Chapter 5 - Stakeholder Coordination: Difference between revisions
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The project development process requires the design team to coordinate their proposed solutions with numerous stakeholders throughout the life of the project. The performance of timely stakeholder coordination is invaluable as it can return critical information and offer unique perspectives that assist in identifying challenges and potential solutions and attainment of project buy-in and approvals when required. DelDOT describes its stakeholder coordination process as stakeholder management in recognition of the proactive approach the project team should adopt. This manual separates stakeholder management into four distinct components: | |||
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<b>Identify stakeholders</b> – The first step is to identify the people, groups, or organizations that could be impacted by or have an interest in the project. Each project will have a unique set of stakeholders that must be identified. | |||
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<b>Plan stakeholder management </b> – The next step in the stakeholder management process is to develop appropriate management strategies to effectively engage stakeholders throughout the project development process. This requires analyzing each stakeholder’s individual needs, interests, interdependencies, influence, and potential impact on project success. | |||
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<b>Stakeholder engagement </b> – Once a management plan has been created, the project team can implement their plan and begin communicating and working with the project stakeholders to meet their needs/ expectations, address issues as they occur, and foster a cooperative and engaging rapport. | |||
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<b>Monitor stakeholder engagement </b> – The final step is to monitor the effectiveness of the project’s stakeholder management and to make adjustments as needed to ensure effective coordination. | |||
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</ul> | |||
<p> | |||
This chapter categorizes several common groups of project stakeholders and highlights DelDOT’s preferred stakeholder management practices and procedures. In many cases, DelDOT has created subject matter expert sections to help facilitate coordination with the stakeholders identified within this chapter. The design team is encouraged to coordinate their external stakeholder management activities through the subject matter expert support groups referenced throughout the chapter. | |||
</p> | |||
<p> | |||
Project coordination will often times require the design team to provide digital design data information. Before providing this information, an electronic release form must be signed by all parties as described in Section 5.10. | |||
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Section | All transportation projects will inherently affect the environment in which they are constructed. Accordingly, numerous agencies have been established, laws passed, and regulations adopted to govern a project’s potential impacts. A partial list of protected resources is provided in Section 5.3.2.2. This section establishes the processes and procedures that DelDOT employs to ensure that the State’s transportation needs are met in a way that minimizes impacts to the surrounding environment. | ||
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<p> | |||
Assessing an action’s environmental effect is a complex task due to the intricacies involved with evaluating resource impacts and because the governing regulations and their associated interpretations are continuously evolving. To meet these challenges, DelDOT provides an Environmental Stewardship section which is staffed with subject matter experts who work to achieve DelDOT’s goal of minimizing the environmental impacts of the State's transportation system. The section ensures that DelDOT projects and maintenance activities account for and take actions that protect, restore, mitigate for, and enhance the environment. The group also maintains and manages DelDOT’s relationships with the governing agencies to expedite the environmental coordination process. The Environmental Stewardship section’s specific role on an individual project will vary based on the project’s scope of work as well as what assignments have been delegated by DelDOT through professional service tasks. The activities that are normally overseen by this section within the project development process include, but are not limited to the following: | |||
</p> | |||
<ul> | |||
<li> | |||
Provide recommendations for proper assessment surveys (e.g., wetland delineations, architectural, and archeological surveys). | |||
</li> | |||
<li> | |||
Jointly assess a project’s level of environmental impacts with the design team. | |||
</li> | |||
<li> | |||
Perform coordination with applicable resource agencies including routine communications and establishing project-specific meetings when needed. | |||
</li> | |||
<li> | |||
Provide recommendations on ways to mitigate impacts to environmental resources. | |||
</li> | |||
<li> | |||
Administer the NEPA process. See Section 5.3.2 for additional information. | |||
</li> | |||
<li> | |||
Secure necessary project permits. See Section 5.3.3 for additional information. | |||
