REQUEST FOR INFORMATION

Transcription

1 STATE OF NEVADA DEPARTMENT OF TRANSPORTATION REQUEST FOR INFORMATION Specifications and Instructions for Submitting Information for Business Intelligence Implementation Project Release Date: February 4, 2013 Rudy Malfabon, P.E., Director Department of Transportation Business Intelligence Implementation RFI Page 1

2 Table of Contents 1. GENERAL INFORMATION INTRODUCTION SUBMISSION OF QUESTIONS VENDOR SUBMISSIONS RFI SCHEDULE RFI COORDINATOR RESPONSE FORMAT VENDOR PRESENTATION COST OF PREPARING RESPONSE GENERAL TERMS AND CONDITIONS REQUEST FOR CONFIDENTIAL TREATMENT BACKGROUND PROJECT BACKGROUND ACRONYMS/DEFINITIONS NDOT ORGANIZATIONAL CHART CURRENT PROCESS FUNCTIONAL AND SYSTEM REQUIREMENTS VENDOR RESPONSES SECTION 1 - EXECUTIVE SUMMARY SECTION 2 - IMPLEMENTATION APPROACH SECTION 3 - PROPOSED SOLUTION SECTION 4 CONCEPT OF OPERATIONS SECTION 5 SCOPE OF WORK Project Planning Validate Functional and System Requirements Proof of Concept System Configuration Data Modeling Verification and Testing Documentation &Training System Acceptance Rollout SECTION 6 COST SECTION 7 PAST PERFORMANCE ADDITIONAL VENDOR COMMENTS EXHIBITS EXHIBIT 1 PROJECT DEVELOPMENT LIFE CYCLE CORE DATA VIEW EXHIBIT 2 BUSINESS INTELLIGENCE IMPLEMENTATION PROJECT CHARTER EXHIBIT 3 BUSINESS INTELLIGENCE PROJECT IMPLEMENTATION STRATEGY Business Intelligence Implementation RFI Page 2

3 1. General Information 1.1 Introduction The Nevada Department of Transportation (NDOT) is seeking information from Business Intelligence implementers who are capable of and interested in providing implementation services for the NDOT Oracle Business Intelligence Enterprise Edition (OBIEE) solution. This Request for Information (RFI) is intended to educate NDOT, to obtain information about various Business Intelligence (BI) implementations, to identify various implementers and to obtain cost estimates for the phased implementation. NDOT has implemented many systems over the years (over 50 applications/source systems currently). Each of these systems was designed for a specific function, but not necessarily with the global needs of the agency in mind. This proliferation of applications has left NDOT with data stored in multiple disparate databases and no obvious way to link them together. Cross system analysis that requires integration and analysis of data from multiple systems is a manual labor intensive process generally done by functional staff. In addition, NDOT has multiple Linear Referencing Systems (LRS) and Linear Referencing Methods/Measures (LRM) used by different divisions. In addition, multiple Geographic Information Systems (GIS) systems from different vendors exist and each has a different repository: ESRI, Bentley and Intergraph. NDOT understands that much of its data has a geographical component and analysis of spatial data is necessary. GIS is beginning to have a larger role in the transportation planning process. GIS serves as the cornerstone of many operational and analytical functions at NDOT including the Highway Performance Monitoring System maintained by Roadway Systems (HPMS) and the Nevada Citation and Accident Tracking System maintained by Safety Engineering (NCATS). Major challenges exist with this type of data architecture. A Data Governance Team has been formed to address this challenge. The Data Governance Team is working to define processes and procedures to handle information so it can be utilized by all of NDOT, and not just users of that particular source system. NDOT understands that Data Governance is critical for staff to perform information-related processes. NDOT also understands it is critical to be able to analyze data across its tabular and GIS databases. NDOT currently uses Oracle Discoverer as its primary data query and reporting tool. Discoverer works well with the siloed databases/sources systems but this tool is becoming outdated and has no capabilities for geographically displaying queried data. The Department has over 2000 reports written using Oracle Discoverer. It is anticipated the Discoverer tool used today throughout the Department will be replaced by OBIEE as part of this implementation. Excel is often utilized to combine data extracted from multiple systems. In November 2011, a team of Oracle solution architects recommended a Business Strategy that included following initial source systems: Pavement Management System (PMS) Maintenance Management System (MMS) Integrated Financial System (IFS) Business Intelligence Implementation RFI Page 3

4 Highway Performance Monitoring System (HPMS) Safety Engineering Management System (SMS) Project Scheduling and Management System (PSAMS) Project Submittal Statewide Transportation Improvement Program (PTS/STIP) Bridge Management System (BMS) Location Information System (LoIS) Integrated Right of Way Network (IRWIN) The Oracle team recommended a modern Business Intelligence solution to supplement to the capabilities of the existing data marts and reporting environments. The Business Intelligence solution should provide for the following capabilities. Web-Based, Self-Service Environment: The implementer will create an environment that allows user groups to access information they need to make informed decisions in a timely manner. Capabilities include simple reporting, interactive dashboards, cross system complex reporting, predictive analysis models and future mobile access to information. Data Integration: The implementer will assist the department in the task of integrating data across key systems. Queries of operational data will need to be discussed and a determination made as to what queries are created. NDOT wants to show immediate return on their BI investment. Knowledge transfer in this area is critical to the success of the project. Integrated Security: The implementer will teach staff about granular row and column level access within the data integration layer of the BI architecture so a common point of security is enforced and report development is not negatively impacted. Data Quality Products: The implementer should be familiar with various data quality products and provide a data quality strategy based on the data sources identified in the phased implementation. NDOT has licensed Oracle s Business Intelligence Enterprise Edition (OBIEE) and Oracle Data Integrator (ODI) as the primary tools to be used in this Business Intelligence project. These tools will be used along with our existing ESRI GIS tools, Bentley CADD tools, Mandli Roadview tools, EMC AX5 document management tools, and other data sources such as spreadsheets, etc. NDOT expects the BI implementer to have experience in the OBIEE capabilities noted above. In addition, NDOT would like to display documents from our document management system, display information from our Bentley ProjectWise CADD system, and display videos of our roads from our Roadview system, all coinciding with the data displayed on the map as a result of any query. Business Intelligence Implementation RFI Page 4

5 NDOT has developed a comprehensive Strategic Data Plan (see diagram below) that identifies requirements and challenges of the BI Implementation: Data Integration, Data Sources, Analysis and Information Delivery. In addition, NDOT envisions an Information Center as an integral part of the BI implementation. The Information Center, when complete, would be used by the staff to find data in a variety of ways such as: 1. By Division 2. By Application by Location 3. Projects and Programs 4. BI Platform NDOT understands the Strategic Data Plan is closely related to the BI Implementation. Both the Strategic Data Plan and the BI Implementation are based on the NDOT vision and key business goals. The business objectives of this project are: 1. Provide a better transportation system for Nevada by integrating siloed data with business intelligence. This would produce actionable data for staff, partners, legislators and citizens. 2. Improve customer satisfaction and transparency by enhancing the Information Technology Division s ability to support emerging transportation initiatives. Business Business Intelligence Implementation RFI Page 5

6 intelligence would allow the department to work with external entities such as a Metropolitan Planning Organization (MPO) in the transportation planning process. 3. Increase efficiency by providing access to integrated, relevant and complete information. Employees using the siloed data could access the integrated data in one place allowing more time for additional analysis. 4. Utilizing predictive analysis models to make better informed decisions. 5. Reduce costs by improving end-user self service. The specific project objectives are: 1. Integrate NDOT data so queries, analysis and reporting can be done across database/application boundaries. 2. Integrate GIS data into query, analysis and reporting functions. 3. Implement Oracle Business Intelligence Enterprise Edition Suite (OBIEE) across database/application boundaries including the following components: o Business Intelligence Server o Interactive Dashboards o Self Service Analysis o Report Publishing o Office Suite Productivity Plug-in o Alert Engine o Scorecard and Strategy Management 4. Migrate high priority Discoverer reports to OBIEE and provide a migration path for remaining reports for NDOT staff to convert. 5. Configure and teach NDOT staff to launch internal applications using query results as parameters including CADD and GIS documents. 6. BI Platform should support information delivery to mobile platforms. This should include notifications, reports, interactive dashboards and self service analysis. 7. Development of the NDOT Information Center Prototype to be used as an effective business tool. This should include interactive proof of concept sessions used to orient project and implementer staff about the goals of the Information Center. 8. Reports should be able to be provided in multiple platforms such as (PDF, HTML, XML, CVS, RTF, XLS, etc.). NDOT is analyzing Business Intelligence implementation options to determine how to deliver the best value to the state and to taxpayers, with minimum cost and risk. This Request for Information will provide NDOT with the data necessary to plan effectively for this implementation. This Request for Information (RFI) and any future vendor presentations do not imply any form of an agreement with candidate suppliers. Responses to the RFI will be used to build and fine tune any future Request for Proposal (RFP). While this RFI will not result in an award, we believe it is in the vendor community s best interest to assist in providing cost estimates (per phase and per milestone). At the same time, we understand that vendors will not eagerly pursue extremely detailed and time consuming requests. We have constructed this RFI, and the accompanying response section to make it as easy as possible for vendors to respond. Business Intelligence Implementation RFI Page 6

7 NDOT management has expressed the need for a project budget to help vendors define the scope of the project. It is anticipated that implementation could cost between $5-$6 million for all phases of the project with each phase not to exceed $2M. This is not the amount considered potentially available for the implementation services, as it includes state infrastructure costs, state technical resources and project management. If this level of funding is unrealistic, vendors are encouraged to provide substantiating information to assist NDOT with ongoing budget discussions. 1.2 Submission of Questions If you have questions about this RFI, please submit them to the NDOT Administrative Services Division in writing via electronic mail. All responses to questions will be posted on the NDOT s RFP/RFQ/RFI website. No vendor names will be included in the questions and answers posted to the website. The deadline for submission of questions is 3:00 PM Pacific Standard Time (PST), February 19, Answers to questions submitted will be posted on or before 5:00 PM PST, February 26, Questions should be submitted to [email protected] and should be titled as follows: Business Intelligence Implementation Project Questions 1.3 Vendor Submissions Vendor responses are due by 3:00 PM PST, March 4, Please include sixteen (16) copies of the RFI response and one (1) electronic copy submitted on a CD. If a vendor has multiple solutions, separate responses are to be submitted. Response should be submitted addressed exactly as follows: Agreement Services Nevada Department of Transportation Attn: RFI Business Intelligence Implementation Project 1263 South Stewart Street, Room 101 Carson City, NV Responses containing confidential information shall have each page marked as confidential to include the front cover of the response. 1.4 RFI Schedule Description Timeline Release of RFI February 4, 2013 Submission of Questions February 19, 2013 Responses to Submitted Questions February 26, 2013 Vendor Submissions March 4, 2013 Business Intelligence Implementation RFI Page 7

8 The NDOT reserves the right to revise the above timeline. 1.5 RFI Coordinator Vendor communications concerning this RFI should be directed to the RFI Coordinator listed below. RFI Coordinator Address Procurement Person Nevada Department of Transportation Administrative Services Division 1263 S. Stewart Street, # 101 Carson City, NV Phone (775) [email protected] 1.6 Response Format The responses shall be submitted in the following format (see Section 3): Section 1 Executive Summary Section 2 Implementation Approach Section 3 Proposed Solution Section 4 Concept of Operations Section 5 Scope of Work Section 6 Cost Section 7 Past Performance 1.7 Vendor Presentation Vendors may be invited to give a presentation at a time and date to be determined after review of the responses. 1.8 Cost of Preparing Response The NDOT is not responsible for any cost incurred by the vendor in the RFI response preparation or presentation. Business Intelligence Implementation RFI Page 8

9 1.9 General Terms and Conditions The State of Nevada is not obligated to any course of action as the result of this RFI. Issuance of this RFI does not constitute a commitment by the NDOT to issue an RFP or to award any contract. Information submitted in response to this RFI will become the property of NDOT. NDOT will not pay for any information herein requested, nor will it be liable for any other costs incurred by any respondent related to the preparation or delivery of the response to this RFI or any subsequent presentation. NDOT reserves the right to modify the RFI at any time. By submitting a response, the vendor agrees that NDOT may copy the response information for purposes of facilitating review or to respond to requests for public records. The vendor consents to such copy by submitting a response and warrants that such copying will not violate the rights of any third party. The NDOT will have the right to use ideas or adaptations presented in the responses. NDOT reserves the right to reject any and all responses to the RFI, in whole and in part, at any time. This RFI is designed to provide vendors with the information necessary for the preparation of informative response proposals and demonstrations of product. This RFI process is for NDOT s benefit and is intended to provide future selection of goods and services. The RFI is not intended to be comprehensive and each vendor is responsible for determining all factors necessary for submission of comprehensive response and complete product capability demonstration. The RFI response and demonstration will not be subject to an RFP type evaluation but only to a review of suggested product performance, cost of processes offered, and abilities to perform services that may be of use to NDOT. Cost shall be estimated by the vendor. When the estimated cost is submitted, the vendor shall state that it is an estimated or approximate cost Request for Confidential Treatment The State of Nevada will treat all information submitted by a vendor as public information unless the vendor properly requests that the information be treated as confidential at the time of submitting the response. Any requests for confidential treatment of information must be included in a cover letter with the vendor s RFI response. The request must also include the name, address, and telephone number of the person authorized by the vendor to respond to any inquiries concerning the confidential status of the materials. A single confidential page in the document will classify the whole document as being confidential. Each page shall be marked as containing confidential information. The confidential information must be clearly identifiable to the reader on the outside of the document, cover letter, and on each page of the document. Business Intelligence Implementation RFI Page 9

