# Presentation: 001010

## CVISN Pilot Program PlanTable of Contents

**CVISN Pilot Program Plan****Table of Contents**

-    Executive Summary
- 1  Introduction
- 2  CVISN Pilot Program Overview
- 3  FHWA Management Approach
- 4  State Management Approach
- 5  Carrier Management Approach
- 6  Methods & Tools
- A  Glossary and References
- B  Meeting Agendas
- C  Workshop Overviews
- D  CVISN Related Information
- Enclosure: CVISN Pilot Program Roadmap

- 4.1  Introduction
- 4.2  Objectives
- 4.3  Work Elements
- 4.4	 Organization
- 4.5  Processes
- 4.6  Schedule & Milestones
- 4.7  Resources
- 4.8  Products

## 4. Introduction

- The project plan defines the overall approach to the CVISN pilot at a high level. Each pilot state will need to establish a CVISN Pilot project plan which clearly defines the project objectives, the work elements, the responsible organizations and individuals, project processes, the schedule and milestones, the CVISN capabilities  associated with each milestone, the necessary resources, and the resulting products used to to provide the CVISN capabilities.
- Once the project plan is completed a work plan is established to define the detailed activities required for the next 4 to 6 months to implement the CVISN Pilot project plan. As the work plan period nears completion a new work plan is developed for the next 4 to 6 month period. This is referred to as rolling wave scheduling.
- The **work breakdown structure** lists all of the work elements to be performed for the CVISN pilot. In the **organization structure** each of the work elements are allocated to a state department. For the real state pilot project plan the organization chart will need to be extended to include individual names and responsibilities along with phone and fax numbers and email addresses.
- The ***incremental capability prototyping*** approach allows partial capabilities to be **test “showcased”** in an operational environment every four to six months to determine progress. Capabilities are test showcased until they are ready for implementation. The incremental prototyping includes six major steps. These steps ensure that the Pilot State Project Team has a clear way to identify technical issues and measure progress.

**4. Introduction**

- The steps allow for communication and control of the prototyping. Each Pilot state may tailor these steps to best suit their project. A generic **test showcase milestone** plan is provided in this section. which illustrates a way to incrementally test showcase CVISN capabilities. After each test showcase a review is held to identify necessary changes or system defects before putting the capability into implementation.
***Incremental implementation*** allows capabilities to be partially used for normal operations. Partial use means that the capability is used at a limited number of sites, for a limited number of carriers, or for limited hours. The capability is then extended to more sites, more carriers or more hours every few months until the capability is completely operational.
- A generic **implementation milestone **plan is provided in this section which illustrate a way to incrementally implement CVISN capabilities. Each successive implementation milestone builds upon previous milestones by adding capabilities from the previous test showcase or extending capabilities to more sites, carriers, or carrier vehicles.
- For the actual pilot project plan developed by each Pilot State, major activity start dates and intermediate milestones will need to be defined for each of the test showcase and implementation milestones. These activities and intermediate milestones provide the basis for the detailed work plans.

## 4. State Management Approach State Pilot Objectives

_**Objective:**_  Demonstrate the following at a few sites for a portion of the truck and motor coach industry:

- Distribution of safety information to computers at the roadside to target high risk carriers.
- Electronic collection of inspection data from the roadside and uploading to SAFETYNET.
- Electronic application for credentials by motor carriers.
- Interfacing of state systems to the International Registration Plan (IRP) clearinghouse.
- Interfacing of state systems to the International Fuel Tax Agreement (IFTA) clearinghouse.
- Electronic clearance at fixed and /or mobile sites.
- Optional:
- Electronic application for oversize/overweight permits
- Use of license plate reader(s) at roadside to electronically identify commercial vehicles and carriers to check safety information.

## 4. State Management Approach Generic State Work Breakdown Structure (WBS) 

- All of the CVISN work elements are shown. Elements in gray 	  are optional for the CVISN Pilot. This work breakdown structure may  be adapted by each CVISN Pilot State to depict all of the state’s planned CVISN work elements. The work breakdown structure should be defined to at least one more level to properly identify all of the CVISN work elements.

