Initiate: DSR Meeting

 Purpose

The DSR Meeting is the official project kick-off. However, the DSR Meeting is not a milestone; the Scoping Milestone is achieved when the Project Delivery Plan has been completed and endorsed. Preparing for the DSR Meeting includes defining project objectives and organizing the team.

 Approach
  1. Prior to the DSR Meeting, complete the following:
    1. Coordinate with your RE to obtain project background, objectives, scope, schedule, budget, risks, and likely disciplines/team members.
    2. As a minimum, draft the PDP sections listed below. Input from team members will be needed to complete these sections.
      • Section 1 - Risk Management
      • Section 2 - Roles and Responsibilities
      • Section 3 - Scope Management
      • Section 4 - Cost Management
      • Section 5 - Schedule Management
      • Section 7 - Procurement Management
    3. Initiate project setup in SAP:
      1. Create Project using SAP transaction code ZJ08.
      2. Launch SAP transaction code CJ20N and enter project data on the Project Manager tab.
    4. Preliminary activities:
      1. Request an Operations Evaluation from your Region Traffic Group, 45 days prior to the DSR meeting.  More information on the Operations Evaluation Request can be found at: Operations Evaluation Web Tool
      2. Submit Environmental Project Scoping form to the Region Environmental Manager, 14 days prior to DSR meeting.
      3. If required, complete Managed Lanes Evaluation Level Tool.
      4. If required, complete the Project Delivery Selection Matrix.
    5. Prepare DSR Meeting Invitation.
      1. Schedule the DSR Meeting with as much advance notice as possible. For an average project (~$8M construction cost), allow about two hours for the meeting.
      2. Customize the DSR Meeting Agenda Template.
      3. Include the project subaccount and project name in the subject line of the meeting invitation/email.
      4. Attach the following items to the meeting invitation
        • Meeting Agenda
        • Draft sections of the PDP
        • Location map with project limits identified
        • Plan and profile of existing facility including aerial photos
        • Draft Form 463
        • Traffic data
        • Design speed and existing signed speed
        • Accident history and hazard rating
        • Existing roadway condition and pavement rating
        • Maintenance data
  2. Conducting the DSR Meeting – include the following topics:
    1. Project Objective(s)

      Provide a brief statement of the desired outcome(s) or improvement(s) to be produced by the project.

      Example:  The Gap is an 18-mile stretch of Interstate 25 from south of Castle Rock to Monument. It is the only four-lane section of I-25, connecting Colorado's two largest cities, Denver and Colorado Springs. Over the years, congestion, crashes and delays have grown due to population growth and more people using the road.  The Objective of this project is to improve these conditions.

    2. Project Overview
      1. Scope: The Resident Engineer and/or Project Manager will present the proposed project scope, schedule, and budget in as much detail as possible, including project limits, features, special considerations, opportunities and obstacles, and the Project Delivery Method (Design/Build, Design/Bid/Build/ CM/GC, etc.).  Include the following:
        • Location map of the project with proposed project limits.
        • Plan and profile of existing facility, if available.
        • Traffic data.
        • Accident history and hazard rating.
        • Existing roadway condition and pavement rating.
        • Design speed and existing signed speed.
        • Related inter-modal information.
        • Environmental considerations.                                                                                                                                                                         Example: “We will be replacing the I-70 Bridge over Sand Creek just east of the Quebec interchange and overlaying the highway between milepost 223 and 228.  Sand Creek is likely going to require Corps of Engineer and wetland permits, and is a known raptor nesting area. This is an urban, high density corridor with many nearby businesses and homes.”
      2. Schedule: Identify the milestones that are planned for the schedule, including the seven required milestones (Scoping, FIR, FOR, AD, Late AD, Begin Construction and End Construction). Ask for others recommended by specialty unit members and customize the milestones and schedule as needed.
      3. Budget: Describe the various funding types and total funds available to the project. Provide cost account number for the team to use when working on the project.
    3. Project Risks 

      Engage the Project Team to identify risks. Be sure to include all disciplines in the discussion.  See Risk Management for tips regarding Risk Identification (https://www.codot.gov/business/project-management/scoping/business/ project-management/scoping/risk-management).

    4. Project Team 

      Discuss project team functional areas including specialty groups, consultants, contractors, and other organizations or agencies involved in the project, to determine "who will do what".  A "role" is the specific title or position, team leader, designer, permit coordinator, etc., that is assigned a responsibility. "Responsibility" is the deliverable expected of the team or individual, such as hydraulic analysis, environmental permits, traffic report.

    5. Procurement Needs 

      Discuss team need for external resources and method for acquiring them.  The cost of these resources will need to be estimated.

    6. Team Operating Guidelines 

      Discuss how the team will work together, including:

      • Team meetings (frequency, who should attend, etc.)
      • Team decision-making process; use of AID-Change log for recording issues
      • Location for storing Project Records (ProjectWise)
    7. Key Meeting Outcomes:
      1. Team input to complete PDP including roles and responsibilities, scope, schedule, cost, risk, and procurement.
      2. Team input and concurrence with team operating guidelines.
      3. Action Items:  The PM will compile action items using the AID-Change Log template (see PM website).
  3. Post DSR Meeting, complete the following:
    1. Within one week of the meeting, distribute DSR meeting
    2. Schedule recurring project team meetings
    3. Follow up with individual team members as needed to finalize the Project Delivery Plan.   
    4. Save meeting minutes, the Project Delivery Plan, and other project documents in the designated document management system.