10 2. Background 2.1 Project Background This section provides general information regarding NDOT and is provided to assist proposers in better understanding the current environment and system difficulties. The information will help proposers become more familiar with the NDOT s organizational structure and current computing environment. This project is a joint effort between the Administrative, Engineering, Operations, Planning Divisions, and District Offices. Project leadership comes from the Location Division and project management duties are being supplied by the Information Technology section Division. The project will be implemented in a phased approach, with each successive phase designed to incorporate the data and functionality that provides the most benefit to NDOT as a whole. The initial phase of the project will complement the current initiative at NDOT to streamline transportation planning process by identifying transportation needs early in the process. By providing access to integrated data and analytical capabilities across key planning data, staff will be able to conduct project planning based on needs. The table below identifies the key sources of planning data anticipated for Phase 1: Key Source System Proposed Phase Pavement Management System (PMS) Phase 1 Bridge Management System Phase 1 Nevada Citation and Accident Tracking System (NCATS) Phase 1 Event Geo Locator (EGL) Phase 1 Road Network Phase 1 Route Master Phase 1 Milepost Index Phase 1 Guardrail Phase 1 Traffic Information System (TIS) Phase 1 It is anticipated that Phase 1 will focus on deploying the BI foundation and providing access to the first set of data sources through the Common Enterprise Information Model. Manageable scope and immediate benefits are crucial to the success of Phase 1. The Data Governance team will be engaged to assist users with all phases of the project. Phase 1 will also include a Business Intelligence Implementation RFI Page 10

11 proof of concept/pilot to determine if there is a need for a planning data warehouse in subsequent phases. The initial goal for the BI Implementation project at NDOT is to be able to enhance/improve the transportation planning process based on statewide transportation needs using key data sources. The flow chart on the following page shows the milestone events in the Project Development Life Cycle (Core Data View). The diagram identifies the 4 key source systems (Pavement, Traffic, Bridge, and Safety) used in the beginning of the planning process to determine statewide transportation needs. NDOT expects these core data sources to be utilized in the data integration function in Phase 1 and be part of the Common Enterprise Information Model. Business Intelligence Implementation RFI Page 11

12 Project Development Life Cycle Core Data View Initially, travel forecasts for each highway are used along with data from the Pavement Management System to predict future pavement and capacity deficiencies. These deficiencies are used in the planning process to select alternative improvements (projects) to satisfy performance objectives. The next step is to perform additional analysis using safety and bridge Business Intelligence Implementation RFI Page 12

13 information. The most economically attractive improvement is noted. These projects are then re-prioritized and the best projects for system-wide implementation are selected. Each of the milestone events (1-9) of the Project Development Life Cycle are explained further in Exhibit 1 of this document. NDOT expects the first 2 milestones: Initial Project Generation and Second Project Screening will benefit from the use of a BI tool and this is the area NDOT wants to use as a Proof of Concept. NDOT expects the implementer to look at Phase 1 data and demonstrate how NDOT can perform the initial project generation process more efficiently. 1) Initial Project Generation It is anticipated the BI tool will enable NDOT staff to examine travel forecasts for each highway along with our pavement management system to predict future pavement and capacity deficiencies. This information is combined with a graphical component to identify the specific locations on a map allowing decision makers to see where the statewide needs are. 2) Second Project Screening The BI tool will also be utilized at this step for further analysis using data from our safety management system and bridge management system. This analysis allows for the most economical improvement to be selected. Proposed projects are then prioritized according to relative merit and the best set of projects is selected for system-wide implementation. NDOT s business problems are similar to other DOTs with silos of data across the organization. NDOT wants Phase 1 to focus on integrating transportation planning data so analysis and comprehensive reporting can be done based on Statewide transportation needs. By starting early in the planning process, NDOT can make better transportation planning decisions because key planning data is in one centralized location. In addition, adding the geographical component would allow decision makers to identify project overlaps or planning inconsistencies very early in the process. In addition, Phase 1 will look at the existing financial data warehouse, as shown in the table below. A migration strategy will be prepared for the existing Phase 1 Discoverer reports to be generated using the BI tool. Key Source System Proposed Phase Financial Data Warehouse (FDOTDW) Phase 1 Phase 2 will include the second set of source systems. NDOT expects these systems will also be added to the Common Enterprise Information Model. During this phase, a decision will be made about the enterprise data warehouse development. The table below identifies the key sources of planning data anticipated for Phase 2: Business Intelligence Implementation RFI Page 13

14 Key Source System Proposed Phase Equipment Management System (EMS) Phase 2 Maintenance Management System (MMS) Phase 2 Project Scheduling & Management System (PSAMS) Phase 2 Project Submittal (PS) Phase 2 Statewide Transportation Improvement Program (STIP) Phase 2 Annual Work Program (AWP) Phase 2 Phase 3 will include the remaining systems plus additional data sources identified in earlier phases. The table below identifies the key sources of planning data anticipated for Phase 3: Key Source System Proposed Phase Integrated Right of Way Information Network (IRWIN) Phase 3 Highway Performance Monitoring System (HPMS) Phase 3 Location Information System (LOIS) Phase 3 Historical GIS data Phase 3 Railroad Systems Phase 3 Road Weather Information System (RWIS) Phase 3 DMV Data (Fuel Tax and Car Registrations) Phase 3 It should be noted, NDOT has identified functional and system requirements for the BI Implementation in Section 2.5. As part of that effort, the Department has prepared a BI Implementation Strategy document as shown as Exhibit 3. This represents a suggested strategy for transitioning NDOT from its current siloed structure. This document is provided as a guideline only. NDOT is open to other strategies. As noted previously, NDOT is currently using Oracle Discoverer as its primary reporting tool. This tool allows NDOT to report on a wide variety of data, but primarily focuses on tabular data. Discoverer does not support GIS information and has no method for displaying or using GIS type data. Discoverer allows users to generate reports in separate systems but when data needs to come from 2 or more sources (applications), the Discoverer tool cannot be utilized unless key table joins have been done. Very few of the silos of information have been joined. Business Intelligence Implementation RFI Page 14

15 NDOT s computing environment is driven by the automated applications and products used by the various divisions within NDOT. In general, the NDOT uses Microsoft Windows based desktop and server products for in-house application, design and development. 1. Windows 7 and Windows XP Desktop Operating Systems 2. Web Servers running IIS Versions 6 and NET Development Framework 4. MS Office (Word, Excel, Access) 5. MS Exchange and Outlook used for and document communication The Information Technology Division within NDOT develops, supports and maintains various applications, databases and spreadsheets. NDOT is currently using the following development and operational software: 1. Oracle 10g and 11g databases with separate development, test and production environments 2. Microsoft SQL Server databases 3. Visual Source Safe code management software 4. MS Visual Studio Acronyms/Definitions Acronym/Term Bentley BMS EGL ESRI GIS HPMS IFS Intergraph IRWIN LOIS LRM Definition Software solution for infrastructure, NDOT uses Bentley products for designing roads. Bridge Management System used to record bridge inventory and condition data, Bridge Inspect application records this information now. Event Geo Locator application used to locate crashes, uses NCATSDW as input and creates the Statewide Located Crashes database Software company that builds solutions to help scientists and planners visualize and analyze data on maps. Geographic Information System allows users to visualize, query and analyze data through spatial analysis. The Highway Performance Monitoring System (HPMS) is a federally mandated inventory system and planning tool, designed to assess the nation s highway system. Integrated Financial System used to account for NDOT financial data as well as the rest of the state. Software provider of engineering and geospatial software that enables customers to visualize complex data. Integrated Right of Way Information Network developed to assist NDOT with Right of Way data Survey Monument Location Information System - developed to assist NDOT with distributing survey monument information Linear Referencing Method/Measure, NDOT has multiple LRM s: State Cumulative Miles, County Cumulative Miles, Mile Post Calibrated and Engineering Station Business Intelligence Implementation RFI Page 15

16 Acronym/Term LRS MAP-21 MMS MPO NCATSDW OBIEE ODI PMS ProjectWise PSAMS SMS STIP Definition Linear Referencing System the association of attributes or events along linear features defined by one or more measures such as the measurement of a special point or section of road. At NDOT there are at least two linear referencing methods/measures: Route cumulative and County cumulative Moving ahead for Progress in the 21 st Century authorizes Federal-Aid Highway programs while maintaining current spending levels Maintenance Management System used for tracking information related to maintenance crew time and tasks, also used for ad-hoc reporting. Metropolitan Planning Organization - Federally mandated and federally funded transportation policy-making organization in the United States that is made up of representatives from local governments and governmental transportation authorities. In Nevada, there are 4 MPO s: Carson Area Metropolitan Planning Organization (CAMPO), Tahoe Area Metropolitan Planning Organization (TMPO), Regional Transportation Commission of Southern Nevada (RTCSNV) and Regional Transportation Commission of Washoe County (RTC). Nevada Citation and Accident Tracking System Data Warehouse stores data received from the Department of Public Safety Oracle s Business Intelligence Enterprise Edition 11g one of the primary tools to be used in the Business Intelligence project. Oracle s Data Integrator tool to be used in the Business Intelligence project. Pavement Management System - used to maintain data on the condition of the state network as well as prioritize state network needs. A data warehouse has been set up by IT to assist with reporting and analysis of their roadway system. Suite of engineering project collaboration software from Bentley Systems designed for the architecture, engineering, construction (AEC) industries. It helps project teams manage, share and distribute engineering project content and review in a single platform. NDOT uses this product in our Road Design process. Project Scheduling and Management System - NDOT application designed to be an integrated Scheduling and Work Flow management tool covering the Planning and Design Phases of a Project, with some support for the Construction phase. Safety Management System that supplies traffic crash data to governments, non-governmental entities and the public. Statewide Transportation Improvement Program that identifies all capital and non-capital transportation projects proposed for funding under Title 23 of the Federal-Aid Highway Act or the Federal Transit Act. This document is required to receive federal funding for transportation projects. NDOT collects this data in the Project Submittal (PS) and Annual Work Program (AWP) applications after most of the research and decisions have been made. Business Intelligence Implementation RFI Page 16

17 2.3 NDOT Organizational Chart NDOT Director Deputy Director North Deputy Director South Administration Operations Engineering Planning District Engineer District 1 District Engineer District 2 District Engineer District 3 Flight Opts Traffic Operations Design Safety Engineering Crews Construction Crews.Maint Financial Management Maintenance Asset Management Structures Traffic Information Maintenance Maintenance District Support Accounting Materials Environmental Multimodal Traffic Safety Communications Administrative Services Construction Right of Way Research Tonopah Administrative Services Training Information Technology Equipment Project Management Federal Program Manager Traffic Traffic Location Performance Analysis Roadway Systems State of Nevada Department of Transportation Information Technology Functional Organization Chart Date REV BI Implementation 01/08/ SCALE N/A SHEET 1 OF 1 Business Intelligence Implementation RFI Page 17

18 2.4 Current Process NDOT is responsible for planning, construction, operation and maintenance of approximately 5,400 miles of highways and over 1000 bridges. Excel is the primary tool used to compile the data from each of the systems. There is limited GIS capability with the current process. This process is a collaborative effort between federal, state, local governments, Regional Transportation Commissions (RTC) and Metropolitan Planning Organizations (MPO s) is shown on the diagram below. 1 Project Development Life Cycle Organizational View ) Data is collected from the MPO s, engineering studies and rural/local agencies. Applications are accepted from federal and state agencies, county, city, local governments, local public agencies and Indian Tribal governments. 2) NDOT Divisions that are an integral part of the planning process begin compiling project data based on their divisional knowledge. Business Intelligence Implementation RFI Page 18

19 Betterment and 3R (Resurfacing, Restoration and Rehabilitation) priority list is provided to the Districts based on data compiled by the Pavement Analysis team. Districts review and recommend projects, eventually a final version of the prioritized list and repair strategy is forwarded to NDOT management for approval. Traffic Operations provides type and volume data for projects being considered for future improvement. They also ensure each project meets the minimal traffic capacity and is included in the 5 year plan. The Structures division compiles data and recommends projects based on bridge condition ratings, seismic risk, scour critical risks and other critical maintenance needs. Safety Engineering compiles crash data to develop systematic projects based on specific crash types and to identify high crash locations. These are projects that are typically discussed for inclusion into the 3R projects. Hydraulics and Landscape Architecture provide input as necessary based on data collected earlier in the process. Additional information from various asset management systems is provided such as drainage features and elements inventory. 3) NDOT Divisions that are an integral part of the planning process begin the verification process by refining scope, identifying risks, project schedules and costs estimates. Statewide needs are identified and projects are bundled based on issues, location, etc. Betterment and 3R data is reviewed, estimated and prioritized by the 3R Review Team. Traffic Operations reviews projects being considered and develops proposals for each project. The Structures division reviews lists for Betterment and 3R projects and provides recommendations for bridge related work to be included. Safety Engineering reviews project list and prioritizes projects with potential safety needs and also identifies counter-measures. Hydraulics and Landscape Architecture provide input as necessary based on data collected earlier in the process. 4) The Project Development Committee (PDC) meets quarterly to make decisions and based on project prioritization, ranking and funding availability determines which 3R projects continue to the programming and scheduling phase. 5) The Planning and Funding Phase of project development is accomplished by the Program Development and Financial Development divisions. The Program Development division ensures each project approved by the PDC is part of the Annual Work Program (AWP), Statewide Transportation Improvement Program (STIP/TIP) or the Long Range Element (LRE). Business Intelligence Implementation RFI Page 19

