Mega Project Roles and Responsibilities Guidelines - Wisconsin.gov

WISCONSIN DEPARTMENT OF TRANSPORTATION 

MEGA PROJECT DELIVERY MANUAL AND GUIDELINES 

GENERIC ROLES AND RESPONSIBILITIES FOR 

MEGA PROJECT MANAGEMENT 

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Table of Contents 

STAFFING ROLES & RESPONSIBILITIES ............................................................................................................................................ 3 

PROJECT CONTROLS AND FINANCE MANAGEMENT TEAM ....................................................................................................................................... 3 

PUBLIC RELATIONS, DBE, AND SAFETY TEAM ...................................................................................................................................................... 5 

DESIGN AND CONSTRUCTION TEAM ................................................................................................................................................................... 7 

Overall Project ....................................................................................................................................................................................................... 7 

Segment 1 .............................................................................................................................................................................................................. 9 

Segment 2 ............................................................................................................................................................................................................ 10 

Segment 3 ............................................................................................................................................................................................................ 10 

TECHNICAL SUPPORT TEAM ............................................................................................................................................................................ 11 

COMPLIANCE & COORDINATION ...................................................................................................................................................................... 15 

Bureau of Structures (BOS) .................................................................................................................................................................................. 15 

Bureau of Project Development (BPD) ................................................................................................................................................................. 15 

Bureau of Technical Services (BTS) ...................................................................................................................................................................... 16 

Bureau of Highway Maintenance (BHM) ............................................................................................................................................................. 16 

Bureau of Traffic Operations (BTO) ..................................................................................................................................................................... 18 

ADVISORY ................................................................................................................................................................................................... 19 

Non‐Let ................................................................................................................................................................................................................ 20 

Traffic................................................................................................................................................................................................................... 20 

Pavement & Geotechnical ................................................................................................................................................................................... 21 

Environment ........................................................................................................................................................................................................ 21 

Tribal Relations .................................................................................................................................................................................................... 21 

Survey .................................................................................................................................................................................................................. 21 

Planning ............................................................................................................................................................................................................... 22 

FHWA ROLES & RESPONSIBILITIES ............................................................................................................................................... 24 

FHWA OVERSIGHT & STEWARDSHIP ............................................................................................................................................................... 24 

FHWA APPROVAL ACTIONS ........................................................................................................................................................................... 27 

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STAFFING ROLES & RESPONSIBILITIES 

Project Controls and Finance Management Team 

Team Members 

Program Controls/Finance Supervisor 

Program Management Engineer 

Contract Management 

Cost Control Engineer 

FIIPS & Audit Coordinator 

Purpose & Responsibilities 

Supervise all activities and staff related to the delivery of Program 

Control and Financial Management of the project. Coordinate with DTIM 

and OPBF counterparts 

Reports to the Program Controls/Finance Supervisor and is responsible 

for monitoring and oversight of the project controls staff including 

document controls, financial controls, schedule controls, FIIPS staff and 

contract management. 

Oversee and process all contract materials for delivery of the design and 

construction of the project. 

Implement and manage cost containment strategies by tracking, 

managing and reporting program costs to ensure the project 

components are delivered within the established metrics and thresholds. 

Provide contract let and non‐let expertise and quality control to all cost 

components of the project. 

Manage the department’s financial data for each project I.D. associated 

with the project. 


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Team Members 

Financial/Schedule Controls Engineer 

Document Control 


Monitor project cost, project progress, forecasting change and other 

impacts, developing mitigation strategies, and providing 

recommendations for optimizing cost savings and performance across 

the project corridor. Will be responsible for establishing and 

implementing a corridor wide change management process. 

Responsibilities also include coordinating cost sharing with the local units 

of government. Reports to the Change Management Team as required. 

Manage all documents related to the delivery of the project throughout 

design and construction. Responsible for issue and risk management 

tracking. 


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Public Relations, DBE, and Safety Team 

Team Members 

Public Information Officer (PIO) 

Public Information Coordinator (PIC) 

ERO – Labor Compliance Office 

Outreach DBE Coordinator 


Responsible for all Public Relations on the project and manage how 

these activities interface with the other region programmed projects. 

Also is the liaison between the project and WisDOT management. 

Responsible for all public information and news releases pertaining to 

the Mega Project and reports to the Department’s Public Information 

Officer (PIO). Responsibilities include developing strategies, 

timetables and methods for disseminating information to the public 

both during design and construction of the corridor. Includes 

developing and maintaining a project website and social media outlets 

for real time project information. This position also coordinates with 

consultants, project managers, project supervisors, and other 

members of the Mega Project team for detailed information. The PIC 

handles all public relations and is the sole point of contact through 

which public information flows. 

