Developing the "Guide for the Process of Managing Risk on Rapid Renewal Projects" (2014)

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1This report documents the development of the Guide for the Process of Managing Risk on Rapid Renewal Projects (referred to as the guide) and the associated materials needed for successful implementation of that guide (Golder Associates et al. 2014), which are available at http://www .trb.org/Main/Blurbs/168369.aspx. The guide and materials are intended to help departments of transportation (DOTs) manage risk during the development process for rapid renewal projects, thus optimizing project perfor- mance (with respect to cost, schedule, disruption, and longevity). The guide and materials address methods for risk identification, assessment, analysis, and management (both planning and sub- sequent implementation, and consideration of proactive individual risk reduction, contingency to cover remaining risks collectively, and monitoring–updating). This includes methods for objec- tively prioritizing risks, evaluating the cost-effectiveness of potential individual risk reduction actions, and estimating project performance. As part of developing the guide and materials, vari- ous entities successfully applied the process to two projects and demonstrated it in two training workshops for DOT staff. These efforts resulted in the following products: • A comprehensive guide, which includes extensive checklists and a comprehensive example of a rapid renewal project application (for illustration of concepts and for training purposes). • Associated implementation materials for conducting risk management on relatively simple rapid renewal projects, including (a) annotated Microsoft (MS) PowerPoint training presenta- tions (with practical exercises and discussions) for each section of the guide, (b) a PowerPoint presentation for introducing the risk management process at the beginning of future risk management workshops, (c) forms for documenting the process, and (d) an MS Excel work- book template (with user’s guide) for both documenting the process (similar to the forms) and automatically conducting the necessary analyses. The primary objectives of this study were to address the general lack of understanding of risk and risk management associated with the unique aspects of rapid renewal projects and to develop practical guidance and materials for the application of risk management methods to the process of developing rapid renewal projects in a manner consistent with the business practices of DOTs. Although some guidance exists and more is being developed for managing risks on transporta- tion projects, that guidance has generally not included consideration of the unique features of rapid renewal projects. Renewal Project R09 was designed to fill the definitive need for guidance and materials for managing risks on rapid renewal projects. The guide and materials will enable DOTs to facilitate risk workshops for relatively simple rapid renewal projects (as well as other design and construction projects) and thus develop and sub- sequently implement comprehensive risk management plans to improve project performance. Executive Summary

2The research team anticipates that through the implementation of the principles and practices described in the guide, DOTs can develop a culture of risk management and more successfully complete rapid renewal projects, as well as non–rapid renewal projects (to which the guide and materials also apply). To develop the guide and materials, the research team performed the following technical tasks: • Task 1: Identify gaps in the current processes available for managing risks on rapid renewal projects and develop an appropriate plan to fill them. • Task 2: In accordance with the approved plan, fill the gaps in current processes available for managing risks on rapid renewal projects and develop a draft guide and implementation materials for managing risks on rapid renewal projects. • Task 3: Apply the draft guide and materials to at least two rapid renewal projects and conduct at least two training workshops. • Task 4: Finalize the guide and materials on the basis of workshop feedback.