20 The Financial Management Division programs funding for individual projects, which must meet specific federal requirements if federally funded. These requirements can be considerable but there is some flexibility in shifting of funds from one category to another. Generally they must be federally eligible projects within each of the federal project categories. 6) The National Environmental Protection Act (NEPA) is another approval process. All reasonable and feasible alternatives are studied equally. This process requires close coordination between Roadway Design and Environmental Services. When NEPA approvals are re-evaluated, formal notification of the project occurs in the form of a public meeting. 7) The Preliminary Engineering involves the development of contract documents for the preferred alternative that includes alignments and geometric design. This Preliminary Design is typically completed up to 60% level prior to establishing right of way impacts. As noted previously, the data used by each of these divisions resides in silos and is very difficult to combine for additional analysis. The geographical component of this data is available but limited causing incomplete and potentially inaccurate analysis. NDOT is in the process of implementing a new transportation planning process. This new methodology identifies the most deficient portions of the highway system to ensure public dollars are directed to the areas with the most need. It is anticipated that several NDOT divisions such as traffic, structures, safety engineering, hydraulics and architecture as well as the district offices will be part of this new planning process. While NDOT has taken steps to improve the transportation planning process, the methodology to determine the projects most in need require analysis of data from multiple systems and is a currently a very manual, labor intensive process. It is expected that the NDOT BI Implementation project will greatly enhance this process. NDOT is also in the process of implementing Moving Ahead for Progress in the 21 st Century legislation (MAP-21) which consolidates 87 funding programs under SAFETEA-LU to less than 30 programs. The activities for which dedicated funding has been removed have been consolidated into very broad programs, leaving the State of Nevada with the flexibility to fund various road project as they see fit. MAP-21 focuses the highway program on key performances measures, such as reducing fatalities, improving bridges, fixing roads, reducing congestion, in order to ensure taxpayers are receiving the most for their money. NDOT sets its own targets for improving safety, road and bridge condition, congestion and freight movement. Business Intelligence Implementation RFI Page 20

21 2.5 Functional and System Requirements Requirement Number Area BI Functionality BI Functionality BI Functionality BI Functionality BI Functionality BI Functionality BI Functionality Dashboard Functionality Dashboard Functionality Dashboard Functionality Dashboard Functionality Requirement The vendor shall implement built-in interactive mapping and location-analysis within the Oracle BI tool and teach NDOT staff how this is done. Vendor shall provide a single and consistent metadata layer and work with NDOT staff to map the data for mutually agreed upon applications (up to 4) for each phase. The vendor will document the steps to analyze and design the mappings between the source data and the business intelligence tool (OBIEE). The vendor shall demonstrate and document how to link common datasets across multiple systems. The vendor shall define mutually agreed upon metrics to monitor the initial and ongoing performance of the BI function. The vendor shall work with NDOT staff to optimize data for analytics and reporting purposes. The system shall be designed with search parameters to prevent an intensive search from bringing down the server performance. Sample dashboards will be created for 5 functional areas per phase to include simple and complex reporting and predictive analysis. Dashboard home pages must be created for 5 divisions and be able to be customized by individual users. The business intelligence dashboards in each phase shall contain the following elements: Graphs, Charts, Predictive Analysis, Ad-hoc reporting, drill-down functionality, associate project documents and diagrams and map integration. The vendor shall design an NDOT Information Center where all interactive dashboards can be accessed by NDOT internal staff. Priority (Mandatory or Optional) Mandatory Mandatory Mandatory Mandatory Optional Mandatory Mandatory Mandatory Optional Mandatory Mandatory Response Business Intelligence Implementation RFI Page 21

22 Requirement Number Area Requirement Priority (Mandatory or Optional) Response Dashboard Functionality Dashboard Functionality Dashboard Functionality Dashboard Functionality 16 Data Quality Discoverer Report Migration Query Functionality Query Functionality Query Functionality Query Functionality Data Purification BI Functionality The vendor shall design an NDOT Information Center where interactive dashboards can be accessed on the NDOT external website. The vendor shall provide the ability to drill down into reports to get more information (e.g., Project ID drills to project details such as name, costs, scope, etc.). The solution shall provide the ability to view dashboards via a mobile handset. The vendor shall work with state staff to develop predictive analysis reports for 5 functional areas. The vendor shall work with NDOT staff to identify and analyze duplicate data sets. Implementation shall include the conversion/migration of 10 Oracle Discoverer reports (2 very easy complexity, 2 easy complexity, 2 moderate complexity, 2 complex and 2 very complex) per phase as determined by NDOT project team and knowledge transfer with NDOT staff Solution needs to accept GIS data for querying and mapping from ESRI and SDE (spatial database engine). Solution must be able to launch 4 NDOT written applications per phase using data returned from queries. Solution must be able to launch NDOT s Mandli RoadView system using location data returned from queries. Solution must be able to display documents from NDOT s AX5 document imaging system and ProjectWise system using data returned from queries. Vendor should be familiar with Data Quality Products and provide a strategy as to how data cleansing/purification can be done in an efficient manner. Vendor shall demonstrate and document how to incorporate NDOT data security into analytics and reporting. Optional Mandatory Optional Mandatory Mandatory Mandatory Mandatory Optional Mandatory Mandatory Mandatory Mandatory Comment [h1]: One word Business Intelligence Implementation RFI Page 22

23 Requirement Number Area Requirement 24 BI Functionality BI shall support information delivery to mobile platforms. This includes notifications, alerts, reports, dashboards and other self service analysis. Priority (Mandatory or Optional) Mandatory Response 3. Vendor Responses Responses should consist of the following sections. Each section is described below. 3.1 Section 1 - Executive Summary Vendors shall provide an executive summary written in non-technical language to summarize the overall capability and approaches for a phased Business Intelligence Implementation using OBIEE. 3.2 Section 2 - Implementation Approach This section should describe the implementation strategy for the Business Intelligence Project. This section should include a rollout strategy and project plan for the OBIEE implementation. In addition, an organizational structure should be included with defined roles for all project participants. Required skill sets should be noted for each project participant especially for the data modeling group. 3.3 Section 3 - Proposed Solution Vendors shall provide their proposed solution. The proposal should make high-level recommendations specific to the NDOT implementation. The solution should be presented in the following order: 1. Project management a. Project plan b. Training plan c. Roles and responsibility matrix 2. High Level Requirements Task a. Vendor should validate and prioritize BI implementation requirements b. Vendor should determine data summarization and frequency requirements c. Identify reporting needs d. Develop a gap analysis 3. Strategy Task a. BI Reporting strategy b. Data Quality strategy c. Data Mapping strategy Business Intelligence Implementation RFI Page 23

24 d. Support 4. Training Task a. Training strategy b. Documentation strategy c. Help desk strategy 5. Estimate of resources required 6. Projected timeframe for implementation 7. Total cost (estimated range); approach to pricing 3.4 Section 4 Concept of Operations Describe how your implementation would satisfy NDOT s Business Intelligence needs based on project background information, requirements, current processes and the suggested implementation strategy. The following topics should be considered in the solution: 1. Integration The solution should be able to join key source data for each phase and all data should be joined at the end of Phase III 2. Flexibility The solution should be flexible enough to accommodate changes mandated by state statutes, Federal Highway Administration (FHWA) and other regulatory bodies 3. Scalability The solution must be scalable to support growth in data volume. It should have the ability to accommodate additional data and users. 3.5 Section 5 Scope of Work Please describe your recommended approach to the following milestone tasks. Include the estimated timeframe to accomplish each task plus the roles and skill sets required of state personnel. Assume that the state will provide overall project management and independent quality assurance. Please specify any additional tasks you envision to be required. Assuming this will be a multi-year phased implementation, indicate what functionality would be included in each phase. If your implementation strategy does not require any of these tasks please indicate why not. Project Planning Objective: Develop a phased implementation strategy and including deliverables based upon the source systems and specific functionality as prioritized in system requirements as well as the implementation strategy (Exhibit 2). Validate Functional and System Requirements Objective: This task involves confirming and expanding functional requirements and developing a conceptual approach document to support the defined functionality. Business Intelligence Implementation RFI Page 24

25 Proof of Concept Objective: Illustrate/demonstrate BI functionality using source systems from each phase and gain input and acceptance from the user community prior to detailed system design. System Configuration Objective: Configure and tune Oracle OBIEE software on NDOT servers. Other tasks of this milestone include, but are not limited to: Security setup for OBIEE administrators and developers; Set up of the end user environment Determine the performance monitor to be used; Data Modeling Objective: Develop the methodology to determine the quality of the data and usability when mapping source data to the BI tool. This effort includes but is not limited to: Creating conformed dimensions Identifying data quality tool and/or strategy so NDOT will understand what is involved in this task Verification and Testing Objective: Verify that the BI solution operates in accordance with stated objectives in both test and NDOT production environments. Documentation &Training Objective: Provide system and user documentation. Train end-users, trainers and technical staff on how to use the BI tool to extract data from different source systems. System Acceptance Objective: Ensure independent testing and verification of BI system functionality prior to going live with a release of the application. Rollout Objective: Ensure system availability to all system users in accordance with a predefined rollout schedule. 3.6 Section 6 Cost While this RFI will not result in an award, we believe it is in the vendor community s best interest to assist in providing cost estimates. At the same time, we understand that vendors will not eagerly pursue extremely detailed and time consuming requests. We have constructed this RFI, and the response section to make it as easy as possible for vendors to respond. Please provide a cost estimate for each of the following areas. Assuming a multi-year phased implementation, indicate the year in which the costs would be incurred. Also, please identify any additional on-going costs such as software licenses, system maintenance, etc. Business Intelligence Implementation RFI Page 25

26 1. Equipment and Software Include all hardware, application software licenses, third party licenses, etc. for the development, testing and production environment. NDOT has already purchased the software and will be using existing servers. Additional software would include any Data Quality products or products to be used during the BI Implementation. 2. Project Costs This would include vendor costs to accomplish the following milestones: Project Planning Validate High Level Functional Requirements Validate Functional and System Requirements Proof of Concept System Installation and Configuration Data Modeling Verification and Testing Documentation and Training System Acceptance Rollout Each of the milestones noted above represents major levels of effort in the scope of work. NDOT would like to see a cost estimate assigned to each of these major tasks with a total for each phase. 3. Opportunities to share risk or otherwise reduce cost Use this section to describe any suggestions on how the state could reduce costs for this project. Business Intelligence Implementation RFI Page 26

27 3.7 Section 7 Past Performance Using the categories listed below provide a complete description of projects of similar scope. The descriptions should include current references in the user organizations and sufficient information for NDOT to understand the proposer s capabilities and experience in designing, configuring and implementing a business intelligence solution. Client Name: Project Name: Primary Contact Information: Name: Street Address: City: State: Zip: Phone, including area code: Facsimile, including area code: address: Alternate Contact Information: Name: Street Address: City: State: Zip: Phone, including area code: Facsimile, including area code: address: Description of client: Brief description of the project/contract: Project/contract start date: Project/contract end date: Length of project/contract: Project/contract value: Proposer's management personnel/key personnel on the project/contract: Size and complexity of the project/contract: Application Software (i.e., Java, Cobol, etc.): Operating System Software (i.e., Unix): Hardware Platform (i.e., IBM RISC 6000): Size of Database: Business Intelligence Implementation RFI Page 27

28 4 Additional Vendor Comments As part of your response to this RFI, please feel free to include any additional comments or suggestions that your company believes would be helpful to the NDOT. Vendors may submit comments and questions to the RFI Coordinator prior to responding to the RFI by the date indicated in the RFI schedule in Section 1.3. Responses to vendor questions will be considered addendums to the RFI. Modifications to the RFI that may result from Vendor comments will be sent to all Vendors (or posted to the procurement website). Where there appears to be a conflict between the RFI and any amendment or addenda issued, the last amendment or addendum issued will prevail. Business Intelligence Implementation RFI Page 28

29 5 Exhibits Exhibit 1 Project Development Life Cycle Core Data View Business Intelligence Implementation RFI Page 29