## 4. State Management Approach  Generic State Organization and Responsibilities 

- Executive Advisory Committee

_**Responsibilities**_
**CVISN Sponsor**
- Representatives from all CVISN departments
- Project plan review and approval
- Resource commit approval
- Incorporation  into State Strategic Plan

## Generic State Organization and Responsibilities

**The designated lead department, the overall project manager, system architect, project liaison, and CVISN sponsor are highlighted on the preceding chart.** These people are key to the success of the CVISN Pilot. The project manager and system architect need to dedicate 75 % of their time to the CVISN pilot.
- The **project manager** establishes the project plan and the work plans. The CVISN **system architect** establishes the state’s CVISN architecture and design baselines. The project manager and system architect jointly define the scope of the states CVISN pilot. The scope and design baseline is unique for each Pilot State. It is adapted from the CVISN architecture and System Design Description documentation.
- The Pilot States are assisted with the development of the project scope by the CVISN scope workshop and the project plan by the CVISN project plan and evaluation workshops. The design workshops assist with the establishment of the design baseline.
- To ensure that all responsibilities are assigned each of the work elements from the work breakdown structure is allocated to one of the state departments. The designated department leads the development of each work

**Generic State Organization and Responsibilities**

- element and defines the detailed schedule for that work element in the work plan. Within each department the work elements are allocated to individuals.
- The prototype states have found  that **clear designation of responsibilities** along with **effective communication** to be necessary to keep the project moving forward.
- In addition to the system architect significant technical resources and skills are required to select commercial- off-the-shelf products, develop the legacy system interfaces, make the necessary legacy system modifications and integrate the system components. Wherever possible the CVISN infrastructure project has developed legacy system interfaces (LSI) which may be used by the Pilot States.

## 4. State Management ApproachProcess and Procedures

- Planning and Evaluation
- Project plan
- Milestone schedule, resources, responsibilities, dependencies
- Capability Milestones
- showcase
- implementation test
- upgrade
- Work plan
- 90-120 days detailed milestones, resources, dependencies and responsibilities
- Milestone progress tracking
- weekly progress reports
- monthly progress reviews
- tri-annual plan review /update
- Configuration management
- CVISN pilot evaluation
- evaluation objectives
- yearly evaluation

- CVISN Development and Integration
- Incremental capability prototyping
- interface design
- unit test
- integration test
- dress rehearsal
- test showcase
- test showcase results
- media event
- Incremental implementation
- capability change incorporation
- implementation test
- personnel training
- continuous operation
- defect logging
- Capability upgrade
- defects to correct
- capability upgrade incorporation
- unit test
- operational/regression test

## Process and Procedures

**Planning and Evaluation. **The ***Project Plan**** *is created at the beginning of the project to record the schedules, resources requirements, dependencies, responsibility and project methods for the incremental prototyping, implementing and upgrading. The project plan establishes the major milestones for capability showcases and implementation tests. If possible the plan should include capability upgrade milestones.
- After the establishment of the project plan a detailed ***work plan*** for the next 120-160 days is created. The detailed work plan identifies progress milestones toward achieving one of the showcase or implementation major milestones.
***Milestone*** ***progress tracking*** with respect to the work plan is accomplished by weekly status reports and monthly reviews of the work plan milestones. The tri-annual plan review and update meeting reviews and updates the  project plan and prepares the work plan  for the next 120-160 day period.
- As the CVISN capabilities are being prototyped and implemented, a ***configuration management****  *process is defined to allow for defect correction and incorporation of new releases. As a minimum each version of a capability which is showcased or implemented is maintained in an archive.
- FHWA has arranged for JHU/APL to assist the Pilot States with the development of their project plan and a work plan. The project planning and evaluation workshop will assist the states to develop a draft project plan with the major showcase and implementation milestones. A few weeks after the  workshop, the FHWA designated Pilot State Consultant will meet with the Pilot State to assist with the development of the

