Design Quality Plan - New York State Department Of .
DESIGNQUALITYPLANDecember, 2008/s/ Brian O. RowbackBrian O. RowbackRegional Director
December 20081DESIGN QUALITY PLANTable of Contents . 1Quality, Quality Control, and Quality Assurance . 3Plan Applicability . 3Quality Responsibilities . 4Preliminary Considerations.4Regional Director (RD) .7Regional Design Engineer (RDE).7Design Supervisors (DS) .7Design Project Managers (PM).7Designers .9Regional Land Surveying and Mapping Unit (ROW) .9Regional Utilities Unit (UTIL) .9Design Traffic Engineering Unit (DTE) .9Design Community Participation Coordinator (DCPC) .11Design Services and Quality Assurance Unit (DSQA) .11Regional Landscape Architecture and Environmental Services Unit (LAES) .11Regional Planning and Program Management Group (RPPM).13Regional Construction Group (CONST, CS, EIC) .13Regional Traffic Engineering and Safety Group (TES, WZTC) .13Regional Transportation Maintenance Group and Resident Engineers (TMG, RE) .15Regional Geotechnical Unit (GEO) .15Regional Materials Engineer (RME) .15Regional Real Estate Group (REAL).15Regional Bridge Safety Assurance Section and Regional Hydraulics Unit (BSA, HYD) 15Public Information Officer/Regional Public Involvement Officer (PIO/RPIC) .17Main Office Structures Design and Other Main Office Functional Units (MOFU).17Main Office Design Quality Assurance Bureau (DQAB) .17
December 20082AppendicesAppendix One – Region One Organization and Mission .19Appendix Two – Design Quality in Region One Today (2008) .21Appendix Three – NYSDOT Region One Project Development Process Charts .25Appendix Four – Regional Public Involvement Coordination Process Chart .35Glossary, Abbreviations and Acronyms .39
December 20083Region OneDESIGN QUALITY PLANQUALITY, QUALITY CONTROL, AND QUALITY ASSURANCE“A Quality Design is one that is cost effective, constructible, meets the needs of our internal andexternal customers, solves the identified problem(s) and is sensitive to the public and theenvironment.”For purposes of this plan, Quality is defined as the degree of excellence a product possesses; QualityControl (QC) activities are actions taken to obtain a quality product, while Quality Assurance (QA)activities are procedures used to ensure a quality product. In practice, the division between QualityControl and Quality Assurance may not be sharply defined. The distinction is that QC is about whathappens during individual steps in a process while QA is about the relationship benefit to qualitythat comes from relationships between steps of a process.PLAN APPLICABILITYThis plan applies to all capital projects produced by or for Region One, and to the design units,selected Regional and Main Office groups, design supervisors, Project Managers, designers, unitheads, supervisors and job managers who play an integral part in their production. It further appliesto designs and jobs completed on behalf of Region One by regional groups other than Design,outside design consultants, the Department s Main Office, and other regions.This plan does not list or specify every quality activity performed in each group or unit. There arenumerous, tailored internal product quality control and quality assurance activities that regionalgroups, design and support units, and consultants execute. While critical to quality, they may not bespecifically identified or enumerated in this plan.This plan also does not apply to bridge safety assurance activities performed in support of and asrequired by 17 NYCRR Part 165, the New York State Uniform Code of Bridge Inspection, althoughthe bridge safety assurance section does assist and support the structures design effort, and istherefore included in this plan.