30 Milestone Events Definition 1) Initial Project Generation: Travel forecast for each highway facility from our traffic information system are used along with our pavement management system to predict future pavement and capacity deficiencies. These deficiencies are used to select a set of alternative improvements to satisfy analyst-specified performance objectives. 2) Second Project Screening: This list of needs is generated using data from our safety management system and bridge management system. Safety and Bridge projects can be combined with 3R projects. Those projects that still have a high need from the safety management system or bridge system that do not make it into the system-wide implementation as 3R projects go onto the list as point projects. Structures that need to be rehabilitated or replaced based on the sufficiency rating and conditional data are scheduled. 3) Planning Reports: The projects are now further subjectively ranked based on Land use/corridor Studies, County Master Plans, and the Planning and Environmental Linkages (PEL). 4) Additional Project Needs: All other costs are included into the projects. This cost is derived from the asset management systems. During this stage, initial information is placed onto a project initiation form, this includes the approximate cost, location and the need generated from the previous steps. This additional project list will enable the information to be seen and searched on a map. This list is now sent out to the MPO s and Rural and Local Agencies. This will assist the agencies in making their project selections. The MPO s and Rural and Local Agencies will also be able to do their own analysis with our tools. 5) Decision Making Resource Allocation: Projects are further scoped. Issues such as utilities, right of way and preliminary environmental issues/concerns are identified. 3R team makes its final recommendations. The project initiation forms are again updated with current information. 6) Political Decisions: NDOT, MPO s and Rural and Local Agencies now review the list of projects and preliminary costs with benefit/cost included and make their initial selections. This is part of the county tour process. At this time other projects can make the list, such as a point project for flooding. In addition, projects can be added to address Risk Management and Performance Management. This becomes the draft of the Annual Work Program, Long and Short Range elements of the STIP TIP. When additional projects are selected, initial information is placed onto a project initiation form. 7) Budgets: Budgets are now reviewed for the projects and preliminary funding sources are applied. Projects that did not make the funding cutoffs will stay on a non-funded list until the next project development cycle. Business Intelligence Implementation RFI Page 30

31 8) Project Funding: Final selection of the projects is made. The director approves the STIP/TIP. FHWA approves STIP/TIP. 9) NEPA: Information from the planning phases is carried forward into the Planning and Environmental Linkages process. Environmental impacts and mitigation measures are identified and documented. Preferred Alternative is identified and approved by FHWA. A project manager is assigned to the project. Programming papers are submitted electronically. Electronic tracing and signatures are used. Project information is downloaded into the PSAMS application. Business Intelligence Implementation RFI Page 31

32 Exhibit 2 Business Intelligence Implementation Project Charter Project Charter Business Intelligence Implementation Project Final Business Intelligence Implementation RFI Page 32

33 Table of Contents 1. Executive Summary Business Objectives Scope Project Deliverables Project Structure/Organization Project Plan Project Considerations 46 Business Intelligence Implementation RFI Page 33

34 1. Executive Summary The Business Intelligence Implementation project will move the Department of Transportation to a more structured data and strategic decision support system. This effort is part of a larger effort by NDOT called the Strategic Data Plan (SDP) to address long term system/data integration issues. The Strategic Data Plan is composed of 2 key objectives: Data Governance and Core Data Integration. A diagram of the components is shown below: Strategic Data Plan Goals 1. Optimize the integration of NDOT business systems. 2. Streamline data Storage and man hours by identifying duplicate data sets. 3. Develop necessary organizational changes and systems to support a GIS centered organization. 4. Provide a method to query NDOT data in both tabular and GIS enabled formats. 5. Establish appropriate data security and documentation control. 6. Become more transparent and responsive to internal, external interests. Data Governance To establish and maintain policies, standards, procedures and processes that support the timely delivery of reliable transportation-related data in and across NDOT divisions, other governments, external partners and the public at large Core Data Integration Empower staff with data to improve operations, control costs, increase transparency and improve performance of projects through NDOT technology initiatives. Oracle BI Implementation 1. To provide a better transportation system by integrating siloed data with business intelligence. 2. Improve customer satisfaction and transparency by enhancing IS s ability to support emerging transportation initiatives. 3. Increase efficiency by providing access to integrated, relevant and complete information. Needs Repository 1. To provide a better transportation planning process to enable NDOT staff to plan the transportation infrastructure based on needs. 2. Comprehensive system to store needs coming in from all of NDOT and the outside project agencies that provides for early staff involvement/research and make recommendations based on statewide transportation needs. GIS Core Integration Implementation 1. Streamline the maintenance of the GIS road network and associated linear referencing system. 2. Easily synchronize NDOT division data with changes made to the road network 3. Esri Road and Highway Implementation The mission of the Data Governance effort is to establish and maintain policies, standards, procedures and processes that support the effective and timely delivery of reliable transportation-related data in and across NDOT divisions, other government agencies, external partners and the public at large. The success of this effort will affect how the Core Data Integration effort is executed. The Oracle Business Intelligence (BI) Implementation project is one part of the Core Data Integration effort. NDOT expects this project will address the proliferation of applications with data stored in multiple disparate databases. In the past, applications were designed for a specific function, but not necessarily with the global needs of the agency in mind. This project will require collaboration and multiple inputs across the department. It is anticipated the BI Implementation project will be a phased implementation. This approach will allow NDOT to manage scope and provide ability to move quickly and show business value. This approach Business Intelligence Implementation RFI Page 34

35 also reduces risk and provides an opportunity to fine tune the road map to meet changing business requirements and implement lessons learned. The initial key source systems will be implemented over a phased period of time utilizing resources from several divisions. The organization of the project will reflect the need to not only extract data in usable ways but correlate the data across multiple applications/dimensions. NDOT s key source systems are shown below: Pavement Management System (PMS) Bridge Management System (BMS) Nevada Citation and Accident Tracking System (NCATS) Event Geo Locator (EGL) Roadwork Network Route Master Milepost Index (MPINDEX) Guardrail Financial Data Warehouse (FDOTDW) Equipment Management System (EMS) Maintenance Management System (MMS) Project Scheduling and Management (PSAMS) Annual Work Program (AWP) Project Submittal (PS) Statewide Transportation Improvement Program (STIP) Integrated Right of Way Information Network (IRWIN) Highway Performance Monitoring System (HPMS) Location Information System (LOIS) Historical GIS data (LRSDW) Railroad Systems Road Weather Information System (RWIS) DMV Data The primary risks to the project relate to the size and scope of the endeavor. Based on research from other departments of transportation (DOTs), the biggest risk factor is attempting to do too much too fast. There are multiple applications and data marts and many opportunities to create dashboards and reports. NDOT is aware of this and the project will be managed such that reasonable goals are agreed upon and communicated effectively. It is also critical that quick wins are achieved early. NDOT understands if there is not a clear project focus, the efforts will be diluted and very little value accomplished. Business Intelligence Implementation RFI Page 35

36 2. Business Objectives For the BI Implementation at NDOT to be achievable, it must address specific project objectives. These project objectives are shown below: 1. Integrate NDOT data so queries, analysis and reporting can be done across database/application boundaries. 2. Integrate GIS data into query, analysis and reporting functions. 3. Implement Oracle Business Intelligence Enterprise Edition Suite (OBIEE) across database/application boundaries including the following components: a. Business Intelligence Server b. Interactive Dashboards c. Self Service Analysis d. Report Publishing e. Office Suite Productivity Plug-in f. Alert Engine g. Scorecard and Strategy Management 4. Migrate high priority Discoverer reports to OBIEE and provide a migration path for remaining reports for NDOT staff to convert. 5. Configure and teach NDOT staff to launch internal applications such as Roadviewer, using query results as parameters including CADD documents. 6. BI Platform should support information delivery to mobile platforms. This should include notifications, reports, interactive dashboards and self service analysis. 7. Development of the NDOT Information Center Prototype to be used as an effective business tool. This should include interactive proof of concept sessions used to orient project and implementer staff about the goals of the Information Center. 8. Reports should be able to be provided in multiple platforms (PDF, HTML, XML, CVS, RTF, XLS, etc.). All of these project objectives together will help NDOT achieve the following business objectives: 1. Provide a better transportation system for Nevada 2. Improve customer satisfaction and transparency 3. Increase NDOT staff efficiency 4. Reduce costs by improving end-user self service capabilities Business Intelligence Implementation RFI Page 36

37 3. Scope The scope of this project can be defined by 5 major milestones: 1. Install the Business Intelligence Server (OBIEE) optimized and aggregated for each data source. The data sources for each phase are shown below. Key Data Source Proposed Phase Pavement Management System (PMS) Phase 1 Bridge Management System (BMS) Phase 1 Nevada Citation and Accident Tracking System (NCATS) Phase 1 Event Geo Locator (EGL) Phase 1 Road Network Phase 1 Route Master Phase 1 Milepost Index Phase 1 Guardrail Phase 1 Traffic Information System (TIS) Phase 1 Financial Data Warehouse (FDOTDW) Phase 1 Key Data Source Proposed Phase Equipment Management System (EMS) Phase 2 Maintenance Management System (MMS) Phase 2 Project Scheduling and Management (PSAMS) Phase 2 Annual Work Program (AWP) Phase 2 Project Submittal (PS) Phase 2 Statewide Transportation Improvement Program (STIP) Phase 2 Integrated Right of Way Information Network (IRWIN) Phase 2 Key Data Source Proposed Phase Highway Performance Monitoring System (HPMS) Phase 3 Location Information System (LOIS) Phase 3 Historical GIS Data (LRSDW) Phase 3 Railroad Systems Phase 3 Road Weather Information Systems (RWIS) Phase 3 DMV Data (Fuel Tax and Car Registrations) Phase 3 Business Intelligence Implementation RFI Page 37

38 2. Extract data from each data source using the Oracle Data Integrator Enterprise Edition s Extract, Load and Transform (E-LT) architecture. NDOT staff should be an integral part of this effort to gain the necessary knowledge to maintain the data in the future. 3. Using the source systems identified above, create a proof of concept document that demonstrates the effectiveness of the business intelligence tool and identifies constraints to the process (technical, functional or staff). 4. Using the source systems identified above, demonstrate the predictive analysis ability with key staff including knowledge transfer to perform this analysis in the future. 5. Using the source systems identified above, demonstrate research reporting and dashboards for each source system and phase. Business Intelligence Implementation RFI Page 38

39 4. Project Deliverables Key project deliverables are shown in the table below: Deliverable Objective Dependencies Technical/Functional Components Planning and Administration Ensures adequate planning and project management are dedicated to the project Data Governance team needs to be formed with members across NDOT to help start shaping how the data will be organized, deployed and maintained Secure executive and business sponsorship Lay the foundation for governance and program management Creation of the initial project plan Initiate technical training Validate Functional and System Requirements Collect, validate and define requirements to illustrate the system is working as NDOT expects Project team needs to be formed and available to review and validate findings Requirement definition document will need to be developed that captured the project teams feedback and recommendations Proof of Concept Ensures the proposed solution provides the desired functionality High value BI Initiatives need to have manageable scope and benefit several groups Phase 1 data sources are identified Deploy the Business Intelligence (BI) foundation Provide access to the first phase of data sources through the Common Enterprise Information Model Initial project plan and refined and completed for Phase 1 data sources Initial list of priority Discoverer reports (for Phase 1 data sources) are developed Lesson learned are documented to help improve the success of subsequent phases Business Intelligence Implementation RFI Page 39

40 Deliverable Objective Dependencies System Configuration Ensures NDOT technical staff understands system parameters, processes and how configuration decisions are made NDOT staff (technical and functional) are identified and capable Technical/Functional Components Knowledge transfer document prepared that identifies decisions made and decisions to be made in subsequent phases Data Modeling Develop methodology to determine the quality of the data and usability when mapping source data to the BI tool Project team needs to be formed and available to participate in the data modeling tasks Conformed dimensions are created, data quality tools are identified so NDOT understands the level of effort involved in this task Integration of ESRI GIS data Develop the methodology to use ESRI GIS data in the Oracle BI tool Project team needs to be formed and available to participate in the GIS data integration tasks Provide access to the first phase of GIS data sources through the Common Enterprise Information Model. System Integration Testing Ensures Phase 1 data sources work together Phase 1 data sources are identified Integration testing schedule prepared that includes all Phase 1 data sources Integrated test scripts are developed and reviewed with staff Initial list of priority Discoverer reports (for Phase 1 data sources) are tested Documentation and Training Ensures end-users, subject matter experts and technical staff are proficient with the BI tool and the Phase 1 data sets NDOT staff (technical and functional) are identified and capable System set-up steps along with utilities (such as backup and restore procedures) are documented, online and user manuals, training materials Acceptance Testing Ensures end-users and technical staff believe the system is working as desired NDOT staff (technical and functional) perform the required testing Acceptance test plan developed, Acceptance test scripts executed and results documented Business Intelligence Implementation RFI Page 40

41 Deliverable Objective Dependencies Rollout - Production System Implementation Ensures Phase 1 data sources are "production ready" Production servers have been identified and usable Technical/Functional Components Cutover meetings held so technical and functional staff understand what is expected Cutover technical task list created Confirm help desk support approach Post Implementation Evaluation and Review (PIER) Ensure lessons learned from Phase 1 implementation are applied to subsequent phases Issues need to be documented so references can be made when PIER document is developed PIER document developed by both implementation vendor and NDOT in a collaborative approach Business Intelligence Implementation RFI Page 41

