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Utah Transportation Asset Management Plan

Utah TAMP

6/3/2014

Table of Contents List of Figures ........................................................................................................................................... iii

List of Tables ............................................................................................................................................ iii

Introduction .................................................................................................................................................. 1

Asset Management Committee Structure .................................................................................................... 3

Asset Management Steering Committee .................................................................................................. 3

Asset Advisory Committee ........................................................................................................................ 4

Evaluation and Results .................................................................................................................................. 5

Self-Assessment and Gap Analysis ............................................................................................................ 5

Gap Analysis Results ................................................................................................................................. 7

Asset Management Goal and Objectives ...................................................................................................... 8

Goal and Objectives .................................................................................................................................. 8

Program Alignment ............................................................................................................................... 9

Assets and Performance ....................................................................................................................... 9

Organized and Accessible Data ............................................................................................................. 9

Plan by the year .................................................................................................................................... 9

Implementation Plan and Risk Assessment ................................................................................................ 10

Implementation Tasks and Programmatic Risks ..................................................................................... 11

Systemic Risk Register ............................................................................................................................. 14

Management Plans ..................................................................................................................................... 15

Financial Plan .............................................................................................................................................. 16

Asset Values ............................................................................................................................................ 17

Appendix A - Policy 07-13 Committee Structure ...................................................................................... A-1

Appendix B - Committee Comments, July 2013 ........................................................................................ B-1

Appendix C - 2013 Gap Analysis ................................................................................................................. C-1

Appendix D - Gap Analysis Voting Results ................................................................................................ D-1

Appendix E - Implementation Plan by Year ............................................................................................... E-1

Appendix F - Management Plans ............................................................................................................... F-1

Pavement Management ........................................................................................................................ F-1

Maintenance Management ................................................................................................................... F-3

Utah TAMP i

Information Management ..................................................................................................................... F-6

Utah TAMP ii

List of Figures Figure 1 - Strategic Goals ............................................................................................................................................... 1 Figure 2 - UDOT Responsibilities .................................................................................................................................... 1 Figure 3 - AMSC Membership ........................................................................................................................................ 3 Figure 4 - AAC Membership ........................................................................................................................................... 4 Figure 5 - Gap Analysis Flow Chart ................................................................................................................................ 5 Figure 6 – Comment Categorization .............................................................................................................................. 6 Figure 7 - Gap Analysis Results ...................................................................................................................................... 7 Figure 8 - Asset Management Roadmap ....................................................................................................................... 8 Figure 9 - Program Alignment ....................................................................................................................................... 9 Figure 10 - Assets & Performance .................................................................................................................................. 9 Figure 11 - Organized & Accessible Data ....................................................................................................................... 9 Figure 12 - Federal Program Funding 2014 ................................................................................................................. 16 Figure 13 - Distribution of Funding .............................................................................................................................. 17 Figure 14 - State Transportation Funds ....................................................................................................................... 17

List of Tables Table 1 - Program Alignment Tasks _________________________________________Error! Bookmark not defined. Table 2 - Program Alignment Risks __________________________________________Error! Bookmark not defined. Table 3 -Assets and Performance Tasks ______________________________________Error! Bookmark not defined. Table 4 - Assets and Performance Risks ______________________________________Error! Bookmark not defined. Table 5 - Organized and Accessible Data Tasks ________________________________Error! Bookmark not defined. Table 6 - Organized and Accessible Data Risks ________________________________Error! Bookmark not defined. Table 7 - Systematic Risks _______________________________________________________________________ 14 Table 8 - Current Quantified Asset Values __________________________________________________________ 18

Utah TAMP iii

Introduction

Utah Department of Transportation (UDOT) is focused on preserving Utah's existing transportation infrastructure; the state's multi-billion dollar investment in roads, bridges and other assets must be maintained for future generations. Keeping Utah's assets in good condition is the most effective way to extend the life of the transportation system. Expanding and preserving the transportation system requires improved efficiency, careful use of resources and close partnering with decision makers. By focusing on the Strategic Goals, UDOT will meet the challenges of an ever growing and changing state. The “UDOT 2014 Strategic Direction and Performance Measures” details how UDOT will focus on the four goals this year and can be found at: UDOT 2014 Strategic Direction Asset Management is a crucial element of achieving these Strategic Goals. The Asset Management process helps UDOT to be accountable to the public by:

• Minimizing lifecycle costs • Maximizing system performance • Supporting an objective decision making process • Balancing public expectations with limited funding

UDOT is moving toward a unified approach regarding investment decisions to meet the current trends and to comply with the requirements of MAP-21 and maximize resources. UDOT has well established processes in place for managing pavement and bridge preservation and plan to expand these efforts to other assets. Up to this time, recommendations for the investment of UDOT’s resources have been based on each asset funding category and program. To improve the strong efforts already made with bridges and pavement, UDOT is reconfirming existing asset management strategies and providing a comprehensive view of the asset management process by evaluating needs in the following areas: • Performance-based approach for allocating funds, • Organizational structure for asset management, • Data storage and accessibility, • Asset management ties to the long range plan, • Lifecycle cost analysis, and • Risk management.

Strategic Goals

1 Preserve Infrastructure 2 Optimize Mobility 3 Zero Fatalities 4 Strengthen the Economy

UDOT is responsible for:

• maintaining 6,000 miles of highways,

• preserving 2000 bridges, • adding capacity, • implementing innovative lane

use and intersections, • providing automated traffic

information, • decreasing traffic fatalities, and • removing snow.

