California Department of Transportation

Project Development Workflow Tasks (PDWT)

Part 3 - Identify Project Need and Project Initiation Document

II. Project Initiation Document

E. Prepare and Approve PID (WBS 150.25) - Circulate, Review and Approve PID (WBS 150.25.20)

P89. Complete Project Files

The project engineer should always follow good record keeping practice throughout the project development process. After the PID has been transmitted to the project manager for final signatures and approvals, the project engineer should make the files (both electronic and hard copy) ready for the next phase of the project. The programming process will take six months or longer, so the amount of time and effort the project engineer will spend on the project during the programming phase will be minimal.

The project engineer should place a memorandum at the front of the Project Files listing the PDT members, and to alert the project engineer assigned to the next phase of the project of any important issues. The complete file pathname to electronic folders containing project drawings and records should also be noted.

It is important to note that the Department has made an investment of time and resources in developing the project data. The loss of project data due to poor or disorganized Project Files results in wasted resources and work that may need to be redone.

Important electronic documents, including e-mail, should be printed and filed. Many districts automatically delete e-mail that is older than 180 days, thus if it is to be kept for future reference, the e-mail must be archived, printed, or copied onto disc. All electronic documents that must be preserved for continued project development must be organized and stored in appropriate electronic file folders and subfolders, and stored on servers that are regularly backed up. Electronic data must never be stored on local hard drives where the project data may be lost (such as the PC “C” drive).

As-built records, right of way ownership maps, project drawings, etc. that do not fit within the project binders should be clearly labeled and placed on map hangers or rolled up with identification of the contents readable on the outside of the roll.

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This page last updated November 20, 2010