General Overview of Transit Agency Performance Review Process
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1 General Overview of Transit Agency Performance Review Process Presented by: PennDOT Bureau of Public Transportation PENNSYLVANIA DEPARTMENT OF TRANSPORTATION BUREAU OF PUBLIC TRANSPORTATION 1
2 Agenda 1) Goals for Transit Performance Reviews 2) Roles and Responsibilities 3) Act 44 Regulations and Criteria 4) Pilot Projects 5) 2011 Performance Reviews 6) Questions/Answers PENNSYLVANIA DEPARTMENT OF TRANSPORTATION BUREAU OF PUBLIC TRANSPORTATION 2
3 Goals for Transit Performance Reviews Meet Act 44 requirements AND - Improve agency performance Review functions of entire agency Constructive approach Clear action plan Establish performance targets Address unique characteristics of each agency Identify transferable, best practices PENNSYLVANIA DEPARTMENT OF TRANSPORTATION BUREAU OF PUBLIC TRANSPORTATION 3
4 Roles and Responsibilities PennDOT responsible for: Managing investment of Commonwealth funds in public transportation operations and capital Maximizing Commonwealth s return on investment Leveraging Commonwealth and federal funding to provide high quality transportation to the most citizens at the best cost PENNSYLVANIA DEPARTMENT OF TRANSPORTATION BUREAU OF PUBLIC TRANSPORTATION 4
5 Roles and Responsibilities Transit Systems responsible for: Planning, managing and evaluating service to ensure compliance with funding source requirements Maximizing the use of available resources to provide mobility options Leveraging available funding to provide reliable and high quality transportation based on the needs of the local community PENNSYLVANIA DEPARTMENT OF TRANSPORTATION BUREAU OF PUBLIC TRANSPORTATION 5
6 Temporary regulations established in July 2009 Act 44 Regulations Mandated general process for performance review: 5 Year Cycle Peer Comparison 4 Key Performance Measures most recent year and trend 5-Year Performance Targets PENNSYLVANIA DEPARTMENT OF TRANSPORTATION BUREAU OF PUBLIC TRANSPORTATION 6
7 Peer Selection Peer Selection based on four quantitative criteria: Revenue Hours Revenue Miles Vehicles Operated in Maximum Service Service Area Population PENNSYLVANIA DEPARTMENT OF TRANSPORTATION BUREAU OF PUBLIC TRANSPORTATION 7
8 Peer Selection (cont d.) Potential peers ranked based on percent difference from agency Qualitative review of potential peers to eliminate special circumstances, including: State Capitol University Climate Special Service (i.e. commuter) PENNSYLVANIA DEPARTMENT OF TRANSPORTATION BUREAU OF PUBLIC TRANSPORTATION 8
9 Act 44 Criteria Most Recent Year (2008) Performance Mean values calculated for peer group Agency is part of the peer group to provide more favorable results PENNSYLVANIA DEPARTMENT OF TRANSPORTATION BUREAU OF PUBLIC TRANSPORTATION 9
10 Act 44 Criteria Most Recent Year (2008) Performance IN COMPLIANCE = ± one standard deviation of peer group mean for that metric Lower bound Passengers per revenue hour Operating revenue per revenue hour Upper bound Operating cost per revenue hour Operating cost per passenger PENNSYLVANIA DEPARTMENT OF TRANSPORTATION BUREAU OF PUBLIC TRANSPORTATION 10
11 Example of Mean and Standard Deviation Passengers per Revenue Hour Mean = 5.0 Std Dev. = 2.13 Agency Value A 2 B 4 C 4 D 4 E 5 F 5 G 7 H 9 Mean 5 Std Dev A B C D E F G H PENNSYLVANIA DEPARTMENT OF TRANSPORTATION BUREAU OF PUBLIC TRANSPORTATION 11
12 Sample Peer Comparisons 2008 Operating Cost Per Revenue Hour 2008 Data System Value Rank P1 $ P2 $ P3 $ P4 $ P5 $ P6 $ P7 $ P8 $ P9 $ P10 $ P11 $ P12 $ P13 $ Agency $ Statistical Results Peer Statistics Minimum $53.69 Maximum $97.95 Average $76.21 Standard Deviation $13.04 Acceptable PennDOT Range Mean+Std. Deviation $89.25 Agency Comparison Agency Value $65.71 Percent Difference Average -13.8% Better/Worse Better PENNSYLVANIA DEPARTMENT OF TRANSPORTATION BUREAU OF PUBLIC TRANSPORTATION 12