All of these efforts help Utah's economic growth and prosperity.

Figure 1 - Strategic Goals

Figure 2 - UDOT Responsibilities

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http://www.udot.utah.gov/main/uconowner.gf?n=11973015616713803

Development of the 2014-2019 Transportation Asset Management Plan (TAMP) provides UDOT with an integrated, comprehensive and strategic approach to meet transportation needs while keeping the current system in good condition. The strength of this data-driven plan is that it demonstrates results, accountability, and transparency. Decisions are supported by the data generated in UDOT processes, sound engineering judgment and evaluation of transportation needs across Utah. The Utah TAMP provides a systematic framework and answers resource management questions such as:

• How should each asset be managed and what are the risks involved? • What is the funding and performance relationship between different assets? • What are the long term implications of asset related decisions made today?

2

Asset Management Committee Structure

To address Utah’s infrastructure challenges and embrace opportunities, this TAMP updates the Asset Management Strategic Plan that has been in place since 2001. The updated version includes redefining the asset management committees that oversee the program funding and implementation of the strategic plan. The purpose of these committees is to provide recommendations to the Transportation Commission for approval that maximize system performance and funding. These committees create new cross-sectional collaboration between traditionally separate functions of planning, design, construction, maintenance, traffic, and information technology. Collaboration will result in unified program recommendations based on a transparent, data-driven decision-making process. These committees assist UDOT in careful management of each asset throughout each phase of the asset’s life by utilizing program alignment, organized and accessible data, and risk-based asset performance.

Asset Management Steering Committee The Transportation Systems Management Team (TRANSMAT) has been reformed and renamed the Asset Management Steering Committee (AMSC). The reformed AMSC is chaired by the Deputy Director and consists of seven members.

Figure 3 - AMSC Membership

Specific objectives of the AMSC include:

• Ensuring horizontal and vertical communication and integration across the organization relative to asset management,

• Providing direction and approving effective policies, programs, and processes, to ensure ongoing improvement of asset management,

• Evaluating the direction of asset management annually, and • Reporting the results of UDOT’s Transportation Program measurements.

3

Asset Advisory Committee The Asset Advisory Committee (AAC) has been formed to enhance the communication flow between the strategic work of the AMSC and the “boots on the ground” technical experts. This committee will implement strategies in a coordinated manner to continually improve the asset management process. The AAC is chaired by the Asset Management Director and consists of designated division leaders.

Figure 4 - AAC Membership

Specific objectives of the AAC include:

• Recommending modifications to policies and processes to improve asset management practices to the AMSC,

• Working together across department boundaries to develop and recommend a unified program to the AMSC that maximizes system performance and funding, and

• Aligning programs to determine the most cost effective method of addressing asset needs.

The enhanced collaboration across functions is expected to lead to synergistic improvements for individual asset performance beyond the level that any one division could achieve. UDOT has shown great success due to collaboration while preparing for the 2002 Olympics, embracing Design/Build and other alternative contracting methods, initiating the use of Accelerated Bridge Construction (ABC), etc. This committee organization engages UDOT leaders to make strategic decisions and also informs and educates employees throughout UDOT regarding the direction of asset management and their critical involvement.

4

Evaluation and Results

In order to begin the process of evaluating the current situation of Asset Management, the Asset Management Implementation Plan (developed in June 2004 and updated in April 2006) was reviewed. It was noted that many of the actions identified in the plan had been achieved, and UDOT has had great success in regards to managing assets especially bridges and pavements. The document also identified that many of the divisions within UDOT were working towards the overall four goals set forth as a strategic direction by senior leaders at the time. Over the past 8 years, there have been great technological advances and some change in direction in the strategic plan. These events have created new challenges and opportunities that are addressed in this TAMP. In order to identify the steps taken to raise asset management to a gold standard, self-assessments were completed. The assessments were handled through brainstorming sessions, surveys, and interviews specific to divisions.

Self-Assessment and Gap Analysis The following activities were taken to understand the gaps associated with Asset Management.

Figure 5 - Gap Analysis Flow Chart

Activity 1. The Asset Management Steering Committee participated in a facilitated discussion of the

purpose of a five year strategic plan and issues currently faced by committee members. This discussion in July, 2013 resulted in a collection of comments and questions written on post-it notes by voting and non-voting committee members.

Activity 2. The discussion facilitators, RiversQuest Consulting and V-I-A Consulting, organized the comments and questions from the July meeting into major categories. The results of the

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categorization are shown in Figure 5. The percentages presented are based on 79 total post-it notes collected. The actual comments are included in Appendix B.

Figure 6 – Comment Categorization

Activity 3. Questions were developed from the comments gathered in Activity 1 and incorporated into a Gap Analysis Survey. The initial questions were fine-tuned and minimized based on individual discussions with senior UDOT leaders.

Activity 4. Eleven questions were presented to the TRANSMAT Committee during the November 2013 meeting (See Appendix C). Each statement was rated in two ways.

a. The statement was rated on level of importance to the UDOT program on a scale of 1-5. The scale was defined as 1-very important to 5-unimportant.

b. Next each statement was rated on a scale of 1-5 relative to UDOT’s current level of performance with 1-excellent and 5-poor.

Twenty-three meeting participants recorded their answers with a handheld device and results which were immediately available for each statement.