42 5. Project Structure/Organization The key roles within the Business Intelligence Implementation Project are identified below: Sponsors: Bill Hoffman, Deputy Director Tom Greco, Assistant Director, Planning Steering Committee: Scott Sisco, Assistant Director, Administration Dave Wooldridge, Information Technology Chief Project Champion: Project Manager: Steve Merrill, Chief Location Engineer Linnette Ollson, IT Project Manager Technical Lead: Dean Glaser, IT Professional 4 Functional Lead: Ann Conlin, Project Consultant Functional Team: Lawrie Black, Safety Engineering Jim Ceragioli, Safety Engineering Kim Edwards, Safety Engineering Anna Dapra, Pavement Analysis Randy Travis, Traffic Information Huang Hong, Traffic Operations Todd Stefonowicz, Structures Jason Van Havel, Planning John Burgess, Location Jamie Vacek, Accounting IT Team: Al LeBalch, IT Professional 4 Ryan Aglietti, GIS Manager Jack Leonard, IT Professional 3 Blair Horsey, IT Professional 3 Subject Matter Experts and Department Consultants will be called upon for each data source. Business Intelligence Implementation RFI Page 42

43 6. Project Plan The table below shows a high level approach to the project. It should be noted the Execution phase will be completed for each of the 3 phases of the project. Phase Initiation Planning Develop RFI Issue RFI Develop RFP Issue RFP Execution Closure Approach Purchase Software, identify host servers, agree on deliverables and milestones Research and develop implementation plan, develop project charter, issue RFI Talk to other DOTs, document implementation strategy, determine cost range Determine Review Team, review RFI and make appropriate changes to the RFP Finalize RFP, decide on implementation strategy, determine cost range Determine Selection and Evaluation Teams, select implementation vendor Based on RFP, start project and monitor completion of various deliverables, including and most importantly proof of concept - for each phase Train, test and accept solution - for each phase of the project The table below represents typical Business Intelligence tasks to be included in the project plan: Phase/Stage Phase 1 Stage 1 Stage 1 Stage 1 Stage 1 Stage 1 Stage 1 Stage 1 Stage 2 Task Description Implementation and Proof of Concept Initiation, Research and Elaboration Implementation Reviews Project Planning Requirements Workshops Gap Analysis Workshops Recommendation Development Initiation, Research and Elaboration Completed Construction Business Intelligence Implementation RFI Page 43

44 Phase/Stage Task Description Stage 2 Stage 2 Stage 2 Configure the contents of the 4 Key Data (identified as Phase 1) Sources in the Development Environment Load data - run ETL jobs against the 4 Key data sources Install OBIEE/Fusion Intelligence and configure it to enable OBIEE to connect to the 4 Key Data Sources Configure ETL sequencer and load up to 2 years of historical data from the 4 Key Data Sources to the Operational Warehouse Staging (OWS) table in the Dev Stage 2 instance Develop reports custom analysis reports and interactive Stage 2 dashboards Stage 2 Configure Security Stage 2 Complete System Testing Stage 2 Construction Complete for Phase 1 Stage 3 Transition to Production Stage 3 Complete documentation and training Stage 3 Complete knowledge transfer Stage 3 Migrate all objects to Production Stage 3 Transition to Production It should be noted the tasks above relate to Phase 1. Additional and similar tasks will be identified for Phase 2 and 3. It is anticipated the Business Intelligence Implementation project will include several milestones. Major project milestones (and tentative dates) are shown in the table below. Milestone Tentative Date Description Choose Software May 2012 Choose software Choose hosting solution and install software July 2012 Choose hosting solution and install hardware Issue RFI February 2013 Review RFI with project team to ensure project charter and implementation plan feasible Issue RFP July 2013 Select Review and Evaluation Team and finalize RFP Choose Implementation Partner September 2013 Select Vendor Business Intelligence Implementation RFI Page 44

45 Milestone Tentative Date Description Decide on key data sources and start Proof of Concept October 2013 Decide on report and dashboard approaches November 2013 Develop Testing Plan December 2013 Phase 1 Begins January 2014 Phase 1 Ends December 2014 Phase 2 Begins January 2015 Phase 2 Ends December 2015 Phase 3 Begins January 2016 Phase 3 Ends December 2016 Confirm/choose the 4 data sources to begin Phase 1 Choose report and dashboard for Phase 1 Develop unit and integration test scripts/models Proof of Concept Phase 1 Begins Proof of Concept Phase 1 Ends Proof of Concept Phase 2 Begins Proof of Concept Phase 2 Ends Proof of Concept Phase 3 Begins Proof of Concept Phase 3 Ends The Resource Plan below summarizes the effort for each project team member. There will be additional resources required but these are preliminary resource requirements. Role % Time Resource Project Manager 60% Linnette Olsen Technical Lead 60% Dean Glaser Functional Lead 50% Ann Conlin Data Architect 100% MSA ETL Developer 100% Al LeBalch Programmer Analyst 50% Jack Leonard Business Analyst 50% Blair Horsey or MSA Business Intelligence Implementation RFI Page 45

46 The Quality Plan identifies the various processes or tasks that should be completed to ensure the success of the project. The detailed project plan should address each of these processes/tasks. Process/Task Quality Management Change Management Description Standard IT change control Change Control process at NDOT Risk Management Issue Management Configuration Management Acceptance Management Financial Management Project Reporting Communications Plan Project Management of risks Project Management of issues Change Control process Project Management of deliverables Project Management of project costs Project Management of project status Identifies various types of communication used on project 7. Project Considerations Risks are defined as any event that may adversely affect the project and the ability to produce desired deliverables. Risks may be strategic, environmental, financial, operational, technical, or customer related. The preliminary project risks associated with this project are: 1. Inability to recruit skilled resources 2. Technology solution unable to deliver required results 3. Project scope creep 4. Available project funding Issues are defined as any event which currently adversely affects the ability of the solution to produce the desired results/deliverables. The preliminary project issues associated with this project are: Business Intelligence Implementation RFI Page 46

47 1. IT Technical resources needed to support the BI implementation (data architect and ETL programmer). 2. Other current initiatives throughout the department could impact the success of the project. There are limited resources and the priority of this project could impact the project getting started and proceeding. Business Intelligence Implementation RFI Page 47

48 Exhibit 3 Business Intelligence Project Implementation Strategy Implementation Strategy Plan Business Intelligence Implementation Project Final Business Intelligence Implementation RFI Page 48

49 Table of Contents 1. Overview Implementation Strategy Plan Approach Implementation Strategy Plan Content Phase Schedule Phase Schedule Assumptions, Constraints and Critical Success Factors Phase Schedule High Level Data Quality Approach Inventory of NDOT Systems, Applications, and Spreadsheets Strategic Data Plan Flowchart Project Development Life Cycle Organizational View Project Development Life Cycle Core Data View Phase 1 Technical and Functional Details Business Intelligence Implementation RFI Page 49

50 1. Overview The State of Nevada Department of Transportation (NDOT) documented high-level functional and system requirements for the Business Intelligence (BI) Implementation project. This project will enable NDOT to become more efficient in operations and enable the Strategic Data Plan mission. As part of the requirements gathering process for the Business Intelligence Implementation project, an implementation strategy was developed to help create a vision from the current reporting environment to the new BI platform. This suggested roadmap attempts to identify source data from systems with a specific outcome for Phase 1 and generic outcomes for phases 2 and Implementation Strategy Plan Approach Using the recommendations from Oracle Insight document as a guide, NDOT agrees the phased approach will help the department manage scope and provide the ability to show quick wins early. This approach reduces risk by limiting scope and gives staff the opportunity to fine tune the road map to meet changing business requirements. 1.2 Implementation Strategy Plan Content This document consists of the following sections: Section 1: Overview discusses the purpose, scope and approach of this document Section 2: Phase Schedule provides details regarding each phase and each source system within each phase: o Functionality and rationale behind the source systems in each phase o Existing dependencies that should be discussed and addressed prior to the phase going into production o Systems and spreadsheets impacted as a result of the phase (source systems) being delivered o Data Quality strategy Section 3 - Inventory of Systems, Applications, Spreadsheets and Other Data Section 4 Strategic Data Plan Flowchart Diagram Section 5 Project Development Life Cycle Organizational View Section 6 Project Development Life Cycle Core Data View Section 7 - Phase 1 Technical and Functional Details Business Intelligence Implementation RFI Page 50

51 2. Phase Schedule This section presents a recommended Business Intelligence (BI) Implementation Schedule. In creating this schedule, the team considered many assumptions and constraints as well as critical success factors of the Department. This section presents these assumptions, constraints and critical success factors. 2.1 Phase Schedule Assumptions, Constraints and Critical Success Factors Timing Assumptions and Constraints Phase 1 source systems must be integrated and in production within a year after the implementation starts. The timing of the implementation must minimize the impact to the Department operations (scheduling must take into account critical NDOT time frames). NDOT is most interested in finding efficiencies in each phase of the project. It is expected that by the end of each phase (starting with Phase 1), most if not all current spreadsheet analysis processes across systems replaced by Business Intelligence processes. Budget Assumptions and Constraints The BI Implementation funding will be received over 2 legislative biennia. NDOT will require the selected proposer to communicate all resource requirements and data quality products needed to perform the project. The department will be responsible for acquiring resources and products for the project. Other Assumptions The BI solution must have reporting capabilities across core systems so that cross system analysis documents (such as the project development preliminary list) can be created. The BI solution must be flexible, meaning it must be able to model and map different systems quickly and easily with NDOT staff assistance. 2.2 Phase Schedule The Strategic Data Team developed the BI implementation schedule by balancing the following variables: Business Intelligence Implementation RFI Page 51

52 NDOT Mission Value Priority Complexity The project will be implemented in a phased approach, with each successive phase designed to incorporate the data and functionality that provides the most benefit to NDOT as a whole. The initial phase of the project will complement the current initiative at NDOT to streamline the transportation planning process by identifying transportation needs early in the process. By providing access to integrated data, analytical capabilities across key planning data, and adding a GIS component, staff will be able to plan based on needs. Based on the Oracle Insight document and meetings with key staff, the department has identified the key sources of planning data anticipated for Phase I: Key Source System Proposed Phase Pavement Management System (PMS) Phase 1 Bridge Management System (BMS) Phase 1 Nevada Citation and Accident Tracking System (NCATS) Phase 1 Event Geo Locator (EGL) Phase 1 Road Network Phase 1 Route Master Phase 1 Milepost Index Phase 1 Guardrail Phase 1 Traffic Information (TIS) Phase 1 It is anticipated that Phase 1 will focus on deploying the BI foundation and providing access to the first set of data sources through the Common Enterprise Information Model. Manageable scope and immediate benefits are key to the success of Phase 1. The Data Governance team will be engaged to assist users with data issues. Phase 1 should also include a proof of concept/pilot to determine if there is a need for a planning data warehouse in subsequent phases. The initial goal for the BI Implementation at NDOT is to be able to enhance the transportation planning process based on statewide transportation needs using key data sources. In addition, Phase 1 will look at the existing financial data warehouse. Business Intelligence Implementation RFI Page 52

53 A migration strategy will be required for the existing Phase 1 Discoverer reports to be generated using the BI tool. Key Source System Proposed Phase Financial Data Warehouse (FDOTDW) Phase 1 Phase 2 will include the second set of source systems. NDOT expects these systems will be added to the Common Enterprise Information Model. During this phase, a decision will be made about the enterprise data warehouse development. The table below identifies the key sources of planning data anticipated for Phase 2: Key Source System Proposed Phase Equipment Management System (EMS) Phase 2 Maintenance Management System (MMS) Phase 2 Project Scheduling and Management (PSAMS) Phase 2 Annual Work Program (AWP) Phase 2 Project Submittal (PS) Phase 2 Statewide Transportation Improvement Program (STIP) Phase 2 Phase 2 will look at data used for asset management (MMS and EMS) and data used to produce the Transportation System Projects document (TSP). These Phase 2 sources of data are used in later stages of the planning process (not in the early stages like the primary systems in Phase 1). Phase 3 will include the remaining systems plus additional data sources identified in earlier phases. The table below identifies the key sources of planning data anticipated for Phase 3: Key Source System Proposed Phase Integrated Right of Way Information Network (IRWIN) Phase 3 Highway Performance Monitoring System (HPMS) Phase 3 Location Information System (LOIS) Phase 3 Business Intelligence Implementation RFI Page 53

54 Key Source System Proposed Phase Historical GIS data Phase 3 Railroad Systems Phase 3 Road Weather Information System Phase 3 DMV Data (Fuel Tax and Car Registrations) Phase 3 Phase 3 will look at other miscellaneous data used in various divisions. The Phase 3 data sets seem to be the most logical for the third phase because each has an indirect affect on the data from previous phases. Other data source not fully developed yet, like the Electronic Construction Documentation system being implemented in 2013, may also be a good candidate for the NDOT BI project. It should be noted, the analysis for Phases 2 and 3 data was limited and these key source systems could change based on the knowledge transfer and additional information obtained done with Phase 1. The following paragraphs provide a summary of the Project Development Life Cycle as it relates to pavement, bridge, traffic and highway safety data. Sections 5 and 6 of the Implementation Strategy Plan illustrate this process from a division and core data point of view. Pavement Preservation NDOT is responsible for protecting highway assets and preserving existing highways. Highway assets are managed by two systems: a Pavement Management System (PMS) and a Bridge Management System. Both systems provide an inventory of existing assets, their condition, needed repairs and repair priorities. The 3R Pavement Preservation process first identifies project needs (in roadway segments) based on the certain criteria. Then recommendations are developed based on the following: Maintain Nevada s Interstate system and high volume roads at a high level of serviceability by applying timely overlays and reconstructing inferior segments. Maintain Nevada s non-interstate principal arterials, minor arterials and other moderatevolume roads at a modest to high level of serviceability by applying timely overlays and reconstructing inferior segments. To further develop economically sound methods to improve low-volume roads and maintain them at a limited, but acceptable, level of serviceability. To continue coordinating and integrating routine pavement maintenance activities with planned overlay and reconstruction work. Pavement preservation is addressed by identifying high-volume roads and applying timely overlays and reconstructing inferior segments. Within the goals of NDOT preservation process, individual projects are prioritized based on pavement age, traffic volume, axel loads and Business Intelligence Implementation RFI Page 54

