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Tools for the Project Manager

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Contents

1. Tools and Resources for the Project Manager

2. List of Tools and Resources

3. Associated Articles

4. Reference Documentation

Knowledge Article Project Classification
Capital Improvement Projects Safety Projects Asset Management Projects Maintenance Projects
1.0 Tools and Resources for the Project Manager x x x x
2.0 List of Tools and Resources x x x x
3.0 Associated Articles x x x x
4.0 Reference Documentation x x x x
x = Information from the topic may be applicable for the project classification.

1. Tools and Resources for the Project Manager

Many tools and resources are available to help KYTC Project Managers (PMs) manage projects. Some (e.g., communication tools) are used throughout a project’s life cycle while the use of others (e.g., Pavement Design Web Application) is confined to one project phase. Tools and resources are available to facilitate the following project functions:

  • Track project schedule (project progress) and budgets
  • Communicate with project team members and the public
  • Document project decisions and commitments
  • Identify project needs
  • Assist in project design and decision making
  • Manage consultant contracts and payments
  • Reduce project risk

The PMGB article Project Manager Training provides information on training available for some of these tools.

2. List of Tools and Resources

Table 1 lists project management tools and resources KYTC PMs use most often. If a tool or resource is accessible on the web, a link is provided. Links to associated PMGB or Highway Knowledge Portal articles are also included. These pieces offer more context on the application of tools and resources.