The meeting facilitators analyzed the results and incorporated the information into a report for consideration. Senior leaders elected to reorganize TRANSMAT into the Asset Management Committee Structure noted above.

10%

13%

8%

29% 2%

9%

15%

14%

Comment Categorization Funding

Management Plans

Performance Measures

Prioritization

Risks

Systems / Data - Education

Systems / Data - Integration

Systems / Data - Management

38%

6

Gap Analysis Results The gap between the importance of each statement and the current status of UDOT performance as rated by the TRANSMAT Committee members is depicted in Figure 7. Appendix D contains the details of the voting results. The results show the biggest gaps are in areas related to information technology. As technology rapidly advances much more data is gathered and the challenge comes in gathering the knowledge from each function and making it available to others. Information systems support a coordinated, seamless approach to Asset Management.

Figure 7 - Gap Analysis Results

Further discussion of the gap analysis results led to the identification of three major areas of focus. • The three questions related to data show the largest gaps and the highest importance of all the

questions. These questions focus on the organization and accessibility of data for business systems across UDOT.

• Three questions related to asset performance and identified a need to focus on performance measures and different levels of management plans for assets.

• The remaining questions relate to aligning programs within UDOT and with partners to ensure transparent and data driven decision processes are in place to build and maintain public trust.

These major areas of focus became objectives for the five year plan and led to defining the asset management goal.

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Asset Management Goal and Objectives

The overall goal for the Asset Management Team is to work collaboratively to develop a unified program that maximizes system performance and funding within the next five years. The reorganized AMSC and AAC committees identified and approved goals and objectives for the purpose of continuous improvement of asset management within UDOT. Objectives for 1, 3, and 5 year timeframes in each of the three major categories have been identified to reach this goal. The objectives and categories are shown in Figure 8.

Goal and Objectives To effectively manage UDOT’s assets, the Asset Advisory Committee established a goal to create a unified program that maximizes system performance and funding. Evaluation of the gap analysis results and categorization of comments resulted in the identification of three areas of focus; program alignment, assets and performance, and organized and accessible data. These areas create the framework for the Utah TAMP.

Asset Management Roadmap

Figure 8 - Asset Management Roadmap

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Program Alignment Consolidating many data collection efforts into one bi-annual effort of a single contractor was the kick-off to program alignment. Further collaboration between UDOT departments is planned and required to develop the ability to prioritize projects irrespective of specific funding categories. This collaboration involves establishing the replacement value of each asset and developing a financial model with life cycle costs for specific asset programs. It also involves completing the information loop of project planning, design, construction and maintenance. Closing the loop will improve the accuracy and efficiency of each separate process and thereby the overall UDOT program. It will also tie the Long Range Plan process and results to Project Development and the Region’s Three Year Plans.

Assets and Performance Management plans currently exist for pavement and bridges and a variety of assets within the Maintenance Management Quality Assurance (MMQA) program. The wealth of additional data now available due to the unified collection process allows UDOT to evaluate conditions and develop management plans for assets at a level appropriate to the value and risk associated with each. Within the five years of the TAMP UDOT will identify risks, performance measures and life cycle costs for numerous assets to create the ability to prioritize funding across all funding categories.

Organized and Accessible Data The recent influx of data and information provides an opportunity and urgency for UDOT to develop a systematic approach and structure for data storage and access. The ability to import and export data to all existing and future business systems will lead to the ability to create interactive dashboards. Dashboards will be used by decision-makers at multiple levels to maximize system performance and funding.

Plan by the year During Year 1, teams will identify performance measures, define data needs, and initiate development of measures and information required for cross-asset analysis.

By the end of Year 3, models and processes for all programs will be developed and refined to promote collaboration. This will allow decision makers to make data driven decisions that are necessary to prioritize resources across categories.

Year 5 will include the full automation of processes that exchange information from multiple sources and refinement of value definitions that support cross asset analysis.

Figure 10 - Assets & Performance

Figure 9 - Program Alignment

Figure 11 - Organized & Accessible Data

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Implementation Plan and Risk Assessment

Each division is responsible for completing a variety of tasks specifically focused on ensuring successful completion of the objectives in the roadmap. The tasks are divided into 1, 3, and 5 year sections for each of the three objectives shown on Tables 1-6. Risks and the associated risk mitigation are identified for each of the tasks by the responsible division. An assessment of each risk has been estimated as a combination of the probability and impact, see legend on Table 5.

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Category Year Responsibility Task Description Risk Description Risk Mitigation Risk Assessment

Program Alignment

1 OBJECTIVE Develop department plans to support unified program

Program 1 Planning Publish 2015 UDOT Statewide Long Range Plan

Program 1 Planning Support MPOs in publishing 2015 Regional Transportation PlansWFRC acknowledgment of long-term I-15 corridor need in RTP and achieving agreement on project phasing priorities

Engage UDOT and WFRC leadership in dialogue about how best to articulate the need. Actively engage regions in decision making process

4

Program 1 PlanningInitiate I-15 integrated corridor study to inform Wasatch Front area RTP's 2019 update

Unbiased evaluation of potential strategiesPartner dialogue about importance of objectivity, tight scope, and proper decision making structure

6

Program 1 Planning Work with Regions to enhance intermediate range planning Articulating need and importance of consistent process Actively work with regions to develop a process that fits their needs 6

Program 1 Proj. Dev Put out 3D plans on selected projects

Program 1 T & S Complete safety investment plan system System shows unexpected results Testing during development 1

Program 1 Maintenance Refine performance level budget distribution

Program 1 Asset Mgt. Develop a value matrix for tangible assetsDifficulty in quantifying value of one program vs. another may stop or lengthen efforts

Several workshops scheduled this summer with Executives 3

Program Alignment

3 OBJECTIVE Improve/Develop models for specific programs

Program 3 PlanningWork with MPO partners and UTA to enhance long range planning process

Agreement on scope of process, joint goals & objectives, joint performance measures, and process for jointly assessing needs and developing strategies to meet identified needs.

