n77a~ - north texas tollway authority...6.10 print final-draft board item documents - the cm/ntta...

N77A~NTTA Board & System Committee Meeting DocumentPre aration

D ORIG RELEASE [] REVISION D ARCHIVE D OBSOLETE

D MINOR D ADMIN

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Summary of Proposed Changes:- Include paragraph numbers or other references & attach a copy of the new or revised documents)- For new documents, indicate "Original Release"

Revise the "NTT A Board & System Committee Meeting Document Preparation" procedure to reflect the current organizationstructure, and workflow. Basically, this revision will better define designated roles and responsibilities for getting project deliveryboard documents prepared and developed within the published timeframe and due dates. Change the title of the procedure to"Worksession and Board Meeting Document Preparation".

Reason for New Release I Revision I Obsolescence:

Review and update.

Required Signatures:Title Printed Name

N.•..•.A~QMS MANUALProcedure Definition

NTTA Projects Issue Date: 06/05/2008 PI·09

Resource: Project Delivery Revision 3 Issue Date: TBD Page 1 of 7

Title: Committee and Board Meeting Document Preparation

1.0 PURPOSE:The purpose of this procedure is to define the process for preparing Project Delivery Board Item information in aconsistent and timely manner to be presented to the NTTA Board of Directors at the monthly Committee and/orBoard meetings.

2.0 RESPONSIBILITIES:2.1 Corridor Managers (CM), and NTTA Managers - CM and NTTA Managers shall be responsible for

preparing the initial Executive Summaries, Bid Tabulations, Resolutions and PowerPoint presentations bythe established due-dates. After the resolution of review comments from Legal, Finance, and ExecutiveDirector, the CM/ NTTA Manager shall confirm Acceptance of the final-draft documents by applying theirsignature within the designated box located beneath the Staff Recommendation on the ExecutiveSummary.

2.2 Project Delivery Contracts Manager (PDCM) - The PO Contracts Manager shall be responsible for verifyingthe CM and NTTA Managers are following and meeting document preparation procedures by establisheddeadlines and general oversight of this process.

2.3 NTTA General Counsel (GC) - The GC is responsible for ensuring that the Board Resolution presented forBoard action conforms to statutory requirements and allows the requested action contained within the StaffRecommendation on the Executive Summary to occur.

2.4 NTTA Chief Financial Officer (CFO) - The CFO is responsible for reviewing the financial data contained inthe Board Executive Summary and Resolution.

2.5 Director of Project Delivery (DPD) and/or Assistant Executive Director of Project Delivery (AED) - The DPDor AED shall be responsible for reviewing the final-draft documents prior to mail out of Board materials. TheDPD shall confirm acceptance of the final-drafts by applying his/her signature within the designated boxlocated beneath the Staff Recommendation on the Executive Summary.

2.6 NTTA Executive (ED) - The ED shall be responsible for review and approving final drafts of Board Itemdocuments prior to mail out.

3.0 SCOPE/APPLICABILITY:This procedure shall apply to all Project Delivery projects and corridors.

NTTA. QMS MANUALProcedure Definition




6.0 PROCEDURE:General Notes:

• All agenda items are subject to discussions, questions, and action by the NTTA Board of Directors• Agenda item numbers are assigned for ease of reference only and do not necessarily reflect the order of

their consideration by the Board

6.1 Request PD Board Items Listing -The PDCM sends out an email requesting all CM and NTTA Managerssubmit their proposed list of Board Items for the upcoming NTTA Board meeting, or in advance of latermeetings. In addition, the email shall reference a schedule with established deadlines.

6.2 Prepare Initial Board Item Listing - CM/NTTA Manager prepares an initial listing of proposed PO BoardItems to be included in the next NTTA Board Meeting and forwards them to the PDCM via email. Inaddition, shall begin the preparation of the initial Board Item draft documents (reference paragraph 6.4).

6.3 Submit Board Item Listing - The PDCM shall submit the proposed Board Item listings to the CommitteeSecretary (CS) by adding them to the Master Agenda Forecast (MAF), located on the T:\BoardMeetings\{current year} folder.

