OHIO DIVISION OFFICE

During Fiscal Year (FY) 2008, the Ohio Division assured that the Federal-aid Program was delivered consistent with the laws, regulations, policies, and procedures. A systematic process is being utilized to ensure that the Division Performance Plan is aligned with the National Strategic Plan and individual performance objectives. This resulted in numerous significant accomplishments completed in FY 08 that clearly demonstrates the linkage to the National Strategic Plan. They are summarized below:

Safety:

• The Ohio Division conducted Road Safety Audits (RSAs) in all 12 ODOT Districts. The locations were chosen from the Ohio Department of Transportation (ODOT), Metropolitan Planning Office (MPO), and local high crash location lists; team members were comprised by FHWA, ODOT and MPO or local agency staff (as appropriate). ODOT has agreed to add RSAs to its Highway Safety Program policy.
• The Division continued to work with ODOT to advance projects identified in the 5% report (Top 5% of the most hazardous locations in Ohio). 80% of the locations identified in the FY07 "5%" report have been studied and improvements submitted to ODOT for funding/scheduling.
• The Ohio Division met with the Ohio Township Association and the Ohio Municipal League in an educational safety outreach effort and to discuss how they can participate in Ohio's Comprehensive Highway Safety Plan (CHSP).
• In FY08, approximately 120% (or $11.9M) of the safety funds allocated to the CEAO were obligated. The obligated funds included carryover funds from FY07.
• A tracking report was developed and implemented to determine the effectiveness of the strategies identified in the CHSP.
• The Division presented 10+ training sessions (Highway Safety Manual, Horizontal Curve Safety, and Guardrail Installers Training). ODOT implemented activities in Fixed Objects (rumble strip installation), Head-on collisions (top 100 crash locations identified), and Cross-median crashes (warrants for installation of median barriers).
• The Division presented three training sessions on intersection safety. Intersections: ODOT standards and construction drawings have been updated to add the use of traffic signal back plates in new projects. ODOT is evaluating the use of LED-enhanced stop signs in District 3. ODOT has developed the criteria to identify high-crash, congested arterial corridors for low-cost signal improvements. The Division also participated and provided input in the District Safety Review Team (DSRT) meetings in Districts 3, 4, 5, 6, and 8.
• The Division assisted ODOT in presenting two sessions of the Safe Routes to School (SRTS) National Training Course. The Division assisted ODOT in the selection of 107 SRTS projects: 15 for infrastructure, 87 for the development of school travel plans, and 5 for non-infrastructure projects.

Reduced Congestion:

• The Ohio Division proactively advanced the Ohio Top 10 Bottleneck Removal projects. The Division is tracking the Top 11 bottleneck projects consisting of spot locations and corridor improvements. All programmed projects were advanced in accordance with their schedules.
• The Ohio Division completed a Summary Report based on information provided in case studies of congestion relief efforts in the three largest metropolitan areas in Ohio and on the role that congestion relief plays in Ohio's Highway Safety Program. Ohio has been studying congested sections and locations as part of their Highway Safety Program for the past 6 years and has been applying solutions to bottlenecks that range from increased law enforcement and roadside assistance patrols to major reconstruction projects. They are collecting data and intend to use it to develop benefit/cost factors for future use and to evaluate the effectiveness of the solutions implemented. The locations are studied by the District Safety Review Teams, multidisciplinary teams that are well acquainted with using a wide variety of methods to implement solutions.
• The Dayton Early Deployment Project (EDP) was reviewed and determined to be in compliance with 23 CFR 940.11. Two separate data services contracts are being issued to obtain speed and travel-time information. Cleveland Freeway Management System (FMS) and Akron FMS have advanced and construction on both projects will begin in 2009.
• The Division worked with ODOT in advancing the Quick Clear Program through technical assistance and guidance. Outreach and training on Quick Clearance was provided to emergency response agencies, including the State Fire Academy.
• The Ohio Division proactively worked with the Transportation Management Areas (TMAs) to ensure they use, maintain, and comply with the regional Intelligent Transportation System (ITS) architecture requirements. The Ohio Division met with all TMAs to determine when the ITS architectures will be updated. Dayton/ Springfield and Cincinnati/Northern Kentucky ITS architecture were updated in FY08.