**Process and Procedures**

- detailed work plan.  The Pilot State Consultant will support the tri-annual plan review and update work session. The FHWA division office will attend all monthly and quarterly  progress reviews.
- The ***CVISN Pilot Evaluation ****is* integral to the CVISN Pilot projects.  The FHWA will provide an independent evaluation contractor to develop an evaluation plan that identifies the evaluation strategy, detailed procedures, and data needs. The Pilot States are expected to work closely with the independent evaluator in the development of the plan and to provide the data needed. The independent evaluator will maintain an evaluation data base and provide interim and final reports.
**CVISN Development and Integration. **The ***incremental capability prototyping*** approach allows partial capabilities to be test “showcased” in an operational environment every four to six months to determine progress. Capabilities are test showcased until they are ready for implementation. The incremental prototyping includes six major steps. Each of these steps are defined with entrance and exit criteria.
- These steps ensure that the Pilot State Project Team has a clear way to identify technical issues and progress. The steps allow for communication and control of the prototyping. Each Pilot state may tailor these steps to best suit their project.
***Incremental implementation*** allows capabilities to be partially used for normal operations. Partial use means that the capability is used at a limited number of sites, for a limited number of carriers, or for limited hours. The capability is then extended to more sites, more carriers or more hours every few months until the capability is completely operational.
- As the CVISN capabilities are showcased and implemented, defects will be identified and fixed. Commercial off-the-shelf software product upgrades included in the capabilities will become available***. Capability upgrade ***plans are needed to determine how to phase in these upgrades without disrupting operation. The capability upgrade plan is used in conjunction with the configuration management process.

## 4. State Management Approach  Generic State Schedule and Milestones 

**1996**

**1997**

**1998**

**Pilot State Test Showcases**

**  ****S O N D J F M A M J J A S O N D J F M A M J J A S O N D J **

**Milestone**

**Industry Day**

**Test Showcase I**

**Test Showcase II**

**Test Showcase III**

- Credentialing
- All IRP forms submitted electronically
- CAT at carrier & State
- Roadside
- Bulk load of snapshot data to CVIE
- Manual update of snapshots for specific vehicles, carriers and drivers sent to SAFER
- Clearance of carrier using transponder
- Safety Inspection
- Use of ASPEN and upload of data to SAFER
- Internet
- Home page with IRP forms and general information

- Credentialing
- All remaining forms submitted electronically
- IRP and IFTA processing of electronic submission
- Roadside
- Selected snapshots populated from authoritative sources
- Real-time snapshot updates to and from roadside
- Weigh in motion
- Safety Inspection
- Electronic inspection using ASPEN at carrier sites
- Internet
- All forms
- IRP form submission and processing for selected carriers

- Carrier Selection for CVISN Pilot state Participation
- CVISN Pilot State Objectives
- CVISN Demonstrations
- -Carrier Automated Transactions
- -ASPEN
- -Roadside Electronic Screening
- Model Participation Agreements
- Selected Carrier Presentation

- Credentialing
- Electronic return of IRP and IFTA
- All tax payment, fee and OS/OW processing of electronic submission
- Roadside
- Screening at fixed and mobile locations at mainline speeds
- Integrate license plate reader into automatic vehicle identification
- Safety
- Real-time electronic deskside compliance and audit capabilities
- Collection of all inspection reports into state legacy systems

## Schedule and Milestones

- The generic milestone schedule shows incremental testing and establishment of the CVISN capabilities. The CVISN Pilot States may adapt this plan or create an entirely new plan for their CVISN Pilot project. Each of the milestones is described in the following paragraphs.
**Media events** are an important aspect of the CVISN pilots. The media events require substantial effort and it is recommended that they be scheduled at least 3 weeks after the test showcase milestone.
- The **Industry Day** milestone objectives are to bring the selected carriers together with the pilot state’s personnel to ensure everyone understands CVISN and their role in the CVISN pilot. Prior to the industry day the state should select the carriers for participation, have a signed data release from the carriers and identify the roadside sites which will be used in the operational test showcases.
- The **Test Showcase I **milestone is the first operational test of partial CVISN capabilities. It includes aspects of selected carrier systems, safety information, administrative processes and electronic clearance from the work breakdown structure. These capabilities provide the basis for all subsequent test showcases.
- The Test Showcase I allows selected carriers to submit IRP forms electronically using a CAT system. At the roadside the bulk load of snapshots to the screening computer and the transmission of updated snapshot segments to SAFER are performed. The safety inspection is automated by using the pen-based, hand-held units with the ASPEN software. The inspection data is electronically transmitted to the SAFER system. An internet motor carrier home page is provided and interested carriers may print the IRP forms.