NOTE:• The Master Agenda Forecast (MAF) is maintained by the Committee Secretary who prepares this

master list of upcoming board items annually with monthly updates.• The Committee Secretary shall prepare a preliminary Committee /Board Agenda from the MAF

• The Committee Secretary sets monthly deadlines for the preparation and submission of allproposed NTTA Board Items.

6.4 Prepare Board Item Draft Documents - The CM/NTTA Managers shall complete their initial set of BoardItem draft documents which generally consist of an Executive Summary, Bid Tabulation, Resolutions,and/or Presentations and forward them to the PDCM.

6.5 Initial PDCM Review - The PDCM shall review the Board Item draft documents to ensure they arecomplete and compliant with NTTA requirements. If issues or concerns are identified, the PDCM shallreturn the documents to the originating CM/NTTA Managers for updates. When satisfied, the PDCM shallsubmit the documents to the DPD.

6.6 DPD Review - The DPD shall review the Board Item draft documents to ensure they are complete,comprehensive and suitable for the next Committee/Board meeting. When the review is complete, the DPDshall return the documents to the PDCM with comments.

6.7 Second Review and Comment Incorporation - The PDCM shall incorporate the DPD comments, and ifneeded, return the documents to the originating CM/NTTA Manager for additional information, requestingthe documents be updated and returned to the PDCM. When all DPD comments have been incorporated,

NTTA~ QMS MANUALProcedure Definition


Resource: Project Delivery Revision 3 Issue Date: TBD of?


• At the Board meeting, (unless otherwise authorized), the AED and/or DPD shall deliver thepresentations for Board action.

Packet Changes - Once the packet is uploaded to the liT" drive, no changes may be made to theagenda or materials without the approval of the Executive Director

REGULATORY REQUIREMENTS:• Section 366.262 of the Texas Transportation Code

8.0 COMPONENT DOCUMENTS:• NTTA PowerPoint template• Executive Summary template• NTTA Resolution template• Bid Tabulation template (create link)

NTTA.QMS MANUALProcedure Definition

NTTA Projects Issue Date: 06/05/2008 PI-09

Resource: Project Delivery Revision 3 Issue Date: TBO Page 3 of 7


the POCM shall forward the documents to NTTA Executive Management (GC, CFO, ED & OPO) for reviewand comment. Others may be added at the discretion of the OPO.

6.8 NTTA Executive Management Review - The NTTA Executive Management (and others as directed) shallreview and comment on the Board Item draft documents and return their comments to the POCM.

6.9 Incorporate NTTA Executive Management Comments - The POCM shall incorporate the NTTAExecutive Management comments, and if needed, return the documents to the originating CM/NTTAManager requesting additional information be added and the documents updated and returned to thePOCM. When all NTTA Executive Management comments have been incorporated, the POCM shall returnthe final-draft Board Item documents to the originating CM/NTTA Manager.

6.10 Print Final-Draft Board Item Documents - The CM/NTTA Managers shall print the final-draft Board Itemdocuments, apply their signature, and forward them to the POCM.

6.11 NTTA Executive Management Signatures - The POCM shall route the final-draft Board Item documentsto the NTTA Executive Management staff for signatures (CFO, GC, & OPO). After obtaining signatures, thePOCM shall deliver the final-draft hard copy Board Item documents to the Committee Secretary (submittedand arranged in the Coordinator's prescribed format) and posted to the T:\Board Meetings\{doGument type}folders.

6.12 DPD Mock Presentation - The POCM shall schedule, within previously established deadlines (referenceschedule in paragraph 6.1), a mock Board preliminary presentation meeting with the CM/NTTA Managerand the OPO to review and comment on the presentation materials. The CM/NTT A Manager shallincorporate comments as directed by the OPO and return them to the POCM.

6.13 ED Mock Presentation - The POCM shall schedule, within previously established deadlines (referenceschedule in paragraph 6.1), a mock Board preliminary presentation meeting with the CM/NTTA Manager,OPO and ED to review and comment on the presentation materials. The CM/NTTA Manager shallincorporate comments as directed by the OPOIEO and return them to the POCM.