December 20084QUALITY RESPONSIBILITIES@Quality of our projects and our capital program is essential. We face manychallenges given today’s economic climate, an increased emphasis on environmentalsustainability, greater exposure to public scrutiny and technological advances inconstruction practices. This plan builds on our past successes such as internaltechnical reviews, design program meetings, mid-design reviews, PS&E Checklistand public involvement. In order for us to assure quality, we are improving ourcommunication to both internal and external customers, working closely with ourenvironmental and construction partners and evolving our public and agencyinvolvement."- George HodgesDesign Services ManagerRegion OnePreliminary ConsiderationsQuality is everyone’s responsibility. When we act as a team and we communicate, we succeed.It is essential that all design supervisors, project managers (in-house or consultant design), designers,and job managers understand their roles in achieving quality. Project Managers have overallresponsibility for all aspects of a project from “cradle to grave”. They are key to projectproduction, project success, and project quality. They ensure that all the assets needed to accomplishthe work are identified, that a schedule is set and maintained, that the efforts of all the variousproviders are appropriately integrated, and that the design product is correct, properly assembled,and delivered on time and on budget. Job managers normally produce selected functionalmaterial for a project. A Job manager is a support unit leader, or a landscapearchitecture/environmental services (LAES) manager. In essence, a project is an integratedcollection of Ajobs.@ In most instances, Job Managers produce an internal product needed to begin orcomplete the design, such as survey base mapping needed to begin detail design work. The leadersof the land surveying and mapping unit, design traffic engineering unit, utilities unit, geotechnicalengineering unit, hydraulics unit, design services and quality assurance unit and the landscapearchitecture and environmental services unit are all job managers. Groups external to the DesignGroup, such as the Regional Real Estate Group, the Regional Construction Group, the RegionalMaterials Unit, the Regional Traffic Engineering and Safety Group, the Regional TransportationMaintenance Group, and the Regional Program and Project Management Group also have staff thatare Job Managers.Project Managers, Job Managers and support unit leaders are jointly and equally responsiblefor project tasks and the project schedule. Job managers and support units must provide theirproducts on-time, on-schedule and on-budget.It is absolutely imperative that job managers and support unit leaders immediately alert theProject Manager in writing, or preferably by e-mail, of any potential cost, scope, schedule or
December 20085quality issues that may affect the project. It is just as imperative that the Project Managernotify job managers and support unit leaders of quality changes.Project Managers, Designers, and Job Managers focus primarily on quality control. Consequently,they perform repetitive technical reviews of the work they produce, checking and refining it. Theircontinuing and ultimate responsibility is that the work produced is done correctly and thoroughly.This cannot be overemphasized. They are, in essence, the primary and most effective agents forensuring high quality work. They are literally pivotal to every succeeding activity. It is thus theirresponsibility to follow the established design processes. This is, in essence, a quality assuranceactivity. However, the quality assurance process used by each to affect quality control may bedifferent. They initiate all mandated reviews with sufficient lead time for the reviewers to perform aproper review, and must resolve all comments and inform reviewers of the resolution. Commentresolution may be formal or informal. Unresolved comments will be elevated through thesupervision chain for resolution. Comment resolution is discussed in a regional design instruction(RDI) named “Review of Design Deliverables”.Each regional group and support unit outside of Design establishes their own review process forinternal product quality control provided to the Design Group. Each determines whether to involveMain Office divisions or bureaus in reviews, unless that involvement is explicitly mandated. Supportgroups and support units within Design have specific checklists, developed by the DSQA unit, to aidthem in standardizing the review process and producing comprehensive, efficient reviews. Inaddition, specific items that require checking are the responsibility of the Project Manager.Design Supervisors and Project Managers have a dual role. They may perform technical reviewsas well as overseeing the design within the context of the regional design quality assurance process.They monitor the project schedule, act as a resource for and oversee the work of their squads andunits, or their consultant, and monitor reviews performed by squads and regional groups. Theyresolve or elevate conflicts and eliminate choke points that cannot be resolved at squad level.It is also essential to this plan to discuss training. Training is an integral part of the Region OneDesign Quality System. Quality projects begin with quality personnel. All the quality reviews,processes, and systems in the world cannot compensate for inadequately trained, unmotivatedemployees. Design production systems in use today are complex technical tools. In addition, they arecontinually evolving. Professional development and competence are shared organizational, designteam, and individual responsibilities. Timely identification of training needs and continuousimprovement of individual and unit capabilities are fundamental to quality. Employee training needsand competencies are tracked as part of the Office of Design’s Workforce Development Programand in conjunction with the Regional Training Coordinator. In addition a separate rotational trainingprogram is specifically targeted in Region 1 for the Junior Engineer/Civil Engineer 1 series. Trainingfor design quality is accomplished by providing educational opportunities both for technical skillsand for fostering a quality attitude. Design Supervisors, Project Managers, Job Managers, Designers,and technical support staff must have timely and continuous access to the latest and best informationand training on all facets of technical design aspects, public involvement, professional stamping andparticularly computer based (CADD) systems and protocols.
