FTA Oversight Procedures - Federal Transit Administration - U.S. ...

Interviews are crucial for determining that those assigned responsibilities in the SSMP are aware of and
understand their roles. 2 The PMOC must identify individuals to be interviewed and work with the
recipient to prepare an interview schedule. The SSMP will identify those with safety or security
responsibilities (by title and responsibilities) and recipient and project organization charts may identify
additional interview candidates. Appendix C lists examples of suitable titles. The PMOC should include
consultant or contractor personnel who are assigned full-time (seconded) to the project.
The interview process may take several days, depending on the number and availability of interviewees.
It should begin with a meeting (an hour or less) with those who will be interviewed, the recipient’s
executive staff, and a representative of the FTA region. This establishes the authority for the interviews,
provides for introductions, and allows the PMOC to explain the purpose and importance of the review.
Interviews should not exceed 30 minutes. They should be scheduled at 45 minute intervals to allow time
for the PMOC to gather information and allow interviewees to ask questions. Questions should be
prepared that are specific to each individual’s role; Appendix D provides a sample interview
questionnaire. The questionnaires should be used for recording answers and making notes. It is not
recommended that interviews be tape-recorded because this may inhibit interviewees from speaking
openly. If the PMOC does intend to record the interviews, each interviewee should be asked at the start
of session whether he or she would prefer to speak without being recorded.
6.1.3.5 Site Inspections
Site inspections should include the proposed right-of-way, locations of proposed terminals, existing
terminals, and major stations that will be part of the new system, parking lots, and rail or bus vehicle
storage, repair, and maintenance facilities.
A senior project staff member or project safety officer should lead the visits. Unless scheduling is
difficult, all PMOC team members should participate in the inspections. In addition to initial inspections,
periodic inspections should be performed, especially during construction, to verify that safety and security
procedures are being followed. Construction phase observations should include determination that
contractors are wearing required personal protection equipment (PPE), that site security is in place, that
precautions have been taken to protect the surrounding public and properties, and similar constructionspecific
safety and security concerns.
During inspections, the PMOC should examine project elements that were identified in PHAs or TVAs
and should determine whether appropriate mitigations are in place or planned. The PMOC should also be
prepared to identify other potential hazards and vulnerabilities.
Observations should be recorded, and, if appropriate, photographs taken.
6.2 Major Capital Projects Affected By Circular 5200.1A, Chapter II, Section 6, Safety and
Security Management Plan
2 The interviews aid both the recipient and the PMOC. The recipient’s senior staff gains a better understanding of the
importance of the SSMP in safety and security planning and management and the PMOC comes away assured that the
SSMP reflects the roles of those overseeing the project.
OP 22 Safety and Security Management Plan Review
Revision 0, June 2008
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