6.14 Deliver Final Presentation -The POCM shall deliver the finalized hard copy presentations to theCommittee Secretary and post them to the T:\Board Meetings\{doGument type} folders.

NOTES:Committee 1 Board Meetings-

• At the Committee meeting, (unless otherwise authorized), the AEO and/or OPO shall deliverthe presentations as a briefing.

• Items approved shall be promoted to the scheduled NTTA Board meeting for action• Items postponed or delayed shall be considered for the next NTTA Board meeting by re-

starting this process at step 6.1, when requested• Documents scheduled for the current NTTA Board meeting may be updated and re-approved

by returning to step 6.4 and continuing forward (6.4 - 6.16)• The Committee Secretary shall update the agenda accordingly

N.•.rA~QMS MANUALProcedure Definition




Submit/ReviseBoard Items

6.2 & 6.4

Publish/UpdateBoard Items

DPD Review andComment

NTTA ExecutiveManagement Review

and Comment6.8

NO

®

POCMSends out email requesting proposed Board Items to:• CM• NTTA Managers

CM/NTIA ManagerCreate/Update and submit Board Documents:• Executive Summaries• Resolutions• Presentations

POCMPost all Board items to the Master Agenda Forecast• Location = T:\Board Meetings\{current year} folder

POCMReview Board Item draft documents for completeness andcompliance with NTTA requirements• If items need updating, return to step 6.2• If items are accepted, proceed to next step

OPOReview Board Item draft documents for completeness andcompliance with NTTA requirementsWhen the review is complete, the DPD shall return thedocuments to the PDCM with comments

POCMPDCM shall incorporate the DPD comments• Return to CM/NTTA Managers if needed• Forward the documents to NTTA Executive Management

(GC, CFO, ED & DPD) for review and comment• Others may be added at the discretion of the DPD.

NTIA Executive Management ReviewGC, CFO, ED & DPD shall simultaneous review and comment

N.•..•.A.QMS MANUALProcedure Definition


Resource: Project Delivery Revision 3 Issue Date: TBD Page 6 of?


NTT A ExecutiveManagement

Comments

Signs Final-DraftBoard Item

6.10


Signatures

6.11

DPDMock Presentation

6.12

EDMock Presentation

6.13

DeliverFinal Presentation

6.14

POCMThe shall incorporate the NTIA Executive ManagementcommentsReturn the documents to the originating CM/NTIAManager if needed

CM/NTT A ManagerPrints the Final-Draft Board Item documents:• Signs document• Forwards to the PC OM

POCMRoutes the final-draft Board Item documents to the NTTAExecutive Management staff for signatures• Delivers the final-draft hard copy Board Item documents

to the Committee Secretary• Posted to the T:\Board Meetings\{doGument type}

POCMSchedule mock Board meeting with:• DPD• CM/NTTA ManagerThe CM/NTT A Manager will incorporate comments as directedby the DPD

POCMSchedule mock Board meeting with:

• DPD• CM/NTT A ManagerThe CM/NTT A Manager will incorporate comments as directedby the DPD & ED

POCM• Deliver finalized hard copy to the Committee Secretary• Post to the T:\Board Meetings\{doGument type}

N.•..•.A.QMS MANUALProcedure Definition


Resource: Project Delivery Revision 3 Issue Date: TBD Page? of?


Revision Revised by: Date Issued DNR No. Reason for Revision0 06/05/2008 Original Issue1 Ed Wilmes 09/11/2009 10023 Updated PI-09 NTTA Board & System Committee Meeting Document

Preparation procedure to reflect current activities. Also removeduncontrolled forms PI-09-F1 thru PI-09-F4.

2 Troy Federspiel 11/10/2010 10256 Global updates to procedure as part of action Plan for PMO CAR0027.3 Ijay Nkele TBD 10365 Revise title "NTTA Board & System Committee Meeting Document

Preparation" and entire procedure to reflect the current organizationstructure, and workflow. Basically, this revision will better definedesignated roles and responsibilities for getting project delivery boarddocuments prepared and developed within the published timeframe anddue dates.

