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Scope Verification Meeting Summary

   

Added on  2020-06-05

18 Pages5204 Words134 Views
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QUALITY ASSURANCEAnd QUALITY CONTROLPROCESS GUIDEFor PROJECT MANAGERSTABLE OF CONTENTSDiscussion...................................................................................... 2Scope Verification Meeting..................................................................... 3•Overview.............................................................................. 3•Procedure.............................................................................. 4•Requirements......................................................................... 5•Reference Material.................................................................. 5Base Plan Review (OPTIONAL)........................................................... 6•Overview.............................................................................. 6•Procedure.............................................................................. 7•Requirements......................................................................... 7•Reference Material................................................................... 8The Plan Review Meeting.................................................................... 9•Overview.............................................................................. 9•Procedure..............................................................................10
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•Requirements......................................................................... 11•Reference Material..................................................................... 11Errors and Omissions Check (OEC) Meeting............................................. 13•Overview.................................................................................. 13•Procedure.............................................................................. 13•Requirements......................................................................... 14•Reference Material.................................................................... 14Final Package Submittal..................................................................... 15•Overview.............................................................................. 15•Procedure.............................................................................. 15•Requirements......................................................................... 15Exceptions............................................................................. 16Exceptions-Procedure............................................................... 16•Reference Material................................................................... 16Quality Control Activities.................................................................... 18•Overview.............................................................................. 18•Procedure.............................................................................. 18•Requirements......................................................................... 18•Reference Material................................................................... 18Appendix A: Reference Documents........................................................ 19MDOT QA/QC PROCESS FOR TRUNKLINE PROJECTSDiscussion
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The MDOT Quality Assurance/Quality Control (QA/QC) process for trunkline projects isbased on a well-documented plan development procedure. It applies to both in-house and consultant designed projects, as well as road and bridge projects. The procedure includes periodic reviews at pre-determined stages during the design of the project. The Quality Control (QC) includes a plan development process that is described in Chapter 14 of the Road Design Manual and also in the Program/Project Management System (PPMS) Task Manual. Both manuals provide a detailed and chronological procedure for the development of design plans. The procedure ensures all the required elements are effectively incorporated into the project. The Quality Assurance (QA) consists of 5 distinct stages at which an independent team comprehensively reviews the content and accuracy of the plans and proposal. The four stages are the Scope Verification Meeting, the Plan Review Meeting, the Omissions and Errors Check (OEC) Meeting, and the FinalProject Turn-in as shown below. All projects do not require each of the 5 stages. For instance, a Base Plan Review is not required on any projects. To determine the process required on a project, reference should be made to the Table titled “QA/QC Review Process by Template”. In addition, the complete project development network should be reviewed for a thorough understanding of the entire plan development process.ScopeVerificationMeetingThePlanReviewMeetingOmissionsand ErrorsCheckMeetingFinalPackageSubmittalBasePlanReview(Optional)SCOPE VERIFICATION MEETINGOverviewOnce a project is assigned, the Project Manager should request from the office that scoped the project, a copy of the scoping documents. These documents may include such items as a completed copy of the Project Scoping Checklist, project concept statement, pavement coring information, cost estimate, sketch of the proposed typical cross section(s), and preliminary survey. The initial PPMS Network should also be available.The Project Manager will then gather the necessary old plans, utility information, traffic data, and other useful background information, review all scoping documents, and reviewcost estimates from the programming of the project and compare it to the programmed
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cost. If this review of the estimate differs significantly from the programmed cost, the Project Manager should discuss possible revisions such as increasing the programmed cost, changing the scope of work and/or reducing the project limits with the System Manager and/or TSC Manager prior to the Scope Verification Meeting. Attendees of the Scope Verification Meeting should be informed of any revisions at the meeting tominimize design time impacts and to avoid a possible delay of the project.When sufficient information is available, the Project Manager will schedule a Scope Verification Meeting. In order to ensure that everyone understands and agrees with the proposed scope of work, it is essential that all the disciplines and work centers that will be involved in the development of the project be invited to this meeting. This will minimize possible “scope creep” and reduce the number of redesigns by verifying and documenting the scope of work as early as possible in the design process.Prior to this meeting, the Project Manager should establish the role of the FederalHighway Administration (FHWA) on the project. The oversight responsibility can be determined by referring to the Agreement between the Michigan Department ofTransportation and the Federal Highway Administration for Administration andOversight of Federal-Aid projects. Any uncertainty regarding this determination should be clarified by discussing the project with the FHWA Area Engineer.Also, at this stage, the Project Manager should verify that the Pavement Design and Selection Policy has been followed. Depending on the type of fix and estimated paving cost, a Life Cycle Cost Analysis (LCCA) may be required. If the procedure has not been followed, the Project Manager should contact the Pavement Design Engineer or appropriate Region/TSC Soils Engineer to initiate compliance with the policy.Items to be discussed at the Scope Verification Meeting may include:•Cost estimate•Project description•Project limits•Environmental impacts and mitigation measures•Hazardous waste coordination•Project schedule•Safety review•Soils information•Pavement information•Geometrics•Right-of-Way•Utilities•Political considerations•Traffic maintenance during construction•Waterway crossings•Railroad crossings•Crash analysis•Affected flood plains•Design exceptions and CrashAnalysis
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