Asset Management at ODOT

Status, Issues & Next Steps

December 2013

The Request

• Based on:– Program status and progress– “Bumps” encountered

• Want to:– Garner support

• Maintain and sustain efforts• Appropriately augment existing resources

– Prep for next budget cycle– Move to institutionalize program and learning

• Reduce dependency upon the ”whos”

Strategic/Implementation Plan

• Four Goals:– Integrated Decision-Making

• Weaving data into processes for optimum decisions

– Inventory• Sustain or establish

appropriately reliable statewide inventories

– Integrated Data Systems• TransInfo integrated with

other key systems such as Pontis

– Integrated Tools• Supporting efficient updates

and use of data

Why?

• To build ODOT’s capacities for better informed decisions – Supporting optimum results via methodology

for proactively managing infrastructure assets by providing:

The right information…to the right people…

at the right time

Asset Management Principles

Managed Data and Systems

Standards and Tools

Projected Throughout ODOT – How We Do Business

Governance

TransCOIRE: Systems

HMTRE: Policies

AMSCRE: Plans, Priorities

ADMCRE: Standards

Chief EngineerTDD Administrator

State Maintenance

Engineer

AMSC: Asset Management Steering CommitteeADMC: Asset Data Management Committee

AMI Role in These Efforts

• Facilitate and coordinate program structure

• Serve as liaison for enterprise progress

We don’t do “inventory”, we aren’t making the decision; we enable it and ensure it is done in accordance with ODOT standards and goals

Program Structure

AMI CoreFunction

Integrated Decision Making

• Better positioned, but “a la carte” programs exist – Bridge, pavement, ITS, bike/ped, etc.

• FACS-STIP Tool and other tools provide “cafeteria” for asset data

• Corridor Management Strategy pilot guides some steps to take– Corridor-based design exceptions– Asset reports

• FACS-STIP can evolve to provide

Inventory – HighwayWhere we started: Where we are now:

Asset

Statewide data

available in 2005?

Bridges YesTunnels

ITS YesPavement Yes

Right of Way YesSigns

Traffic BarriersSidewalks

ADA RampsBike Facilities

Culverts 6ft and over NBICulverts under 6ft

WIM SitesSound Barriers

Wetland Mitigation SitesMaterial Sources

Signals and Beacons Tri-color onlyRetaining WallsUnstable Slopes

ApproachesMajor Traffic Support

Storm Water FacilitiesIllumination

Asset Type

Statewide Data Available

Bridges Yes6 ft + Yes> 6 ft Fall 2014

Pavement YesTunnels YesSignals Tri-colorRetaining Walls NoTraffi c Barriers Yes

Bridges YesTraffic Structures NoAll the Rest No

Signs YesTraffi c Structures NoStorm Water NoUnstable Slopes ProgressRight of Way YesSidewalks YesADA Ramps YesBike Facilities YesITS YesMaterial Sources YesApproaches MostlyIllumination NoWetland Mitigation Sites YesWeigh-in-Motion Sites YesSound Barriers Mostly

Culverts

Vertical Clearance

Prio

rity

Tier

1Pr

iorit

y Ti

er 2

Prio

rity

Tier

3Pr

iori

ty

Tier

4

AssetStatewide data

available in 2005?

Statewide data available now?

Included in 1R Roadside

Inventory

Bridges X X XTunnels X

ITS X XPavement X X

Right of Way X XSigns X X

Traffic Barriers X XSidewalks X X

ADA Ramps X XBike Facilities X X

Culverts 6ft and over NBI in progress XCulverts under 6ft in progress X

WIM Sites XSound Barriers X

Wetland Mitigation Sites XMaterial Sources X

Signals and Beacons Tri-color only Tri-color onlyRetaining Walls in progressUnstable Slopes in progress

Approaches in progressMajor Traffic Support just startingStorm Water Facilities just starting

Illumination

AssetStatewide data

available in 2005?

Statewide data available now?