Responsible for tracking labor participation levels for each 

construction contract as reported by the contractors, and entering the 

information in the Civil Rights labor Compliance and Tracking Payment 

System. 

Responsible to provide internal and external DBE coordination with 

communities and interest groups. Also responsible for tracking, 

compiling and reporting on DBE goal compliance. 


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Safety Officer 

Team Members 


Responsible for monitoring, evaluating and coordinating safety 

compliance for WisDOT staff, WisDOT’s technical and advisor 

consultants, Project Leaders and their field inspectors, Program 

Controls Teams, design engineers and official visitors to the project 

site. Project Leaders are responsible for the safety training and safety 

of their construction oversight staff, both at the construction site and 

their offices. All engineers, technicians, construction workers and 

visitor to the construction site must comply with the Project Safety 

manual and Safety and Health Program regarding project safety rules 

and personal protective equipment. This position will also assist the 

Department in implementing the Owner Controlled Insurance Program 

(OSIP) when utilized. The Safety Officer monitors the corridor to 

ensure that contractors provide a safe working environment, separate 

the work zone from traffic, and take necessary corrective actions to 

address identified safety concerns. 


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Design and Construction Team 

Overall Project 

Team Members 

Design Supervisor 

Construction Supervisor 

Traffic Operations Supervisor 

Project Manager 

BOS Liaison 

BPD Liaison 


Oversees design activities for the overall project. Provides expertise 

and direction to multiple design project managers. 

Oversees the construction activities for the overall project. Provides 

expertise and direction to multiple segment project managers. 

Oversees all design and construction traffic management related 

activities. 

Manages all aspects of delivery related to design and construction of 

the entire project. Coordinates the delivery of all segments of the 

project. 

Provides expertise related to all structure deliverables. Ensures 

accountability of the Bureau of Structures (BOS) design deliverables 

and policy coordination with BOS development section. . 

This position is the overall liaison between the Mega Project Teams 

and DTSD Statewide Bureaus, the Federal Highway Administration and 

other state agencies. As a member of the DTSD’s Bureau of Project 

Development, this position is responsible for ensuring that all Mega 

projects meet project development design and construction standards. 

This work involves independently analyzing /evaluating /supporting 

the various engineering activities involved in the many phases of Mega 

projects, from development of completed plans, specifications and 

estimates to the final completion of the construction projects. 


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Design Review Engineer 

Team Members 

Construction Staging/Traffic 

Management Engineer 

Will develop standard roadway and structure details, design methods 

and contract specifications for corridor wide use. Preparation of a 

Mega Project Manual for distribution to all corridor designers is 

required. This role will also review all draft plans and PS&E submittals 

for consistency and constructability. It is anticipated that the roadway 

and structure plans will be reviewed at the 30% / 60% /90% stages. 

DTSD Mega Project Teams throughout the State will communicate and 

coordinate on Mega Project Manual development, seeking 

consistentcy between projects. 


Development and/or verification of a corridor wide construction 

staging and scheduling plan. Responsible to jointly work with the 

Department in refining and coordinating a corridor wide 

Transportation Management Plan (TMP) that ties all the proposed 

construction contracts together. This position also includes 

coordination with other regions, DTSD Bureaus, local units of 

government, and local agencies to coordinate feasible mitigation 

routes and mitigation investments to be used during construction. It is 

anticipated that quarterly updates will be necessary. 


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Segment 1 

Team Members 


Project Leader 

Design Team 

Construction Team 


Manage all design or construction delivery for assigned portions of the 

project. 

Assist the Project Manager in the delivery of design or construction 

activities. 

Staffing necessary to deliver design engineering. 

Staffing necessary to deliver construction engineering. 


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Segment 2 

Team Members 



Design Team 




project. 


activities. 



Segment 3 

Team Members 



Design Team 




project. 


activities. 




