The full definitions for terms included in this article (listed below) can be found in the HKP Glossary.

The Project Manager (PM) assembles a Project Development Team (PDT) for each project they are assigned. The PDT is a multidisciplinary team that collaboratively supports the KYTC PM throughout the project development process. The PDT’s primary functions include:

• Provide support to the KYTC PM
• Attend and participate in project team meetings
• Provide professional opinions about different subject-matter areas
• Help resolve issues that arise
• Prepare documentation and work products needed for the project
• Complete work tasks
• Provide feedback to the KYTC PM by reviewing plans, documentation, and deliverables
• Help perform oversight during project development

The PDT is established during project scoping when the project is assigned and maintained through the construction letting. Because every project is unique, PDT’s should be constructed based on specific project needs. Project success depends heavily on the effectiveness of the team delivering it.

Although the PDT is most closely associated with capital improvement projects, it can be adapted to fit the needs of safety projects, asset management projects, and maintenance projects. The configuration and size of the team will be different between the four project types.

Figure 1: Project Development Team Components 

2.1.  Core Team Members

Core members are usually part of the PDT throughout project development. They include:

• KYTC PM
• District Project Development Branch Manager (PDM)
• Location Engineer
• Representatives from other divisions and branches within the District
  • Planning
  • ROW
  • Utilities
  • District Environmental Coordinator
  • Project Delivery and Preservation Section Engineer
  • Engineering Support

• The designer(s), whether KYTC staff or a consultant.

2.2.  Subject-Matter Experts

SMEs provide knowledge and expertise in specific subjects or technical areas. They can be KYTC staff or consultants. Some SMEs are involved in the approval of project deliverables or documents. SMEs typically are not part of the PDT for the entire project lifecycle. Rather, they join the team when their expertise and guidance are needed. While SMEs are part of the team delivering the project, some do not attend project team meetings. Examples are archeologists and cultural historians who coordinate with the Kentucky Heritage Council (the State Highway Preservation Office (SHPO)) and oversee archeological investigations (if required). They are an essential part of the PDT, but typically would not participate in project team meetings.

Central Office SMEs can be contacted through the District representative section or Location Engineer. Table 1 outlines the responsibilities and capabilities of divisions, branches, and SMEs. When PMs assemble PDTs, Table 1 can serve as a useful reference point and help them determine who they should contact for assistance.

2.3.  External Team Members

Some PDTs need to have members from outside of KYTC or the consultant(s) working on the project. Examples include representatives from:

• Federal Highway Administration (FHWA)
• Metropolitan Planning Organizations (MPO)
• Area Development Districts (ADD)
• Local Public Agencies (LPA)
• Other stakeholders as needed

On federally funded projects, decisions about including a FHWA representative on the PDT are contingent on the level of risk (see Risk-Based Project side note), whether the project modifies access to the Interstate System, and the type of environmental document. The PM should coordinate with the Location Engineer to determine if FHWA needs to be represented on the PDT.

PDT composition depends on the project needs and resources required to execute the project. This means the PM must find the right people with the needed skill sets who are available to deliver the project. To identify PDT members, PMs can follow the four-step process described below.

Step 1: Identify project needs.

Step 2: Break down project scope into smaller units and determine deliverables, milestones, and approvals needed.

Step 3: Identify project development team members (core team, SMEs, external) needed based on Steps 1 and 2. Specify who is responsible for approving different parts of the project.

Step 4: Determine whether team members identified in Step 3 are to be KYTC staff (District and/or Central Office) or consultants. This is based on availability and the expertise needed.

3.1  Step 1 — Project Needs

The PM must understand the entire project’s needs and build their team accordingly. Below are factors that should influence the selection of PDT members.

• Project schedule and milestones
• Project budget and funding source
• Project complexity
• Identified performance issues
• Difficulty obtaining right of way
• Environmental impacts and mitigation
• Utility relocations, including railroad involvement
• High profile project (potentially politically sensitive or controversial)

3.2  Step 2 — Project Scope Breakdown

Once PMs understand project needs, they develop and break down the project scope. Process flow maps are valuable tools for helping PMs assemble PDTs. These maps break down the project scope and deliverables into smaller pieces, illustrate how they fit into the project development process, and show relationships between them. Project milestones, including those needing federal approval, can also be shown. The PM can use the process flow map to list PDT members needed to deliver each piece of the scope and achieve milestone approvals. Figure 2 is an example process flow map for a KYTC project.

Figure 2: Example of KYTC Project Development Process Flow Map

Example process flow maps for typical KYTC capital improvement project types can be found on the Kentucky Transportation Center’s website: Typical KYTC Project Process Flow Maps.

3.3  Step 3 — Project Development Team Member Identification

Once the PM has a good knowledge of the project needs, deliverables, milestones, and approvals, they can begin listing PDT member positions. During this process, the PM must communicate with different user divisions and SMEs to determine if their expertise will be required. Staff (e.g., Location Engineer, District Environmental Coordinator) can help facilitate these discussions.

3.4  Step 4 — Resource Determination

With PDT members identified, PMs can identify the resources needed for specific activities. PMs have several options for accomplishing this work, including:

• Use of in-house KYTC staff (from within the District, another District, or Central Office)
• Statewide consultant service contracts
• Consultant services obtained through the Division of Professional Services

When deciding on which resources to use, PMs need to consider staff availability (i.e., do they have the bandwidth to take on work when needed), project schedule, and level of expertise needed for a particular task or work unit. For more information on using consultants, refer to the PMGB articles Utilizing Statewide Contracts and Selecting a Consultant.

Though not required, PMs can use the Project Development Team Checklist when they assemble PDTs. The checklist breaks the PDT down into its three components (core team, SMEs, and external members), lists typical PDT members for a capital improvement project, and provides space for additional team members. PMs can also use it to identify what resources are needed, including District Office staff, Central Office staff, or consultants.

PMGB Project Schedule & Development of Milestones

PMGB Utilizing Statewide Consultant Contracts

PMGB Selecting a Consultant

PM Bootcamp: Building the Right Team and Managing Consultants Presentation

WSDOT Project Management Guide, Assemble the Team: https://wsdot.wa.gov/engineering-standards/project-management-training/project-management/project-management-guide

WSDOT Initiate and Align Worksheet: https://wsdot.wa.gov/sites/default/files/2021-10/ProjectManagement-InitiateAlignWorksheet.docx

Highway Knowledge Portal, Division of Construction

Highway Knowledge Portal, Division of Construction Procurement

Highway Knowledge Portal, Division of Environmental Analysis

Highway Knowledge Portal, Division of Highway Design

Highway Knowledge Portal, Division of Maintenance

Highway Knowledge Portal, Division of Right-of-Way and Utilities

Highway Knowledge Portal, Division of Structural Design

Highway Knowledge Portal, Geotechnical Investigations – Where to Begin and How to Proceed

Highway Knowledge Portal, Division of Traffic Operations

Highway Knowledge Portal, Build Your Team

KYTC Highway Design Manual Guidance Manual, HD 202.4

“Is My Project on Schedule?” Critical Path Project Templates