55 condition. From this analysis, a preliminary list is developed based on the financial consequences of not doing the project. The Bridge Preservation process identifies and prioritizes work on publicly owned highway bridges in need of rehabilitation or replacement. This is accomplished by conducting bridge safety inspections and maintaining an inventory of the condition of all existing bridges. Rehabilitation includes preventive maintenance work on decks, joints, bearings, repainting steel bridges, repairing damage and deterioration, upgrading bridges to resist seismic activity and mitigating potential scouring of bridge supports due to flooding. This process considers the following data: Sufficiency Ratings, Structurally Deficient Categorizations Scheduled Roadway capacity improvement and 3R projects Seismic risk of the bridges Critical maintenance/maintenance needs Scour critical bridges District Betterment requests In addition to collecting the data noted above, the Nevada Bridge Inventory includes an element-level database, appraisal ratings, supplemental information and the National Bridge Inventory (NBI) file. All this data is reviewed and considered in conjunction with available and anticipated funding. The Bridge Work Plan is updated and anticipated projects are included in the PSAMS, STIP and 2-5 Year Work Program. This list is updated based on changing conditions, funding and communications with stakeholders including the Districts and local agencies. Highway Safety Improvement Program NDOT is responsible for implementing effective safety measures on all public roads in Nevada to achieve a significant reduction in traffic fatalities and serious injuries. The Highway Safety Planning process consists of the following and is broken down into three components. Problem Identification Network screening, which consists of analyzing crash data to develop systemic/systematic projects based on crash types or to develop high crash locations (HCL) lists, that are discussed with local entities and which some of these locations become projects. o HCL s are identified using 3 criteria 1. Crash Frequency/Density number of crashes at an intersection 2. Crash Severity: K-fatal, A-suspected serious injury, C-possible injury, O- no apparent injury 3. Crash Rate - number of crashes multiplied by 1,000,000 divided by the total number of vehicles entering the intersection multiplied by the study period. Preliminary crash analysis teams then conduct field reviews. Business Intelligence Implementation RFI Page 55

56 Countermeasure identification diagnosis, list of preliminary counter measures, meetings with multidisciplinary teams Project prioritization economic appraisal and priority ranking o Develop preliminary design, preliminary costs of mitigation strategies for HCL o Perform Benefit/Cost analysis, prioritize locations For purposes of the implementation strategy, this document will focus on the planning component with the expectation that the BI can be utilized to make the process more efficient. Traffic Reporting The Traffic Reporting process records current data on vehicle trends. This information is used for several functions at NDOT: Design of new road construction to service the volume and type of traffic a roadway will carry Selection of new routes to service the greatest area and maximum number of motorists while maintaining cost efficiency Design of future projects to coincide with expected development Schedule maintenance when and where it is most needed The single most reliable statistic to guide NDOT in the planning process is the type and volume of traffic on each section of roadway under consideration for future improvement. The collection, tabulation and analysis of traffic data is an integral part of the roadway planning process. 2.3 High Level Data Quality Approach Once the Department has completed its procurement efforts and has the selected vendor onsite, a detailed Data Quality analysis must be completed to evaluate and develop an overall approach for data quality. The approach should take into account the following: Data mapping process Data cleansing Data mapping issue resolution plan Fallback/Contingency plan Options for the Department s consideration in developing the data quality approach include the following: Option 1 Clean and map all data for the source systems (11 applications) noted for each phase of the project. This will help ensure only valid data is used by the new BI Business Intelligence Implementation RFI Page 56

57 tool. This approach would be less complex and fewer relational integrity issues could result. While this option requires a large investment of state resources, it could result in optimal performance of the BI tool. Option 2 Clean and map the data for a subset of the systems used at NDOT. These systems would be identified by additional analysis based on how the data is used. The most frequently used data (for these other systems) would be selected. This selection would be a separate NDOT task that would need to be completed before Phase 3 is complete. Option 3 Clean and map the data for all systems used at NDOT (over 50 applications). This will ensure all data is accessible by the BI tool. This approach could take significant time and may not be worth the effort. The following tasks need to be validated and adjusted based on the selected approach and implantation vendor. Initial Preparation and Planning Identify the data quality team consisting of NDOT and vendor staff Identify data to be mapped by system by phase Provide a list of databases identifying the data elements stored Provide system database structures and data dictionary to implementation vendor Review and approve mapping scheme Transformation of Data Allocate necessary resources to perform the Data Modeling activities (both NDOT and vendor staff) Identify the conformed dimensions such as time, regions, location, route, project, etc. Develop scripts and/or programs to load the records into intermediary tables Print sample reports of transformed data o Check reports to ensure the BI tables are properly populated o Review for possible duplicates and redundancies o Identify invalid data o Research and correct invalid data Resolve issues and communicate to team for future modeling activity Production Implementation Arrange for necessary resources Load data to production area and verify Verify for accuracy and integrity Verify performance is acceptable Check reports to ensure the BI tables are properly populated Business Intelligence Implementation RFI Page 57

58 3. Inventory of NDOT Systems, Applications, and Spreadsheets The table on the next several pages identifies various NDOT systems sorted by proposed Business Intelligence Phase. This inventory listing provides additional information for the Key Source Systems as well as other systems used at NDOT. The potential Core Data Integration Impact is also noted. Application Name / Vendor Original Application ID BI Implementation Phase Database (If applicable) Pavement Management System / Internal 75 1 LRS9 Schema/User PMSUSER - Pavement Management System Vendor / Internal App Internal Description Pavement Management System (PMS) (I.E. repair needs, costs for repairs, smoothness, etc.). When the PMS application estimates the cost of a District's repair costs, the MMS system data is used as a guideline. Annually, inspections of roads are performed. The PMS system includes tracking each segment of state owned road in Nevada. It monitors the contracts for new roads and maintenance of old roads. They also track when maintenance is due for each segment of road. They test all new road construction and maintenance for quality control, by taking core samples and using the Falling Weight Deflection device to assure compliance with the contract. Their recommendations are reviewed by the 3R team and the front office. Responsible Division Materials (PMS Section) Core Data Integration Impact BI and GIS Business Intelligence Implementation RFI Page 58

59 Application Name / Vendor Original Application ID BI Implementation Phase Database (If applicable) Schema/User Vendor / Internal App IFS / Advantage Data Warehouse 23 1 FDOTDW DW Internal Description Contains historical IFS/Advantage Financial data used for reporting and data analysis. Nightly batch processing extracts transactional data from the IFS/Advantage Financial operational database (FDOT). ETL (extract, transform, load) scripts summarize and load the data into the data warehouse. The data warehouse provides accounting reports, budget reports, other reports, data analysis tools, and data warehouse administration functions. Responsible Division Accounting Administrative Services Construction Core Data Integration Impact BI and GIS GUARDRAIL 32 1 LRS9 GUARDRAIL Internal Event Geo Locator (EGL) 47 1 LRS9 EGL ITIS The Guardrail system (LRS9 database) contains an inventory of all guardrail sections within the State of Nevada Highway System. Each section is identified as to location, condition, type of hazard being guarded, etc. This information is collected by road crews using visual inspections then manually recorded on a form "NDOT Guardrail Inventory Data Sheet". The sheets are submitted to headquarters where they are reviewed and keyed into the ON-line Safety Engineering Division, Guardrail Maintenance screen. Contains current inventory of guardrails. Primary use is for crash analysis. Safety BI, Asset Management, GIS Generates and validates the location of crashes. Input from NCATSDW. Primary output to Safety Applications for Crash Analysis Safety BI and GIS Business Intelligence Implementation RFI Page 59

60 Application Name / Vendor Original Application ID BI Implementation Phase Database (If applicable) Schema/User Vendor / Internal App Description Responsible Division Core Data Integration Impact MILEPOST INDEX 67 1 LRS9 MPINDEX Internal Contains data related to the individual mile posts located throughout Nevada on all routes regardless of the fact that they are state maintained or if they are non-state maintained. (It is important to note that a "mile post" does not always relate to a physical marker on the road, it often is simply a reference to a physical location along a route, based upon long/lat, etc.). New mile post information is keyed into a web based application using data received within documentation submitted for contracted road maintenance as well as information received from NDOT crews. Each milepost marker is stored with information as to its geographic location, including longitude, latitude and elevation, cumulative miles to that milepost from the beginning of the specific route it is associated with, Modifications can be made using the NDOT application "Milepost Index Maintenance", by the Roadway Division. MPINDEX is only for the cardinal direction of Routes. Roadway Systems GIS, Asset Management Nevada Citation and Accident Tracking System - NCATS & NCATSDW 69 1 LRS9 NCATSDW Internal State and local governments in Nevada recognize the need to work together to integrate a state-wide Highway Safety Information System to enhance decision making and save lives and injuries on Nevada roadways. Law enforcement and other agencies collaborate by contributing state-wide traffic data to the Nevada Citation and Accident Tracking System known as NCATS. NCATS is hosted by the DPS Records and Technology Division. NCATS supplies traffic crash data to government and non-governmental agencies and the public through Nevada Department of Transportation Safety Engineering. NCATS data is used in many ways, from planning or mitigating roadway construction and improvement projects to safety program data for better, safer roadways and vehicles. NCATS data is also used to improve outcomes in emergency and trauma medical care. The TRCC (Traffic Records Coordinating Committee) and NCATS are funded through grants from the National Highway Traffic Safety Administration, administered through the Office of Traffic Safety (OTS). Safety BI and GIS Comment [h2]: Removed extra space Business Intelligence Implementation RFI Page 60

61 Application Name / Vendor Original Application ID BI Implementation Phase Database (If applicable) Road Network, NDOT County and State Road Networks 86 1 LRS9 RN Schema/User Vendor / Internal App Internal - Intergraph Route Master 90 1 LRS9 ROUTE_MASTER Internal BridgeInspect/ Cloud-based Bentley/InspectTech Equipment Management System (EMS) 63 2 EMS9 M4 Asset Works Description Contains the three LRM's utilized by NDOT, State Cum LRM, generic COUNTY Cum LRM, and MILEPOST LRM. Interfaces with ROUTE MASTER for assignment of ROUTE_MASTER_ID. One of the most widely used schemas at NDOT. Most everything is tracked with route information. It contains two different sets of information. The first set contains all information related to routes (freeways, highways, roads, etc) and ramps which are maintained by NDOT. Information is submitted to the Roadway Division from various sources (i.e. Federal Government survey data, NDOT crew surveys, documents relating to change in ownership of routes, etc.) The second set contains information related to all other public roads and streets which are maintained by other entities such as counties, cities, or other regional groups. The first set is maintained by Roadway Systems. The second set is maintained by the NDOT Safety Engineering Division. Bridge Management System (replaces PONTIS Responsible Division Safety and Location Roadway and Safety Core Data Integration Impact BI, Asset Management, GIS BI and GIS system). Structures BI and GIS The EMS provides data for all NDOT equipment, (rolling stock with a license, or a removable attachment to a piece of rolling stock). It includes work order management for fleet asset, supply management, fuel, parts, usage, etc. Life cycle management for fleet. CCure feeds EMA information on who filled the tanks. EMS is also used for stockroom inventory (but only for Reno and Carson, not the rest of the state). It interfaces with Phoenix (fuel module) Petro Vend. All state departments use fuel system (which gathers charges and automatically uploads data daily to EMS). EMS used to interface with Advantage, but Accounting no longer uses it. Now Accounting manually enters information from the system and manually bills the other state departments for fuel charges. In areas where fuel pumps do not gather information, paper records are filled out by the person receiving fuel and then those records are forward to Accounting where they are manually Equipment BI, Asset entered into the EMS system. Division Management Comment [h3]: Did you want a space or an underline? Business Intelligence Implementation RFI Page 61