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Technical Support Team 

Team Members 

Traffic/ITS Management Engineer 

(TME) 


Coordinates daily with construction staff that is responsible for 

overseeing the implementation of the traffic control measures and 

devices, construction sequence and traffic protection and 

maintenance plan during construction. The TME is responsible for 

coordinating implementation and refinements to the Crisis / Incident 

Communication Plan throughout the program. The TME is responsible 

for coordinating and providing oversight to traffic control plan 

implementation, maintenance, and changes through the completion 

of construction for each assigned contract. The TME is responsible for 

reviewing and approving any proposed changes to the Traffic Control 

Plan. The review process includes coordination with WisDOT 

Statewide Traffic Operation Center (STOC) and other lead agencies 

participating in the Crisis / Incident Communication Plan. The FHWA 

reviews the traffic control plans and provides input at the design 

stage, and also for major changes during construction with 

recommendations from the construction Project Manager. The TME is 

responsible for coordinating and approving all traffic control changes 

prior to implementation. The Region is responsible to enter special 

events that may impact traffic and are of concern when scheduling 

closures. The TME will coordinate requests appropriately to 

accommodate those events. The TME coordinates with the regional 

operations engineer on other Lane Closure scheduling. 


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Team Members 

Program Environmental Engineer 

(PENV) 


Reports to the project managers and is responsible for providing 

environmental support. Specific duties of the PENV include the 

following: 

• Provide recommendations to the Corridor Team for all 

environmentally related issues. 

• Attend all preconstruction meetings. 

• Review of all Erosion Control Implementation Plans (ECIPs). 

• Review and coordinate all special requests related to 

environmental issues. 

• Conduct regular site visits to each active project to verify 

consistent application of environmental requirements. 

• Conduct weekly site visits for all environmentally medium or highrisk 

projects including any wetland mitigation projects, stream 

relocations or other sensitive projects. The PENV and Project 

Leader will combine efforts to report, through the Field Manager 

reporting system. 

• Perform regular coordination and liaison with BTS, Wisconsin 

Department of Natural Resources (WDNR), Army Corps of 

Engineers (ACOE), Environmental Protection Agency (EPA) and 

local agencies for all environmental program and policy issues. 

• Perform periodic reviews of each project including Erosion Control 

Diaries, Erosion Control Work Orders, verification that all materials 

conform to the Product Acceptability List (PAL) and installations 

are consistent with Best Management Practices (BMPs). 

• Participate in interim and final completion inspections of all 

projects for temporary and permanent erosion control measures. 


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Team Members 

Intersection Design & Operations 

Engineer 

Signing/Marking Engineer 

Utility and RR Engineer 

Lighting/Electrical Engineer 

Corridor Survey Coordinator 

Drainage Engineer 


Coordinates daily with design and construction staff that is responsible 

for delivery and oversight on design plans and construction projects. 

Responsible for coordination between all design/construction segment 

teams for consistency of applications. 

Technical expert responsible for ensuring corridor wide consistency in 

signing and marking. Completes plan reviews for signing, marking and 

traffic control during construction. 

Technical expert responsible for coordinating with municipal and 

private utilities along the corridor. Insures that the requirements of 

TRANS 220 and the WisDOT Utility Coordination Guide are followed. 

Coordinates with DTIM, Bureau of Transit and Local Roads as well as 

railroad companies on railroad issues. 

Technical expert responsible for insuring corridor wide consistency in 

signing and marking. Completes plan reviews for lighting during 

construction. 

Responsible for field data collection for the design teams and property 

surveys related to preparation of the transportation project plats. 

Technical expert responsible for insuring corridor wide consistency in 

all aspects of storm water management. Establishes and monitors 

standards for drainage design. Provides expertise for storm water 

issues that arise during design and construction. 


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Team Members 

Geotechnical/Materials/Pavement 

Engineer 

Structures and Retaining Wall Engineer 

Real Estate Lead Worker 

Right‐of‐Way Plat Reviewer 


Coordinate and review FHWA mandated independent verification of 

the sampling and testing for quality control of materials during 

construction. Also, oversees and reviews procedures for quality 

control documentation, verifications of materials, and placement 

methods to ensure that construction methods follow standardized 

Quality Management Plans (QMP), Quality Control (QC), and Quality 

Assurances (QA) processes. 

Provide coordination and review for project level soils reports and 

pavement reports for the entire corridor 

Technical expert responsible for ensuring corridor wide consistency 

related to structures and retaining walls. Also responsible for the 

schedule of deliverable on structure plans for all structures being 

delivered by consultant team members on BOS. 

The Real Estate Lead Worker is responsible for oversight of the right of 

way acquisition for the corridor. Typically supervises a team of 

WisDOT or consultant appraisers, negotiators and relocation 

specialists. 

Provide consistent and thorough reviews on all the Right of Way plats 

throughout the project. 


