Asset Management Highway Division Plan

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1 Asset Management Highway Division Plan 3/17/15 Leading the Nation in Transportation Excellence 1

2 U.S. Transportation Agencies Challenges Rising Costs Higher customer demand for better and safer roads Highly constrained funds to Take care of aging infrastructure Plan and Manage for the long term Increasing demands from local, state and federal governments for State of Good Repair (SGR) mandate

3 Federal Requirements: MAP Transportation Asset Management Plan (TAMP)* A summary listing of the pavement and bridge assets on the National Highway System in the State, including a description of the condition of those assets Asset management objectives and measures Performance gap identification Life cycle cost and risk management analysis A financial plan Investment strategies 2. Performance measures related to asset management Safety Infrastructure Condition Congestion Reduction System Reliability Freight Movement and Economic Vitality Environmental Sustainability 3. Minimum condition thresholds * The latest known due date for the first TAMP is due September 2016

4 State Requirements Act 2013 Chapter 46 " Establish a transportation performance and Asset Management Advisory Council " Report from the offices of Planning, Fiscal, and Performance Management and Innovation (OPM&I) to the board " An annual progress report on performance and asset management from Asset Management Advisory Council to Committees on Ways and Means " $100,000 would be made available until June 30, 2014 for Advisory Council to assist with Asset Management system " Establish a Project Selection Advisory Council to develop a uniform project selection criteria " Develop a long-term statewide transportation plan by the offices of Planning, Highway, Rail & Transit, Aeronautics, and Performance Management and Innovation " Fiscal to submit a preliminary report of savings to the operating budget and a final report in order to meet the benchmarks laid out in Section 60

5 Asset Management (AM) The journey to State of Good Repair Transportation Asset Management is a strategic and systematic process of operating, maintaining, upgrading and expanding physical assets effectively throughout their lifecycle. It focuses on business and engineering practices for resource allocation and utilization, with the objective of better decision making based upon quality information and well- defined objectives. ~ The American Association of State Highway and Transportation Officials (AASHTO)

6 Transportation Asset Management Cycle Goals & Objectives Asset Inventory Condition Assessment & Performance Modeling Alternatives Evaluation & Program Optimization Short and Long Range Plans (Project Selection) Budget / Allocations Program Implementation Performance Monitoring

7 Transportation Asset Management Benefits " Increased visibility into MassDOT owned assets and services, enhancing our ability to work within FTA guidelines and progress to a state of good repair " Transparency into data, processes and program " Improved and broaden communication with all key stakeholders - internal and external " Match service provided to public expectations " Better integration among systems that allow for top-level, real-time information on the operational status of assets and the implications for customer service and schedules " Heightened TAM comprehension by agency personnel " Make more informed, cost-effective program decisions and better use of existing transportation assets " Minimize life-cycle cost

8 Highway Division AM Approach & Steps Strategize / Plan Build / Implement Enhance We are here Implemented a Highway Division Asset Management Program to drive all TAM initiatives. Enacted a program governance structure to drive asset management forward. Hired Cambridge Systematics in October 2013 to develop an enterprise strategy for asset management for the Highway Division. This strategy will be completed in March Continued to work on Highway Division Asset Management initiatives and system upgrades to address immediate needs.

9 Highway Asset Management Strategy & Plan In October 2013, MassDOT highway division hired Cambridge Systematics to: Develop an enterprise strategy for asset management for the Highway Division Evaluate the Highway Division s current systems and make recommendation regarding future state Identify data integration points for all critical Highway systems interfacing with Asset Management Identify opportunities for integration of enterprise systems with Transportation Enterprise Asset Management Systems (e.g. Time and Attendance, Procurement, etc.)

10 Highway Asset Management Strategy & Plan cont. Focuses on MAP21- requirements for an Asset Management Plan Ensuring maximum efficiency of resources and consistency of decisions based on solid data Covers operations decisions associated with pavement, structures, and other asset and construction functions 10

11 Highway Asset Management Strategic Plan cont. Track 2: Maintenance Management

12 Highway Asset Management Strategy & Plan cont. Track 3: Data Governance

13 Status and Positive Highlights Cambridge has validated that MassDOT Highway: Is not unique in its challenges. Has a strong and well documented project selection, project development and project design process. Has a robust Bridge Program. No meaningful gaps exist between current Highway Division procedures for bridge asset management and Federal standards. Has tunnel inspection procedures that meet the draft NTIS for tunnels on the MHS. Pavement inventory is in dtims. Inventory meets all Federal requirements. Inspections are underway for ancillary structures, reflective signage and traffic signals which are in line with Federal Highway management standards. Once Federal Highway makes its ruling as to when the first TAMP is due, MassDOT will be able to fulfill its Federal requirements right away since Bridges and pavements are the only two asset classes specifically called out in MAP-21 for the initial TAMP 13

14 Gaps: Root Causes A. Changing Environment Not unique to MassDOT Increased focus on asset management and performance management High number of uncoordinated systems Quickly changing technology environment (cloud etc.) Increased awareness of the importance of data management B. Organizational Merger of agency Lack of clear roles Decisions on major system development coordination between IT and Business not consistent or constructive Data and Information Strategic Planning not regarded as core principles and not tied to planning process Organizational structure not conducive to communication channels

15 Gaps: Root Causes Implications C. Technology Infrastructure aging, capacity, hosting Lack of Architecture Many data systems are independent and lack interoperability Not all data are easily accessible Difficult for users to find what they need Not all data have geographical coordinates Difficult to perform spatial data analysis Implications of Gaps: l Inability to create and/or maintain asset management data and systems l Hampering the ability to make financial/project decisions

16 Top Gaps to address " Inventory and condition for all assets " A unified geographic reference system for all assets " Standard work tracking for in-house and contracted forces " A mature maintenance management system and business processes " High quality reports that support decision making " A data governance policy that requires high quality data and documentation " Data and communication silos along with mobile access

17 On Going Initiatives as Highway AM strategy is set As the Highway Division Asset Management Strategic and Plan are being developed, a parallel effort is under way to address immediate asset management lifecycle needs to move MassDOT forward " Contract Management System (CMS) - Consolidating of all Construction Systems " Maximo - Implementing of a work order tracking system in all Districts " Automated Traffic Monitoring System (ATMS) Combining Event Reporting, Incident Tracker and other systems for the Highway Operations Center (HOC) " Sign Inventory Management - Inventorying and collection condition data for all signs for which the state is responsible " Geographic Information Systems (GIS) - Implementing ESRI s Roads and Highways. " Curb Cuts Collecting inventory and rating all curb cuts in the state per the Americans with Disabilities Act (ADA) " Drainage - Inventorying all basins in the state and collecting basic inventory data on culverts in the Deerfield Watershed area " Business Architecture and Business Process. Further defining and documenting highway services, capabilities and processes " IT three years plan. All Highway IT projects that will address aging infrastructure challenges and new customer demands

18 Asset Management - General Timelines

19 Highway Division TAM Program & Governance In the spring of 2013, MassDOT formally launch its Transportation Asset Management Program to coordinate all highway division asset management related initiatives

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