State of California

Business, Transportation and Housing Agency

M e m o r a n d u m

To:	ALL DISTRICT DIRECTORS ALL PROJECT MANAGERS JOHN ALLISON, ESC	Date : July 28, 2000 File:
From:	DEPARTMENT OF TRANSPORTATION DIRECTOR'S OFFICE
Subject:	Implementation of Change Control

The Department currently has the opportunity to provide mobility across the State through enhanced transportation financing. This calls on us to improve our processes to enhance delivery and project quality by taking advantage of improved project processing.

A recent team effort "change control team" provided recommendations which move us in that direction. The goal of this team was to determine how to reduce design changes that occur after project approval. These changes can result in significant delays especially if they impact right of way requirements or environmental approval. At project approval the project shall have sufficient detail to firmly establish permit requirements, right of way requirements and environmental impacts. Delivering the promised project on time for the committed cost is crucial to maintain the Department's credibility.

The following actions are to be implemented immediately:

1. Establish District Change Control Teams to coordinate project lock-in process to manage scope changes after Project Approval and Environmental Document.

2. Implement attached changes in work breakdown structures (WBS).

3. Project Study Report -Project Development Support (PSR-PDS) shall be used to program all projects requiring an environmental document (non-CE).

These changes in practice are to increase the efficiency of the Project Development oOrganization.

This process shall be implemented on all new projects being programmed. STIP and SHOPP projects in the Environmental/Project Approval phase shall be evaluated for inclusion on a project by project basis. The concepts of this process, specifically scope control, should be applied to all projects.

A presentation and training on this process will be provided during August. Attached are Change Control Implementation Guidelines and the team’s recommended changes to WBS.

If you have questions, please contact Bob Buckley at (916) 654-3858 or Terry Abbott at (916) 653-0253.

Original signed by: BRENT FELKER Deputy Director

Attachment 1
Attachment 2

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