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Compliance & Coordination 

Team Members 

FHWA Design Coordination See pages 21‐25 

Team Members 

FHWA Structures Coordination See pages 21‐25 

Team Members 

FHWA Construction Coordination See pages 23‐25 




Bureau of Structures (BOS) 

Team Members 

BOS Structure Chief 

BOS Structure Development 

Coordination 


Coordination related to BOS resource expectations in the delivery 

and review of structure plans. Coordination related to the 

department expectations involving the most up to date structures 

expectations and specifications. 

Coordination from BOS through a designated mega team liaison. 

Coordination is related to resourcing delivery and review of 

structure deliverables. 

Bureau of Project Development (BPD) 

Team Members 

BPD Proposal Management Chief 


Coordination related to delivery of project lettings to ensure 

compliance with the department PLP goals. 


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Team Members 

BPD Project Development 

Coordination 

BPD Claims & Dispute Resolution 

BPD Standards & Specification Chief 


Coordination through the designated BPD liaisons to the mega 

team. Coordination is related to design and construction 

deliverables, more specifically conformance with Design and 

Construction specifications and standards. 

Provide the resource to the team in the event a claim and/or 

dispute cannot be resolved within mega teams/region structure. 

Provide the resource to the team for design and construction 

specifications and details to ensure consistency in application 

throughout the State of Wisconsin. Also the resource for new and 

upcoming specifications changes. 

Bureau of Technical Services (BTS) 

Team Members 

BTS Foundation & Pavement 


Coordination related to BTS resource expectations in the delivery 

and review of subsurface exploration. Coordination related to 

pavement types and the most up to date departmental 

expectations for soil or pavement specifications. 

Bureau of Highway Maintenance (BHM) 

Team Members 

BHM Operations 


Provide the resource to the team for discussions related to 

maintenance operations issues that may occur during design and 

construction and require a statewide perspective as well as 

decisions made during design and construction that carry ongoing 

operational issues following the completion of construction. 


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Bureau of Traffic Operations (BTO) 

Team Members 

BTO State Traffic Engineer 

BTO System Operations & Electrical 

Engineering Chief 


Provide the resource to the team for discussions related to traffic 

operational issues that may occur during design and construction 

and require a statewide perspective as well as decisions made 

during design and construction that carry operational issues 

following the completion of construction. 

Provide the resource to the team for discussions and decisions 

related to electrical engineering and/or electronics such as signal 

and lighting systems. Also related to the statewide Traffic 

Operations that include discussions and designs related to 

consistent application statewide for traveler information 

decisions/STOC. 


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Advisory 


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Non-Let 

Team Members 

Program Real Estate 

Program Utility and Railroad 

Coordination 


Provide the resource to the team from the Region and Bureau’s 

Real Estate personnel related to the Real Estate Policy decisions. 


Utility personnel related to utility policy decisions. 

Provide the resource to the team from DTIM’s Bureau of Transit 

and Local Roads related to railroad program and policy decisions. 

Traffic 

Team Members 

ITS & Smart Work Zone Engineer 

Program Traffic Engineer 

Lighting & Traffic Signal Engineer 

Incident Management Engineer 

Traffic Engineering Supervisor 



traffic operations personnel related to policy decisions. 


traffic engineering/operations personnel related to policy traffic 

engineering discussions and decisions. 


traffic/lighting/electrical engineering personnel related to policy 

decisions. 


traffic management personnel related to management of design 

and construction traffic operations/TMP. 


traffic engineering personnel related to the policy decisions. 


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Pavement & Geotechnical 

Team Members 

Geotechnical Engineer 

Pavement Engineer 



Geotechnical personnel related to technical, resourcing, or policy 

decisions. 


Pavement personnel related to technical or policy decisions. 

Environment 

Team Members 

Environmental & Erosion Control 

Environmental Coordinator 



stormwater and Erosion control personnel related to the policy 

decisions. 

Provide additional resource to the team from the Region and 

Bureau’s Environmental community/personnel related to State 

and Federal agency coordination and policy decisions. 

Tribal Relations 

Team Members 

Regional Tribal Liaison 


Provide the resources to the team from the Region and Bureau’s 

Tribal personnel related to policy decisions. 

Survey 

Survey 

Team Members 




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Survey personnel related to policy decisions. 

Planning 

Team Members 

Multi‐Modal 



planning Multi‐Modal personnel related to policy decisions for 

rail, bike and pedestrian issues. 


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DTIM DIRECTORS 

DTIM State Highway Programs 

Majors Project Committee 

Provide the resource to the team from the DTIM‐ State Highway 

Programs personnel related to any fiscal and program schedule 

issues that could adversely affect the management of State 

Highway Programs. 