**Schedule and Milestones**

- One long lead item is the identification and procurement of the hardware and software necessary to support the first test showcase. A sample list of the equipment required for the showcases in one of the prototype states is provided in Appendix D.
- FHWA has competitively selected a vendor to provide procurement services for the states to purchase CVISN equipment with approximately a 90 day turn around.
- The **Test Showcase II** milestone builds on the first test showcase by accepting all forms electronically and interfacing the IRP and IFTA forms directly into the appropriate systems for processing.
- At the roadside the snapshot segments are populated from authoritative sources (e.g. state owned systems, VISTA, COVERS, NY-ROC). Snapshot updates are provided in real-time to and from the roadside, and they support weigh in motion clearance of transponder equipped vehicles. Safety inspection at selected carrier sites is performed using the pen-based, hand-held units running ASPEN software.
- The internet motor carrier home page has all credentialing forms available for printing and accepts electronic submission of all IRP forms.
- The **Test Showcase III** milestone builds on the second test showcase and completes the operational test of the CVISN generic project plan. All credentials are submitted, processed and where appropriate returned electronically. All tax payment, fee payment and OS/OW permits are handled electronically for selected carriers.
- At the roadside, screening is performed at fixed and mobile sites at mainline speed for selected transponder equipped  carriers vehicles and for other vehicles using a license plate reader.  Safety inspections are supported with real-time queries and history reports. Safety reports are integrated into the existing state systems and available to appropriate personnel.

## 4. State Management Approach  Generic State Schedule and Milestones 

**Implementation I**

**Implementation II**

**Implementation III**

**Implementation IV**

**1996**

**1997**

**1998**

**Pilot State**
**Implementations**

**S O N D J F M A M J J A S O N D J F M A M J J A S O N D J F M**

**Milestone**

- 3/15
- Implement IV

**1999**

- Credentialing
- All IRP forms routinely submitted electronically from selected carriers
- Safety Inspection
- Routinely perform inspections with ASPEN at a weigh station
- Routinely transmit inspection data to SAFER from one roadside site
- Roadside
- Clear selected carriers at one weigh station using transponders
- Routinely refresh bulk load for snapshots from relevant data bases
_**CVISN PARTICIPATING**_
- Weigh Stations (fixed or mobile)	  1
- Carriers		  5
- Transponder Equipped Vehicles	10

- Credentialing
- All IRP and IFTA forms routinely submitted and processed electronically from selected carriers
- Safety Inspection
- Routinely use ASPEN to perform electronic inspection at carrier sites
- Roadside
- Routinely weigh in motion for selected carriers at a weigh station
- Internet
- Selected IRP forms submitted and processed for selected carriers
_**CVISN PARTICIPATING**_
- Weigh Stations (fixed or mobile)	  1
- Carriers		  5
- Transponder Equipped Vehicles	60

- Credentialing
- All forms submitted and  processed electronically
- Tax payments and fees collected
- Safety Inspection
- Routinely perform inspections with ASPEN at two weigh stations and transmit inspection data to SAFER
- Routinely weigh in motion for selected carriers
- Internet
- Selected IRP and IFTA forms submitted and processed for selected carriers
_**CVISN PARTICIPATING**_
- Weigh Stations (fixed or mobile)	  1
- Carriers	 	10
- Transponder Equipped Vehicles     100

- Credentialing
- All forms submitted, processed and return electronically
- Safety Inspection
- Routinely perform inspections with ASPEN at five weigh stations and transmit inspection data to SAFER
- Routinely weigh in motion for selected
- Internet
- All forms submitted and processed and returned electronically
_**CVISN PARTICIPATING**_
- Weigh Stations (fixed or mobile)	  1
- Carriers	 	20
- Transponder Equipped Vehicles     250