System Enhancement and Preservation:

• The Ohio Division is actively promoting the use of high-performance materials. The high-performance materials (Concrete and Superpave) usage increased from 1,843,969 CY in 2006 to 2,070,626 CY in 2007, an increase of 12%.
• The Division worked with ODOT and the County Engineers Association of Ohio (CEAO) to develop a plan for addressing load rating, scour evaluation, plan of action, quality assurance/quality control, fracture critical member identification, and overdue inspections.
• The Division developed plans of action to address scour of critical state bridges; 80% of the scour critical State bridges have plan of actions completed.
• The Division conducted a Quality Improvement Review of Quality Assurance in Materials. The State of Ohio has a Materials Quality Assurance Program that meets the requirements of 23 CFR 637; however, implementation of the recommendations described in the report will improve the effectiveness of the overall program.
• The Division evaluated the contractor's operations involved with the construction of bridge approach fills on LIC-161. Major improvements in ride quality resulted following profiling, corrective action and re-profiling with a reduction in average IRI from 131" mile to 53" mile following approach and bridge deck diamond grinding. The Division also provided technology transfer state-of-the practice information to ODOT from national studies to improve pavement-bridge interface smoothness.
• The Ohio Division provided technical assistance to ODOT on non-traditional revenue sources, worked with the ODOT and the Ohio Department of Development on establishment of an inter-departmental agreement and public-private partnership agreements for the administration of the Diesel Emission Reduction Grant (DERG) program. In addition, the Division provided technical assistance and guidance regarding the use of earmark funds in repayment of State Infrastructure Bank loans. The Division also participated in the Mid-Ohio Regional Planning Commission (MORPC) Innovative Financing Workshop for Ohio Transportation.

Global Connectivity:

• The Ohio Division has worked with the MPOs to increase the number of MPOs with Freight Working Groups. In 2008, MORPC (Columbus) created a Freight Logistics Committee.
• Jointly with ODOT, the Division developed a priority list of National Highway System (NHS) intermodal connectors and implemented a methodology to assess, prioritize, and program NHS intermodal connector projects.

Environment:

• The Ohio Division continues to monitor and report on Environmental Impact Statement (EIS) and Environmental Assessment (EA) schedules. There are currently three active EISs in Ohio; the Cleveland Innerbelt, the Brent Spence Bridge, and the Hubbard Arterial. The Cleveland Innerbelt DEIS is currently under internal review. The Record of Decision is scheduled for 2009. The Brent Spence Bridge project is on schedule, and the Record of Decision for this project is scheduled for 2011. Finally, the Hubbard Arterial is a local project that is being funded primarily through earmarks. The schedule for this project is not defined because funds are not currently available to complete the preliminary engineering phase.
• The Ohio Division reached an agreement with ODOT on changes to the Project Development Process (PDP). These changes will be reflected in an update to the PDP Manual and detailed in a new Planning and Environmental Process Manual.
• The Ohio Division continued to promote Context Sensitive Solutions (CSS) to progress toward a mature level of implementation. A CSS training session was conducted.
• The major projects in Ohio (Brent Spence Bridge, Millcreek Expressway, I-70/I-71 Split, and Cleveland Inner-belt) are advancing consistent with the principles of CSS.
• The Division conducted a presentation on Exemplary Human Environment Initiatives (EHEI) to all of the ODOT District Environmental Coordinators and the Ohio MPOs to identify innovative achievements in land use, historic preservation, and community-oriented practices that yield tangible results through partnering and collaboration.
• The Division, in consultation with the USEPA and Ohio EPA, had developed an initial approach to address compliance with project-level PM2.5, and the agencies will adopt ODOT's procedures.

Security and Emergency Management:

• The Ohio Division reviewed ODOT and the MPOs planning processes and determined gaps in emergency management considerations. The Division promoted consideration of emergency management consideration into Statewide and Metropolitan planning processes. The MPOs and ODOT considers emergency management as a factor in their planning processes.
• The Division reviewed design plans for major bridges to ensure consideration of security elements. All ODOT major bridges consider security elements in design and construction.
• A FEMA emergency management exercise was conducted at a State Nuclear Power Plant in October 2008.
• All Ohio Division Security and Emergency Management plans have been updated.