On-going partner engagement and discussion about process and collectively working to improve the process

7

Program 3 Proj. Dev Modify Asset Management Guidelines as needed to reflect program hProgram 3 Proj. Dev Unify Region 3 year plans and complete projects from asset

Program 3 Asset Mgt. Develop deterioration curves for pavement condition Lack of quality data may produce inaccurate pavement analysis Re-establish PEFS after 2016 data collection 7

Program 3 Asset Mgt. Relate program funding to performance goalsLimited ability to explain how funding is allocated between programs

Explore different vendor products 7

Program 3 TOC Develop asset management program for ATMS assets

Program 3 TOC Create and fine tune performance goals

Program 3 T & S Leverage safety funding across all projectsCulture unable to adapt, can't reach consensus on value decisions

Engage senior leaders in process 2

Program 3 T & S Integrate safety analysis into Project Development processes Culture unable to adapt, negative impact to safety funding 6

Program 3 T & S Integrate science-based crash analysis into all functional areas Methodology appears too complex or burdensome 7Program Alignment

5 OBJECTIVE Prioritize projects across all categories

Program 5 PlanningPublish 2019 "Performance Based" Statewide Long Range Plan and regional plans

Program 5 Asset Mgt. Engage multiple departments in collaborative decision making "Silos of excellence" culture prevent development of a Unified Plan

Explore common goals, make it valuable to all 6

Program 5 T & S Include science-based crash analysis in funding prioritization Appears too complex and burdensome to overall process 4

Table 1 - Program Alignment Tasks Table 2 - Program Alignment Risks

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Category Year Responsibility Task Description Risk Description Risk MitigationRisk

Assessment

Assets & Perf 1 OBJECTIVE Refine performance plans for individual assets

Performance 1 Structures Define good/fair/poor performance levels Misconception of definition of terms Create clear definitions; communicate performance measures in correct context

Performance 1 StructuresEvaluate funding needs based on established performance levels

Setting justifiable performance levels that maintain the integrity of the system

Establish appropriate performance levels and track funding levels to maintain performance level

Performance 3 Structures Create a plan for every structure Inadequate resources to complete Establish a plan to complete and obtain necessary resources

Performance 1 TOC Automate congestion reporting

Performance 1 Asset Mgt.Develop a financial plan with value and risk for tangible assets

Inability to accurately quantify/articulate future financial requirements

Link PDBS/Asset data 2

Performance 1 Asset Mgt.Add deterioration curves to Plan for Every Section analysis

Small sample size may produce inaccurate curves Link pavement distress data to sections 2

Assets & Perf 3 OBJECTIVEEstablish data driven performance measures and individual program goals

Performance 3 Structures Define bridge needs and establish fundingInability to identify optimal treatments and variability in bridge conditions

Work to gain consistency in defining bridge condition data; review past bridge conditions with past funding to develop a trend

Performance 3 PlanningInitiate Performance Based Planning Process for statewide & regional plans 2019 update

Lack of internal consensus on meaning of integrated transportation and implications for needs assessment; agreement on planning performance measures

Engage UDOT leadership and regions in dialogue about meaning and implications of integrated transportation and performance measures

6

Performance 3 Asset Mgt.Refine performance measures to include risk and life-cycle costs

Incomplete information skews reporting on performance measures

Integrate business systems and data 7

Performance 3 Planning Implement performance based planning process

Assets & Perf 5 OBJECTIVE Prioritize funding across all categories

Performance 5 TOC Include mobility in funding prioritization

Performance 5 Structures Define benefits of work completed Insufficient measurement of treatment impacts Perform research to understand the treatment impacts

Performance 5 Asset Mgt. Create unified plan with funding recommendationsLimited ability to explain how funding is allocated between programs

Several workshops scheduled this summer with AAC 6

Table 3 - Assets and Performace Tasks Table 4 - Assets and Performance Risks

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Category Year Responsibility Task Description Risk Description Risk Mitigation Risk Assessment

Data 1 OBJECTIVE Identify needs and establish framework to integrate data

Data 1 Proj. Dev Develop push button concept report data collectionThis has been set up and regions are testing--risk is that they don't use it.

Continue to work with the regions on improvements to make sure they are comfortable using the tool.

1

Data 1 Proj. Dev Add maintenance projects into GIS displays

Data 1 Proj. DevDevelop data warehouse from which departmental financial results can be displayed

Funding and internal resource availabilityWork with PMT and UDOT divisions to secure funding and make sure resources can be dedicated to the effort.