13 Act 44 Measures 5-Year Trend Performance 2003 to 2008 Mean percent changes calculated for peer group Average annual percent change ( compound interest ) Acceptable is consistent with peer group mean + one standard deviation Increasing values are better Passengers per revenue hour Operating revenue per revenue hour Increasing values are worse Operating cost per revenue hour Operating cost per passenger PENNSYLVANIA DEPARTMENT OF TRANSPORTATION BUREAU OF PUBLIC TRANSPORTATION 13
14 Example of 5-year Performance Operating Cost / Passenger Agency Average Change P1 $2.07 $2.21 $2.18 $2.11 $2.15 $ % P2 $7.47 $6.37 $5.50 $5.50 $5.22 $ % P3 $3.88 $4.04 $3.55 $3.46 $3.82 $ % P4 $2.39 $2.64 $2.93 $2.94 $3.02 $ % P5 $3.53 $3.77 $4.38 $4.45 $4.92 $ % P6 $5.83 $6.17 $5.82 $5.82 $5.96 $ % P7 $5.44 $5.03 $5.18 $4.77 $4.38 $ % P8 $4.20 $4.13 $4.27 $4.46 $5.10 $ % P9 $4.21 $4.18 $4.23 $4.61 $5.59 $ % P10 $4.39 $5.25 $5.74 $5.63 $5.30 $ % P11 $6.41 $8.02 $8.14 $6.22 $4.65 $ % P12 $10.36 $9.05 $8.69 $9.06 $12.23 $ % P13 $4.45 $4.69 $5.00 $4.98 $5.97 $ % AGENCY $4.24 $5.67 $5.81 $6.42 $6.99 $ % Average $4.92 $5.09 $5.10 $5.03 $5.38 $ % PENNSYLVANIA DEPARTMENT OF TRANSPORTATION BUREAU OF PUBLIC TRANSPORTATION 14
15 Example of 5-Year Performance Operating Cost Per Passenger System Value Rank P1 2.08% 6 P2-6.04% 2 P3 0.14% 4 P4 9.74% 13 P5 8.51% 12 P6 1.23% 5 P7-6.05% 1 P8 4.97% 10 P9 2.22% 7 P % 8 P % 3 P % 11 P % 9 Agency 11.55% 14 Statistical Results Peer Statistics Minimum -6.05% Maximum 11.55% Average 2.60% Standard Deviation 5.57% Acceptable PennDOT Range Mean+Std. Deviation 8.17% Agency Comparison Agency Value 11.55% Percent Difference Average % Better/Worse Worse PENNSYLVANIA DEPARTMENT OF TRANSPORTATION BUREAU OF PUBLIC TRANSPORTATION 15
16 Example of 5-Year Performance Operating Cost Per Passenger PENNSYLVANIA DEPARTMENT OF TRANSPORTATION BUREAU OF PUBLIC TRANSPORTATION 16
17 Functional Areas Scheduling & Operations Maintenance Planning Capital Program Customer Service Marketing and Public Relations Finance Information Technology Human Resources/Labor Relations Safety & Security Management Governance Procurement PENNSYLVANIA DEPARTMENT OF TRANSPORTATION BUREAU OF PUBLIC TRANSPORTATION 17
18 Functional Area Example Maintenance Reviewed documents including: Maintenance plan, programs, and procedures manual Maintenance training program Parts inventory Preventative maintenance plans Site-view of maintenance facilities and interview questions including: Road Calls Management structure Parts tracking procedures PENNSYLVANIA DEPARTMENT OF TRANSPORTATION BUREAU OF PUBLIC TRANSPORTATION 18
19 Pilot Projects Initial Pilot initiated in Winter pilot reviews initiated to date - Urban (NTD Data) CAT COLT/LT FACT Rural (DotGrants) EMTA (Endless) MCTA PENNSYLVANIA DEPARTMENT OF TRANSPORTATION BUREAU OF PUBLIC TRANSPORTATION 19
20 Purpose Pilot Projects (cont.) Testing Process Refine the approach for findings and performance targets Achieve a focus on improvement not criticism PENNSYLVANIA DEPARTMENT OF TRANSPORTATION BUREAU OF PUBLIC TRANSPORTATION 20
21 2011 Performance Reviews PENNSYLVANIA DEPARTMENT OF TRANSPORTATION BUREAU OF PUBLIC TRANSPORTATION 21
22 Step 1 Annually Select Seven Transit Systems for Performance Reviews PENNSYLVANIA DEPARTMENT OF TRANSPORTATION BUREAU OF PUBLIC TRANSPORTATION 22
