SECTION 16.202. Reporting System for Delivery of Individual Projects

(a) Project Portfolio . The department will develop a portfolio of projects for tracking the delivery of each transportation project in a district, including grouped rehabilitation and preventive maintenance projects, that is being developed or under construction and identified in the next fiscal year or any of the following three fiscal years of the unified transportation program (UTP) described in §16.105 of this chapter (relating to Unified Transportation Program (UTP)).

(1) Each district will develop a consistently formatted portfolio based on the UTP that contains all transportation projects that the district intends to implement during the four year period. The district will seek to engage key stakeholders in portfolio review meetings when appropriate.

(2) For each project the portfolio must contain:

(A) the status of the project;

(B) each source of funding for the project, the funding category to which the project has been assigned, and the project's priority within the category;

(C) an identification of each phase and benchmark of project development, including environmental clearance, right of way acquisition or possession, utility adjustment or coordination, completion of plans, specifications, and estimates, award of construction contract, and completion of construction;

(D) a project schedule with estimated timelines for completing each applicable benchmark of the project as the project progresses;

(E) a summary of progress on the project that identifies whether the project is being completed on-time and on-budget; and

(F) a list of department employees responsible for the project and contact information for each person listed.

(3) For each major transportation project identified in §16.106 of this chapter (relating to Major Transportation Projects) the portfolio must also contain:

(A) the estimated cost of each phase of project development; and

(B) the progress on each applicable benchmark of the project that identifies whether the project is being completed on-time and on-budget.

(4) The department will develop performance measures for projects included in each district's portfolio and statewide performance measures to report whether the department is developing the appropriate volume and mix of projects and is on track to meeting letting targets. The department will regularly review project development activities in each district's portfolio and use the review in preparing a budget for the district and the department and monitoring and evaluating the performance of the district. In conducting the review, the department will, when appropriate, seek input from key stakeholders. The department will regularly report the results of these reviews to the commission.

(5) The department will consolidate the districts' portfolios into a statewide portfolio and publish it on the department's website.

(6) The department will update the information contained in the project and performance reporting system for delivery of individual transportation projects under this section at least monthly. The department will conduct a comprehensive review of the reporting system to determine if improvements are necessary at least every four years. In conducting the review, the department will incorporate feedback from internal and external users of the system and advice from the department's public involvement office. If improvements are necessary, the department will develop an implementation plan for those improvements.

(b) Annual Report. As a component of the project and performance reporting system for delivery of individual transportation projects required by this section, the department will conduct an annual review of the benchmarks and timelines of all transportation projects included in the portfolios to determine the completion rates of the projects and whether the projects were completed on-time and on-budget. The review will be used to create an annual report on the level of achievement statewide and by district based on the benchmarks and timelines described in subsection (a)(2) and (3) of this section for each transportation project listed in the portfolios. The report will include:

(1) the status of each project identified as a high priority in accordance with §16.105 of this chapter;

(2) a summary of the number of statewide project implementation benchmarks that have been completed; and

(3) information about the accuracy of previous department financial forecasts.

Source Note: The provisions of this §16.202 adopted to be effective January 1, 2011, 35 TexReg 8388; amended to be effective November 15, 2012, 37 TexReg 8981; amended to be effective September 1, 2018, 43 TexReg 5240