new project initiation form - Maricopa County Department of ...

Maricopa CountyDepartment of TransportationProject Management OfficeNEW PROJECT INITIATION FORMProject Initiation Committee (PIC) Form(Insert or attach additional information if it helps clarify the request)Project:Preparer:Division Manager Approval:Date:Date:Division Manager Signature:Project Purpose & Need:(Why is this project needed?)Describe the work to be performed:Key Issues and Constraints:Is there an existing IGA?Is this IGA associated with a TIP Project?Is there an IGA in development?Last Revised: Mar 2013 Page 1 of 3

Maricopa CountyDepartment of TransportationProject Management OfficeIf yes, what are MCDOT’s proposed IGA commitments: (explain)Cost Commitment: $ FY Money Committed: $Other IGA Comments:Request Scoping Budget Source of Funds: Operations TIPCost ElementRequested BudgetScoping $Environmental $Administration $Total $Spending PlanCost Element This Year Year 2 Year 3 Year 4 Year 5 TotalScoping $ $ $ $ $ $Environmental $ $ $ $ $ $Administration $ $ $ $ $ $Total $ $ $ $ $ $Requested ScheduleSchedule Element Current Date Requested DateValue Engineering CompletionEnvironmental ClearanceScoping CompletionLast Revised: Mar 2013 Page 2 of 3

Maricopa CountyDepartment of TransportationProject Management OfficeOther Scoping Comments:THIS PORTION TO BE FILLED OUT BY COMMITTEE:Project Initiation Committee (PIC) Recommendations:Programmed in TIP FY: Amount: $Scope the Project in FY:Estimated Scoping Cost: $Scoping Start Date:Date Report Back to PIC:Project Manager:PM&C Division Manager:MCDOT Director:Date:Date:Date:THIS PORTION TO BE FILLED OUT BY PROGRAM MANAGEMENTOFFICE:Assigned Project Number:TIP Programming Manager:Date:(Please Return to PM&C Administration)Last Revised: Mar 2013 Page 3 of 3

MARICOPA COUNTYDEPARTMENT OF TRANSPORTATIONProject Management & Construction DivisionPROJECT MANAGEMENT PROCEDUREBULLETINBulletinTitle:New Project Initiation FormProcedurePurpose:To Outline the StandardProcedure and Steps to Follow forCompleting the New ProjectInitiation FormEffective Date:March 26, 2013Authorized Signature:________________________John B. Hauskins, P.E.Transportation DirectorDivision:AllProcedure Statement:The decision to initiate a new project is sometimes fuzzy. Different disciplines investigate manysituations that do not result in new projects. Once an investigation has the potential to use capitalfunds and one or more of the following activities are involved, a new project request is required:• Another division is involved;• Design is initiated;• Survey is required;• Utility relocation needed;• IGA required; or• Right-of-way is needed.The request will initiate discussion and a determination will be made if a new project is warranted.1.0. When to Use This FormThis form will be used for new projects not in the current Transportation Improvement Program(TIP).2.0. Steps to CompletePreparer• Download latest version of form from Project Management & Construction Division WebSite;• Fill out information at top of form;• Complete information on first page of form to include:o Project purpose and need – why do this project;PMO 2013 - 1 - Last Revised: Mar 2013

o Work to be performed and Deliverables – what Scoping document is anticipated alongwith the Scoping Plans;o Key issues and constraints – List issues that could impact the project such as deadlinesfor federal funding, warrants met, etc.;o Information on IGA’s;o Scoping Budget, spending plan and the schedule;o References – List and other source of information available such as a CandidateAssessment Report or warrant study;• Submit to Division Manager for review and approval;• Submit to Project Management Office (PMO) – signed hardcopy with electronic (email)backup; and• Attend Project Initiation Committee meeting to justify adding to program.NOTE: Project Initiation Committee meeting agenda items are due one week prior to the meetingdate. Plan accordingly to ensure timely review and action.Project Management Office• Review form for completeness, return for clarification if needed;• Assign project manager to lead team if project approved if the requesting division has notassigned a project manager;• Schedule for Project Initiation Committee meeting and add to agenda;• Provide copy to Program Management Office for funding availability;• If approved:o Route to director for signature;o Route to Program Office for funding;o Return signed copy to requestor; ando File copy for records.Programming Branch• Determine availability of funds and impact on program;• If approved:o Assign project number;o Allocate budget for current fiscal year;o Notify Financial Services to open project number for charges; ando Complete form and return to Project Management Office.Project Initiation Committee• Review request;• Determine if project must be added to program immediately or if it should wait; and• Make recommendation to Director.PMO 2013 - 2 - Last Revised: Mar 2013