December 20086
December 20087QUALITY RESPONSIBILITESREGION ONEDESIGNQUALITYPLANREGIONAL DIRECTOR(RD)REGIONAL DESIGN ENGINEER(RDE)DESIGN SUPERVISORS(DS)DESIGN PROJECT MANAGERS(PM)Ultimately responsible for all Regional quality activities andthe quality of all Regional products. The Regional Directorassures that quality is an integral part of regional design byarticulating the Region's design quality policy. Responsiblefor public involvement (PI), environmental processing,design approval in accordance with the SAFETEA-LUmatrix and plans, specifications, and estimates (PS&E)approval, order-on-contract (OOC) approval, field changeapprovals, value engineering approvals and adherence to theDepartment’s application of professional stamping.The Regional Design Engineer implements the Regional Director’spolicy for Design Quality. The RDE has direct responsibility andaccountability for all regional design products. Oversees technicalreviews and procedural quality assurance processes. Concurs withscope, budget, schedule, environmental processing and publicinvolvement plan jointly with the RPPM. The RDE participates indesign program meetings and approves all changes in scope, costand schedule with the RPPM. Conducts a general review of selectproject scoping reports, design reports, plans and PS&Es. Processesdesign approval in accordance with the SAFETEA-LU matrix. TheRDE professionally stamps design reports produced within RegionOne Design. The RDE oversees implementation of designperformance management and professional stamping.QA/QC responsibilities. Oversees the design process and technical reviews. Participatesin project meetings. Monitors the project schedule. Oversees the work of squad/staff andprioritizes workload. Monitors reviews. Resolves or elevates conflicts. Oversees thedesign and design quality assurance and quality control processes. Ensures internalsquad checking of all products. Reviews all squad design products. Assures that the PMprepares and executes a project public involvement plan. Chairs design programmeetings. Implements requirements for design performance management andprofessional stamping. Implements Design Work Force Development directly forsupervisory staff and monitors progress of PMs with subordinate staff.Participates in Project Pre-IPP/Pre-Scoping Public InvolvementTeam for initial outreach effort to local government, to solicitprimary stakeholder input on plans/desires for the project area, todiscuss initial budget/funding partnerships and to identify otherkey stakeholders.Attends scoping meeting. Reviews the draft scoping document.Concurs with the scoping document, scope approval estimate(project budget), schedule, staffing plan, planned public involvementplan and environmental processing information.Participates in Project Scoping/Design Public Involvement Team meetings for initialoutreach to local government, to solicit stakeholders for plans/desires, to discuss initialbudget/funding partnerships. Collaborates with Planning on project description,objectives, special issues, schedule and estimate. Involves LAES job manager for earlyidentification of anticipated permits and approvals from agencies.Attends scoping meeting. Reviews and comments on scoping documents and concurswith project scope, and accuracy of estimate, schedule, staffing plan and planned publicinvolvement. Ensure performance management data is provided by staff to DSQA unit.Design leader for project management, leader for public involvement and primary focuson quality control. Produces designs which are correct, thorough and conform to all DOThighway and bridge design policies, standards, processes, the HDM, BM, PDM and DCM.PM ensures that the project reflects sound engineering principles, is constructible, and is acost effective solution to the existing deficiencies. Identifies the need for external designassistance, as necessary. Where applies, evaluates consultant’s performance, overseesdesign work and works with consultant to resolve all comments. PM coordinates withLAES to assess, process and ensure that SEQR/NEPA determination and any necessarypermits are identified. Conducts reviews of meeting minutes, reports and plans. Spotchecks computations. Spot checks CADD based design software results. Developsrealistic project schedule and assures that project schedule deadlines are met.Professionally stamps DAD, final design plans and construction field change sheets. Teamleader of the Project Scoping/Design Public Involvement Team. Develops, executes