A CITY PERSPECTIVE Tempe, Arizona Alan Domsky

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1 Asset Management A CITY PERSPECTIVE Tempe, Arizona 2008 Alan Domsky A semi-entertaining t i i romp through h time in Tempe

2 ATSSA Sign Maintenance & Management Workshop Reflect on our experience with asset data management Began in 1997 over 10 years ago Personnel changes (promotions, attrition & retirement) 2 major proprietary asset management / GIS programs Contracted out the data collection of all existing signs, signals and city owned street lights Not here to endorse any products

3 ATSSA Sign Maintenance & Management Workshop Not here to WOW you with a success story

4 Purpose for the Perspectives Session Point attention to min retro compliance dates including: Assess the signs on their roads & develop a replacement plan within four years of the final ruling. Replace non-compliant warning and regulatory signs within seven years of the final ruling. Replace non-compliant guidance and street name signs within ten years of the final ruling

5 Purpose for the Perspectives Session Point attention to min retro compliance dates including: Assess the signs on their roads & develop a replacement plan within four years of the final ruling. Replace non-compliant warning and regulatory signs within seven years of the final ruling. Replace non-compliant guidance and street t name signs within ten years of fthe final ruling. Compare notes with other s successes or lack thereof Give insight to those getting g started or planning to Motivate those who might be sitting on the fence

6 65M BC Historical Timeline Mass extinction event

7 Historical Timeline 65M BC 65M BC 1850 Population Another meteor and a bunch of erosion later Arizona turns into a tourist destination

8 Historical Timeline 65M BC 65M BC 1850 Population Population 800-2, Hayden s Ferry 1911 TR speaks at Tempe Normal School 1931 Mill Ave Bridge links Phoenix with Tempe Evolution of a suburban city

9 Historical Timeline 65M BC 65M BC 1850 Population Population 800-2, Population 25, , Arizona State College becomes ASU 1971 First Fiesta Bowl 1988 NFL Cardinals call Tempe home (ouch!) 1996 Tempe hosts it s first & last Super Bowl Growing around a major university

10 Recent Timeline Scottsdale 65M BC 65M BC 1850 Population Population 800-2, Population 25, ,000 Phoenix Mesa Population 140, ,000 Tempe grows out to it s borders & becomes landlocked Chandler Need for accountability of Traffic and Roadway Lighting assets evident Search for a viable asset management software begins CarteGraph 3.0 is selected for it s robust set of features and it is already in use by the City of Mesa providing dual technical support

11 Recent Timeline 65M BC 65M BC Population 800-2, Population 25, , Population 140, ,000 Tempe grows out to it s borders & becomes landlocked Need for accountability of Traffic and Roadway Lighting assets evident Search for a viable asset management software begins CarteGraph is selected for features, use by Mesa and technical support Search for contracted asset collection given to TRA for $40K pilot program

12 Recent Timeline 65M BC 65M BC 1850 Population Population 800-2, Population 25, , Population 140, , Population 150, ,000 Training & implementation of CarteGraph begins CarteGraph opens a local tech support office Valley user group of 5 agencies forms College intern hired for data entry and program setup Tempe s Sign library is developed for CarteGraph & reference books produced 10 month TRA collection contract completed in 26 months Network instabilities in CarteGraph begin to show, local support office closes

13 Recent Timeline 65M BC 65M BC 1850 Population Population 800-2, Population 25, , Population 140, , Population 150, ,000 Migration of CarteGraph 3.5 to 4.0 BLOWS UP, all data structures are corrupted taking our college intern over 8 months to rebuild

14 65M BC Recent Timeline 65M BC 1850 Population Population 800-2, Population 25, , Population 140, , Population 150, ,000 CarteGraph 5.0 released 16 bit Windows friendly, customizable, robust and pricey $$ Tempe begins to develop a citywide interdepartmental/public p Enterprise Geo-Info System Water Dept has used Hansen for 5 yrs their own asset mgt system with city staff support 2004 Present Population 160, ,000

15 65M BC Recent Timeline 65M BC 1850 Population Population 800-2, Population 25, , Population 140, , Population 150, ,000 CarteGraph 5.0 released 16 bit Windows friendly, customizable, robust and pricey $$ Tempe begins to develop a citywide interdepartmental/public p Enterprise Geo-Info System Water Dept has used Hansen for 5 yrs their own asset mgt system with city staff support A comparative study of CarteGraph 5.0 and the Hansen System favors Hansen Present Population 160, ,000

16 65M BC Recent Timeline 65M BC 1850 Population Population 800-2, Population 25, , Population 140, , Population 150, , A new intern starts integration of ArcView with Hansen as the graphic mapping interface Intern updates all new work order assets into database done since 1998 not in TRA data Global migration of TRA data from CarteGraph to Hansen completed Sign & light GPS data checked for accuracy in ArcView and cleaned up mostly good New Traffic Operations Superintendent puts together new team to integrate field ops. Barcode/Asset ID tags now being placed on new & maintained signs, laptops are following Present Population 160, ,000

17 65M BC Recent Timeline 65M BC 1850 Population Population 800-2, Population 25, , Population 140, , Population 150, ,000 Light Rail Transit to begin service between west Mesa, ASU & Downtown Phoenix December 27, Present Population 160, ,000