Included in 1R Roadside

Inventory

Bridges X X XTunnels X

ITS X XPavement X X

Right of Way X XSigns X X

Traffic Barriers X XSidewalks X X

ADA Ramps X XBike Facilities X X

Culverts 6ft and over NBI in progress XCulverts under 6ft in progress X

WIM Sites XSound Barriers X

Wetland Mitigation Sites XMaterial Sources X

Signals and Beacons Tri-color only Tri-color onlyRetaining Walls in progressUnstable Slopes in progress

Approaches in progressMajor Traffic Support just startingStorm Water Facilities just starting

Illumination

As of 2010:

Note: GREEN is an indication of progress, but not an ability to maintain that progress

Integrated Data Systems

• Integration Systems– Data Warehouse– GIS

• Key Systems/Platforms– TransInfo

Integrated Tools

• FACS-STIP Tool• Toughbooks for signs• “Apps” (forms) for 1R data collection using mobile

GPS– Culvert apps in use

• Pilots– Integrating mobile scanner data– Other mobile GPS tools

TSB Initiatives $5,490,000

TSB AM Maintenance $21,148,091

IS Systems Maintenance $300,000

TDD (TransInfo) $1,237,000

2013-15 Expenditure Estimates

2013-15 Expenditure Estimate Details

Group of Asset Type Asset Group Asset Type SourceMaintenance Enhancements Maintenance Enhancements Maintenance Enhancements Maintenance Enhancements Budget

Initiatives RITS Initiative 1,464,000$ 1,464,000$ Culverts-HMT Priority Routes 2,026,000$ Champs Initiative 2,000,000$ 2,000,000$ Road Approaches Iventory Reconciliation $ ??? -$

2,026,000$ 3,464,000$ 5,490,000$ Standard Asset Management Bridge Structures 2,125,000$ 7,287,191$ 300,000$ 300,000$ 10,012,191$

Tunnels 202,400$ 202,400$ Local Bridge Program 300,000$ 4,134,000$ 4,434,000$ Storm Water 50,000$ 25,000$ 75,000$ Culverts 30,000$ 30,000$ Hydraulics 4,000$ 4,000$ Retaining Walls 100,000$ 100,000$ Traffic Structures; Sign Bridges 14,000$ 10,000$ 24,000$ Right of Way 50,000$ 2,755,000$ 60,000$ 2,865,000$ Mitigation Banks 20,000$ 100,000$ 400,000$ 520,000$ Unstable Slopes 30,000$ 27,000$ 57,000$

Roadway Pavement 180,000$ 710,000$ 180,000$ 1,070,000$ Road Approaches $ ??? $ ??? $ ??? -$ Sidewalks 15,000$ 30,000$ 45,000$ ADA Ramps 15,000$ 5,000$ 5,000$ 25,000$ Bicycle Facilities 15,000$ 30,000$ 45,000$ Traffic Barriers 50,000$ 50,000$ Sound Barriers 14,700$ 2,800$ 17,500$ Material Sources 30,000$ 140,000$ 170,000$ Natural Resource Mitigation Sites (SMAs) 58,000$ 1,167,000$ 1,225,000$ Signals 18,000$ 28,000$ Signs 84,000$ 115,000$ 199,000$

Standard Asset Management AMI 770,000$ 100,000$ 100,000$ 165,000$ 350,000$ 1,485,000$

2,939,000$ 16,876,291$ 477,800$ 370,000$ -$ 485,000$ 21,148,091$

2,939,000$ 16,876,291$ 2,503,800$ 370,000$ 3,464,000$ 485,000$ 26,638,091$

Standard Asset Management IS Systems Maintenance 300,000$ 300,000$

300,000$ 300,000$

AM Platform System TransInfo 124,000$ 750,000$ Paid thru 2014 273,000$ 90,000$ 1,237,000$