6

Data 1 Maintenance Finish integration of OMS & dTMS to establish system feedback loop Workforce availability Hire contractors and interns

Data 1 MaintenanceUnderstand Mandli data input process to automate incorporation with OMS

Workforce availability

Data 1 Maintenance Hire business analyst to enable full use of OMS system Funding availability Obtain leadership support

Data 1 TOC Incorporate traffic asset information into UPlan

Data 1 Asset Mgt. Update asset data with Phase 2 data collectionLack of business system integration - OMS/Ugate limits access to historical data

Continue to work together on OMS 9

Data 1 T & S Complete GIS crash data analysis systemSystem is not used due to perceived low value, required updating is neglected

Communicate value and make continual updating a priority and automated 5

Data 3 OBJECTIVE Establish processes for accurate and up-to-date data

Data 3 Planning Improve recording and reporting of funding & construction of LRP projectsLack of accurate, complete recording of long range plan information and project information in ePM

Enhance ePM to enable LRP cross reference and develop communication process with regions to assess whether project scope meets intent of LRP project

4

Data 3 Maintenance Implement refined OMS system Workforce availability Hire contractors

Data 3 Asset Mgt.Ensure asset management business systems share data with other business systems

Business systems unable to share data and produce consistent results

Develop data warehouse and fully implement integration process 8

Data 3 Proj. Dev Create electronic 3D plans for all projects Unintelligent designs and lost efficiency Create implementation plan and provide training 2

Data 3 Proj. Dev Develop data governance plan Funding availability Continue to work with the PMT 6

Data 5 OBJECTIVE Automate dashboard reports

Data 5 Maintenance Complete integration of OMS system Funding availability Maintain leadership support

Data 5 Proj. Dev Automatically load 3-D as-builts into system Struggle to maintain as-built informationDevelop 3D CADD database and require contractors to submit models that conform with standards

6

Data 5 Proj. Dev Integrate all business systems with data warehouse

Table 5 - Organized and Accessible Data Tasks

Legend:

Table 6 - Organized and Accessible Data Risks

H M LH 9 7 4M 8 6 2L 5 3 1

Impact

Prob

abilit

y

13

Systemic Risk Register Risks broader than program level tasks were identified during the process of developing the implementation plan by the AAC and AMSC. These system level risks will continue to be identified and will be addressed by the AMSC over the life of the TAMP.

Ref Risk Description Risk Impact Risk Mitigation Risk Assessment

Overarching Risks

1.1 Culture slow to adapt to change in processes

UDOT not able to comply with MAP21 requirements

Impact

Prob

abili

ty H M L

H M L

1.2 Senior leaders do not clearly articulate vision

Impact

Prob

abili

ty H M L

H M X L

1.3 Sufficient resources are not allocated to make change happen

Impact

Prob

abili

ty H M L

H M L

Impact

Prob

abili

ty H M L

H M L

Impact

Prob

abili

ty H M L

H M L

Impact

Prob

abili

ty H M L

H M L

Table 1 - Systematic Risks

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Management Plans

The division responsible for the management of each specific asset is responsible for developing a management plan with an appropriate level of detail. A section of these plans will focus on the collaboration and will assist in communicating necessary information to other divisions. Plans for pavement, structures and several assets managed by Maintenance have fully developed plans. An information management plan is also in place to identify how the information from all divisions will be shared. Detailed management plans for Pavements, Structures and Maintenance can be found ont eh UDOT website. A summary of plans for Pavements, Maintenance and Information are available in Appendix F. Plans for additional assets managed by Safety and other departments are under development and will be completed as part of the TAMP Implementation Plan.

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Financial Plan

Currently UDOT manages its program from 34 separate state and federal funding

sources. Over 50% of the federal funding is dedicated to pavement preservation and rehabilitation.

UDOT has a robust state funding program for transportation needs. The largest percentage (94%) of the state money comes from the Transportation Investment Fund. The remaining money supports 13 specific programs for signals, signs, communication, spot improvements, and others. The majority of state funds are derived from sales tax sources and bonds.

Federal Program Funding 2014

Figure 12 - Federal Program Funding 2014

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Figure 13 - Distribution of Funding

A product of this five year plan will be a unified program with a financial plan to maximize resources across all funding categories. The value of each asset, quality of data available and asset specific collaboration teams have been established as a first step to develop a financial plan.

Asset Values UDOT Asset Management assesses the value of current assets (roadways, culverts, bridges, etc) by answering two simple questions:

1) How much of each asset does UDOT own?

Signals Maintenance & Operations

Traffic Management

Barrier Treatments

Small Area Lighting

Sign Modification & Replacement

State Transportation Funding 2014

Figure 14 - State Transportation Funds

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2) What is the current value of each asset?

UDOT maintains registers of many assets through routine high-tech LIDAR scanning and maintenance inventories of the state highways. These registers are used to track the quantity of each UDOT asset. UDOT maintains an extensive database of current unit bid item costs compiled from the advertisement of new construction projects. This database is used to establish the replacement value of the quantified assets. Additional sources of information, such as RS Means, are referenced to establish a value for specialty items that are not in the database. A contingency amount is added to each asset value to account for design, construction oversight, traffic control, and mobilization costs.

A list of the current quantified assets and the value is located in Table 8. The values in the list are based on current construction costs.

