ASSET MANAGEMENT Report Findings Issues

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ASSET MANAGEMENT Report Findings Issues
IdeasRegion 2 Pilot Project

• OREGON DEPARTMENT OF TRANSPORTATION
• January 23, 2007

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• ODOT is committed to providing a safe and
  efficient transportation system. As ODOTs
  emphasis shifts from a new construction to
  management of the transportation system, it is
  imperative for us to optimize our limited
  financial and staff resources. To do this we
  need tools and processes in place to allow for
  system-wide analysis across a range of assets.
  Asset Management will provide such tools and
  processes. Developing an Integrated Asset
  Management system is critical to ODOTs future
  success

Doug Tindall, ODOT Deputy Director for Highway
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ASSET MANAGEMENT Region 2 Pilot Report

• BACKGROUND
• Why
• How
• When
• Who
• Where
• CRITERIA
• Assessment of Readiness
• Asset Mgmt Cycle
• Common Scale for Rating
• PILOT REPORTS
• Written
• Mapped
• WHAT WE FOUND
• Issues
• Conditions
• IDEAS
• NEXT STEPS
• QUESTIONS

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PILOT Background

• Agreement to move forward November 2005
• Purpose to better understand data, features,
  fieldwork, reporting decision-making
• Preliminary effort to identify data felt
  necessary to manage ODOTs transportation assets
  Wish List January through March 2006
• First level assessment of data availability
  January through April 2006

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PILOT Background, continued

• Corridor inventories (in-office field May
  through October 2006) to determine
• What we know
• What we dont know
• Accuracy of information
• Ease or difficulty of obtaining data new or
  existing
• Adjustments to data gathered based on experience
• Test condition assessment criteria on a sampling
  of inventoried features
• Integrate existing and additional data into
  prototype reports October to January 07
• Equate to common scale

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PILOT Tools Used

• Inventory/data collection methods included
• Reports from existing databases
• Video log (with side view camera) only
• Video log with field validation
• Video log with additional data captured in the
  field (measurements, coordinates)
• Field work

Most Common
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PILOT - Whos Been Involved?

• Pilot Project Sponsors Jeff Scheick, Craig
  Greenleaf, Mike Marsh, Cathy Nelson
• AM Team Dave Ringeisen, Mark Wills, Robin Ness,
  Sam Johnston, Laura Wipper, Laura Gonzales, Paul
  Wirfs
• Pilot Oversight Cathy Nelson, Mike Long, Dave
  Ringeisen, Laura Wipper
• Technical Team Don Jordan, Dave Ringeisen,
  Bruce Johnson, Laura Wipper, Paul Wirfs, Steve
  Lindland, Dave Greenberg, Steve Cooley, John
  Coplantz, Heather King, Harold Lasley, Mike
  Stone, Heidi Shoblom, Joe Bonawitz
• Many, Many More Bert Hartman, Darryl Haugeberg,
  Darryl Morse, Dawn Mach, Bruce Novahovich, Jeff
  Swanstrom, Curran Mohney, Katie Castelli, Jason
  Snyder, Tom Kammerer, Don Turner, Rob Trevis, Dan
  Wright, Jeff Drago, Lisa Larsen, Ben Martinez,
  Keith Russell, Greg Apke, Marcus Berlin, Amy
  Tripp, Eric Zuern, Ryan Johnson, Dennis Scofield,
  Marcia Malstrom, Stephanie Sorensen, Dan
  MacDonald, Russ Frost, Scott Billings, Patti
  Caswell, Casey Ragain, Tom Halsey, Orville
  Gaylor, Chris Rowland, Scott Stinnett, Candice
  Stich, Dave Goodwin, Michael Ronkin, Sheila
  Lyons, Tyler Ferguson, Bill Link, Galen McGill,
  Hau Hagedorn, Steve Reed, Chris Monsere, Doug
  Bish, Tim Burks, Kevin Haas, Troy Costales, Susan
  Mead, Darlene Gowen, Don Crownover, Tricia
  Tanner, Brian Dunn, Rich Arnold, Brian Gregor,
  Danny Spaulding, Laura Gonzales, Chuck Jenkins,
  Dan Kaplan, Randall Jenkins, Jim Gavin, Terry
  Cole, Bob Melbo, Dinah Vanderhyde, Dan Kampf
  ..

