LOCAL PROJECT ALLOCATION PROCESS A LEAN SIX SIGMA

LOCAL PROJECT ALLOCATION PROCESS A LEAN SIX SIGMA EFFORT KACEY RUGGIERO JANUARY 31, 2020

PROJECT TEAM MEMBERS Champions: Ray Zhang – Local Assistance Bruce De Terra – Transportation Programming Clark Paulsen - Budgets Executive Sponsors: Steven Keck, Finance Dave Moore, Planning and Modal Team Members: Anja Aulenbacher – California Transportation Commission Bill Shunk – City of Sacramento Dawn Cheser – California Transportation Commission Jasmine Noriega – District 10 Local Assistance LOCAL PROJECT ALLOCATION PROCESS Transportation Commission Kenneth Kao – Maura Twomey – Association of Monterey Bay Area Governments Nicole Jepsen – Budgets Patrick Louie – HQ Local Assistance Sadegh Yazdi – Transportation Programming 2

PROJECT CHARTER § Problem Statement The average time to process an allocation request is 58 calendar days. This creates a delay to local agencies administering, advertising and awarding of locally administered projects. § Objective To increase the quality of allocation package submittals so that 95% received are error-free. LOCAL PROJECT ALLOCATION PROCESS 3

ISSUES IDENTIFIED 302 allocations in fiscal year 2018 -19 Allocation package submittal Local Agency to District 57% submitted on-time 21% missing required documents 32% submitted late 14% missing required documents 11% unknown LOCAL PROJECT ALLOCATION PROCESS 4

ISSUES IDENTIFIED Local Agencies Survey Results: Unfamiliar with Caltrans’ deadlines Deadlines are not followed Unsure which documents are required when submitting an allocation package Little to no allocation training LOCAL PROJECT ALLOCATION PROCESS 5

ISSUES IDENTIFIED Caltrans Survey Results: Inconsistent processes statewide No tracking system of allocation packages Communication improvement is needed with local agencies and within the department Internal deadlines are not followed Reviewing and finalizing book items is cumbersome due to wasted effort LOCAL PROJECT ALLOCATION PROCESS 6

IMPLEMENTED SOLUTIONS WEBSITE Training Forms FAQs Program Guidelines Contacts Communication Resources Helpful Shortcuts LOCAL PROJECT ALLOCATION PROCESS www. dot. ca. gov/programs/localassistance/allocations 7

IMPLEMENTED SOLUTIONS Required Documents by Phase LOCAL PROJECT ALLOCATION PROCESS 8

IMPLEMENTED SOLUTIONS 58 calendar day timeline LOCAL PROJECT ALLOCATION PROCESS 9

IMPLEMENTED SOLUTIONS VIPER Updates Effective July 1, 2020 District rollout Electronic submittal Milestone notifications available to local agencies Notice of Approval Letter generated automatically Effective March 2020 CTC meeting Auto-generated book items Auto-group projects LOCAL PROJECT ALLOCATION PROCESS 10

IMPLEMENTATION PLAN Phase 1: Due March 2020 Create and implement a checklist of all required documents by phase for district staff Create frequently asked questions by program Implement final cutoff date for late allocation requests Improve communication among all parties LOCAL PROJECT ALLOCATION PROCESS 11

IMPLEMENTATION PLAN Phase 2: Due June 2020 Update standard operating procedures Update Local Assistance Program Guidelines to include new chapters for Senate Bill 1 programs Phase 3: Due January 2021 Smart and electronic allocation request form Statewide allocation training for local agencies LOCAL PROJECT ALLOCATION PROCESS 12

CONTINUED EFFORT – LEAN SIX SIGMA PHASE 2 Caltrans will track the quality and touch time for all items that flow through the preparation schedule to meet a CTC meeting. Tracking months: Preparation for the May, June, August, and October 2020 CTC meetings. Objective: To collect data necessary for the success of a future L 6 S Phase 2 project. LOCAL PROJECT ALLOCATION PROCESS 13

Kacey Ruggiero Kacey. Ruggiero@dot. ca. gov 916 -653 -1508