N.•..•.A~ - ~ v~ -QMS MANUALProcedure Definition


Resource: Project Delivery Revision ~~ Issue Date: 11/10/2010TBD Page 1 of 11

Title: NTTA Board & System Committee and Board Meeting Document Preparation

1.0 PURPOSE:The purpose of this procedure is to define the process for preparing Project Delivery Board Item information in aconsistent and timely manner to be presented to the NTTA Board of Directors and System Projects andOperations at the monthly Committee (SPOC) members for monthly and/or Board meetings.

2.0 RESPONSIBILITIES:2.1 Corridor Managers (CM), Project Managers and NTTA Department Managers - CMs, Project Managers,CM

and NTTA department managers Managers shall be responsible for preparing gpQGthe initial ExecutiveSummaries, CommitteeBid Tabulations, Resolutions and PowerPoint presentations by the established due-dates. After the resolution of review comments from Legal, Finance, and Executive Director, the CM/ NTTAManager shall confirm Acceptance of the final-draft documents by applying their signature within thedesignated box located beneath the Staff Recommendation on the Executive Summary.

2.2-Project Delivery (PD) Management staff Contracts Manager (PDCM) - The senior PD Managementstaff Contracts Manager shall be responsible for verifying that CMs/ProjecUhe CM and NTTA Managers-aOOPD staff are following tAeand meeting document preparation procedures aoo-by established deadlines7

2.3li-Program Management Consultant Program Manager (PMCPM) and Corridor Managers (CM) ThePMCPM and CMs shall be responsible for reviewing pre final drafts of the documents (following Legalreview and resolution of comments) prior to review by the ED and GC and mail outgeneral oversight ofSP~C and Board materials. this process.

2.4~NTTA General Counsel (GC) - The GC is responsible for ensuring that the sp~c / Board Resolutionpresented for Committee or Board action conforms to statutory requirements and allows the requestedaction contained within the Staff Recommendation on the Executive Summary to occur.

2.-52.4 NTTA Chief Financial Officer (CFO) - The CFO is responsible for reviewing the financial datacontained in the SP~C / Board Executive Summary and Resolution.

Uli-Director of Project Delivery (DPD) and/or Assistant Executive Director of Project Delivery (AED) - TheDPD or AED shall be responsible for reviewing f;)fe-the final drafts of the draft documents prior to mail out ofSP~C and Board materials. The DPD or the AED shall confirm tAeH:-acceptance of the documents (ES andSP~C Resolution) final-drafts by affixing their signaturesapplying his/her signature within theOOxesdesignated box located beneath the Staff Recommendation on the Executive Summary.

2.12.6 NTTA Executive Director and/or General Counsel (GC(ED) - The ED and/or GC shall be responsiblefor reviewing review and approving final drafts of tAeBoard Item documents prior to mail out of SP~C andBoard materials. The ED shall be responsible for approving and releasing the Board agenda.

NTrA~QMS MANUALProcedure Definition


Resource: Project Delivery Revision ~~ Issue Date: 11/10/2010T8D Page 2 of 11


3.0 SCOPE/APPLICABILITY:This procedure shall apply to all N++A-Project Delivery projects and corridors.

4.0 REFERENCES:• GEC Manual• AP Manual• CPR Calendar• NTTA Board and Contract Process Calendar

6.0 PROCEDURES:6.1 SPOC Agenda PD staff shall submit an item to Agenda Coordinator (AC) via the Master Forecast Agenda

(MFA), located on the T drive under Board Meetings/{current yeaq. The MFA is maintained by the AC whoprepares this master list of upcoming board items annually and updates it monthly. The submitted agendaitems are reviewed and approved by the DPD. From the master list, the AC shall prepare a preliminarySPOC/Board agenda that is approved by the ED.

• Initial document preparation The AC sets deadlines monthly for document preparation. CMs,Project Managers, and NTTA department managers prepare necessary documents which generallyinclude executive summaries (ES), resolutions, and presentations. The documents shall bereviewed and edited by the PMCPM and the Senior PD management staff.

• Management review The PMCPM, DPD, GC, ED, CFO and AED shall review the executivesummaries, presentations, resolutions, graphics and bid tabulations and return them to documentO'tvners with comments within the timeframes necessary to support preparation deadlines.Documents are updated according to executive comments. A Mock SPOC review of presentationsis held as a part of this review process.