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PILOT Locations in the Valley
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PILOT - Snow Zone Location
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PILOT Location Details
Note Corridors (point-to-point) chosen to
replicate a system Can include asset/feature
data performance measures
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PILOT Integration Review

• Bridges structures
• Retaining Walls
• Culverts
• Pavements
• Road approaches
• Right of way
• Roadside barriers
• Aggregate
• Wetlands mitigation
• Traffic Operations Features
• Sound barriers
• Curbs
• Storm water control facilities
• Bicycle pedestrian facilities
• Rumblestrips
• Pavement markings
• Slopes
• Performance diagnostics

• Inventory
• First Level Condition
• Functionalitiy
• Readiness for Asset Management

Information
Features
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PILOT Assessment of Readiness

• Determined based on the presence of a series of
  data and processes. The degree that each of these
  areas was addressed determined degree of
  readiness. These areas or elements fell into five
  categories
• Basic Inventory
• Details
• Financial Information
• Performance Goals
• Forecasting/Planning Information

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PILOT - Readiness Details

• Basic Inventory
• Type size location first level condition
  (FLC simplified condition assessment)
• Details
• Other appropriate details installation date
  regular update cycles informed by Maintenance
  Construction
• Financial Information
• Original or replacement cost maintenance
  investment depreciation rate
• Performance Goals
• Measures diagnostics service levels, standards
  and goals
• Forecasting/Planning Information
• Deterioration rate full condition assessment
  criteria rating inspection program
  decommission date

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ASSET MANAGEMENT - Readiness
Draft
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COMMON SCALE - Condition
For comparison across assets functionality

• Good
• Fair
• Needs Inspection/Below Avg.
• Poor
• Not Pertinent
• Unknown

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A Picture is worth 1000 Words
Asset Management Readiness
Pilot Sample - Condition Found
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ASSET MANAGEMENT - Cycle
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MISSING PIECES OF CYCLE
Current State is not so current Not informed
by Maintenenance activities or costs Not
adequately informed by Construction
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READINESS
Only three groups of transporation assets
included in the pilot have any level of
readiness for proactive management 1.
Bridges 2. Pavements 3. ITS Equipment
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CONDITION
Actual or estimated condition, where
available, of transportation assets within the
pilot corridors. Only two, pavements bridges,
have established rating systems.
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PILOT - Reports

• Two products
• Mapped inventory and condition
• Layers in TransGIS
• Written documentation of experiences of the pilot
• General or overarching issues
• Asset specifics

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REPORTING CONCEPTS
Maps use color-coded symbology to convey location
condition
Asset Mgmt Pilot in TransGIS
Roadside Features
Core Features
Support Features
Needs Attention
User Risk Mgmt
System Risk Mgmt

• Approaches
• Barriers
• Shoulders

• Seismic Lifeline Routes
• Slide Vul.
• Seismic Vul.
• Retaining Walls
• Culverts

• Pavements
• Bridges
• Retaining Walls
• Culverts
• Approaches
• Barriers
• Signs
• Curbs
• Bike Facilities
• Sidewalks
• Crosswalks
• Slopes
• Segment Crash Rates

• Safe Drivers
• Segment Crash History Rating
• Approach Density Rating

• Right of Way
• Aggregate

• Pavements
• Bridges
• Retaining Walls
• Culverts

Culverts
Retaining Walls

• ALSO FOLDERS FOR
• Highway Operations
• Bike/Pedestrian
• Freight Movement
• Environmental/Livability

Bridges
Pavements
DETAILS
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PILOT - Mapping

• ArcGIS/TransGIS
• Product previewed in ArcGIS, but moving to
  TransGIS
• Both offer
• On or off - layers
• Zoom in or out
• i button
• Data tables
• TransGIS
• Adds automated report capability

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PILOT Written Report

• Section 1
• Executive Summary
• Section 2
• Background
• Asset Management Readiness Criteria
• Issues Ideas
• Data Mapping
• Section 3
• Asset Specifics
• Section 4
• Future Potential
• Section 5
• Appendices

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PILOT - Issues/Findings

• Lack Asset Management readiness based on
• Lack of Basic Inventory Data for most
  assets/features included in pilot
• Conditions found based on sampling indicate
  potential need for expedited pace for certain
  assets/features
• The Current State in Asset Mgmt cycle is not
  informed by Maintenance and Construction
• Without solutions, inventory today may not be
  Current State tomorrow
• Ad hoc, fractured data collection ongoing, but
  inconsistencies equal lack of usable corporate
  information

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PILOT Ideas to Bridge Gaps

• Build Asset Management readiness
• Identify immediate priorities and creative,
  collaborative resourcing, based on
• Condition, stewardship responsibilities, public
  safety, external expectations decide get
  started
• Make increasing levels of information available
  over time
• Basic Inventory Data with First Level Condition
  informs next efforts and necessary adjustments in
  priorities
• Begin immediately to build capacities for Asset
  Mgmt Cycle to be efficiently informed by
  Maintenance and Construction
• Build capacities in existing systems to house
  data resource and structure temporary solutions
  that will transition to corporate DB
• Develop methods and resources to pull data
  gathering efforts together to create corporate
  information
• Regional Inventory Specialists serve as
  gathers, facilitators, liaisons, trainees,
  trainers, etc.
• Data Council