Table 1: Project Manager Tools and Resources
Project Management
Project Management
Tool Name Program Tool Location Phase of Project Use Manual Location Highway Knowledge Portal Article
Project Managers Toolbox Web-based Project Manager's Toolbox Throughout Project Life
  • Allows PMs to review the project budget and expenditures by phase.
  • TC-10 funding authorizations are searchable.
 PM Toolbox Manual
Program Delivery Platform (PDP) Web-based Program Delivery Platform Throughout Project Life
  • Track project information such as budget, schedule, and project component status.
  • Update project phase cost estimates.
  • Enter Communicating All Promises.
  • Document the assigned PM.
  • Provides project information in a PM Dashboard format.
 N/A PMGB: Document Management, Storage, and Archival
ProjectWise ProjectWise ProjectWise Request Form Throughout Project Life
  • KYTC’s main document management and storage platform. Folder structure follows KYTC CADD Standard Policy.
  • Manage and store draft and final files by project task and phase.
  • Archive documents when project complete.
  • Archived design plans by county are available.
 KYTC CADD Standard Policy PMGB: Document Management, Storage, and Archival
Microsoft Outlook MS Outlook Assigned Computer Throughout Project Life
  • Email communication tool used by KYTC.
  • Used to schedule meetings.
  • Folders can be created for each project to store emails.
 Guides and Cheat Sheets PMGB: Document Management, Storage, and Archival
Microsoft Teams MS Teams Assigned Computer Throughout Project Life
    Used to instant message KYTC staff and host virtual team meetings.
Guides and Cheat Sheets
Microsoft OneDrive MS OneDrive Cloud Based Throughout Project Life
    Share files with KYTC and non-KYTC project development team members.
Guides and Cheat Sheets PMGB: Document Management, Storage, and Archival
Highway Design Forms MS Word and Excel Highway Design Forms Library Throughout Project Life
    Links to forms typically used by the PM of a highway design project, including production-hour descriptions and production-hour worksheets.
KYTC Policy Manual Library PDF Policy Manual Library Throughout Project Life
    Links to KYTC policy manuals.
N/A
Risk-Based Project Development Tool MS Excel Risk Analysis Tool Throughout Project Life
    Based on user input, identifies potential risks and strategies for Key Decision Points and Key Execution Points in project development.
Risk-Based Project Development Research Report PMGB: Managing Project Risk
FHWA Risk Management Register MS Excel Risk Management Register Throughout Project Life
    Template spreadsheet for tracking identified risks through assessment, strategy, monitoring, and controlling.
N/A PMGB: Managing Project Risk
Highway Knowledge Portal Web-based Highway Knowledge Portal Throughout Project Life
    Articles covering engineering topics and knowledge books to aid PMs throughout the project life cycle.
N/A
Table 1 cont. : Project Manager Tools and Resources
Consultant Contract Administration
Tool Name Program Tool Location Phase of Project Use Manual Location Highway Knowledge Portal Article
Professional Services Portal Web-based Professional Services Portal Throughout Project Life
    Administer consultant contracts, including submitting independent hours, approving units and hours, uploading requests for proposals, and approving contract modifications.
Professional Services Portal User Guide HKP: Managing Consultant Contracts
Professional Service Forms MS Word and Excel Professional Services Forms Library Throughout Project Life
    Links to forms for administering a consultant contract, including production hour descriptions, consultant monthly reports, and pay estimate forms.
N/A HKP: Managing Consultant Contracts
Pre-Design Conference Minutes (File download) MS Word Pre-Design Conference Minutes Project Scoping
    Project data are reviewed to refine the purpose and need, the consultant's scope of work is reviewed, and work units for the consultant contract are discussed.
HD-205.4 HKP: Managing Consultant Contracts
Consultant Evaluations SharePoint Consultant Evaluations Preliminary Engineering, Final Design, Letting
  • Consultant performance evaluations at the project preliminary engineering, final design, and final plan submittal stages.
  • Can be used to review past performance of consultants during consultant selection.
 HD-205.9 HKP: Managing Consultant Contracts
Table 1 cont. : Project Manager Tools and Resources
Project Initiation
Tool Name Program Tool Location Phase of Project Use Manual Location Highway Knowledge Portal Article
Work Breakdown Structures MS Project or PDF Critical Path Project Templates Throughout Project Life
  • Breaks down the project scope and deliverables into smaller pieces, illustrates how they fit into the project development process, and shows relationships between them.
  • Helps with resource determination and scheduling.
 N/A HKP: Project Time Management