• Final document execution Updated documents are printed, signed by their owners, and theDPD obtains signatures of appropriate executive staff, The signed hard copies are delivered to theAC, The final documents are placed in the appropriate electronic folders.

• Posting and Mail Out The AC posts approved documents on the NTTA "T" drive (electronicunsigned versions). The t'lC posts the agenda on the NTTA website as required 72 hours prior tothe Board meeting, The AC sends the documents to the NTTA Board of Directors or SPOCmembers on the appropriate mailing date. Once the packet is mailed, no changes may be made tothe agenda or materials without the approval of the Executive Director of the NTTA.

QMS MANUALProcedure Definition

NTTA Projects Issue Date: 06/05/2008 PI·Og

Resource: Project Delivery Revision 2~ Issue Date: 11/10/201 oTBD Page 3 of 11

Title: NTIA Board & System Committee and Board Meeting Document Preparation

e SP~C Meeting At the SPOC meeting the contributors deliver their presentations. Items approvedby SPOC move forward to the ~TTA Board of Directors. Items postponed or delayed cycle backthrough the process.

6.2 Board Agenda Based on the results of the SPOC meeting, SPOC documents are revised for the Boardand the agenda is prepared accordingly. Documents are reviewed, approved and signed, posted andmailed out to the Board of Directors.

3.06.0 REbATED BOARD PObICY:

7.0 -PROCEDURE:General Notes:

_e _All agenda items are subject to discussions, questions, and action by the NTTA Board of Directors7_. _Agenda item -numbers are assigned for ease of reference only and do not necessarily reflect the

order of their consideration by the Board. The Board of Directors reserves the right to discuss anyitems in executive session '••••henever legally justi~ed under the Open Meetings Act. Board Membersmay participate in this meeting via telephone conference call in accordance with Section 366.262 of theTexas Transportation Code.by the Board

7.1 Request PD Board Items Listing -The PDCM sends out an email requesting all CM and NTTA Managerssubmit their proposed list of Board Items for the upcoming NTTA Board meeting, or in advance of latermeetings. In addition, the email shall reference a schedule with established deadlines.

7.2 Prepare Initial Board Item Listing - CM/NTTA Manager prepares an initial listing of proposed PO BoardItems to be included in the next NTTA Board Meeting and forwards them to the PDCM via email. Inaddition, shall begin the preparation of the initial Board Item draft documents (reference paragraph 6.4).

7.3 Submit Board Item Listing - The PDCM shall submit the proposed Board Item listings to the CommitteeSecretary (CS) by adding them to the Master Agenda Forecast (MAF), located on the T:\BoardMeetings\{current year} folder.

NOTE:• The Master Agenda Forecast (MAF) is maintained by the Committee Secretary who prepares this

master list of upcoming board items annually with monthly updates.• The Committee Secretary shall prepare a preliminary Committee /Board Agenda from the MAF

• The Committee Secretary sets monthly deadlines for the preparation and submission of allproposed NTTA Board Items.

NTTA~QMS MANUALProcedure Definition

NTTA Projects Issue Date: 06/05/2008 PI-09

Resource: Project Oelivery Revision 2~ Issue Oate: 11/10/2010TBO Page 4 of 11


7.4 Prepare Board Item Draft Documents - The CM/NTTA Managers shall complete their initial set of BoardItem draft documents which generally consist of an Executive Summary, Bid Tabulation, Resolutions,and/or Presentations and forward them to the POCM.

7.5 Initial PDCM Review - The POCM shall review the Board Item draft documents to ensure they arecomplete and compliant with NTTA requirements. If issues or concerns are identified, the POCM shallreturn the documents to the originating CM/NTTA Managers for updates. When satisfied, the POCM shallsubmit the documents to the OPO.

7.6 DPD Review - The OPO shall review the Board Item draft documents to ensure they are complete,comprehensive and suitable for the next Committee/Board meeting. When the review is complete, the OPOshall return the documents to the POCM with comments.