andupdates public involvement plan. Advises DS of potential issues. Partners withconstruction and traffic to assure constructability of the design. Provides hand offinformation to EIC at the conclusion of design and assists with field activities duringconstruction. Implements Design Work Force Development for staff. Implementsprofessional stamping policies and practices.Requests information from ROFUs necessary to develop scope. Provides preliminarydesign information to the DS.PreliminaryDesign (Phases Ito IV)Conducts a general review of select project reports andpreliminary plans. Participates in design program meetings. TheRDE processes design approval documents in accordance with theSAFTETEA-LU matrix. The RDE professionally stamps the FDRfor in-house projects. The RDE may attend public meetings andparticipate in public outreach activities.Chairs design program meetings. Provides guidance for execution/update of the publicinvolvement plan. Attends public meetings and participates in public outreach activities.Reviews the design approval document and the design criteria. Reviews alternatives,report organization, environmental classification, and the preliminary estimate. Concurswith preferred alternative and design approval estimate. Assures that PDM requirementsare followed. Assures that all ROFUs, MOFUs and MOPLs comments are resolved.Endorses design approval to the RDE.Final Design(Phases V andVI)Participates in design program meetings. May conduct a generalreview of ADP plans and PS&Es. Resolves PS&E conflicts with theRPPM. Concurs with PS&E Estimate. Recommends PS&E approvalto the RD upon satisfactory resolution of all comments and designsupervisor endorsement. The RDE may attend public meetings andparticipate in public outreach activities.Chairs design program meetings. Attends the mid-design review and constructabilitymeetings. Participates in the taking line review as needed. Provides guidance with theexecution/update of the Public Involvement plan. Reviews the advance detail plans.Resolves or elevates conflicts. Determines that the plans are consistent with the designapproval document and design recommendation and that they reflect sound engineeringpractices. Reviews the PS&E package for completeness and determines that resolution ofADP comments has been accomplished in the final plans. Endorses PS&E approvalAssures performance management data is provided by staff to DSQA unit.Post Award andConstructionResolves any elevated construction concerns. Oversees the fieldchange and order on contract processes as needed. The RDE mayattend public meetings and participate in public outreach activities.The RDE oversee implementation of design performancemanagement and professional stamping during construction. TheRDE oversees the Design Work Force Development strategy.May attend pre-construction meeting and pre-construction field walk through includingenvironmental staff. Reviews and concurs with the memo to the EIC from the ProjectManager. Participates in selected project field visitations. Participates in the field changeprocess, the order on contract process and the implementation of professional stampingrequirements as needed. Implements Work Force Development strategy.GeneralResponsibilitiesPre-IPP – PreScopingScopingHosts the scoping meeting and presents a PowerPoint presentation. Assures input from allappropriate ROFUs is obtained. Essential for the PM to always manage and guide projectscope development. Develops project scoping report, reasonable estimate/budget, staffingplan, schedule, digital data needs and initial public involvement plan. Assures allappropriate alternatives, potential right-of-way, utility involvement, construction, trafficand environmental issues have been initially considered. Assures that scoping meetinginput is documented. Responds to all ROFU comments on scoping report. Signs scopeapproval document and provides Design Deliverables checklist to RDE. Providesperformance management data to DSQA.Develops design approval document in proper format in accordance with the PDM andperforms review prior to circulating to ROFUs. Assures design criteria are correct and thepreferred alternative is technically sound and justified. Prepares PETSR as necessary.Properly justifies retention of non-standard features. Coordinates with LAES and assuresSEQR/NEPA determination is correct and any necessary permits are identified. Preparesproject estimate and schedule. Conducts public meetings. Responds to all ROFUcomments