Planning Studies and Reports PDF Planning Studies and Reports Initiation and Preliminary Engineering
    Source of data, traffic information, safety information, evaluated concepts, initial public input, and preliminary costs for projects that may overlap planning study areas.
HD-202.3.1 PMGB: PM and Planning
Data Needs Analysis Studies PDF Data Needs and Analysis Reports Initiation and Preliminary Engineering
    Brief, limited, small-scale studies that contain basic existing data, identify project development concerns, and provide an initial definition of the purpose and need.
N/A PMGB: PM and Planning
Gantt Chart MS Project or
similar program 		Assigned Computer Throughout Project Life
  • A chart illustrating the project schedule. Shows the duration and relationships between work activities and tasks. The critical path can be identified.
  • Typically encountered on alternative delivery method projects.
 N/A HKP: Project Time Management
Continuous Highway Analysis Framework (CHAF) Web-based CHAF Project initiation
    Database that collects and tracks identified transportation needs.
HD-202.1 PMGB: Project Identification
Highway Plan Web-based Program Management Project Initiation
  • The Enacted Highway Plan provides the project schedule and budget by phase as enacted by the Kentucky Legislature that the PM is to use.
  • Past versions of the Highway Plan and the Governor’s Recommended Highway Plan can also be found on the Program Management website.
 HD-202.1 PMGB: Project Identification
Highway Information View and Extract Interface (HIVEi) Web-based HIVEi Project Initiation
    Provides data on existing roadway facilities, including Highway Systems, Roadway Information, Roadway Features, Pavement Data, Traffic Data, and Bridge Data.
HD-202.3.4 PMGB: PM and Planning
PMGB: Project Initiation
KYTC Traffic Count Reporting System Web-based Traffic Counting Reporting System Project Initiation
    Historic traffic count data by count station ID.
HD-202.3.3 PMGB: PM and Planning
PMGB: Project Initiation
Highway Information System (HIS) Web-based,
ESRI ArcGIS 		Highway Information System Project Initiation and Preliminary Engineering
    GIS data for roadway attributes, route logs, and roadway feature type.
HD-202.3 PMGB: Project Initiation
KYTC Mapping Web-based
and PDF 		Maps/Resources Throughout Project Life
    Links to online and print maps, including the active highway plan, photolog viewer, bridge data miner, functional classification, traffic counts, and archive plans, among others.
HD-211.3 PMGB: Project Initiation
Crash Data Analysis Tool (CDAT) Web-based CDAT Project Initiation and Preliminary Engineering
  • Interactive web-based tool to analyze Kentucky crash data.
  • User must sign MOA and be granted permission before accessing.
 HD-202.3.4 PMGB: Project Initiation
Kentucky State Police Collision Data Web-based KSP Collision Data Project Initiation and Preliminary Engineering
    Publicly available crash data.
HD-202.3.4 PMGB: Project Initiation
Google Earth Web-based Google Earth Throughout Project Life
  • Aerial view interactive mapping and Streetview mapping. Geometric CADD files can also be displayed in Google Earth using the .kmz format.
  • Historic mapping, including for Streetview, is available at some locations.
 N/A
KYTC Public Involvement Toolbox Web-based Public Involvement Toolbox Preliminary Engineering
    Provides public involvement tools and techniques. Also includes examples.
N/A PMBG: Public Involvement
Table 1 cont. : Project Manager Tools and Resources
Preliminary Engineering
Tool Name Program Tool Location Phase of Project Use Manual Location Highway Knowledge Portal Article
Design Executive Summary Form (File download) MS Excel Design Executive Summary Preliminary Engineering
  • Record of engineering decisions related to the project.
  • Justifies the preferred alternative and requested design exceptions or variances.
 HD-203.6 PMGB: PM and Preliminary Design
Estimator Estimator Program KYTC Estimator Page Preliminary Engineering, Final Design, Letting
  • Program used to develop project construction estimates based on unit bid items and estimated quantities. Estimate factors in seasonal adjustments.
  • Subject matter experts can be a resource when developing bid items and quantities.
  • Note: Estimator may be replaced by AASHTOWARE in the future.
 N/A
KYTC Geotechnical Investigations Web-based KYTC Geotechnical Data Project Initiation
    Provides historical roadway and structure geotechnical reports.
HD-202.3.8 PMGB: PM and Preliminary Design
Archive Plans Web-based mapping Project Plan Archives Preliminary Engineering
    Downloadable PDFs of archived record plans.
HD-202.3.2 PMGB: Project Initiation
KYFromAbove GIS Image mapping KYFromAbove Preliminary Engineering
    Downloadable point cloud data, digital elevation models, color imagery, and elevation data.
HD-202.3.5 PMGB: Project Initiation
FEMA Flood Map Service Center Web-based, PDF FEMA Preliminary Engineering