62 Application Name / Vendor Original Application ID BI Implementation Phase Database (If applicable) Schema/User Vendor / Internal App MMS (Maintenance Management System) Data Entry 66 2 LRS9 MMS Internal Project Scheduling and Management System Dashboard 78 2 LRS9 PSAMS Internal Annual Work Program 79 2 LRS9 PTS Internal Description The MMS system provides the ability to track and report on the work employees perform in the field. Tasks, Materials, Crews and Work/Time performed are managed. Betterment Completion and Flood Report Forms are created using the system. MMS data is overseen by Maintenance and Asset Management. PSAMS is an integrated Scheduling and Work Flow management tool covering the Planning and Design Phases of a Project, with some support for the Construction phase. NDOT management can visualize the status of NDOTS project portfolio via a Dashboard and drill down to projects of interest. PSAMS is template driven, using standard templates for phases, tasks and documents to ensure consistency in the management of projects. It allows individuals and Divisions/Sections to manage their own workload and indicate progress. It can also access program papers and agreements. PSAMS handles the following components of the project life cycle: Projects, Team Members, Schedules, Unscheduled Work / Event Driven Work, Issues, Schedule / Task Progress, Public Information, Financial Data, Workload and Document Management. The AWP provides a central location for the development of AWP programs. Each project may consist of multiple packages, each of which may have funding applied and phases tracked. AWP Funding and Phases are maintained separately from STIP Funding and Phases. Project, Package and Location information are shared between AWP and STIP. AWP data is maintained by Program Development. Responsible Division Maintenance Design Planning Division Core Data Integration Impact BI, Asset Management BI and GIS BI and GIS Comment [h4]: Removed extra space Comment [h5]: Removed extra space Business Intelligence Implementation RFI Page 62

63 Application Name / Vendor Original Application ID BI Implementation Phase Database (If applicable) Schema/User Vendor / Internal App Project Submittal 80 2 LRS9 PTS Internal State Transportation Improvement Program (STIP) 81 2 LRS9 PTS Internal Core Data Description Responsible Division Integration Impact All proposed projects within Nevada which relate to transportation improvement are submitted to NDOT for review and potentially approval. Recommendations for projects may originate anywhere within the State (i.e. local agencies, cities, counties, or within NDOT). These projects are detailed in Excel spreadsheets and submitted to the NDOT Program Development Section. The info from the spreadsheets is visually checked for completeness and accuracy. If all supporting documentation has been provided the info is manually keyed into the Project Submittal Program online application. Once entered, the application is reviewed and rated by a 12 member evaluation Committee composed of NDOT Divisions and District Offices. All scoring is based upon a pre-defined set of criteria. A ranking of High, Medium and Low is scored. High ratings are submitted to the Asst. Director of Planning then forwarded to the Director for funding approval. Funded projects are submitted to the Statewide Transportation Board for final approval. Medium and Low ratings are retained for two years and may be elevated to a high level and submitted for approval at a later date during that two year period. Approved applications are downloaded into various other areas such as the Annual Work Program Bicycle Facilities, etc. All projects, regardless of source or purpose, are entered into this system. It could become the single repository of the data rather than downloading into other systems such as PSAMS, etc. eliminating redundancy of data entry into multiple areas. Planning Division BI and GIS The STIP provides a central location for the development of STIP programs and for creation of the STIP report for the FHWA. This includes the development of Scenarios to work out how funds will be distributed among projects, and how projects are funded. Each project may consist of multiple packages, each of which may have funding applied and phases tracked. STIP Funding and Phases are maintained separately from AWP Funding and Phases. Project, Package, and Location information are shared between AWP and STIP. STIP data is maintained by Program Development. Planning Division BI and GIS Business Intelligence Implementation RFI Page 63

64 Application Name / Vendor Original Application ID BI Implementation Phase Database (If applicable) Schema/User Vendor / Internal App Description Responsible Division Core Data Integration Impact IRWIN 26 3 IRWINSDS ENCROACHMENT, PERMITTING Internal Highway Performance Monitoring System (HPMS) 37 3 LRS9 HPMS Internal LOIS Survey Monuments System 56 3 LRS9 LOIS Internal ENCROACHMENT is a copy of the original LRS9.ENCROACHMENT application. There is a different front end used for data entry, but tables are exactly the same. It is also not part of the AX5 Documentum application. AX5 Documentum is the imaging application and handles all scanned documents. IRWINSDS.ENCROACHMENT and PERMITTING are applications that provide imaged documents to the imaging software (AX5). Right of Way BI and GIS This HPMS is for historical information only, up to It records the make-up of all road segments in Nevada, including mileposts, responsibilities, road type, and various road attributes. HPMS data is maintained by Roadway Systems. Roadway Systems GIS Road & Highways The Survey Monument Location Information System (LoIS) was designed and developed by GeoDecisions. LoIS was developed to assist NDOT with distributing survey monument information to Nevada DOT personnel and all other Nevada professionals with need for survey monument information. Survey data is collected by NDOT survey crews and submitted for quality review then manual entry into "Survey Data Importer", SQL Server application. Each night a process is run which manipulates and transforms the data loaded into LRS9 Oracle database. It should be noted the new LoIS application enhances accessibility by making all the data available via a web service that can be consumed by a wide range of software applications such as Google Earth and ArcGIS desktop and web mapping applications. Location BI and GIS Business Intelligence Implementation RFI Page 64

65 Application Name / Vendor Original Application ID BI Implementation Phase Database (If applicable) Schema/User Vendor / Internal App Description Integrates high resolution right-of-way images, GPS data and centerline maps into an intuitive point and click interface. Al images and data can be accessed via inter/intranet. Responsible Division Core Data Integration Impact Roadview Explorer 60 3 LRS9 MANDLI Mandle Communication Roadway Systems GIS Railroad Systems 93 3 LRS9 RRSUSER Internal Road Weather Information System 94 3 LRS9 RWIS_ADMIN Internal Application used by Railroad personnel to track and classify all Nevada Railroad Crossing. Data includes the road that crosses the track, number of tracks, signal and sign devices present at the crossings, the sight distance trains may be seen in both directions, the markings on the pavement, the material in the road and the spacers between the tracks. Data is used for annual reporting to the Federal Government. Railroad Section BI, GIS RWIS is a unique system consisting of numerous meteorological stations strategically located alongside the highway that allow NDOT to make more informed decisions during winter storms. The Nevada DOT has a network of approximately 80 RWIS sites located throughout the state. The RWIS sites provide continuous, near real time atmospheric and pavement data for most sites. The data is collected at approximately ten minute intervals. On various routes and roads within Nevada, sensors are placed to gather information on weather conditions and road conditions influenced by the weather conditions. There are various types of sensors which are used for this data gathering. Some are located within the asphalt of the road; others are infrared beams that are located above the asphalt. Weather vanes are used to monitor wind direction. Anemometers are used to gather wind speed. Data is gathered by different polling software and combined into a single database currently holding 9 million historical records. All RWIS data is displayed on the NDOT Intranet while only atmospheric information is available for public viewing on the internet. Traffic Operations Division None Comment [h6]: Did you want a space or an underline? Business Intelligence Implementation RFI Page 65

66 Application Name / Vendor Original Application ID BI Implementation Phase Database (If applicable) Schema/User Vendor / Internal App Description Responsible Division Core Data Integration Impact Fuel Tax, Diesel Usage, etc N/A N/A Excel spreadsheets Internal Miscellaneous spreadsheets created by Dale Lindsey of Traffic Operations. Not sure where he gets his data from but he creates a bunch of spreadsheets that are used for reporting on DMV taxes road taxes, etc. Performance Analysis/Traffic Ops BI and GIS Legacy J50 Reporting 3 4 ORA9 ACCOUNT_HISTORY Internal Primavera 5 4 ORA9 ADMUSER Primavera System System Bicycle Facilities Checklist Contains Accounting Information used by Project Accounting to generate the J50 Report. This information was originally stored in Legacy Application on the mainframe was moved to an Oracle Database where a Discoverer Report was created for Project Accounting to access this data. The J50 Report along with the Account Distribution Report (NDOT Financial Data Warehouse) is used by Project Accounting to report on various Highway Projects. Primavera P6 is an integrated construction project management product created for globally prioritizing, planning, managing and executing projects, programs and portfolios. By utilizing what-if scenario modeling, capacity analysis, tabular scorecards and optimization functionality, P6 enables users to align their portfolios with their strategic objectives. Other capabilities of Primavera P6 include project proposal workflow, automatic portfolio creation and maintenance, configurable criteria modeling, top-down planning, interactive scorecards, rich graphics, portfolio capacity planning, team collaboration and performance reporting. 8 4 ORA9 BFC Internal This system tracks the approval process for projects that affect bicycles. Each project must be approved by the Planning division, Chief Roadway Design, and the Director. The individual responsible for each approval is tracked, along with the approval date and appropriate information. The BFC data is maintained by Intermodal Planning. Project Accounting IT Intermodal Planning Discoverer? BI and GIS Planning Portal Comment [h7]: Did you want a space or an underline? Business Intelligence Implementation RFI Page 66

67 Application Name / Vendor Original Application ID BI Implementation Phase Database (If applicable) Schema/User Vendor / Internal App Disadvantaged Business Enterprise (DBE) 13 4 ORA9 CONCOMUSER Internal Description Tracks percentage of minority businesses used by NDOT to meet the federal regulations. Each NDOT contract that uses Federal funding is required to use a small percentage of the contract price to pay business owned and operated by minorities. This NDOT agency monitors each contractor to assure compliance with Federal Requirements. Tests the strength of cement from every truck load delivered to an NDOT project and compares it against the contract specifications. Also tests the tensile strength of the re-bar used in the cement project. Responsible Division Contract Compliance Core Data Integration Impact BI and GIS Concrete Testing System 14 4 ORA9 CONCRETE_ADMIN Internal DARWin (3.1) 18 4 AASHTO DARWin 3.1 is a metric-compliant AASHTOW are computer software product that conforms to and is compliant with the pavement design models presented in the respective design guide documents. However, DARWin allows the pavement design engineer to accomplish much more. For example, in flexible pavement design, DARWin allows the calculation of layer thickness by three user-selected methods, including an optimization scheme. Rigid pavement design is enhanced by the addition of the steel design equations for JRCP and CRCP and by the inclusion of in-depth guidance on many of the inputs to the rigid pavement design equation. The overlay design module incorporates the revised approach to pavement overlay design developed under NCHRP Project The overlay design module provides a fully automated means of performing all of the different overlay design calculations, including automated FWD file processing and back calculation. Materials Division Concrete Section Materials Division Road Bed Design BI, Asset Management BI, Asset Management Comment [h8]: Did you want a space or an underline? Business Intelligence Implementation RFI Page 67

68 Application Name / Vendor Original Application ID BI Implementation Phase Database (If applicable) Schema/User Vendor / Internal App Description Responsible Division Core Data Integration Impact E-bidding (ipd) Integrated Project Development 24 4 ORA9 EBS, IPD_INTERFACE, IPD_OWNER Internal Road Bed History Application 85 4 LRS9 RBH Internal Phoenix Plus (1.6) Win Phoenix Plus (1.6) Win (Petrovend) EMS9 migrating to SQL Server Petrovend The application provides the following functions: preparation of project cost estimates by NDOT personnel, bid advertising, plans procurement, electronic bid opening and contract preparation. The system also facilitates the communication between NDOT and the bidders through a Contractors Desktop Application. Bidders submit their complete bid package including bid bond information, DBE commitments and Good Faith Estimates. Admin Services None This application records each contract for new roads and maintains the data on the road bed, the structure of the surface and each layer that has been added over the years. Data is available for most roads back fifty years. The data has not been updated in the past eight years due to lack of personnel for data entry. Only allows authorized card, code or ChipKey holders to access fuel, tracking every fueling transaction and restricting vehicles to the type of fuel and quantities they need. System2 provides you with the security, accountability and control your unattended fueling operation needs. Materials (PMS Section) Maintenance BI, Asset Management Asset Management??? Comment [h9]: Did you want a space or an underline? Comment [h10]: Did you want a space or an underline? Materials Testing System 68 4 ORA9 MTS Internal The MTS system tracks the testing/approval process for the thousands of asphalt material samples tested by NDOT each year. It records information about each sample, the tests that were performed on the sample, and whether the sample passed requirements. It also generates standard, as well as custom reports/queries. The MTS data is maintained by Materials Field Operations. Materials BI and GIS Business Intelligence Implementation RFI Page 68

69 Application Name / Vendor Original Application ID BI Implementation Phase Database (If applicable) Schema/User Vendor / Internal App Equipment Training & Certification 28 None ORA9 ETC Internal Description Responsible Division The ETC tracks training, certifications, and accidents for NDOT employees. Certifications are specific to types of equipment, specific function (e.g. Flagging), or Federal requirement (e.g. OSHA). It also s supervisors when their employees are close to certification expiration. Maintenance None Core Data Integration Impact Highway Advisory Radio System (HAR) 34 None ORA9 HAR Internal GIS Schema LOC 55 None LRS9 LOC Internal Microfilm Archive and Retrieval System (MARS) 62 None ORA9 MARS Internal MMS (Maintenance Management System) Reports 65 None LRS9 MMS Internal The NDOT HAR is a radio system that keeps motorists informed of road conditions, road construction, road incidents, and weather on some of the Nevada's state maintained roads. It is an AM radio system that broadcasts on 530 or The data base stores only the current HAR broadcast; there are not any historical data in the HAR database. Operations and Traffic None This is not an application. It is a schema that houses GIS data in ORACLE SPATIAL data object and read by other applications. GIS/Location BI and GIS The MARS system is a cataloging system for microfilmed documents. It records the reel numbers, frame numbers, and/or Blip/Odometer numbers for Agreements, Engineering Projects, Permits, and Timesheets. MARS data is maintained by Records Management. Records Management None The MMS Reporting system is made up of 87 userrequested reports, enabling extensive reporting on the MMS system. Various report-specific parameters are provided to customize the reports to the user s requirements. Reports can be exported to Excel and/or Word. MMS report function is requested by Maintenance and Asset Management. Maintenance BI and GIS Business Intelligence Implementation RFI Page 69