Program Delivery and Stewardship:

• The Ohio Division conducted a Quality Improvement Review (QIR) of the Local Public Agency (LPA) Consultant Selection and Utilization Process. Based on this QIR and with the exception of the Action for Compliance, the review team determined that the ODOT LPA process for Consultant Selection and Utilization is in compliance with applicable requirements. ODOT's new process of having all consultant contracts go through its Office of Contracts for review and advertisement, will help ensure consistency in the process.
• The Ohio Division worked with ODOT to improve oversight of the local program by establishing a local maintenance monitoring and oversight program.
• The Ohio Division's evaluation has revealed that ODOT has a comprehensive Local Public Agency (LPA) project oversight program. The Division is currently working with ODOT to implement opportunities for improvements by revising the Ohio DOT LPA manual for contract administration.
• The Ohio Division successfully completed the FY08 Financial Integrity Review and Evaluation (FIRE) Program, with the performance of three financial process reviews: a review of the financial processes of the LPA Consultant Selection program, a project invoice review of seven LPA projects, and Other Projects $100M to $500M Financial Plan review. Inactive obligations on projects were less than one percent throughout FY08. The Division completed six bi-monthly Federal-aid billing reviews. The Division also conducted a joint review with the Resource Center of ODOT's final voucher process. The Resource Center also conducted a review of the Ohio Division's GOE Administrative Processes and determined them to be very sound.
• The Ohio Division conducted a Baseline Assessment of ODOT's administration of its Civil Rights Program which provided some insight that ODOT is meeting many of the basic program requirements. There were several significant observations that identified opportunities for improvement, as well as the Americans with Disabilities Act (ADA) compliance issues. Recommendations listed in the report will significantly improve the administration of the Civil Rights Program.
• The Ohio Division conducted a Quality Improvement Review of the Bridge Beam and Girder Erection, as currently being administered by the Central Office Division of Construction Management of the Ohio Department of Transportation. It has been determined that the existing process and products are satisfactory and in compliance with applicable requirements.
• The Ohio Division conducted a Quality Improvement Review of the Ohio's Rail-Highway Grade Crossing Program. In conclusion, the Railroad-highway grade crossing safety funds are being administered in accordance with 23 USC 130. 50% of the funds are being used to make safety improvements at hazardous railroad-highway grade crossings. The remaining 50% of the funds, plus the additional FA funds that ORDC receives, are being used to implement the types of projects defined by 23 CFR 646 Subpart B.
• The Ohio Division uses Risk Assessments, in conjunction with its Program Assessments, to drive key Performance Plan activities and program reviews to be conducted. The Division Leadership Team held meetings with each Program Manager to totally revise 12 Program Assessments including revising each core element. Risk Assessments were completed for each revised core element and were used in the FY09 Performance Planning process to identify Quality Improvement Reviews to be completed in FY09. The Ohio Division used the Program Delivery Improvement Tool (PDIT) activity statements to compare how the various program areas were being implemented in Ohio and to identify areas for improvement. The identified activities were incorporated in the appropriate Program Assessment and were used in the FY09 performance planning process. The Division accomplished 94% of the planned objectives in the FY08 Unit Performance Plan.
• The Ohio Division is in the process of determining the target goal for the cost/schedule measure of federal oversight projects. The Division collected the statewide cost/schedule data for the Division Dashboard through September 2008 and will use the data collected to determine an appropriate/reasonable target goal cost and schedule in the future.
• The Ohio Division provided technical assistance to ensure the Ohio Statewide Transportation Improvement Program (STIP) met FHWA Fiscal Constraint Requirements; 88% of the construction projects in FY08 of the STIP were advanced in FY08.
• The Division implemented two technologies: Road Safety Audits and Load and Resistance Factor Rating (LRFR).

Organizational Excellence:

• The Division has undertaken three key activities to improve the internal operations of the Division: 1) held Crucial Conversations training course for all employees; 2) continued implementation of the Division Leadership Program; and 3) held Annual Employee Recognition Celebration. The Ohio Division achieved a 100% participation rate on the 2008 FHWA All Employee Survey. Overall employee satisfaction rating increased 4.1% since the last 2005 Short Survey. The Division developed action plans to address the low scoring items in the 2008 All Employee Survey.
• The Division implemented a resource sharing initiative between the WV & KY Divisions. This position involves the Ohio Division's Quality Program Manager.

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