Management System Support Tool

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1 Management System Support Tool Prepared for: Cambridge Systematics, Inc. Federal Highway Administration Michigan Department of Transportation Prepared by: Michigan Department of Transportation Statewide Transportation Planning Division Strategic Systems Operation & Maintenance Section Susan A. Gorski, CMS Specialist August 1998

2 Michigan Department of Transportation Management System Support Tool Page 1 The Michigan Department of Transportation (MDOT) Strategic Leadership Team aggressively embraced the open systems concept and engaged in extensive public and private partnerships to implement the Transportation Management Systems (TMS). These systems include the original six ISTEA systems; Bridge, Pavement, Congestion, Public Transportation, Intermodal, and Safety. The legislation was not MDOT s sole reason for embarking on this major effort. We used the opportunity to move toward a better way of doing business that had been under consideration for some time. The TMS was not envisioned or developed as merely an automated data access tool. The TMS designed and implemented by MDOT serves as an integral decision support tool to feed a comprehensive project prioritization process and to provide a clear link showing how proposed projects and proposed use of funds support the State Long Range Plan and the Long Range Plans of TMAs, MPOs and other agencies within Michigan. It is designed as a single management system with six components or subsystems. This allows the TMS to include a common shared database, a common set of decision support tools and functionality, and the use of a robust and consistent user interface. Data collected, processed and maintained at the working levels are stored using an enterprise database management system. Michigan's Statewide and Urban Travel Demand Models provide the analytical framework for assessing transportation system performance and deficiency analysis, long range plan development, systems level project analysis, as well to provide the spatial analytical framework for the management system. In accordance with the project vision, the TMS effort continues to be seen as an integral part of several major developmental efforts within the Department including: ` integration of isolated data bases, ` migration from mainframe operations to distributive data processing in a client/server environment, and ` the examination and re-engineering of major business processes within the Department. ` Identify needs and deficiencies using performance measures and performance standards, ` Generate a Candidate Projects List from each of the subsystems based on performance standards and supported by preliminary cost/benefit analyses, ` Provide interfaces with the project prioritization process, and ` Make the TMS available to remote locations (MPOs, counties, region offices). To assure data quality, the TMS database follows MDOT standards: use of a logical model and data dictionary, and the assignment of data responsibility. The result is a relational database in which each data element (attribute) is stored only once, and is related to other attributes through links between groups of common data (entities). And not only related to data supporting the TMS, but also to data supporting MDOT s Financial Obligations System (FOS), Project Information System (PINS) and any other database which adheres to MDOT relational standards.

3 Michigan Department of Transportation Management System Support Tool Page 2 The TMS relational database consists of over 900 tables holding over 5 gigabytes (5 billion bytes) of data. At 3,500 bytes per page, this means that our database holds the equivalent of over 1.4 million pages of data, or roughly 2,850 two inch notebooks. And all of this is in a readily available format, useable even without the TMS application. MDOT has taken a very aggressive approach to coordinating its spatial, TMS and other relational databases. In adopting a single linear referencing system (LRS) department wide we are currently converting all legacy databases using the LRS as the primary location key. MDOT is a partner in the Michigan Geographic Framework Project, a program to develop an integrated set of spatial databases to serve as the common framework for all GIS applications statewide. MDOT s primary responsibility is the production of the road network. Data cleansing and conversion to the LRS using Framework is still being completed. The information contained in the TMS database (as well as other databases) can be obtained by using any ad hoc query tool that allows an Oracle or ODBC connection. Users who require information in a format not found in TMS may extract, analyze and create presentations as needed. The data can also be exported directly from the TMS application to other, more familiar tools for analysis or presentation. How is the state integrating this system into the planning process? The MDOT Project Programming Reengineering effort has established a new process organizing human resources along process lines and integrating strategic planning, project selection, and programming into a seamless operation. Key components include the identification of needs, recommending strategies for retiring the needs, monitoring system conditions, and project scoping. The TMS has been identified as one of the decision support tools required for success. Current development efforts include the integration and outputs required to meet these requirements. The Develop Transportation Programs (DTP) is a result of the Programming Process Reengineering - Phase II (PPR-II) study. The results of PPR-II are now being implemented in phases. Key to the success of DTP is integration of Information Technology (IT). This includes strategic applications like the Financial Obligations (MFOS), Project Information (PINS) and Transportation Management (TMS) Systems. The TMS is used directly to support the Identify System Needs, Select Projects, and Change Program phases within the DTP process. In addition the TMS is used as a process and performance monitoring tool. DTP is designed to be a multi-modal process. Projects will be designed with an optimum mix of components from various transportation modes. This will provide the best overall transportation solutions. Then transportation programs will be assembled from these projects to meet the multimodal transportation goals and objectives of the MDOT and our governmental partners. TMS will provide multi-modal information on current and projected conditions of our infrastructure and its use. Thus, to support DTP, TMS will provide system condition information