Table 2 - Current Quantified Asset Values

ASSET VALUE Pavement $24 B Bridges $5 B Walls $3.4 B Culverts $1 B Barrier $450 M Signs $265 M Fences $70 M* Signal Cabinets $35.5 M Pavement marking paint $33 M Cattle Guards $20 M* Paint Messages $8.8 M Rumble Strips $6 M Power Ped $3 M * Used maintenance database NOT Mandlii data

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Appendix A - Policy 07-13 Committee Structure

Asset Management Committee Structure UDOT 07-13 Effective: Revised: June 4, 2014 Purpose

To outline the responsibilities of the Utah Department of Transportation (Department) Asset Management Steering Committee (AMSC) and the Asset Advisory Committee (AAC). These responsibilities include providing recommendations to the Transportation Commission pertaining to planning, developing, and preserving the investment in Utah’s Transportation System and obtaining maximum cost effectiveness from transportation construction, rehabilitation, and maintenance programs. AMSC and AAC activities support the Department strategic goals: 1. Preserve Infrastructure 2. Optimize Mobility 3. Improve Safety 4. Strengthen the Economy

Policy

The AMSC and AAC provide recommendations to preserve the large investment in the State’s roadway and transportation systems and provide a strategy to obtain an enhanced system of highways and related transportation modes that continue to meet the needs of Transportation System users. The teams assist the Department in obtaining cost effective solutions for system needs by using program alignment, organized and accessible data and risk-based asset performance. These committees ensure all divisions of the Department are working together to present a unified program recommendation based on a transparent decision-making process.

ASSET MANAGEMENT STEERING COMMITTEE MEMBERS

Deputy Director – Chair Program Development Director Project Development Director

Operations Engineer Region 1 Director Region 2 Director Region 3 Director Region 4 Director

Asset Management Director (Secretary) Various divisions, sections, and regions provide needed staff support and input to AMSC. AAC members may be invited to participate in AMSC meetings at the chairman’s discretion.

A-1

AMSC is authorized to establish pro tem teams and task forces to assist in accomplishing its responsibilities.

Definitions

A Transportation Systems Management Process provides a set of various tools or methods to assist decision makers in finding optimum strategies for providing and maintaining the transportation systems in an acceptable condition over a planned period. The process includes analysis programs and related data to include but not limited to the following transportation areas: Pavements, Safety, Structures, Mobility, Design, Construction, Maintenance, and Planning.

Responsibility

AMSC will consider strategic level Transportation Systems Management activities within the Department; make recommendations to the Transportation Commission;; improve efficiency of the decision making process; and assure consistent transportation systems management practices at all supervisory levels.

Specific responsibilities include:

1. Recommend Department transportation strategies to the Transportation

Commission to implement and achieve the Department transportation policies.

2. Recommend policies and resource levels that support ongoing improvement of asset management and a unified transportation program.

3. Ensure horizontal and vertical communication and integration across the

Department relative to asset management.

4. Review and report the results of the Department’s Annual Transportation Program to the Transportation Commission and public.

5. Evaluate the direction of asset management annually in a joint meeting with

AAC.

ASSET ADVISORY COMMITTEE MEMBERS

Asset Management Director – Chair Planning Director Traffic Management Engineer Traffic and Safety Engineer Engineering Services Director Structures Chief Engineer Maintenance Director Region 1 Representative Region 2 Representative Region 3 Representative Region 4 Representative

A-2

Responsibility

AAC oversees implementation of the Department’s Transportation Systems Management Process. Specific responsibilities include:

1. Recommend to the AMSC modifications to policies and processes to improve asset management practices.

2. Work together across department boundaries to develop and recommend a unified program to the AMSC that maximizes system performance and funding.

3. Align programs to determine the most cost effective way of addressing asset

needs.

4. Determine the appropriate management level for each asset.

A-3

Appendix B - Committee Comments, July 2013

TRANSMAT Committee Comments Regarding Asset Management Plan

Comment Provided

By Ideas Responsibility Category Non-Voting Member

This group determines how well funding is set / prioritized Steering Committee Funding

Non-Voting Member

We should improve how we sweep the corners for money left on projects Steering Committee Funding

Non-Voting Member

What can be done to maximize the use of the public’s money? If we recapture money more quickly does that help? Steering Committee Funding

Non-Voting Member

Need: Enhance the ability to quickly evaluate program balances and delivery Steering Committee Funding

Non-Voting Member

Need: to define what is intended in fund types that Transmat approves. Agree to update “Fund Fact Sheets” yearly. Steering Committee Funding

Non-Voting Member

Need: To consider Active Transportation Policy in funding decisions. Steering Committee Funding

Voting Member

Definition documentation for funding types and processes. Basically setting the rules for when funds can be used, combined, etc. When does it require Commission action? Steering Committee Funding

Non-Voting Member

Need: To identify what can be spent on bridges using Purple and Orange Book projects if it is allowed. Structures Funding

Voting Member

Life cycle replacement plan for ATMS / Signal systems T&S

Management Plan - Other

Non-Voting Member

Need to put culverts in our program. Need to track them and see where we are at Asset Management

Management Plans - Other

Non-Voting Member

Capacity is an asset. Public trust is an asset. How can we manage these non-tangible assets? Steering Committee


FHWA Is congestion or capacity throughout a tangible asset? (Time to get to work, speed, volume, ridership) T&S


Non-Voting Member

Mobility is an asset. How do we manage? T&S


Non-Voting Member

We should consider safety, choke, Pt, capacity as an asset T&S


B-1

Comment Provided

By Ideas Responsibility Category Non-Voting Member

Need to show target level for concrete pavements. Big dollars coming at UDOT for older sections. Asset

Management

Management Plans - Pavements

Non-Voting Member

Bridge: We need a plan for every structure on every road Structures

Management Plans - Structures

Non-Voting Member

Bridge: Define / plan for off system bridge, develop a strategy, preservation, funding

Structures


Non-Voting Member

Need: A plan for every bridge Structures


FHWA

Have you checked out the FHWA’s INVEST tool to examine a projects sustainability of the sustainability of our planning process? Planning


Non-Voting Member

Need: to establish asset performance measures with FHWA so UDOT isn’t reporting by project then we can deliver project by asset needs instead of project specific inventories.

