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US 101/Woodside Interchange Improvement Project Page 7 <br />• Encourage adherence to the defined scope, schedule, and budget. <br />• Assess documented risks in the Risk Register on a quarterly basis or more frequently if <br />warranted during the PS&E process. <br />• Determine solutions to design issues, including budget and schedule adjustments, and elevate <br />for approval as necessary. <br />5) PROJECT DEVELOPMENT TEAM (PDT) <br />The PDT consists of the RWC consultants and representatives from each of the Caltrans Functional <br />Units working on the Project. The PDT will support and advise the PMT and other appropriate <br />agencies and stakeholders. The PDT will be tasked with the following responsibilities: <br />• Convene monthly (or as needed) to discuss project progress and coordinate tasks. <br />• Complete the technical work required for the PS&E and ROW phases. <br />• Report monthly through the PM to the PMT the progress in terms of scope, cost, and <br />schedule. <br />The PDT shall adhere to the following principles: <br />• PDT decisions will be deliberated in PDT Meetings by the authorized staff. <br />• Approved meeting notes will be the basis of documentation for all PDT decisions and <br />supported with clear rationale. Alternate points of view may also be summarized and more <br />fully evaluated in the Risk Register. <br />• Potential risks will be evaluated and documented in the Risk Register on a quarterly basis or <br />more frequently if warranted during the PS&E process. <br />• The PDT shall follow the Caltrans Project Development Procedures Manual (PDPM) for the <br />preparation of the PS&E. <br />• If any procedural process error occurs, appropriate PDT members shall be assembled as <br />soon as possible to ensure corrective action is taken, and only if determined necessary, the <br />project schedule shall be amended with the accompanying reason(s) for the delay <br />documented. <br />• The project will have a Caltrans project development milestone schedule that is jointly <br />approved by the PMT. <br />• Any schedule changes or delays in major milestones must be brought to the PDT by RWC <br />with a description of the proposed changes, reasons for the changes, and estimates of cost <br />and schedule impacts due to the change. <br />• When the project schedule, costs, or scope must be amended, the PDT Meeting minutes <br />shall fully document the reason(s) why the amendment was undertaken and deemed <br />necessary. <br /> <br />V. INTERNAL AND EXTERNAL COMMUNICATIONS <br /> <br />A. INTERNAL COMMUNICATION PLAN <br />• Formal decision documentation