4 Michigan Department of Transportation Management System Support Tool Page 3 and performance measures/standards that reflect our common objectives. The next step will be to estimate the cost. That s when the DTP System Specialists, Project Managers, and System Managers will use TMS to determine the extent of the transportation needs and the approximate cost of retiring each of those needs. Since performance measures/standards are derived from departmental goals and objectives, the needs and costs developed reflect those goals and objectives. A similar process could be used by local governments and Metropolitan Planning Organizations to develop their projects. The needs information previously developed can now be used to Establish Funding Levels. This, in conjunction with revenue projections, will determine the department s fiscal strategy. This strategy is depicted in MDOT s one to three year template; the fiscal expression of the method of achieving the department s transportation goals and objectives. The template developed in this phase will be used in the Select Projects phase to choose projects and develop programs which optimize the benefit to be derived from our expenditures. To do this, System Specialists, in consultation with Functional Area Experts, will assemble needs into projects, and projects into programs. TMS will be the primary tool used in this phase. Emphasis will be placed on multi-modal transportation solutions which score well in the prioritization process. For example, through the Congestion Management subsystem (CMS) the user may identify congestion related problems, identify casuses, identify possible solutions, develop and evaluate alternative strategies and solutions, identify preferred strategy and/or solutions and monitor effectiveness of choices over time. The CMS provides access to current system level conditions and identification of current and future congested roadways. Through the use of system descriptors and performance measures, MDOT will monitor and evaluate how we are meeting our customers needs as well as how we are doing in attaining the State Long Range Plan (SLRP) goals and objectives. As an integrated system, TMS users are able to view summary information and respond to customer inquires with regards to current system level conditions and future conditions. CMS lets us more efficiently review comparisons of alternatives. Currently, historical and forecast data for trunkline, the National Highway System (NHS) and other modeled roadways can be accessed and displayed. Some socio-economic data can be viewed over time and at various levels of aggregation. Basic performance measures are in place for deficiency identification. Users have the option of using established thresholds, or adjusting them for unique situations. MDOT is currently working with our local partners to expand the database to include data on local roads. The addition of area-wide performance measures, linking performance standards to goals and tracking performance progress over time have also been given high priority.

5 Michigan Department of Transportation Management System Support Tool Page 4 The result is a set of tools that allow us to organize our work, integrate our projects with others of diverse responsibility, draw upon the experience of others, and communicate our needs to those who can optimize the efficiency of our expenditures. Despite not being everything to everyone, we have the tools needed for our people to carry a project from the identification of need, to assuring that an asset can be put in place. And the tools are not static. As time and money become available, we ll be integrating more of our legacy systems into TMS, putting ever more tools in the hands of both MDOT employees and our governmental agency partners. What Defines A Congested Situation? From a transportation perspective, congestion is the level at which the performance of the transportation system is no longer acceptable due to traffic interference. Short of adding capacity on the system, we have the alternatives to improve the mobility of people and goods. The Congestion Management System (CMS) was designed to monitor and analyze the magnitude of congestion on a multi modal transportation system, to plan actions appropriate to the scope of the problem, and implement projects that alleviate congestion and enhance the performance of the transportation system. In CMS, performance measures allow us to identify sources of recurring congestion, such as bottlenecks and excess demand. It also lets us pro-actively identify areas prone to congestion with efficiency based measures, forecasted land use and socioeconomic information. The performance measures provide the means to determine where the transportation system isn t meeting customer needs and/or expectations. Yet to mitigate congestion, you need to define its cause(s) or you might perform the wrong action. CMS currently facilitates automated access, manipulation, and display of data needed to define the causes of system congestion. This includes historic, existing and projected operating conditions. Currently CMS covers state jurisdiction roads (trunkline) and National Highway System (NHS) roadways (All certified roads will eventually be included). It also includes a look into the future with travel demand forecasts from the urban area and the statewide models. Identifying congestion deficiencies begins within a scoped area of study. You can then query the database to analyze route operation/performance; identify, quantify and localize congestion related problems; determine contributing socioeconomic factors; and begin to identify causes. The CMS and the other parts of the TMS can then help you identify alternatives; compare the performance of alternative solutions; establish gross level costs; and establish gross needs. Performance measures help us establish needs. CMS is not simply a tool that automates our data management. It is a tool to facilitate an improved process of planning and programming. As part of the overall, fully integrated TMS, it provides flexibility in how you can view a situation. Users have the ability to view accessibility and mobility condition in one of four main ways: Area/Route Level Analysis: Road/Deficient Segments