7.7 Second Review and Comment Incorporation - The POCM shall incorporate the OPO comments, and ifneeded, return the documents to the originating CM/NTT A Manager for additional information, requestingthe documents be updated and returned to the POCM. When all OPO comments have been incorporated,the POCM shall forward the documents to NTTA Executive Management (GC, CFO, EO & OPO) for reviewand comment. Others may be added at the discretion of the OPO.

7.8 NTTA Executive Management Review - The NTTA Executive Management (and others as directed) shallreview and comment on the Board Item draft documents and return their comments to the POCM.

7.9 Incorporate NTTA Executive Management Comments - The POCM shall incorporate the NTTAExecutive Management comments, and if needed, return the documents to the originating CM/NTTAManager requesting additional information be added and the documents updated and returned to thePOCM. When all NTTA Executive Management comments have been incorporated, the POCM shall returnthe final-draft Board Item documents to the originating CM/NTTA Manager.

7.10 Print Final-Draft Board Item Documents - The CM/NTTA Managers shall print the final-draft Board Itemdocuments, apply their signature, and forward them to the POCM.

7.11 NTTA Executive Management Signatures - The POCM shall route the final-draft Board Item documentsto the NTTA Executive Management staff for signatures (CFO, GC, & OPO). After obtaining signatures, thePOCM shall deliver the final-draft hard copy Board Item documents to the Committee Secretary (submittedand arranged in the Coordinator's prescribed format) and posted to the T:\Board Meetings\fdoGument type}folders.

7.12 DPD Mock Presentation - The POCM shall schedule, within previously established deadlines (referenceschedule in paragraph 6.1), a mock Board preliminary presentation meeting with the CM/NTTA Managerand the OPO to review and comment on the presentation materials. The CM/NTTA Manager shallincorporate comments as directed by the OPO and return them to the POCM.

7.13 ED Mock Presentation - The POCM shall schedule, within previously established deadlines (referenceschedule in paragraph 6.1), a mock Board preliminary presentation meeting with the CM/NTTA Manager,OPO and EO to review and comment on the presentation materials. The CM/NTTA Manager shallincorporate comments as directed by the OPO/EO and return them to the POCM.





7.14 Deliver Final Presentation -The PDCM shall deliver the finalized hard copy presentations to theCommittee Secretary and post them to the T:\Board Meetings\{doGument type] folders.

NOTES:Committee 1 Board Meetings -

• At the Committee meeting, (unless otherwise authorized), the AED and/or DPD shall deliverthe presentations as a briefing.

• Items approved shall be promoted to the scheduled NTTA Board meeting for action• Items postponed or delayed shall be considered for the next NTTA Board meeting by re-

starting this process at step 6.1, when requested• Documents scheduled for the current NTTA Board meeting may be updated and re-approved

by returning to step 6.4 and continuing forward (6.4 - 6.16)• The Committee Secretary shall update the agenda accordingly• At the Board meeting, (unless otherwise authorized), the AED and/or DPD shall deliver the

presentations for Board action.

Packet Changes - Once the packet is uploaded to the 'T' drive, no changes may be made to theagenda or materials without the approval of the Executive Director

7.OREGULATORY REQUIREMENTS:• Section 366.262 of the Texas Transportation Code

-t4-.O~ COMPONENT DOCUMENTS:• NTTA PowerPoint template• Executive Summary template• NTTA Resolution template• Bid Tabulation template (create link)

N"''''A~ QMS MANUALProcedure Definition



Title: NTTA 80ard & SY6tem Committee and Board Meeting Document Preparation



Resource: Project Delivery Revision 2~ Issue Date: 11/10/201OTBD Page 7 of 11


NTTA DPD / AED~

I NTTA ED/LegaIlGc/cFO] I I

~O~NOUpdates /~/m:J

Corridor Manager

[NTTA Agenda Coordinatorl

~

~--Respond to

________ ~_D!rect!on

I L.?lJ

Create Agenda 1i-[ITj

~( A \~./

Corridor Manager / Contributors:- Submit items for consideration to PMO Program Manager

PMO Program Manager:- Review with CM/Contributors on details and make recommendation- Update Project Master Forecast Agenda with proposed SPOC items

NTTA Director of Project Delivery:- Reviews and approves recommendations- Adds or removes items and re-submits to PMO Program Manager- If acceptable, proceed to next step

