August 17, 2015
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1 SP2P System Planning To Programming Project Study Team Meeting August 17, 2015
2 Agenda 1. Introductions 2. Background & Study Purpose 3. PST Roles & Responsibilities 4. Study Approach 5. Stakeholder Engagement Plan 6. Information Gathering & Interviews 7. Action Items / Next Meeting
3 SP2P Background PURPOSE: Analyze existing Caltrans system planning to programming process to ensure an efficient and integrated process for reaching decisions and implementing transportation solutions Provide recommendations for improving communication, consultation, and exchange of data between stakeholders involved in the SP2P process
4 Consultant Team
5 Project Study Team Caltrans staff from various functional areas Caltrans districts and HQ Urban, semi-urban and rural areas represented External partner agency staff Senior and/or Management-level staff Involved with and resolving planning to programming issues
6 Project Study Team Ka#e Benouar Anne,e Clark Tracey Frost/Sco, Forsythe Erik Alm Tori Kanzler Rosie Flores Janne,e Ramirez Bruce De Terra Mike Johnson Kurt Scherzinger Brad Me,am Marlon Flournoy Jean Finney Doanh Nguyen Xiaolan (Lan) Zhou Aziz Ela,ar Wil Ridder Ross Chi,enden HQ, Division Chief Transporta4on Planning HQ, SP2P Project Manager HQ, System Planning Forward Team Lead HQ, Planning for Opera4ons Statewide Lead HQ, Research Program Development Chief HQ, State Planning and Research (SPR) Part I Program Manager HQ, SP2P Project Manager Assistant HQ, Ac4ng Division Chief, Programming HQ, SHOPP Coordinator HQ, Capital Improvement Programming Chief District 1 DDD Planning & Local Assistance District 3 DDD Planning & Local Assistance District 4 DDD Planning & Local Assistance District 4 DDD Program/Project Management District 12 DDD Planning & Local Assistance LA Metro Execu4ve Officer, Highway Programs LA Metro Execu4ve Officer, Regional Programming Deputy Execu4ve Director; Contra Costa Transporta4on Authority
7 Roles & Responsibilities Guidance & oversight on study direction & approach Assess recommendations; determine feasibility Broad expertise over wide range of multi-modal transportation planning and programming processes Convene at strategic times throughout project Review key deliverables and attend meetings (8±) Open discussion of issues and impacts Responsible for follow-up implementation
8
9 Project Approach Task Description Timeframe 1. Stakeholder Identification and Outreach May June Identify Existing SP2P Process and Deficiencies July September Analyze SP2P Process and Identify Opportunities for Improvement 4. Develop Strategies and Recommendations for Improvement 5. Develop Draft Study Report and Deliverables and Circulate to Stakeholders for Review and Comment 6. Circulate Draft Study Report and Deliverables for Review and Incorporate Comments 7. Circulate Final Draft Study Report and Deliverables for Review and Incorporate Comments 8. Distribute Final Report and Deliverables; and Finalize Consultant Contract October December 2015 January March 2016 April June 2016 July August 2016 September October 2016 November 2016
10 Final Products Recommendations to: improve the existing system planning process, improve the link between system planning and programming, realign the planning process with the new Caltrans mission, vision, and goals, and improve communication, consultation, and exchange of data between stakeholders involved in the SP2P process
11 Final Products Informational booklet outlining the SP2P process One page pamphlet illustrating the SP2P process (flowchart) PowerPoint presentation Web page template
12 State and Federal Programming Process Rural SHOPP CT District SHOPP (1) January 31st Even Years URBAN LOCAL & TRANSIT AGENCIES RURAL LOCAL & TRANSIT AGENCIES RTPA CT HQ ITIP (1) December 15th Odd Years $ 25 % RTIP (48 RTPA s) December 15th Odd Years For Approval Only CTC STIP (1) April 1st Even Years MPO FTIP (18 MPO s) August 1st Even Years CT HQ FSTIP (Copy of 18 MPO s plus Rural) October 1st Even Years FHWA/ FTA $ 75% Rural STIP STATE PROGRAMMING FEDERAL PROGRAMMING State Program Document CT District Liaison Decision Maker Rural Listings Federal Program Document
13 Stakeholder Engagement Plan Project Study Team Internal and external interviews / small group discussions Larger group workshops Executive management briefings Internal/external ad-hoc meetings Project website All districts will be interviewed Planning/Local Assistance with Programming, Environmental Analysis, Project Delivery/Management, Operations, Maintenance Selected external agencies; urban/rural mix & statewide
14 Interview Templates Solicit open, honest feedback on gaps, issues and constraints in existing system planning to programming processes Questions tailored for internal vs. external stakeholders Questions related to funding agencies Questions related to Planning to Programming linkages (with Caltrans) Questions related to tools used Process maps, org charts
15 Action Items Incorporate feedback on engagement plan and interview templates Request existing org charts and process maps Schedule interviews Prepare Existing Process and Gaps, Issues & Constraints technical memos Next Project Study Team meeting
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