on reports/preliminary plans. Assures all ROW needs are addressed. PMstamps DAD and provides Design Deliverables checklist to RDE.Chairs mid-design review and then the Taking Line Review (TLR) meeting. Attendsdesign program meetings. Assures project schedule and cost are met or advises ofconflicts at program meeting. Prepares the ADP’s and estimate, as applicable, inconformance with the approved DAD, design procedures, standards and regulations.Provides all necessary information to LAES so permits may be secured prior to PS&E.Resolves or elevates all comments on ADPs. Performs technical reviews. Spot checkscomputations and assures that calculations have been thoroughly checked by other internalstaff. Oversees preparation of final plans and PS&E package. PM stamps PS&E plan andprovides the Design Deliverables checklist to the RDE.Oversees preparation of project information memo to EIC. Prepares Case II analysis asnecessary. Attends pre-construction meeting and field walk-through with LAES as needed.Assists the EIC with construction phase public involvement activities. Prepares, signsand stamps field change sheets as necessary. Makes field trips to observe progress andgain design insight. Provides technical support to Construction as necessary. (For bridgeprojects, prepares and forwards bridge inventory and level 1 load rating forms to BSA).
December 20088
December 20089QUALITY RESPONSIBILITESREGION ONEDESIGNQUALITYPLANGeneralResponsibilitiesPre-IPP – PreScopingScopingPreliminaryDesign (Phases Ito IV)Final Design(Phases V andVI)Post Award andConstructionDESIGNERSREGIONAL LAND SURVEYING ANDMAPPING UNIT(ROW)REGIONAL UTILITIES UNIT(UTIL)DESIGN TRAFFIC ENGINEERING UNIT(DTE)Primary focus is design production. Produces designs which are correct, thoroughand conform to all DOT highway and bridge design policies, standards,processes, the HDM, BM, PDM and CM. Ensures that the project reflects soundengineering principles, is constructible, and is a cost effective solution to theexisting deficiencies. Develops design information for LAES for SEQR/NEPAprocessing and any necessary permits. Prepares meeting minutes, project reportsand ADP & PS&E design plans. Performs all calculations and prepares costestimates. Internally checks computations and quantities of other group membersAssures all CADD standards are met. Assists PM with execution of the publicinvolvement plan and PI products. Prepares design plans consistent with middesign review and constructability discussions. Assists PM with documentationof resolution of comments on plan reviews. Provides support to construction.Advises PM of potential cost, scope, schedule or quality issues.Provides accurate base mapping as requested from PM. Providesoriginal ground DTM. Executes survey operations. Determines theexisting highway boundary. Prepares ARM in conjunction withdesigner. Reviews proposed right-of-way and the applicability oftypes of acquisitions. Prepares the abstract request map, the right-ofway plan, and the appropriation maps. Obtains necessary signaturesfor the appropriation maps and provides the certificate of mapsrequired for a project. Implement professional stampingrequirements.Requests information from ROFUs necessary to develop scope.Determines suitable procedure for survey. Submits photogrammetryrequest to MO.Assistant host of the scoping meeting with the PM and contributes to thepresentation of the PowerPoint show and meeting materials. Documents input fromall appropriate ROFUs in scoping meeting minutes. Develops project scopingdocument, initial project estimate/budget, schedule and initial public involvementplan. Assures all appropriate alternatives, potential right-of-way, utilityinvolvement, construction, traffic and environmental issues have been considered.Responds to all ROFU comments on scoping document. Prepares designdeliverables checklist. Provides performance management data for DSQA.May participate in the scoping meeting. Reviews the scopingdocument to ensure ROW needs are accurately identified. Providesinput to the PM about the schedule for survey products and right-ofway acquisition process, as applicable.Attends scoping meeting and provides input on potential utilityrelocations and time frames. Reviews the scoping document todetermine all l utilities are accurately identified and utility concerns areaddressed. Provides early input into overall project schedule to allowfor utility actions.Attends scoping meeting and provides input about signs, signals, intersectionfunctionality