124,000$ 750,000$ -$ -$ 273,000$ 90,000$ -$ 1,237,000$

Does not include approx. $1,000,000 in Bentley/Exor E-credits

3,063,000$ 17,626,291$ 2,503,800$ 370,000$ 3,737,000$ 575,000$ 28,175,091$

Total without Major Initiatives: 22,685,091$

TD

D

Total

IS Systems Maintenance Total

TS

B

IS

Inventory Budget Analysis/Tools BudgetSystems Budget

Major InitiativesTotal

Prgrm Mgmt/Decision Support

Highway Structures

Drainage

Traffic - Hwy Equip 10,000$

TDD Total

Grand Total

Technical Services Total

Maintenance & Minor Enhancements Total

Bridges & Structures

Land

Special

Levels of Capacity

• Decisions– Program-level– Basic

• Tools– Analysis– Data collection

• Databases– Optimal– Basic

• Inventory– Optimal– Basic

How Far We’ve Come (& Going)

Program Decisions

Basic Decisions

Tools for Analysis

Tools for Inventory

Optimal Database

Basic Database

Optimal Inventory

Basic Inventory

6 Ft & Over

Under 6 Ft

BridgesTraffic

StructuresAll the Rest

Sound BarriersUnstable Slopes Right of Way Sidewalks ADA Ramps Bike Facilities ITS Material Sources Approaches IlluminationWetland

Mitigation SitesWeigh-in-

Motion SitesStorm Water2015 Bridges

Culverts

Pavements Tunnels Signals Retaining Walls Traffi c Barriers

Vertical Clearance

Signs Traffi c Structures

Program Decisions

Basic Decisions

Tools for Analysis

Tools for Inventory

Optimal Database

Basic Database

Optimal Inventory

Basic Inventory

6 Ft & Over

Under 6 Ft

BridgesTraffic

StructuresAll the Rest

Sound BarriersUnstable Slopes Right of Way Sidewalks ADA Ramps Bike Facilities ITS Material Sources Approaches IlluminationWetland

Mitigation SitesWeigh-in-

Motion SitesStorm Water2010 Bridges

Culverts

Pavements Tunnels Signals Retaining Walls Traffi c Barriers

Vertical Clearance

Signs Traffi c Structures

Program Decisions

Basic Decisions

Tools for Analysis

Tools for Inventory

Optimal Database

Basic Database

Optimal Inventory

Basic Inventory

6 Ft & Over

Under 6 Ft

BridgesTraffic

StructuresAll the Rest

IlluminationWetland

Mitigation SitesWeigh-in-

Motion SitesSound Barriers2005 Sidewalks ADA Ramps Bike Facilities ITS Material Sources ApproachesBridges Signs Traffi c Structures Storm Water Unstable Slopes Right of Way

Culverts Vertical Clearance

Traffi c BarriersRetaining WallsSignalsTunnelsPavements

Tier 1 Tier 2 Tier 3 Tier 4Note: GREEN is an indication of progress, but not an ability to maintain that progress

Over-Arching Issue

• We’ve “striped all the easy bike lanes”

– Is ODOT serious about maintaining and

continuing progress?

Managing Data as an Asset• Like managing highways

– Support for users• Plan• Maintain and operate• Scope, survey• Standards• Preserve, modernize

Data Alignment and Management Key to Efficiency

• Data, like transportation assets– Can surprise us over and over again with “failures” if not

managed

• Alignment and management of data means significant efficiency gains– Less waste of ODOT resources