</li> | |||
</ul> | |||
<p> | |||
Assessing a project’s potential environmental impact should be performed as early as feasible in the project development process. This assessment is ideally performed during the project initiation phase as part of a project’s initial scoping which is discussed in additional detail in [[Chapter 3 - Project Initiation#3.6 Project Scoping|Section 3.6]]. The design team should coordinate with the Environmental Stewardship section during this early phase to discuss the infrastructure deficiencies being addressed and the current vision of the project’s purpose and need and associated scope before proceeding too far into the project development process. The Environmental Stewardship section can provide insight and recommendations into any technical studies that may be required which will help inform the project’s scoping process. Determining and addressing environmental-related issues at this early stage through minor alignment shifts or other means will save time, reduce coordination efforts, and minimize potential future delays at later project stages. | |||
</p> | |||
<p> | |||
The environmental coordination process will culminate in the creation of various deliverables that will memorialize the coordination process depending upon the task being undertaken and the funds being used. Deliverables created through the environmental coordination process include, but is not limited to, the following: | |||
</p> | </p> | ||
<ul> | |||
<li> | |||
<b>Technical reports</b> – These will vary based on the project’s scope and potential impacts and could include wetland delineations, noise studies, archelogy reports, or other similar findings documents. Technical reports could include Planning and Environmental Linkage studies (PELs) which are further discussed in Section 5.3.1. | |||
</li> | |||
<li> | |||
<b>NEPA document</b> – NEPA documents are discussed in more detail in Section 5.3.2. | |||
</li> | |||
<li> | |||
<b>Project permits</b> – Project permits are discussed in more detail in Section 5.3.3. | |||
</li> | |||
<li> | |||
<b>Environmental Compliance (EC) plan sheets</b> – The EC sheets are intended to highlight water, wetland, and natural feature compliance issues but are used for 106 commitments when appropriate. This deliverable is included within the project plans. | |||
</li> | |||
<li> | |||
<b>Environmental Statement</b> – An environmental statement is provided for all advertised DelDOT contracts and all IDIQ contract work order locations. The statement is used to specify environmental compliance commitments, restrictions, and substantive permit and/or memorandum of agreement (MOA) special conditions. | |||
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Revision as of 17:18, 25 June 2024
Chapter 5 Stakeholder Management
The project development process requires the design team to coordinate their proposed solutions with numerous stakeholders throughout the life of the project. The performance of timely stakeholder coordination is invaluable as it can return critical information and offer unique perspectives that assist in identifying challenges and potential solutions and attainment of project buy-in and approvals when required. DelDOT describes its stakeholder coordination process as stakeholder management in recognition of the proactive approach the project team should adopt. This manual separates stakeholder management into four distinct components:
- Identify stakeholders – The first step is to identify the people, groups, or organizations that could be impacted by or have an interest in the project. Each project will have a unique set of stakeholders that must be identified.
- Plan stakeholder management – The next step in the stakeholder management process is to develop appropriate management strategies to effectively engage stakeholders throughout the project development process. This requires analyzing each stakeholder’s individual needs, interests, interdependencies, influence, and potential impact on project success.
- Stakeholder engagement – Once a management plan has been created, the project team can implement their plan and begin communicating and working with the project stakeholders to meet their needs/ expectations, address issues as they occur, and foster a cooperative and engaging rapport.
- Monitor stakeholder engagement – The final step is to monitor the effectiveness of the project’s stakeholder management and to make adjustments as needed to ensure effective coordination.
This chapter categorizes several common groups of project stakeholders and highlights DelDOT’s preferred stakeholder management practices and procedures. In many cases, DelDOT has created subject matter expert sections to help facilitate coordination with the stakeholders identified within this chapter. The design team is encouraged to coordinate their external stakeholder management activities through the subject matter expert support groups referenced throughout the chapter.
Project coordination will often times require the design team to provide digital design data information. Before providing this information, an electronic release form must be signed by all parties as described in Section 5.10.
5.1 Public Engagement
Section currently under development.
5.2 Coordination with Municipalities
Section currently under development.