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BEYOND THE PILOT - Where Do We Begin?
Get to "Green" Staged process to build
capacity Working across and down based on
resources and priority
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BEYOND THE PILOT Devil in the Details

• Consistency issues will need to be addressed
  early to be successful
• Clearly define assets, attributes and clarify
  responsibilities
• Ensure proper training and tools are available
• Make sure there are no gaps
• Triage approach useful to build information
• Inventory, locate and first line of observation
• Will rely on technical staff for criteria (the
  details!)
• Resourcing
• Identify collaborative roles
• Communication Education

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Field Validation Where?
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CHALLENGES CAN BE OVERCOME

• Challenges for ODOT
• Consistency, definition, goals for assets
• Resources
• Information gaps
• Can overcome through
• Discussion, decisions informed goal setting
• Collaboration
• How can the whole organization benefit from my
  activity?
• Triage approach until full picture is in place,
  i.e.,
• Basics first locate observe methods
  criteria technical follow-up worst first (for
  now)

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ASSET MANAGEMENT The Payoff

• ODOT Today
• The right information is NOT available to the
  right people at the right time to make informed
  decisions
• Separate endeavors to fill the gaps mean
  repeated, inefficient efforts to acquire data for
  one-time use
• ODOT Tomorrow
• The right information IS increasingly available -
  informed decisions are based upon complete and
  reliable data that enables better results
• Efficient efforts on appropriate cycles provide
  data and information for multiple uses by many

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ASSET MANAGEMENT Next Steps

• Decisions
• What Assets First?
• Where, i.e., Statewide or Priority Routes?
• How Much Data What Tools Will Be Used?
• Whos Involved?
• When Aggressive Timeline?
• WHY? To Manage Transportation Assets
  Proactively Based on Information Best Practices!

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• QUESTIONS ???

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BEYOND THE PILOT - Where We Could Begin
Core Features
Retaining Walls

• Basic inventory criteria developed by technical
  staff
• Statewide location first by video log (need side
  view) by non-technical staff or Region Inventory
  Specialist
• Followed by FLC GPS by non-technical staff/RIS

Culverts

• Collaborate and build on maintenance knowledge
• Statewide location FLC
• Facilitated by Region Inventory Specialist
• Follow up by consultant according to contract

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BEYOND THE PILOT - Where We Could Continue
Momentum
Right of Way

• Geo-referencing
• FileNet

Signs

• Support efforts for statewide database
• Technical assistance with R-5 inventory
• Develop model for broader relationships
• Signs, signals, illumination often co-located
  on.but not associated with a pole, post or
  traffic structure
• Identify one home and relationships for data,
  i.e., traffic structures

Roadside Barriers

• Remaining 15 mainline many high volume routes
• Frontage roads, etc. video log support?
• Data in Excel built to migrate to ITIS

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BEYOND THE PILOT - We Could Meet Expectations
Bicycle/Pedestrian Features
Bike Facilities

• Legislative queries every session
• Struggled to meet data requirements for
  department-level performance measure
• Now have better definitions
• Plan in place to complete inventory by July 2008

Pedestrian Facilities

• Same expectations as for bicycle facilities
• Opportunity for collaboration and coordination
  between program staff and Region staff regarding
  ADA ramps

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BEYOND THE PILOT - Where We Could Learn
More About Interrelationships
Road Approaches

• Programmatic need for complete inventory
• Legislative queries past sessions
• Correlations with segment crash rates valuable
  information for decisions communications
• Sections with higher than expected crash rates
  could be highest priority for first inventory
• Video log good tool for getting started

Segment Crash Rates

• Support potential research project to develop
  statewide expected rates for similar highways
  conditions
• One to two mile segments different than SIP, but
  complimentary to SPIS
• Proactive response to pending low-volume rural
  roads program

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BEYOND THE PILOT Resources Tools

• Staff
• Consider Limited Duration positions in each
  region to serve as inventory specialist
• Train on methods, tools and requirements for
  inventory
• Identify other opportunities or windows for staff
  resources
• Systems Processes
• Develop interim processes to complete Asset
  Management Cycle
• Maintenance Core Features first?
• Construction As-constructed data
• Begin development of longer-term fix
• Develop transitional database options,
  coordination support
• Tools
• Video log Timed to meet priorities needs
• GPS tools Resourced support for use, forms,
  downloads, etc.

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BEYOND THE PILOT Other Ideas

• Explore more about reporting needs and
  relationships
• Right links and right views?
• Other links and other views?
• Other pilot phases
• Develop, assess, test on small scale to be ready
  for implementation on a larger scale
• Other assets
• New assessments