PMO Program Manager:- Submits Project Master Forecast Agenda by indicated deadline- Notifies NTTA Agenda Coordinator that Matrix is ready for initial review

NTTA DPD / AED:- Responds to directions from Execlltive Director

NTTA Agenda Coordinator:- Creates Agenda

NTTA Executive Director:- Preliminary review in coordination with SPOC Committee chairperson- If adjustments are made, returned for response- If acceptable, proceed to next step

Corridor Manager / Contributors:- Review/update the following documents

* Executive Summary, Resolutions, Presentations- Prepares other supporting agenda item documentation- Review with NTTA SPOC representatives and PMC PM

NTTA ED/LegaIlGC/CFO:- Review submitted documentation- If not acceptable, return documents to Preparers with comments- If acceptable, proceed to next step

N.,.rA~QMS MANUALProcedure Definition


Resource: Project Delivery Revision 2~ Issue Date: 11/10/201 OT8D Page 8 of 11

Title: NTTA Beard & System Committee and Board Meeting Document Preparation

I NTTA ED/LegallGC/CFO I-Corridor Manager

INTTA Agenda Coordinator I

NTTA ED/LegaI/GC/CFO:- Review of Presentations

NTTA DPD I AED:- Obtain signatures on Hard Copy documents (as designated on documents)- Hard Copy documents delivered to NTTA Agenda Coordinator

NTTA Agenda Coordinator:- Approved documents posted on NTTA ''T'' drive (electronic unsigned versions)- Legal posting of Agenda on NTTA website 72 hours prior to Board Meeting

NTTA Agenda Coordinator:- Mails signed Hard Copy documents to Board members

NTTA Executive Director I Legal:- Contributors deliver presentations- SP~C members vote:

* Move forward with items to NTTA Board* Postpone or delay until another time

- Revise SP~C Documents* Revise dates, names and formatting

- Submit revised documents to Agenda Coordinator- Revised documents posted on NTTA "1" drive by review date

(electronic unsigned versions)

PMC Program Manager:- Obtain signatures on Hard Copy documents (as designated on documents)- Hard Copy documents delivered to NTTA Agenda Coordinator

NTTA Agenda Coordinator:- Approved documents posted on NTTA "1" drive (electronic unsigned versions)- Legal posting of Agenda on NTTA website 72 hours prior to Board Meeting

NTTA Agenda Coordinator:- Mails signed Hard Copy documents to Board members

NTTA Executive Director:- Board meeting held

N.•..•.A~QMS MANUALProcedure Definition


Resource: Project Delivery Revision 2~ Issue Date: 11/10/2010T8D Page 9 of 11


SubmiUReviseBoard Items

6.2 & 6.4

Publish/UpdateBoard Items

NO

®

POCMSends out email requesting proposed Board Items to:• CM• NTTA Managers

POCM

NTrA Executive Staff

CM/NTIA ManagerCreate/Update and submit Board Oocuments:• Executive Summaries• Resolutions• Presentations

POCMPost all Board items to the Master Agenda Forecast• Location = T:\Board Meetings\{current year} folder

POCMReview Board Item draft documents for completeness andcompliance with NTIA requirements• If items need updating, return to step 6.2• If items are accepted, proceed to next step

OPOReview Board Item draft documents for completeness andcompliance with NTIA requirementsWhen the review is complete, the OPO shall return thedocuments to the POCM with comments

POCMPOCM shall incorporate the OPO comments• Return to CM/NTIA Managers if needed• Forward the documents to NTIA Executive Management

(GC, CFO, EO & OPO) for review and comment• Others may be added at the discretion of the OPO.