5.3 Environmental
All transportation projects will inherently affect the environment in which they are constructed. Accordingly, numerous agencies have been established, laws passed, and regulations adopted to govern a project’s potential impacts. A partial list of protected resources is provided in Section 5.3.2.2. This section establishes the processes and procedures that DelDOT employs to ensure that the State’s transportation needs are met in a way that minimizes impacts to the surrounding environment.
Assessing an action’s environmental effect is a complex task due to the intricacies involved with evaluating resource impacts and because the governing regulations and their associated interpretations are continuously evolving. To meet these challenges, DelDOT provides an Environmental Stewardship section which is staffed with subject matter experts who work to achieve DelDOT’s goal of minimizing the environmental impacts of the State's transportation system. The section ensures that DelDOT projects and maintenance activities account for and take actions that protect, restore, mitigate for, and enhance the environment. The group also maintains and manages DelDOT’s relationships with the governing agencies to expedite the environmental coordination process. The Environmental Stewardship section’s specific role on an individual project will vary based on the project’s scope of work as well as what assignments have been delegated by DelDOT through professional service tasks. The activities that are normally overseen by this section within the project development process include, but are not limited to the following:
- Provide recommendations for proper assessment surveys (e.g., wetland delineations, architectural, and archeological surveys).
- Jointly assess a project’s level of environmental impacts with the design team.
- Perform coordination with applicable resource agencies including routine communications and establishing project-specific meetings when needed.
- Provide recommendations on ways to mitigate impacts to environmental resources.
- Administer the NEPA process. See Section 5.3.2 for additional information.
- Secure necessary project permits. See Section 5.3.3 for additional information.
Assessing a project’s potential environmental impact should be performed as early as feasible in the project development process. This assessment is ideally performed during the project initiation phase as part of a project’s initial scoping which is discussed in additional detail in Section 3.6. The design team should coordinate with the Environmental Stewardship section during this early phase to discuss the infrastructure deficiencies being addressed and the current vision of the project’s purpose and need and associated scope before proceeding too far into the project development process. The Environmental Stewardship section can provide insight and recommendations into any technical studies that may be required which will help inform the project’s scoping process. Determining and addressing environmental-related issues at this early stage through minor alignment shifts or other means will save time, reduce coordination efforts, and minimize potential future delays at later project stages.
The environmental coordination process will culminate in the creation of various deliverables that will memorialize the coordination process depending upon the task being undertaken and the funds being used. Deliverables created through the environmental coordination process include, but is not limited to, the following:
- Technical reports – These will vary based on the project’s scope and potential impacts and could include wetland delineations, noise studies, archelogy reports, or other similar findings documents. Technical reports could include Planning and Environmental Linkage studies (PELs) which are further discussed in Section 5.3.1.
- NEPA document – NEPA documents are discussed in more detail in Section 5.3.2.
- Project permits – Project permits are discussed in more detail in Section 5.3.3.
- Environmental Compliance (EC) plan sheets – The EC sheets are intended to highlight water, wetland, and natural feature compliance issues but are used for 106 commitments when appropriate. This deliverable is included within the project plans.
- Environmental Statement – An environmental statement is provided for all advertised DelDOT contracts and all IDIQ contract work order locations. The statement is used to specify environmental compliance commitments, restrictions, and substantive permit and/or memorandum of agreement (MOA) special conditions.
5.3.1 Planning and Environmental Linkage (PEL)
Section currently under development.
5.3.2 National Environmental Policy Act (NEPA) Process
Section currently under development.
5.3.3 Project Permitting
Section currently under development.
5.4 Utilities
Section currently under development.
5.4.1 Utility Coordination Process
Section currently under development.
5.4.2 Locating Existing Utilities
Section currently under development.
5.4.3 Conflict Assessment
Section currently under development.
5.4.4 Utility Company Reimbursement
Section currently under development.
5.4.5 Utility Coordination Deliverables and Approvals
Section currently under development.
5.5 Right-of-Way
Section currently under development.
5.6 Railroad
Section currently under development.
5.7 Developer Coordination
Section currently under development.
5.8 Finance
Section currently under development.
5.8.1 Project Cost Increases
Section currently under development.