• Finding data• Maintaining systems and data

– Significant reductions in untold cost of thousands of Access databases • Staff could do other things by relying on enterprise

data

Data Misalignment/Management

Impacts from Mismanagement

• Case Study: Approaches– Data Misaligned

• CHAMPS• OPALS• Inventory collected with mobile GPS and mobile

scanner

Impacts from Mismanagement

• Case Study: Approaches, continued– Analysis not informed by reliable data– Decisions not supported by this same data– Trust eroded due to lack of transparency– Early warning signs from legislature – In the end, legislation that dynamically changed ODOT

business• Also derailed other initiatives

Many Other Similar Stories

• Districts “maintaining” ADA data– Too much to reconcile variances so new statewide data

collected (ODOT SOP)• Portland Harbor

– Costly to build dataset, but now costly to repair dataset• DFMS

– Significant systems effort is now a “step-”database in TransInfo

• And so on….25,000+ Access databases are telling us something

Recovery is Costly

• Case Study: Approaches, continued– Begin the laborious process of reconciliation 1000’s

and 1000’s of records– Permit specialists and RAMEs

• CHAMPS, OPALs, GPS inventory

…and this one we can’t start over

Data and Systems Management is Like Land Use Planning

• Efficient maintenance and support• Requires thoughtful new

development

• Inefficient for maintenance and support

• Few constraints on new development

Efficiency Through Knowledge

• Lessons learned from these experiences should be documented in ODOT policy so we avoid repeating the same costly mistakes

Key Challenges – Growing Pains• System needs vs capacities

– Absence of ODOT IS system master plan– Lack of true business readiness– IS resource constraints

• Magnitude and volume of asset data needs• Communication across ODOT• “Squirrel” syndrome

– Pace of external change vs. pace of internal, coupled with organizational challenge of keeping eye “on the ball”

AMI Project List

• Decisions: Waiting for resources• Inventory: Culverts-On track, budget & time• Systems: TransInfo (Signs & Reporting Database)-

Analysis Phase• Tools:

– FACS-STIP-Maintenance and Discovery Mode– 1R Apps-In Process, on track– Toughbooks (Signs)-Completed– Culvert (Advanced App)-Completed– Trimble Yuma (testing)-Not yet started– Mobile scanner pilots-In Process

Lots of Work Left to Do – State of the Assets – a Work in Progress

  Capacity Status/Needs Decisions - Programmatic Inventory   System Tools Performance Measures Risk Mgmt

Asset Priority Tiers Status Needs Comments Status Needs Comments Estimated Value Status Needs Comments Status Needs Comments Status Needs Comments Managed Needs

Tier 1

Bridges Bridge Program   1R Roadside Inventory

98% Maintain     Stable in PONTIS

Maintain Low Risk Few Tools Analysis   Bridge PM Comply with MAP-21

  Yes  

Culverts Developing  1R Roadside

Inventory <50% 98%Gap = High Risk; Current Initiative -

HMT Priority Routes 

Stable in DFMS/

TransInfoMaintain  

Mobile Data Collection Maintain   None Develop   Developing  

Pavement Pavement Program     Sample Only 100%   $ 8,030,000,000

Unstable/ unsecure in

Excel/ TransInfo

Stable, Secure System High Risk Few Tools Analysis   Pavement PM

Comply with MAP-21   Partially  

Tunnels       100% Maintain     Stable in OneDOT

Maintain   None     None Develop   Partially  

Traffic Signals               Insufficient in TSIS

Migrate   Laptops     None Develop   Partially  

Tier 2

Retaining Walls None     98% Maintain     Initial DB- Access

Migrate   None     None Develop   No  

Traffic Barriers$6 Million

Program/ 10 yr Plan

 1R Roadside

Inventory 98% Maintain   $ 225,000,000 Stable in TransInfo Maintain  

Mobile Data Collection Maintain   1R PM

Comply with 1R

requirements  Yes  

Vertical Clearance None     <50% 98%    No System

Excel-Bridges only

Create   Pilot

Tool for VC measurement of all

assets/ features over the highway

  None Develop   No  

Signs None  1R Roadside

Inventory 98% Maintain    Unstable/

unsecure in 63 Access DB

Migrate TransInfo #2Mobile Data Collection Maintain   None

Comply with FHWA

requirements  Partially  

Traffic Structures None     <50% 98%    No Single

System - parts in several

Create   Pilot

Tool for VC measurement of all

assets/ features over the highway

  None Develop   No  

Storm water None     <50% 98%   N/A Partial in TransInfo

Expand   None     None Develop   Initial Effort  

Unstable Slopes None     <50% 98%   N/A Access Migrate   None     None Develop   Partially  