Provide the resources to the team from the Region and statewide 

Majors Committee representatives regarding policy decisions and 

change management decisions (Fiscal Budge change) and 

schedule changes across SFY’s. 


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FHWA ROLES & RESPONSIBILITIES 

FHWA Oversight & Stewardship 

FHWA's Wisconsin Division provides oversight and stewardship of WisDOT in the development of the 

Project. By law, the FHWA is responsible for ensuring compliance with federal requirements in the 

delivery of a federal highway program. This responsibility is achieved through oversight and stewardship. 

Oversight: the act of ensuring that the federal highway program is delivered consistent with 

the federal laws, regulations and policies. 

FHWA oversight monitors compliance and verifies that the implementation of federal highway programs 

is done in accordance with applicable laws, regulations and policies. The FHWA oversight and 

independent verification activities are similar to the quality assurance portion of quality control / quality 

assurance program prevalent in many construction and materials programs. In addition to construction, 

federal oversight includes planning, right‐of‐way and finance. 

Stewardship: efficient and effective management of the public funds that have been 

entrusted to the FHWA. 

Stewardship reflects FHWA's responsibility for the development and implementation of federal highway 

programs. It involves all FHWA activities in delivering the Federal highway program; leadership, 

technology deployment, technical assistance, problem solving, program administration and oversight. 

The FHWA has criteria that identifies project that will require a heightened level of oversight due to the 

complex project and financial management needed for a successful completion. The Proposal 

Management Matrix identifies FHWA oversight of individual construction projects. The FHWA will 

perform the following key activities to ensure its oversight responsibilities: 


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Federal Interface 

Management 

Financial Management 

Technical Assistance 

Coordinate between WisDOT and other federal agencies on 

controversial issues 

Provide guidance and assistance in assuring federal requirements 

are adequately addressed during project development 

o Assist in developing the Project’s initial Financial Plan and 

annual updates 

o Conduct an independent review of the program baseline 

cost estimate during the NEPA process and conduct an 

independent review of the updated estimate just prior to 

construction during the final design stage 

o Participate in Project meetings 

o Monitor and provide input to cost and schedule control 

and contract modifications 

Program Management 

Technical Assistance 

o Assist in developing the Project Management Plan (consists 

of the Design Project Management Plan, Construction 

Management Plan and others) and the Scope & Budget 

Document 

o Provide technical assistance and guidance to WisDOT in 

assuring that contract administration, constructability, 

cost, bid ability, value engineering, construction, methods 

and materials, congestion mitigation, community sensitive 

design and future maintenance are all considered in the 

development of the project 


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Design 

o Participate as a 3rd party reviewer on the scope of design 

contracts and design contract amendment proposals 

o Provide technical assistance and guidance to WisDOT in the 

development of preliminary and final roadway and bridge 

plans 

o Provide required project approvals (PS&E, PIFs, TMPs, etc.) 

in accordance with the Stewardship/Oversight Agreement 

Quality Control 

Innovation 

Outreach 

o Coordinate reviews and audits between WisDOT, FHWA 

and other Federal agencies 

o Conduct construction project inspections and process 

improvement reviews 

o Assist Project managers in the final inspection of completed 

contracts 

Work with WisDOT to provide information on innovative 

technologies, materials and technical training opportunities 

Provide technical assistance and guidance to WisDOT in 

developing a DBE program for the program's construction 

activities that produces an acceptable level of women and 

minority‐owned business participation in the construction 

contracts 


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Civil Rights – approves the annual DBE plan and is the initial contact for coordination with the 

Office of Federal Contract Compliance Programs, United States Department of Labor, WisDOT 

Equal Employment Opportunities and FHWA DBE Program Offices. 

FHWA Approval Actions 

The FHWA Division Administrator is delegated authority and responsibility for all approvals to 

implement the project, except for approval of system to system modifications of Interstate access 

and the approval of type, size and location for unusual and unique structures. While the Division 

Administrator approves the Financial Plan and accepts the Project Management Plan, prior 

concurrence is required from FHWA Headquarters Innovative Program Delivery Office’s Project 

Delivery Team. 

When FHWA deems a project a Federal Major Project, FHWA has additional approval actions that 

supplement those required for regular FHWA‐oversight projects. These additional actions include 

approving the Financial Plan, Project Management Plan, annual updates to the Financial Plan and 

Project Management Plan, all consultant design, construction and program management 

contracts, and any subsequesnt contract amendments. FHWA approval actions are found in the 

Stewardship/Oversight Agreement between the FHWA Division Office and WisDOT (FDM 

procedure 5‐5‐15). 


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