18 Technology Road Trip An exciting journey where anything can happen Some considerations: 10+ years is not an ideal to strive towards Average functional lifespan of digital hardware / software is 3-5 years Select products that have a future proof potential Select products that have tech support from the manufacturer and your agency Network needs: More than one user? Everything has to work there. Server needs: Lotsa signs = lotsa data = lotsa bits Graphic interface software and internal mapping support is desirable ENIAC c.1953 Houston Mission Control

19 Technology Road Trip TOOLS Tools GAINED & Tools LOST: GAINED - Hansen & internal support LOST - CarteGraph & a lot of man hours invested GAINED - ArcView Still in use and integrated w/ CarteGraph & Hansen LOST 2 GPS backpack antenna / receiver units $$ and now obsolete GAINED Panasonic Tough Book & will deploy 2 other standard laptops already owned full Windows OS and Hansen installed LOST 2 Husky fexii hand held Windows CE mobile computers GAINED Barcode reader (converted from serial input to USB)

20 The Biggest Tool THE TEAM You can t dive into it alone! PRIMARY Players: Team Leader keeps everyone on track and in communication Field Crews trained to collect or provide asset install details Office Personnel trained to process work order data Issue and process trouble calls communicate with field crews data entry and mapping integration IT Technicians for computer hardware & software support CONSIDER also: Business Analyst Determine and manage budget Research hardware & software products Work with IT to evaluate limitations and product viability Keep Office, IT, Mapping and Enterprise aspirations in lock step Research available grants GET EVERYONE WORKING TOGETHER

21 With whom are we to do all this? Personnel, staffing and other HR woes It s a dance Is your operation already lean & mean? Do you have the talent but not the time? Approach will depend on your agency size, complexity & urban density CONSIDERATIONS It s less overwhelming than you think This requirement has a high degree of importance A temporary reorganization might be necessary The more baby steps taken the less daunting it becomes Human Resource options: External contracts for the labor intensive tasks Internal temporary contract positions College & High School internships Internal or interdepartmental cross-training opportunities

22 What did we do right? SUCCESSES Contracted t collection of assets The BIG job the most labor intensive No drain on existing personnel Data was able to migrate from CarteGraph to Hansen ArcView integration with Hansen A graphic interface is a powerful tool used daily Find assets visually on a map and pull up information & history Select a group of assets visually and print a variety of reports Sign library books for office & field reference (bar coded) Asset ID Labels Polyester with a UV overlaminate 10-12yr compliant Split mini duplicate for attachment to work order or street name sign Bar coded for automation into form fields (keyboard wedge)

23 What did we do right? SUCCESSES Contracted collection of assets The BIG job the most labor intensive No drain on existing personnel Data was migratable from CarteGraph to Hansen ArcView integration with Hansen A graphic interface is a powerful tool used daily Find an asset visually on a m and pull up information & history Select a group of assets visually and print a variety of reports Sign library books for office & field reference (bar coded) Asset ID Labels Polyester with a UV overlaminate 10-12yr compliant SUCCESSES Split mini i duplicate for attachment to work order or street name sign Bar coded for automation into form fields (keyboard wedge)

24 What did we do right? OUR BIGGEST SUCESS We have put what we do have to work It s not perfect There are deficiencies We still have much to do, but.. Our database is being populated daily with call & maintenance records We will seek improvements & upgrade paths as they become available Further development will happen as time, technology and budget allows

25 Our Replacement Method of Madness PM Programmed Maintenance aka Scheduled Replacement Method Tempe is divided into 72 each ½ X 1 mile quarter sections All signs are replaced at that time We have been using this method 30+ years on a 7 year cycle This time around all signs are being entered into the database with a history, details and asset ID tags Prismatic sheeting will now increase the PM cycle to 10+ yrs.

26 Advantage 2008 GPS: receivers are smaller, better & a less costly at all levels of accuracy SATELLITES: more of them and no need to pay for differential correction STORAGE: faster cheaper servers hold zilloins more bits in much smaller boxes SOFTWARE: more product options, more stable, more robust, more intuitive, more customizable INTEGRATION: mapping, mobile & ancillary programs that t actually work togetherth WINDOWS & PC s: are a little less freaky WORKFORCE: is more computer literate and techno-savvy (field & office)

27 Advantage 2008 CONTRACT IT OUT! A host outsourceable sign management services are now available to assist you in helping to plan your overall approach to budgetary and manpower woes. 3M RMS, SignCad & others offer a soup to nuts cafeteria style approach to data collection products & services including one or all of the following: Management software Mapping Integration Asset collection Collection hardware Asset tags Signs Installation ti

28 Putting it all Together Get a clear vision of your immediate needs Establish a clearer vision of where you want to end up Don t get lost in the details Don t over reach start with basics TAKE BABY STEPS! Assemble your TEAM Determine your technical talent levels and training needs Get a Money Hound - budget needs and grant hunting might require time vigilance and tenacity

29 Putting it all Together If you have started - share your successes, if not GET STARTED!!!!! Don t get stuck on the fence watching the sunset Thanks for your unfailing attention and extreme good humor

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