NTIA Executive Management ReviewGC, CFO, EO & OPO shall simultaneous review and comment



Resource: Project Delivery Revision 2~ Issue Date: 11/10/201OT8D Page 10 of 11

Title: NTIA Board & System Committee and Board Meeting Document Preparation

NTT A ExecutiveManagementComments

Signs Final-DraftBoard Item

6.10


Signatures

6.11

DPDMock Presentation

6.12

EDMock Presentation

6.13

DeliverFinal Presentation

6.14

POCMThe shall incorporate the NTIA Executive ManagementcommentsReturn the documents to the originating CM/NTIAManager if needed

CM/NTTA ManagerPrints the Final-Draft Board Item documents:• Signs document• Forwards to the PCDM

POCMRoutes the final-draft Board Item documents to the NTTAExecutive Management staff for signatures• Delivers the final-draft hard copy Board Item documents

to the Committee Secretary• Posted to the T:\Board Meetings\{doGument type}

POCMSchedule mock Board meeting with:• DPD• CM/NTTA ManagerThe CM/NTT A Manager will incorporate comments as directedby the DPD

POCMSchedule mock Board meeting with:

• DPD• CM/NTT A ManagerThe CM/NTTA Manager will incorporate comments as directedby the DPD & ED

POCM• Deliver finalized hard copy to the Committee Secretary• Post to the T:\Board Meetings\{doGument type}



Resource: Project Delivery Revision 2~ Issue Date: 11/10/2010TBD Page 11 of 11


Revision Revised by: Date Issued DNR No. Reason for Revision0 06/05/2008 Original Issue1 Ed Wilmes 09/11/2009 10023 Updated PI-09 NTTA Board & System Committee Meeting Document

Preparation procedure to reflect current activities. Also removeduncontrolled forms PI-09-F1 thru PI-09-F4.

2 Troy Federspiel 11/10/2010 10256 Global updates to procedure as part of AGtiooaction Plan for PMOCAR0027.

~ Ijay Nkele TBD 10365 Revise title "NTTA Board & System Committee Meeting DocumentPreparation" and entire procedure to reflect the current organizationstructure, and workflow. Basically, this revision will better definedesignated roles and responsibilities for getting project delivery boarddocuments prepared and developed within the published timeframe anddue dates.

®

NORTH TEXAS TOLLWAY AUTHORITY DOCUMENT RELEASE NOTICE· CLOSEOUT CHECKLISTI DRN Number I \ ~~~ f I

Latest revision of QM-12-F1 form used and submitted by the originator ~ 0 0Soft coPY of the new/revised documents has been submitted with QM-12-F1 gr 0 0Soft copy inclusive of embedded files (pictures, visio flowcharts) has been ~ 0 0submitted.All required information have been provided in QM-12-F1 R1 0 0Proper document type has been selected in Document Type box of QM-12-F1 ~ 0 0Relevant type(s) of change have been marked in Type of Change box of QM-12-F1 ~ 0 0Process owner/originator submitted training record where change is classified as 0 ~® 0majorA DRN number is assigned 0 0New/revised document was created/changed using current QM-12-F2 format 0 0Compared the word documents with source files to create redline as applicable 0 0All spellina has been checked and found correct 0 0Latest NTTA IOQO is available in the document if applicable 0 0Originator and all review team members have approved and signed QM-12-F1 0 0All requested changes have been incorporated in the source file l8l 0 0All Forms/Attachments have been referenced in the parent procedure ~ 0 0All Forms/Attachments/Procedures have been referenced in all other documents ~ 0 0All external website hyperlinks are correct ~ 0 0All the internal QMS links are correct and working fine ~ 0 0All Forms/Attachments/Procedures have been linked to their associated documents 0 ~New Forms/Records have been added to the Record Matrix 0 0 0

Date:Name:Signature:

Revised/New document is available in updated online version of QMS Manual ~ 0 0All links in the new/revised documents are working fine 00 0 0All flowcharts in the document are visible/readable ~ 0 0An e-mail notification has been sent to the distribution list 0 ~ 0Scanned e-mail notification and inserted into DRN number 0 0 ~Updated DRN tracking log with release information 0 0Moved DRN working folder to Archive folder 0 0Filed hard coPy of the DRN package 0 0Spreadsheet for Controlled Document Numbers has been updated 0 0Spreadsheet for Document Linking updated as applicable ~ 0 0

Name: Signature:<tel b Cr<1f\~ ~U\L f(\Q~ ~

f3 ~~iaro ~VI~~~ ~ ~~¢d:t~Page 1 of 1 Release Date: 06/14/2010