6 Michigan Department of Transportation Management System Support Tool Page 5 Socioeconomic/demographic summaries Performance Measure tracking Trend Analysis Informational displays based on the geographic area of interest allow a full range of detail to be viewed; from the entire study area to a specific segment of a studied route. CMS also allows viewing of summary information for specific slices of the overall system; like the National Highway System (NHS), National Functional Class (NFC), or Priority Commercial Network (PCN) roads. Within these areas, High Level Performance Indicators provide a basis for trend analysis and the tracking of system performance over time. Users have the ability to identify current and future congested roadway deficiencies based upon traditional Volume/Capacity (Level of Service or LOS) measures, Travel Rate and Delay Rate. Summary information showing distribution of roadway and operational characteristics for the area based on LOS is available. At a high level, the Location Builder allows identification of congestion related transportation needs utilizing a gross level costing mechanism. And performance thresholds established by, and specific to, a community or locale allow CMS to more accurately address the movement of people and goods. In addition, socioeconomic and demographic information can be viewed at the county or Statewide 2300 Traffic Analysis Zone (TAZ) level. Available data includes population and employment detail, income, autos per household, and 1990 Census Journey to Work. MDOT and our governmental partners can no longer build additional roads to solve our problems, congestion included. CMS is one of the planning tools used to optimize mobility and access at the minimum cost. It does this as a part of TMS in establishing our needs. The tool that allows us to do this is called the Transportation Analysis Notebook (TAN). This is a computerized folder, or working log if you will, of information on potential problems and solutions. Based on the type of project and the personnel involved, it allows sharing of information amongst all parties. TAN also provides predefined potential solutions to aid the planning process. And virtually any data or analysis found in TMS can be linked to a TAN through Object Link Embedding (OLE). Dataviews within the TMS can be dragged and dropped into a TAN. Determining causes of congestion related problems will require transferring information from TMS to other planning tools, such as Travel Demand Models. Analysis with TMS will gather much of the information about a route, corridor, system and/or area. However, research from other sources will also be collected in terms of access control policies/programs, land use, traffic impact studies, and the like. This information will be transferred to TMS through data loads and attachment of relevant information/documentation on the Additional Analysis tab within the TAN.

7 Michigan Department of Transportation Management System Support Tool Page 6 Perhaps most importantly, a TAN does not have to differentiate between an MDOT project and a local project, nor a congestion, highway, intermodal, public transit or safety project. When the time comes to retire our system needs, MDOT and our partners have the potential to cooperate in the leveraging of cost savings, if not costs, across all modes, funds and jurisdictions. An Integrated System TMS was never intended to replace personnel or their expertise. Its purpose is to support our overall, cross organizational decision making process. In automating data management tasks, it s hoped that transportation professionals will have more hours to spend making quality decisions. The Safety Management subsystem (SMS) supports the process of ensuring that necessary safety based improvement opportunities are identified, evaluated, and implemented. And perhaps more than any other tool, safety management is unique in being conducted in direct partnership with our federal, state, county, local, and private safety partners; each of whom is responsible for various safety issues. Lansing Traffic & Safety staff are currently using the Safety Management System s (SMS) basic site packages for road segment, intersection and interchange. Peer group analysis packages. Further development continues. The Bridge Management System (BMS) has allowed total abandonment of MDOT s mainframe based bridge database. Engineering Services is using BMS to generate monthly Federal Highway Administration (FHWA) compliance reports. They are also using it in conferences with local agencies, updating local bridge data. Maintenance Division is using BMS to up/download bridge inspection data and to correct data errors as they are found. Design Division is using BMS for bridge inspection reports, updating bridge data, producing the National Bridge Inventory for FHWA, and ad hoc reporting. The integration of Pontis will provide the analytical capabilities for bridge needs and strategies. The Congestion Management System (CMS) is being integrated into our Metropolitan Planning Organization (MPO) planning process. MPOs with TMS capability include Battle Creek Area Transportation Study, Genesee County Metropolitan Planning Commission, Southeast Michigan Council of Governments, Southwest Michigan Commission, and Tri County Regional Planning Commission. Other installations will follow closely. Inventories of all Intermodal facilities have been transferred to the Intermodal Management System (IMS). IMS turned off the old way of reporting air carrier airport activity. Activities are underway to integrate the Aviation Information Management System ( a federal supported and reporting system) with the TMS. The MDOT transit vehicle inventory, transit agency addresses, contacts and financial information analysis are now all found only in the Public Transit Management System (PTMS). In addition, transit agencies are submitting Operating Assistance Reports through PTMS (eliminating entry by MDOT folks).

8 Michigan Department of Transportation Management System Support Tool Page 7 The Pavement Management System (PMS) was developed separate but is part of the integrated TMS. The basic software has been received from Cambridge Systematics, Inc. PMS software hasn t yet been installed or implemented. This will only occur after thorough MDOT testing and full integration into the overall TMS. More than Information Retrieval The TMS in more than an information retrieval tool. Limited mapping capabilities allow for comparison of condition characteristics such as the relation between level of service and pavement condition. While data can be compared from various screens in data views subsystems, mapping provides a greatly improved illustration. The key to having a fully integrated and expanded application is the completion of the Framework project. Using the TMS, MDOT has produced a State of the Systems Report which provides an overview of congestion on the state trunkline transportation network. Annual updates of this report will be used to track improvements and be used by decision makers in the development of statewide policy. Although the report identifies areas of congestion problems, it is not suitable for identifying site specific congestion problems or solutions.

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