70 Application Name / Vendor Original Application ID BI Implementation Phase Database (If applicable) Schema/User Vendor / Internal App Description Responsible Division Core Data Integration Impact Payment Voucher System 84 None ORA9 PVS Internal STAFF PLANNING 102 None ORA9 STAFF_PLANNING Internal Sure Trak Project Manager 114 None???? PCI Group DBE Database E-bidding 19 None ORA9 DBE_BID Internal PV File creation process creates a text file with all Payment Vouches to be sent to the NDOT Integrated Financial System (IFS). The PV System tracks the PV through the creation - approval - check written process. So there is information in the PV system that does not exist in the IFS. Metrics could be obtained on how long each phase of the PV process takes before it gets to IFS. Accounting None This is an application for maintaining employee employment history. Employee education, disciplinary actions, pay rates, etc. are maintained. Several reports are available. HR None For resource planning and control of small to medium sized projects. Supports project modeling up to 10,000 activities per project. Construction None DBE_Bid is the database schema of the current E-Bidding Portal application. This is currently used by NDOT highway contractors to submit the DBE subcontractor proposal/bid & bidder s preference affidavit. Users first register to the site and submit the information. This schema will have more hits when we rollout the NDOT portal app where Consultants will be submitting the service procurements proposals online. Admin Services None Comment [h11]: Did you want a space or an underline? Comment [h13]: Did you want a space or an underline? Comment [h12]: Did you want a space or an underline? Business Intelligence Implementation RFI Page 70

71 4. Strategic Data Plan Flowchart The flowchart below illustrates NDOT s initial thoughts of how the Business Intelligence Implementation fits into the Strategic Data Plan. The NDOT Information Center is also shown. Business Intelligence Implementation RFI Page 71

72 5. Project Development Life Cycle Organizational View The diagram below illustrates how projects (both internal and external) flow into NDOT and the divisions that provide input into the planning process. Project Development Life Cycle Organizational View Business Intelligence Implementation RFI Page 72

73 6. Project Development Life Cycle Core Data View The diagram below illustrates how projects (both internal and external) flow into NDOT and the key source data used in the beginning of the planning process. Business Intelligence Implementation RFI Page 73

74 7. Phase 1 Technical and Functional Details The Phase 1 Technical and Functional Details section provides a more detailed explanation of the Project Development Life Cycle by including key steps in the data gathering process. The purpose of this section is to provide an understanding of the data relationships, dependencies, limited GIS capabilities and limited predictive analysis capabilities used in the planning process. NDOT expects this process to be prototyped using BI and an enhanced process demonstrated in the Proof of Concept. The table below identifies the key sources of planning data anticipated for Phase 1: Key Source System Proposed Phase Pavement Management System (PMS) Phase 1 Bridge Management System Phase 1 Nevada Citation and Accident Tracking System (NCATS) Phase 1 Event Geo Locator (EGL) Phase 1 Road Network Phase 1 Route Master Phase 1 Milepost Index Phase 1 Guardrail Phase 1 Traffic Information System (TIS) Phase 1 As indicated previously, Phase 1 will focus on deploying the BI foundation and providing access to the first set of data sources through the Common Enterprise Information Model. Phase 1 requires a proof of concept/pilot to determine how much the business intelligence tool improves the process and helps to bring data from each source together. In addition, the proof of concept should determine if there is a need for a planning data warehouse in subsequent phases of the project. Currently the transportation planning process involves input by several NDOT divisions as well as external entities like Metropolitan Planning Organizations (MPO), Regional Transportation Commission (RTC) and cities/counties/tribes. This planning level scoping process consists of a broad look at a project to document the following: Reason for the project (capacity, 3R, safety, etc.) Major project components Business Intelligence Implementation RFI Page 74

75 Reasonable cost estimate The following pages will describe the transportation planning process used today. This process, using siloed data across the organization, is an information gathering process that has met the Department s needs using the technology available today. It is expected that the implementers will look at the current process and execute a plan using Oracle OBIEE with the following results: Perform enterprise reporting across platforms Strong integration of business intelligence and mapping Faster access to information by placing business users on the web-based tools Key business information in one centralized location The foundation of the transportation planning process is the Project Development Life Cycle. This process is illustrated in previous pages in this document (Sections 5 and 6) and can be looked as in two ways: (1) Core data view and the (2) Organizational view. Both views represent a collaborative process using rich data to assist decision makers in making the most of taxpayer dollars. Most of the rich data is part of the Pavement Management System (PMS). This application is the basis from which several 3R projects are initiated. It should be noted however, safety and bridge projects are also developed solely within their core systems. The PMS application contains 11 different modules that accommodate all information necessary to support the many network and project level activities that occur for each roadway project. NDOT uses a financial consequence-based prioritization process for its resurfacing, restoration and rehabilitation (3R) work programs. Projects are prioritized based on the proactive strategy of maintaining pavements in fair or good condition rather than waiting until pavements deteriorate to poor conditions when rehabilitation costs can be 6 times higher. The Safety Engineering and Structures Divisions identify deficiencies and provide recommendations for project improvement to the 3R process. The Safety Engineering Division evaluates the effectiveness of proposed crash reduction strategies and identifies 3R projects that should include safety improvements based on their evaluation. The Structures Division provides recommendations regarding the inclusion of bridge rehabilitation work. It should be noted up to 10% of the 3R work program budget is allocated to roadside safety or bridge related work items. It should be noted a key source of data used by the Structures Division is the Structure Index. This document contains a listing of all structure organized by structure number, route and districts and only exists in Excel and.pdf formats. 3R Pavement Preservation Program Business Intelligence Implementation RFI Page 75

76 The Pavement Analysis Section is responsible for collecting and evaluating various types of data for PMS. The data is used to measure functional, structural and safety performance of Nevada s pavement system. The following type of data is collected: 1. Rideability data is collected through the use of a high speed laser road profiler and used to establish the functional performance (serviceability) of the road. 2. Data related to pavement condition such as cracking, rutting, raveling and any other distress which adversely affects the pavement s load carrying performance is collected. The flexible pavement data is collected by District Maintenance crews. 3. The rigid pavement is evaluated by the Concrete Operations Engineer. 4. Friction data is used to characterize the safety performance of the roadway. The data is collected through the use of a skid-friction vehicle. After all the data is collected and evaluated, it is forwarded to the Pavement Analysis Division, whose primary responsibility is project prioritization. Weighted elements are used to calculate a priority rating for the PMS. Several inputs are used a mitigating factors in the rating process. The Average Daily Traffic (ADT) and Equivalent Single Axle Loads (ESAL) impact the performance of a particular roadway. Each year, 3R Team members, along with representatives from each District, review centerline miles of the State maintained roadway network. The roadway segments reviewed are selected as follows: 1. Utilizing the Department s Pavement Management System (PMS), roadway segments were divided into categories based on traffic criteria shown in the table below: Road Prioritization Description Roadway Examples Category 1 Controlled Access Roads I-15 in southern Nevada 2 ESAL> 540 or ADT > 10,000 US 50 in Western Nevada and US >=ESAL>405 or 1,600 < ADT <=10,000 + NHS 4 405>=ESAL>270 or 400 < ADT <=1,600 in Northern Nevada Snyder Avenue in Carson City and Industrial Way in Clark County Franktown Road in Washoe County and Deer Creek Road near Mt Charleston < ADT <=120 Gabbs Valley Road in Mineral County and Lee Canyon Road in Clark County 2. Next, all roadway segments on the State Network are queried to isolate segments that are due to be reviewed for rehabilitation based on age. Roadway segments greater than or equal to 8, 10, 12, 15 and 20 years old since the last awarded contract for Categories 1, 2, 3, 4, and 5 respectively are selected for field review. Business Intelligence Implementation RFI Page 76

77 3. Then all roadway segments on the State network are queried to isolate segments that are due to be reviewed for rehabilitation based on the PMS points obtained from the PMS International Roughness Index (IRI) data, rutting data, friction data and pavement distress/cracking data. Roadway segments having PMS points greater than or equal to 400 were selected for field review. 4. Lastly, roadway segments recommended for review by Districts or by other divisions within the department are added for review. Upon completion of the 3R field review, the Total Network Need 3R Proposed Projects Summary report is developed. This report identifies recommended projects that would adequately address the State Network s rehabilitation needs as determined by the observations and engineering judgment of 3R team members, input from District representatives and available PMS distress data. Project recommendations are developed based on the following criteria: Maintaining the Interstate and non-interstate Principal Arterials at a high level of service by constructing proactive thin plantmix overlays at the right time as funding allows. Managing the National Highway System (NHS) routes a higher priority than other roadways in need of rehabilitation. This is due to higher standards and expectations for the NHS. Preserving major collectors and other moderate traffic roads at a good level of service by constructing proactive think plantmix overlays at the right time as funding allows. Designating the responsibility of managing the low volume roads at a limited and acceptable level of service through State Force Maintenance and District contract funds. Annually a certain percentage of centerline miles of the State network are identified as being in need of pavement preservation and rehabilitation treatments based on the Road Prioritization Categories noted previously. The 2014/2015 Total Road Network Need is shown in the table below. Currently the department has no GIS representation of the proposed projects (only tabular data). Road Prioritization Category Centerline Miles in Need of Repair % of Need (1) % % % % % Total 1,177 22% (1) Based on 5,312 Total System Miles obtained from the 2011 Highway Preservation Report It should be noted, total 3R costs for 2014/2015 fiscal years shown above exceed $1.23B. Business Intelligence Implementation RFI Page 77

78 Due to limited available funds, only a portion of the network need is approved for the 3R Pavement Preservation work program. The projects are selected in accordance with budget criteria by a management team that includes the Director, Deputy Director and Chief Design Engineer. Each year the department approves funds to repair an estimated % of centerline miles. The table below shows 2014 Pavement Preservation Program mileages and estimated costs. Type of Funds Centerline Miles 3R Costs Interstate Maintenance Funds 13 $78M State Funds 41 $56M Total: 54 $134M If additional funds become available, additional projects will be selected based on the criteria noted above. The road planning process (3R Team) strives to coordinate the pavement preservation program with other NDOT Divisions by including other programs such as Roadside Safety Audit, Roadside Compliance, Bridge Obligations and Maintenance Betterments. Bridge Preservation Process As indicated earlier, the Bridge Preservation process identifies and prioritizes work on publicly owned highway bridges in need of rehabilitation or replacement. An evaluation is done for any structure affected by a new project. The assessment is based on the bridge condition data, the bridge Sufficiency Rating (SR) and whether or not a structure has been classified as Structurally Deficient (SD) or Functionally Obsolete (FO). Projects with higher needs receive greater consideration. Bridge staff works with each of the Districts to come up with a list of eligible projects. The Structures division coordinates with other divisions, districts and local owners to establish a list of eligible projects. Local owner interest, seismic risk and scour susceptibility are considered as projects are identified and prioritize. A list of proposed projects is transmitted to FHWA for the purpose of identifying structures that are Federal Aid eligible. Once the funding has been identified, bridge projects are prioritized, selected and added to the Structures Bridge Work Plan. Ultimately, the project is added to the STIP (Statewide Transportation Improvement Plan). Highway Safety Improvement Program As noted earlier, NDOT is responsible for implementing effective safety measures on all public roads in Nevada to achieve a significant reduction in traffic fatalities and serious injuries. The Business Intelligence Implementation RFI Page 78

79 Highway Safety Planning process consists of the following and is broken down into three components. Problem Identification Network screening, which consists of analyzing crash data to develop systemic/systematic projects based on crash types or to develop high crash locations (HCL) lists, that are discussed with local entities and which some of these locations become projects. o HCL s are identified using 3 criteria 1. Crash Frequency/Density number of crashes at an intersection 2. Crash Severity: K-fatal, A-suspected serious injury, C-possible injury, O- no apparent injury 3. Crash Rate - number of crashes multiplied by 1,000,000 divided by the total number of vehicles entering the intersection multiplied by the study period. Preliminary crash analysis teams then conduct field reviews. Countermeasure identification diagnosis, list of preliminary counter measures, meetings with multidisciplinary teams Project prioritization economic appraisal and priority ranking o Develop preliminary design, preliminary costs of mitigation strategies for HCL o Perform Benefit/Cost analysis, prioritize locations Data is further filtered to identify all HCL s. Traffic Reporting The Traffic Reporting process records current data on vehicle trends. This information is used for several functions at NDOT: Design of new road construction to service the volume and type of traffic a roadway will carry Selection of new routes to service the greatest area and maximum number of motorists while maintaining cost efficiency Design of future projects to coincide with expected development Schedule maintenance when and where it is most needed The following pages show the business areas that are available in Discoverer for each of the Key Source Systems. Business Intelligence Implementation RFI Page 79

80 Sample PMS (Pavement Management) Business Areas in Discoverer Business Intelligence Implementation RFI Page 80

81 Sample NCATS (Nevada Citation and Accident Tracking System) Business Areas in Discoverer Business Intelligence Implementation RFI Page 81

82 Sample TIS (Traffic Information System) Business Areas in Discoverer Business Intelligence Implementation RFI Page 82