Steering Committee


Non-Voting Member

Need: Quarterly reports on each asset and accomplishment. Steering Committee


Non-Voting Member

How do we measure success in asset management? Do these measure change by asset type? What impact does design, concept, development have on asset management

Steering Committee


Non-Voting Member

ATMS devices need performance standards T&S


Non-Voting Member

Safety: How do we measure performance? T&S


Voting Member

Plan for every road: Cost/Benefit ratio should be calculated to see if it’s worth it to develop a plan.

Asset Management Prioritization

Voting Member

Develop asset priority list Asset Management Prioritization

Voting Member

Develop a process and prioritize our assets for analysis and recommendation


Voting Member

Due to constraints, we should evaluate those assets of highest value and cover those of greatest need. Can’t do them all.


Voting Member

Different levels of asset management are available – we need to identify what level is needed for each asset – maybe B/C?


Non-Voting Member

Need: to move to Statewide Prioritization Process based on strategic goal (UDOT and MAG Process). Planning Prioritization

Voting Member

Project Delivery – Implications of TRANSMAT decisions should be considered Project Delivery Prioritization

B-2

Comment Provided

By Ideas Responsibility Category Non-

Voting Member

Communicating the prioritization process Steering Committee Prioritization

Non-Voting

Member

What added methods can be used to prioritize other assets and projects types? Where are we on financial cross asset management? How to value work on asset to another, comparing apples to oranges.

Steering Committee Prioritization

Non-Voting

Member Define assets to be managed, Rank Assets Steering

Committee Prioritization Non-

Voting Member

Use Engineer / Business Decision for maintaining assets Steering Committee Prioritization

Non-Voting

Member

Asset prioritization – which assets should we focus on first? What can we afford to do now? Steering


Voting Member

Improve how recommendations are made to Commission progress / process Steering


Voting Member

We need 3 year program by region to do the right project at the right time Steering


Voting Member

Are there best practices defined that can help guide our program? Steering

Committee Prioritization Voting

Member Use data to rank projects (based on need) Steering


Voting Member

Safety: How do we measure working with other projects (bridge, pavement) T&S Prioritization

Non-Voting

Member Choke Pt projects make it data derived not even distribution

T&S Prioritization Non-

Voting Member

Need: Three year plan for safety projects T&S Prioritization

Non-Voting

Member

When balancing project cost against minimal decrease in safety, how is minimal defined? What is an acceptable decrease & how do you quantify cost to safety? T&S Prioritization

Non-Voting

Member Safety: Identify how we prioritize safety projects

T&S Prioritization Voting

Member Use crash data to prioritize safety projects

T&S Prioritization Non-

Voting Member

Continue down the path of sign replacement. More reflective not necessarily changing the sign bridges. (Not as critical as culverts) Asset

Management Prioritization

B-3

Comment Provided

By Ideas Responsibility Category Voting

Member Incorporate risk analysis into asset management processes Asset

Management Risks Voting

Member Better define our risk analysis / factors

Project Delivery Risks Non-

Voting Member

What is the program for minor rehab and preservation? Where can it be found? Does it state the treatment type? Asset

Management Systems/Data - Education

Non-Voting

Member UPlan is the tool to Use!!! One stop shop = Efficiency Steering

Committee Systems/Data - Education

Non-Voting

Member Employees need education and training on UPlan and UGate Steering


Non-Voting

Member Communication Steering


Non-Voting

Member

Low trust in the data in UPlan and UGate. Need to know the source of the data. Steering


Voting Member

We need to educate stakeholders about assets data and UPlan Steering Committee

Systems/Data - Education

Voting Member

Educate department on what data is available. Consolidate and build systems to make it readily available.

Steering Committee

Systems/Data - Education

Non-Voting

Member What level of integration is enough to feed asset management? Asset

Management Systems/Data - Integration

Non-Voting

Member

We do a good job with pavement and fund allocation but the data and allocation is about 2 years behind. Example: Core project has made pavement good in Utah County but won’t see funding levels change for 2 to 3 years. Can we get data change faster? IT

Systems/Data - Integration

Non-Voting

Member

Need data collection that is recent and relevant IE: Traffic data needs to be newer then 3 years old IT


Voting Member

Continue building business systems that share and integrate data IT


Non-Voting

Member

The TMD has data that other groups / regions need to make better decisions Planning


Non-Voting

Member

Can we afford to do cross asset analysis? Can we afford to not do cross asset analysis? Steering

Committee Systems/Data - Integration

Voting Member

Like to see us focus on cross assets analysis for pavement and bridges

Asset Management


Non-Voting

Member

Integrations of our data systems is poor. Information is siloed, Communication is siloed IT


B-4

Comment Provided

By Ideas Responsibility Category Non-

Voting Member

What do we know about our current assets? How can big data help us drive asset decisions? IT


Non-Voting

Member

Need: Widen data collection by gathering other data from stakeholders (InRix, Freight, Events) IT

Systems / Data - Integration

Non-Voting

Member Bridge: Can we begin showing bridge data on UPlan / UGate

Structures Systems / Data - Integration

Non-Voting

Member

Do we have enough data to do asset analysis? Deterioration process? Current condition? Last modification? Asset

Management Systems / Data - Management

Non-Voting

Member Would improved systems improve our ability to manage our assets? Asset

Management Systems / Data - Management

Voting Member

Collect data for additional assets Asset Management


Non-Voting

Member

Our systems are assets we need to manage and some of our systems are inhibiting our abilities. IT


Non-Voting

Member

Asset also includes system improvement to optimize use of funding (ePm, Database, New PDBS) IT


Non-Voting

Member Data Quality: Should a QIT be established for management?