23 Step 2 Select peers for all transit systems scheduled for performance review County of Lebanon Transit (COLT) Peer Systems for Transit Agency Performance Review DRAFT Agency Name City State Abilene Transit System Abilene Texas Cooperative Alliance for Seacoast Transportation Dover New Hampshire Blue Water Area Transportation Commission Port Huron Michigan Las Cruces Area Transit Las Cruces New Mexico Great Falls Transit District Great Falls Montana Manchester Transit Authority Manchester New Hampshire Muskegon Area Transit System Muskegon Michigan Heights Janesville Transit System Janesville Wisconsin Middletown Transit District Middletown Connecticut Metropolitan Transit Authority of Black Hawk Waterloo Iowa County Yuma Metropolitan Planning Organization Yuma Arizona Fayette Area Coordinated Transportation Lemont Furnace Pennsylvania Battle Creek Transit Battle Creek Michigan PENNSYLVANIA DEPARTMENT OF TRANSPORTATION BUREAU OF PUBLIC TRANSPORTATION 23
24 Step 3 Review team analyzes key performance criteria PENNSYLVANIA DEPARTMENT OF TRANSPORTATION BUREAU OF PUBLIC TRANSPORTATION 24
25 Step 4 Review team analyzes all information/data provided by transit systems PENNSYLVANIA DEPARTMENT OF TRANSPORTATION BUREAU OF PUBLIC TRANSPORTATION 25
26 Step 5 On-site interviews with management, staff, and board members Tuesday 9:00 AM 10:00 AM 11:00 AM 12:00 PM 1:00 PM 2:00 PM 3:00 PM MANAGEMENT Kickoff Meeting with Executive Director/Senior Staff FACILITY TOUR Operations, Maintenance, and Passenger Facilities Lunch OPERATIONS SCHEDULING MARKET/PR CUST SERVICE Wednesday 9:00 AM 10:00 AM 11:00 AM 12:00 PM 1:00 PM 2:00 PM 3:00 PM GOVERNANCE MAINTENANCE/ PROCUREMENT c Advisory Group/MPO/ Other Advisory Group/MPO/ Other Lunch FINANCE PLANNING/ CAP PROGRAM SAFETY/ SECURITY PENNSYLVANIA DEPARTMENT OF TRANSPORTATION BUREAU OF PUBLIC TRANSPORTATION 26
27 Step 6 PennDOT established draft five-year performance targets PENNSYLVANIA DEPARTMENT OF TRANSPORTATION BUREAU OF PUBLIC TRANSPORTATION 27
28 Step 7 PennDOT transmits draft report, and five-year performance targets to transit agency for review/comment PENNSYLVANIA DEPARTMENT OF TRANSPORTATION BUREAU OF PUBLIC TRANSPORTATION 28
29 Step 8 PennDOT and transit system reach concurrence on report and performance targets PENNSYLVANIA DEPARTMENT OF TRANSPORTATION BUREAU OF PUBLIC TRANSPORTATION 29
30 Step 9 Transit System creates an action plan within 90 days of receiving final performance report PENNSYLVANIA DEPARTMENT OF TRANSPORTATION BUREAU OF PUBLIC TRANSPORTATION 30
31 What is the action plan? Comprehensive document detailing how the agency plans to: Achieve the Act 44 five-year performance targets Address key functional area findings in the performance review report PENNSYLVANIA DEPARTMENT OF TRANSPORTATION BUREAU OF PUBLIC TRANSPORTATION 31
32 Step 10 Transit system submits action plan to governing body for concurrence PENNSYLVANIA DEPARTMENT OF TRANSPORTATION BUREAU OF PUBLIC TRANSPORTATION 32
33 Step 11 Transit System submits approved action plan to PennDOT PENNSYLVANIA DEPARTMENT OF TRANSPORTATION BUREAU OF PUBLIC TRANSPORTATION 33
34 Step 12 Transit system reports to governing body and to PennDOT on action plan progress PENNSYLVANIA DEPARTMENT OF TRANSPORTATION BUREAU OF PUBLIC TRANSPORTATION 34
35 Step 13 PennDOT summarizes performance review findings in the Pennsylvania Public Transportation Annual Performance Report PENNSYLVANIA DEPARTMENT OF TRANSPORTATION BUREAU OF PUBLIC TRANSPORTATION 35
36 Step 14 PennDOT may modify operating funding if a transit system: 1) Does not meet minimum established performance standards 2) Fails to report progress on the action plan and/or 3) Fails to implement the approved action plan PENNSYLVANIA DEPARTMENT OF TRANSPORTATION BUREAU OF PUBLIC TRANSPORTATION 36
37 Questions/Answers PENNSYLVANIA DEPARTMENT OF TRANSPORTATION BUREAU OF PUBLIC TRANSPORTATION 37
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