Right of Way None     100% Maintain    New System: RITS - Beg to

End ProcessesMaintain   None     None Develop   Yes  

Sidewalks Multiple Programs

  1R Roadside Inventory

98% Maintain     Stable in TransInfo

Maintain   Mobile Data Collection

Maintain   Bike/Ped PM     Partially  

ADA Ramps $1 Million Program

  1R Roadside Inventory

98% Maintain     Stable in TransInfo

Maintain   Mobile Data Collection

Maintain   Draft PM     Partially  

Bike Facilities Bike Program   1R Roadside Inventory

98% Maintain     Stable in TransInfo

Maintain   Mobile Data Collection

Maintain   Bike/Ped PM     Partially  

Tier 3

ITS ITS Program     100% Maintain     Stable in MicroMain

Maintain   None Field Data Collection

  None Develop   Yes  

Material Sources       >50% 98%     Stable in ASIS Maintain   Mobile Data Collection

Maintain   None Develop   Partially  

Approaches Access Mgmt   OPAL 98% Maintain   N/A Unstable in old

system: CHAMPS

Replace  Mobile Data Collection Maintain   None Develop   No  

Illumination None     0% 98%     None - Paper Files

Create   None Field Data Collection

  None Develop   No  

Tier 4

Wetland Mitigation Sites       98% Maintain           Mobile Data Collection

Maintain   Draft PM     Partially  

Weigh-in-Motion Sites       100% Maintain    Temporary

System: Excel Migrate   NoneField Data Collection   Draft PM     Partially  

Sound Barriers       98% Maintain    Temporary System: Access

Migrate   None Field Data Collection

  None Develop   No  

DRAFT

Priorities

In general:• MAP-21• Intermodal Oregon

– MAP-21 requirements for transit fleet– Other asset work

• Pop-up Park & Rides, for example• Program governance structure• FACS-STIP Tool

Priorities, continued

Related to goals:• Decisions

– Asset Summary Reporting– Corridor-based processes

• Inventory– Culvert Initiative– Traffic structures/vertical clearance– Pavement business process analysis

Priorities, continued

Related to goals, continued:• Systems

– TransInfo• Reporting Database• Signs• Position it to be asset database

– Traffic Structures?

– CHAMPS• Tools

– Data collection applications (1R) – R & D for best ODOT enterprise options– Standards for data management

Key Factors for Success

• Continued strong emphasis on coordination• Strong, steadfast executive sponsorship• Continued movement of ODOT culture

– Built on foundation and principles of Asset Management

– Enterprise data– Alignment and education of data management and

governance best practices• Transparent and inclusive communications

MAP-21 Considerations

• ODOT must have a plan– Rules in 2014– Requirements in 2015– ODOT has been participating as observer state

• FHWA Pilot involving three states – Development of Asset Management Plan

» State of the Assets

Continued collective efforts potentially position ODOT to be proactive as well as comply with

MAP-21 requirements, but this could change with MAP-21 requirements

Key Program Risks

• No succession planning• Resource constraints

– But “they” will do something if we don’t respond• Contentious and competing business drivers

– Drive to “engineer” vs. resources• AMI influencing with limited authority

– Previous restructuring diluted perceptions of Asset Management and effectiveness of AMI

– Voids in decision processes – who decides?

In Conclusion

• Significant benefits – efficiency and effectiveness - to continued AM efforts

• Asset management and monitoring more critical when funding limited– Sustained and appropriately augmented efforts

• Bumps, challenges and inefficiencies can be mitigated by additional program structure– Build on existing based on lessons learned

• Must chart our course in preparation for next budget cycle

Decisions based on this? …...or this?

Asset Management Principles

Managed Data and Systems

Standards and Tools