BACKGROUND

Project development and delivery (PDD) for state departments of transportation (DOTs) is increasingly complex. State DOTs strive to maintain assets, increase system reliability, increase the safety and resiliency of their transportation systems, meet customer transportation needs, add mode choices and do so while enhancing equity and sustainability. However, current PDD practices and processes that rely on waterfall project management methodologies are proving to be insufficient for the increasing scope and scale of projects that often have multiple objectives. The linear progression through various gates and approval steps does not allow state DOTs to proactively address or resolve new information or issues learned in PDD without delaying subsequent tasks and, ultimately, the project schedule.

Techniques for accelerating various technical aspects of PDD have been explored and implemented successfully by state DOTs. Examples may include, but are not limited to:

• Planning and environmental linkage studies, 
• Alternative procurement mechanisms,
• State DOTs paid environmental reviewers or permitters at resource agencies, 
• Planning tools used to assist in the scoping of projects, 
• Stakeholder involvement during design, or
• Construction change management.

However, holistic approaches to increase state DOTs agility through the life cycle of PDD are not well documented or not adequate. Further, while approaches such as Agile project management are well developed, the benefits are not presented to state DOTs leadership and staff in highway PDD terms. The implementation experience has sometimes resulted in limited adaptations from other sectors.  

Opportunities to employ novel approaches may include implementing Agile project management with the concepts of design sprints, integrating cross-functional teams across organizational boundaries, and empowering decision-making. Benefits for state DOTs may include maximizing available financial resources and shortening timelines for each stage in the PDD life cycle. Research is needed to assist state DOTs in building a culture of agility to accelerate, enhance, and innovate for better PDD.

OBJECTIVE

The objective of this research is to identify and prepare practical guidelines for state DOTs to implement accelerated and agile PDD practices and methods.

TASKS

Phase I

Task 1: Amplified Research Plan and Kick-Off Meeting

Within fifteen days of contract execution, the research team shall deliver the Amplified Research Plan for panel review and NCHRP approval. The research team shall participate in a project kick-off meeting arranged by NCHRP following the approval of the Amplified Research Plan.

Deliverables:

•        1a) Amplified Research Plan

•        1b) Kick-off Meeting and Summary Notes

Task 2: Agile Scrum Artifacts and State DOT Examples

The research team shall deliver key initiation components of an Agile project, known as Agile Scrum Artifacts, including the formulation of the project's definition of done, the development of the project roadmap, the establishment of the project backlog, the construction of a stakeholder engagement matrix, and the creation of an innovation/risk register. This process shall include two focus groups and a workshop. This shall be delivered in an Agile Scrum Artifacts Memorandum in the first Quarterly Progress Report (QPR). The research team shall use these artifacts as a blueprint for project objectives. 

The research team shall also provide a concise list of existing examples of Agile applications in state departments of transportation (DOTs) or international examples. Specifically, note if these examples can be useful in forming new concepts for DOTs to consider in project development and delivery (PDD). This shall be delivered in an Agile Applications Memorandum in the first QPR.

Deliverables:

•        QPR #1 with two memorandums included:

a.      Agile Scrum Artifacts Memorandum

-  Definition of done,

-  Project roadmap,

-  Project backlog,

-  Stakeholder engagement matrix,

-  Innovation/risk register

b.     Agile Applications Memorandum

-  List of existing examples of Agile applications in state DOTs or international examples

Task 3: Phase I Interim Report and Updated Phase II Research Plan

The research team shall develop an Interim Report reflecting on learnings from the previous tasks and include a literature review. The first Interim Report shall identify the following:

• Agile contracting and procurements;
• Agile or Agile hybrid project management approach;
• Project assessment matrix (high-risk/high profile);
• Team roles, teaming tools, and team charters;
• Describe (without naming) cloud-based software tools for state/public/private engagement for collaboration;
• Data management tools to reduce knowledge loss during handoffs
• Engagement and collaboration platforms;
• Project and team tracking tools (velocity/story points), including identification of metrics for performance management;
• Decision-making processes in distributed teams (contract authority, supervisory authority, vs. functional supervision);
• Team dynamics (integration, culture building, or psychological safety); and
• Optimized organizational charts.

An updated Phase II Research Plan shall be developed and submitted with the Interim Report. The research team shall present findings to NCHRP at an in-person interim meeting at the Keck Center in Washington, DC. NCHRP approval of the interim report and updated Phase II Research Plan is required before work on subsequent tasks may begin.

Deliverable:

•        Draft Phase I Interim Report and Updated Phase II Research Plan

•        QPR #2 with Final Phase I Interim Report and Updated Phase II Research Plan

Phase II

Task 4: Agile Strategies for All PDD Stages

The research team shall examine acceleration strategies for all phases of PDD so that a comprehensive and holistic understanding of the PDD acceleration strategies can be achieved. A data quality review, classification of strategies, analysis of strategies, application of metrics, and outcome prediction shall be included in this task. The overall goal is to ascertain where and how these strategies should be implemented and the potential outcomes that can be realized through their execution. The following phases of PDD shall be examined:

·       Project scoping/planning and funding/finance

·       Environmental review/permitting strategies

·       Design and right-of-way acquisition

·       Construction

·       Post-construction/closing
 

Deliverables:

•        QPR #3 with a memorandum on agile strategies for all PDD phases.