## Schedule and Milestones

- Following a test showcase the implementation milestone puts the test showcase capabilities into limited operation. Each implementation milestones extends the test showcase capabilities to additional sites, personnel and carriers.
- The **Implementation I** milestone transitions the capabilities from showcase I to routine performance at one site for some of the carrier vehicles from several selected carriers. Selected carriers routinely submit IRP forms electronically. Safety inspections are routinely performed at one site using the pen-based hand-held units with ASPEN software, and data is transmitted to the SAFER system.
- The Implementation I milestone involves at least one weigh station, 5 carriers, and 10 transponder equipped carrier vehicles.
- The **Implementation II** milestone transitions the capabilities from test showcase II to routine performance at one site for the majority of the carrier vehicles from several selected carriers. Selected carriers routinely submit all IRP and IFTA forms which are interfaced electronically to the state system for processing without re-keying the information.
- The pen-based hand-held units are used for inspections for more  carrier vehicles. Selected carrier vehicles are routinely weighed in motion. IRP forms are submitted via the internet by selected carriers.
- The Implementation II milestone involves at least one weigh station, 5 carriers, and 60 transponder equipped carrier vehicles.

**Schedule and Milestones**

- The **Implementation III** milestone transitions the test  showcase III capabilities to routine performance at one weigh station as well as extending the CVISN capabilities from the test showcases I and II to additional carriers and carrier vehicles.  Selected carriers routinely submit all forms, tax payments, and fees electronically. The submitted forms are interfaced electronically to the appropriate state systems for processing without re-keying of data.
- The pen-based hand-held units with the ASPEN software are routinely used at one weigh station to electronically record and transmit the inspection data to SAFER. Selected carrier vehicles are routinely weighed in motion.
- The Implementation III milestone involves at least one weigh stations, 10 carriers and 100 transponder equipped carrier vehicles
- The **Implementation IV** milestone transitions the return of forms electronically from test showcase III as well as extending the CVISN capabilities from the three test showcases to additional carriers and carrier vehicles.
- All forms are now submitted, processed and returned electronically through a CAT interface and an internet interface. Twenty carriers with at least 250 carrier vehicles are now routinely weighed in motion and are equipped with transponders. Other carrier vehicles are identified using license plate readers.

## 4. State Management Approach  Generic State Resources

- Agency Staffing Requirements
- DMV
- CVISN Project manager
- CVISN Project liaison
- CVISN Chief system architect
- DMV Systems Analysts
- State Police
- State Police project manager and state police project liaison
- Safety Information lead
- Safety info, SAFETYNET, CVIE and ASAP systems analysts
- DOT
- DOT project manager and DOT project liaison
- DOT Systems Analysts

- Financial and Procurement Requirements
- FHWA Grant (FY96- $500k FY97 - TBD)
- FHWA Furnished
- CAT Prototype SW
- CI Prototype SW
- CVIE Prototype SW
- ASPEN SW
- Project Room
- Hardware/Software Procurement Authority
- State funding

- FHWA provides financial and CVISN infrastructure support to ensure the success of the CVISN Pilots. The staffing and financial resources requirements need to be defined in each state’s project plan. FHWA has competed and awarded a procurement contract for CVISN equipment which each pilot state may use to procure CVISN hardware and software in three months or less.

## 4. State Management Approach  Generic State Products

- Project Management Products
- Project Plan
- Work plans
- Monthly and Quarterly Progress Reports
- Configuration Management
- Hardware/Software configuration
- CVISN Documentation Tree
- Pilot Evaluation
- Full Scale Implementation Plan

- Development Products
- Operational CVISN System
- Credentialing Interfaces
- Commercial Vehicle Information Exchange
- Modified Legacy Systems
- Roadside Electronic Screening Systems
- Operational Interfaces to Clearinghouses
- Operational Interfaces to Safer system
- Pilot State Conceptual Design Documentation
- Test Showcase Scenario Descriptions