and lighting. For other projects designed by unit performs the sameduties as Project Managers and designers.Designer documents design criteria and retention of non-standard features, asnecessary. Coordinates with LAES and assures SEQR/NEPA determination iscorrect and any necessary permits are identified. Prepares DA estimate anddiscusses the project schedule with the PM. Assists PM with preparation ofmaterials for public meetings and public outreach activities. Documents outcomesof public meetings. Develops responses to all MOFU, MOPL and ROFUcomments on reports/preliminary plans. Assures all ROW needs are addressed inthe DAD. Prepares Design Approval design deliverables checklist for the PMsubmission to the RDE.Prepares “Worksheet Disposition of Utilities” for delivery to the utility group earlyin Phase 5 Design. Participates in the mid-design review, taking line review andconstructability meetings. Prepares meeting minutes to document input and followup actions. Prepares the ADP’s and estimate, as applicable, in conformance with theapproved DAD, design procedures, standards and regulations. Prepares all necessaryinformation for LAES so permits may be secured prior to PS&E. Resolves orelevates all comments on ADP’s. Advises PM of potential issues with cost orschedule so that they can be discussed at the design program meetings. Preparesfinal plans and PS&E package. Internally checks computations and quantities ofother group members. Provides the Design Deliverables checklist to the PM forsubmission to the RDE.Reviews the DAD and determines the highway boundary is accurateon preliminary plans Review proposed acquisition types. Alerts thePM of time necessary to complete appropriation maps.Reviews the DAD and determines existing utilities are accounted for.Determines utility conflicts created by the proposed alternative areconsidered and discussed. Assures the project schedule is realistic toprovide for utility relocations.Reviews the DAD and determines that sign, signal, intersection capacity andlighting needs are adequately addressed. For other projects designed by unitperforms the same duties as Project Managers and designers.Attends the taking line review meeting and provides input to the PMabout the schedule for mapping deliverability as it relates to right-ofway processing/letting date. Assures that limits of acquisitions, thetypes and specific needs of the acquisitions are consistent that allconstruction work and future maintenance operations areaccommodated within the existing highway and proposed ROWboundaries. Prepares the ROW Plan and the Table of ROWacquisitions. Provides appropriation maps and professionally stampsproducts. Reviews the ADPs to determine highway boundaryaccuracy, Reviews proposed acquisitions and the inclusion andcorrect application of ROW and survey markers. Reviews theMaintenance Jurisdiction Table. Provides the certificate of maps.Oversees the review of ROW material prepared by consultants.Provides support to Construction as necessary.Arranges office and field meetings with utilities, design andconstruction staff after receipt of the “Worksheet Disposition ofUtilities”. Provides meeting minutes for utility meetings. Workscooperatively with the design, construction, traffic and utility partners tominimize or avoid utility relocations. Provides input to the PM prior tofinalizing taking lines related to utility locations/guides. Reviews theADPs to determine existing utilities are shown and that utility conflictsare either in process or complete. Negotiates the utilities relocationschedule and special note time frames prior to PS&E. Completes“Coordination with Utility Schedule” special note for inclusion in thePS&E package.Prepares signs, signals, intersection design and lighting portions of ADPs. Assistsother designers by analyzing intersections, corridor progressions and roundaboutsusing traffic simulation/capacity software. PM stamps design plans produced bythe unit. For other projects designed by unit performs the same duties as ProjectManagers and designersResponds quickly and coordinates w
For purposes of this plan, Quality is defined as the degree of excellence a product possesses; Quality Control (QC) activities are actions taken to obtain a quality product, while Quality Assurance (QA) activities are procedures used to ensure a quality product. In pr actice, the division between Quality Control and Quality Assurance may not be .
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