Successful Asset Management Business Models and Barriers to Their Implementation Integrating Asset Management Processes and Data at Colorado DOT Scott Richrath Performance & Policy Analysis Manager Colorado Department of Transportation Annual TRB / ABC 40 January 22, 2012 1
Successful Asset Management Business Models and Barriers to Their Implementation Integrating Asset Management Processes and Data at Colorado DOT State of the State CDOT today Ideal State Best Practices Moving Forward CDOT tomorrow 2
Colorado 5 MPO s 88,389 centerline miles 9,109 CDOT 58,778 County 15,675 City 4,827 Other About Colorado & CDOT CDOT 3,000+ employees 6 engineering regions ~$1 billion annual budget 3
Asset Data Stewards Asset Data Users 4
Management of Asset Data Collect Field Data Collection Imagery-Based Data Collection Mobile Data Collection Update Historical Records Project-Level Data Collection Field Inspections Maintain Standard Operating Procedures Preventative Maintenance Procedures Scheduled Network-Level Data Collection Source: Data Transfer Solutions 5
Asset Data Stewards 6
CDOT Policy Linear Referencing System CDOT has one unified linear referencing system All roadway changes that affect the LRS will be coordinated throughout CDOT. 7
Lots of Assets. Lots of Data. Source: EarthMine 8
Lots of Assets. Lots of Data. More than 50 fields are available (not required) in CDOT Maintenance Work Orders within Enterprise Resource Planning software. (Prior to ERP, >50 legacy systems.) 9
Few Assets. Few Data? 10
Data about Fences & Culverts Owners / Originators Survey Unit desktop or Document Management System Maintenance & Operations ERP Environmental desktop Transportation Development GIS Bridge (culverts) PONTIS, desktop Other Users Traffic Safety TS Assessment systems Access Management desktop Design Engineering CAD, desktop Others 11
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Managing Multiple Asset Categories
Managing Multiple Asset Categories Pavement Analysis dtims CT Bridge Condition PONTIS Maintenance LOS SAP Multi Asset Management System Strategic Analysis Including Funding Needs & Trade-offs Fleet SAP ITS SAP About 3,000 assets in each asset category. 14
CDOT Self-Assessment Group Gap Avg Hi Lo Policy Guidance 1.57 Planning & Programming 1.76 Program Delivery 1.90 Information and Analysis 2.09 Overall 1.88 Data Questions 15
Consultant Assessment of CDOT Tech / Tools Level 0 Ad Hoc 1 - Aware 2 - Planning 3 - Defined 4 - Managed 5 Integrated People No tools in place Not aware of need for improved data management to support performance measurement processes Planning for tools to support data management in some offices Aware of need for improved data management to support performance measurement processes / No action has been taken Planning for tools to support data management across agency or for a specific office. Aware of need for improved data management to support performance measurement processes. Some steps have been made within agency to improve technology or institutional setting to support data management in at least one office. Implemented some tools to support data management but not widespread across agency. Aware of need for improved data management to support performance measurement processes / Some steps have been made within agency to improve both technology and institutional setting to support data management in more than one office Widespread implementation of tools to support data management but not integrated Aware of need for improved data management to support performance measurement processes / Improvements are under way to improve both technology and institutional setting to support data management across the agency Integrated, widespread implementation of tools to support data management and performance measurement Aware of need for improved data management to support performance measurement processes / technology and institutional processes are in place to support data management for performance measures 6-Continuous Improvement Ongoing assessment of new technology to support and improve data management and performance measurement. Agency is able to develop performance measures and predict outcomes for programs based on success with other programs. Process No data governance in place Agency is discussing needs/plans for data governance. Some level of data program assessment and formulation of roles for data managers is underway in one or more offices of agency. Data Business Planning underway including development of governance model for multiple offices in agency. Data Business Plan developed with data assessment complete and data governance structure defined Fully operational data governance structure in place Data governance structure fully supports data management activities across the agency. 16
Successful Asset Management Business Models and Barriers to Their Implementation Colorado Department of Transportation s Asset Management Journey State of the State CDOT today Ideal State Best Practices Moving Forward CDOT tomorrow 17
Effective Asset Management Policy-driven Performance-based Analysis of options and tradeoffs Decisions based on quality information Monitoring provides clear accountability and feedback Source: Asset Management for Sustainability, Accountability, and Performance 18
What is quality information? MIRE has 114 roadway segment descriptors Descriptor #1: County Name Definition: The name of the county or equivalent entity where the segment is located. Attributes: The county name or equivalent entity where the roadway segment is located. Priority: Critical HPMS/Tool Requirements: HPMS (Full Extent), HSM/IHSDM (Required), Safety Analyst (Required Conditionally) How do you integrate? 19
Structure A Source: Asset Management for Sustainability, Accountability, and Performance 20
Structure A DATA 21
Structure B Source: Transportation Asset Management Guide 22
Proposed CDOT Structure Citizen Value, Performance, Levels of Service Program Management, Project Delivery Data & Information Management Financial Management 23
Successful Asset Management Business Models and Barriers to Their Implementation Colorado Department of Transportation s Asset Management Journey State of the State CDOT today Ideal State Best Practices Moving Forward CDOT tomorrow 24
Successful Asset Management Business Models and Barriers to Their Implementation Moving Forward Data Collection for maintenance, traffic operations, and environmental assets Developing business plan to maintain data. Public Budget Formulation in ERP Linking spending to asset performance. Data Integration Business Plan Data Governance Value data as an asset. Multi-Asset Management System 25
Benefits Impact Prioritize Data Governance Risk Assessment Evaluate the probability and impact of failed data management. X X Probability Benefit-Cost Evaluate the benefits and costs of proper data management. Costs 26
Managing Multiple Asset Categories Pavement Analysis dtims CT Bridge Condition PONTIS Maintenance LOS SAP Multi Asset Management System Strategic Analysis Including Funding Needs & Trade-offs Fleet SAP ITS SAP 27
Increased Use of Technology Source: EarthMine 28
Source: EarthMine 29
Source: EarthMine 30
Other Use of Mobile Technology Concept of Operations Pilot MPO-CDOT-Local joint project Sponsored in part by SHRP 2 L05 The purpose of this Pilot Implementation is to evaluate the feasibility of determining performance measure indices on arterial roadways. If this Concept of Operations is proven, future implementations may utilize other technologies Bluetooth readers license plate recognition devices 31
Successful Asset Management Business Models and Barriers to Their Implementation Integrating Asset Management Processes and Data at Colorado DOT Scott Richrath Colorado Department of Transportation 303-757-9793 Scott.Richrath@dot.state.co.us 32