    Downloadable FEMA flood maps.
HD-202.3.5 PMGB: Project Initiation
Kentucky Water Resource Info System Web-based mapping Kentucky Infrastructure Authority Preliminary Engineering
    Web-based mapping for drinking water and wastewater/sewer.
N/A PMGB: Project Initiation
Communicating All Promises (CAP) Web-based in PDP Program Delivery Platform Preliminary Engineering and Final Design
  • Record of promises KYTC made during project development.
  • Can include environmental commitments, commitments to property owners, and commitments to stakeholders.
 HD-203.4 PMGB: Project Management and NEPA
Environmental Assessment Tracking System (EATS) Web-based Intranet (KYTC Access Only) Preliminary Engineering and Final Design
  • A web-based tool that tracks the environmental process.
  • PM can review in PDP.
 N/A PMGB: Project Management and NEPA
CE Checklist and Matrix PDF CE Matrix Preliminary Engineering
    Summary of the four levels of Categorical Exclusions.
N/A PMGB: Project Management and NEPA
Kentucky Utility and Rail Tracking System (KURTS) Web-based KURTS Preliminary and Final Design
  • A web-based tool that tracks the utility coordination process.
  • PM can review in PDP.
 UR-301 PMGB: PM and Utility Coordination
KROWDS/RWUMS Web-based Intranet Preliminary and Final Design
  • A web-based tool that tracks the right-of-way acquisition process.
  • PM can review right-of-way summary information in PDP.
 N/A
SAFERoad Solutions Web-based SAFERoad Solutions Preliminary Design
  • Provides an overview of innovative intersections, interchanges, and designs.
  • Includes informational videos, traffic, and safety characteristics of each.
  • Can be a resource for public involvement.
 N/A HKP: Intersection Control Evaluation
Complete Streets Program Web-based PDF Complete Streets Preliminary Design
    A guide to implementing safe and equitable transportation strategies for facilities in rural and urban Kentucky.
Complete Streets Manual
Table 1 cont. : Project Manager Tools and Resources
Final Design
Tool Name Program Tool Location Phase of Project Use Manual Location Highway Knowledge Portal Article
Pavement Design Web Application Web-based KYTC Pavement Design Final Design
    Aids in the selection of pavement type. Includes the approval process and archives the pavement design selected.
HD-1001.1 PMGB: PM and Final Design
Standard Drawings Web-based PDF KYTC Standard Drawings Final Design
  • Webpage that links current Standard Drawings and Sepia Drawings used in design.
  • Historic Standard Drawings are also linked.
 N/A
Standard Specifications for Road and Bridge Construction Web-based PDF KYTC Standard Specifications for Road and Bridge Construction Final Design
  • Provides the current KYTC standard specifications for roadway and bridge construction.
  • Includes bid items, units of measurement, specifications, and tolerances.
 N/A
Drainage Resource Materials Web-based KYTC Drainage Resources Final Design
    Webpage that links to drainage-related items such as the three-sided culvert policy, drainage calculation spreadsheets, reference documents, and BMP plans.
Drainage Manual PMGB: PM and Final Design
Traffic Management Plan (File download) MS Word Traffic Management Plan Final Design
    The Traffic Management Plan (TMP) incorporates elements of the traffic control plan. Different requirements for significant or other project types.
HD-206.3
Final Plan Submittal Form (File download) MS Excel KYTC Final Plan Submittal Form Final Design
  • Lists the final deliverable documents and files (including CADD files) needed for a project to be let.
  • Final Plans and Final Plan documentation are uploaded to the Contract Plans and Proposal folder in ProjectWise.
 HD-209.1 PMGB: Preparing for Letting
Project Development Checklist (File download) PDF Project Development Checklist Final Design
    A form required on federally funded projects to summarize conformance to FHWA Federal-aid regulations, policies, and guidance.
HD-209.3 PMGB: Preparing for Letting

3. Associated Articles

HKP: Managing Consultant Contracts

HKP: Project Time Management

HKP: Intersection Control Evaluation

PMGB: Document Management, Storage, and Archival

PMGB: Managing Project Risk  

PMGB: Project Management & Planning

PMGB: Project Identification

PMGB: Project Initiation

PMGB: Public Involvement with Customers and Stakeholders

PMGB: Project Management & Preliminary Design

PMGB: Project Management & NEPA

PMGB: Project Management & Utility Coordination

PMGB: Project Management & Final Design

PMGB: Preparing for Letting

4. Reference Documentation

KYTC PM Toolbox Manual

KYTC CADD Standards Policy

KYTC Highway Design Manual

KYTC Utilities and Rail Manual

KYTC Drainage Manual

KYTC Professional Services Portal User Guide

Project Management Guidebook Knowledge Book:

Access the complete Knowledge Book here:  Project Management Guidebook

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