Tasks 5-8: Refined Agile Strategies

The research team shall refine acceleration strategies for all phases of PDD utilizing the following approach:

·       Iterative Cycles: Spanning three cycles for each task (5-8), each cycle should last approximately one month. The research team shall focus on different PDD stages and corresponding acceleration strategies in each cycle. After each cycle, the findings shall be consolidated, analyzed, and incorporated into the ongoing research plan.

·       Stakeholder Engagement: Core and broader user groups shall be actively engaged throughout the scrum process. Their inputs shall guide the selection and refinement of PDD acceleration strategies and ensure the findings' relevance and practicality.

·       Evaluation and Refinement: the research team shall use the evaluation framework and metrics developed in Task 4 to assess the effectiveness of the identified strategies. These evaluation tools will also be subject to continuous review and refinement based on the data and insights obtained during each research cycle.

·       Reporting: At the end of each three-month cycle, the research team shall compile our findings into a memorandum, which will be submitted to the NCHRP panel for review in a quarterly progress report (QPR).

Deliverables:

•        Task 5 - QPR #4 with a memorandum on refined agile strategies for project scoping/planning and funding/finance

•        Task 6 - QPR #5 with a memorandum on refined agile strategies for environmental review/permitting strategies

•        Task 7 - QPR #6 with a memorandum on refined agile strategies for design and right-of-way acquisition

•        Task 8a – QPR #7 with a memorandum on refined agile strategies for construction and post-construction

In the second part of Task 8, the research team shall develop an Interim Report reflecting on learnings from the previous tasks. In addition, the research team shall sketch new concepts or frameworks for PDD for state DOTs that may consider bolder approaches rather than incremental improvements or alternatives to the existing typical stages or waterfall methodologies. An updated Phase III Research Plan shall be developed and submitted with the Interim Report. The research team shall present findings to NCHRP at a virtual interim meeting. NCHRP approval of the interim report and updated Phase III Research Plan is required before work on subsequent tasks may begin.

            Deliverables:

•        Task 8b)

a.      Draft Phase II Interim Report and Updated Phase III Research Plan

b.     Final Phase II Interim Report and Updated Phase III Research Plan

Phase III

Task 9: Case Examples and Workshop and Draft Final Report and Other Deliverables

Leveraging the insights and knowledge acquired from the initial phases of the research, the research team shall develop a series of illustrative case examples. These examples shall focus on real-world implementations of PDD acceleration strategies within various state DOTs. Lessons from these cases shall be distilled into concise, actionable guidelines to aid state DOTs in pursuing accelerated PDD. Developing the case examples shall involve a workshop with guests from state DOTs. The research team shall execute a workshop at the Beckman Center in Irvine, CA, to vet pre-draft materials to gain feedback from DOT practitioners before inclusion in final project deliverables and eventual dissemination.

Deliverables:

•        Case examples and workshop summary report

Tasks 10-12: Draft Final Report and Other Deliverables

A draft final report shall be prepared with the following components:

·       Task 10) Guidelines, Tools, Technologies, and Templates

o   A robust set of guidelines to support DOTs in incorporating agility strategies into their Project Development and Delivery (PDD) processes; and

o   Equipping DOTs with a suite of tools, technologies, and templates that can serve as a ready-to-use kit for enhancing PDD agility; and

o   A set of templates designed to standardize and simplify key PDD processes.

·       Task 11) Specific Work Plans

o   Work plans to facilitate the seamless implementation of the guidelines, tools, technologies, and templates. The work plans shall be formulated to provide step-by-step guides for integrating changes into existing PDD processes.

·       Task 12a) Training and Capacity Building

o   Develop a diverse array of training programs and team-building activities tailored to these specific needs; and

o   The training programs shall be designed to build the essential skills for agile PDD, such as collaborative problem-solving, adaptive planning, and effective communication. In addition, activities that promote flexibility, adaptability, and a solution-oriented approach shall be included.

Deliverables:

·       Draft Final Report in Microsoft Word

·       Draft Presentation (with Speaker Notes) summarizing the project in Microsoft PowerPoint

·       Draft Implementation Plan

Upon satisfactory conclusion of Tasks 10-12(a), the research team shall consider all comments and make necessary revisions to prepare the final deliverables in Task 12(b).

Deliverables:

•        Final Report in Microsoft Word

•        Final Presentation (with Speaker Notes) summarizing the project in Microsoft PowerPoint

•        Final Implementation Plan

•        TR News Highlight