IT Systems / Data - Management

Voting Member

Identify priority systems and where the data should reside. Where is our system money best spent? IT


Voting Member

Improve systems to better manage our money (Free up contingences) IT


Voting Member

Increase data quality management IT


Voting Member

Data quality: is there a lack of credibility? IT


Non-Voting Member

Shouldn’t our systems (technology) be another asset we should manage? IT

Systems/Data-Integration

Voting Member

Incorporate highway safety manual in standards process – as well as early project involvement T&S

Systems/Data-Integration

79

Legend: Voting Member Comment

Non-Voting Member Comment

FHWA Member Comment

B-5

Appendix C - 2013 Gap Analysis

UDOT Asset Management Steering Committee Gap Analysis Questions November 12, 2013

UDOT Systems / Data UDOT has established a quality data information architecture to promote the

integration of business systems for unified asset management. 1. Very Important 2. Important 3. Somewhat Important 4. Of Little Importance 5. Unimportant

1. Excellent 2. Above Average 3. Average 4. Below Average 5. Poor

Business systems are treated as a strategic asset to help make data driven decisions. 1. Very Important 2. Important 3. Somewhat Important 4. Of Little Importance 5. Unimportant


Necessary data is easily accessible to make data driven cost/benefit decisions. 1. Very Important 2. Important 3. Somewhat Important 4. Of Little Importance 5. Unimportant


UDOT Project Prioritization A clear, well documented state-wide prioritization process is in place. 1. Very Important 2. Important 3. Somewhat Important 4. Of Little Importance 5. Unimportant


C-1

Management plans have been / are being developed for pavements including lifecycle

analysis, identification of performance measures, and data required for cross analysis. 1. Very Important 2. Important 3. Somewhat Important 4. Of Little Importance 5. Unimportant


Management plans have been / are being developed for bridges including lifecycle analysis, identification of performance measures, and data required for cross analysis.

1. Very Important 2. Important 3. Somewhat Important 4. Of Little Importance 5. Unimportant


Management plans have been / are being developed for other assets including lifecycle analysis, identification of performance measures, and data required for cross analysis.

1. Very Important 2. Important 3. Somewhat Important 4. Of Little Importance 5. Unimportant


UDOT Funding The types of funding, the uses of funding, and the process to fund projects is

transparent. 1. Very Important 2. Important 3. Somewhat Important 4. Of little Importance 5. Unimportant


UDOT Performance Measures Asset management performance measures are consistent with the UDOT strategic

direction and with the criteria used to set program priorities, select projects, and allocate resources. 1. Very Important 2. Important 3. Somewhat Important 4. Of Little Importance 5. Unimportant


C-2

UDOT Risk Assessment

Resource allocation includes assessment of probability and severity of risk associated with each asset. 1. Very Important 2. Important 3. Somewhat Important 4. Of Little Importance 5. Unimportant


Collaboration UDOT liaison's with local governments share information and knowledge to further

the development of asset management in Utah. 1. Very Important 2. Important 3. Somewhat Important 4. Of Little Importance 5. Unimportant


C-3

Appendix D - Gap Analysis Voting Results

UDOT Systems / Data

Information Architecture

#1 Survey Results: UDOT has established a quality data information architecture to promote the integration of business systems for unified asset management.

Gap Analysis:

#2 Survey Results: Business systems are treated as a strategic asset to help make data driven decisions.

Gap Analysis:

0 1 2 3 4 5

Current Status

Importance

Gap = 1.6

4.35

3.04

0 1 2 3 4 5

Importance

Current Status

D-1

Necessary Data Available

#3 Survey Results: Necessary data is easily accessible to make data driven cost/benefit decisions.

Gap Analysis

UDOT Project Prioritization

Prioritization Process

#4 Survey Results: A clear, well documented state-wide prioritization process is in place.

Gap Analysis:

0 1 2 3 4 5

Importance

Current Status

0.00 1.00 2.00 3.00 4.00 5.00

Current Status

Importance

D-2

Management Plans for Pavements

#5 Survey Results: Management plans have been / are being developed for pavements including lifecycle analysis, identification of performance measures, and data required for cross analysis.

Gap Analysis:

Management Plans for Bridges

#6 Survey Results: Management plans have been / are being developed for bridges including lifecycle analysis, identification of performance measures, and data required for cross analysis.

Gap Analysis:

0.00 1.00 2.00 3.00 4.00 5.00

Current Status

Importance

0.00 1.00 2.00 3.00 4.00 5.00

Current Status

Importance

D-3

Management Plans for Other Assets

#7 Survey Results: Management plans have been / are being developed for other assets including lifecycle analysis, identification of performance measures, and data required for cross analysis.

Gap Analysis:

UDOT Funding Funding Transparency

#8 Survey Results: The types of funding, the uses of funding, and the process to fund projects is transparent.

Gap Analysis:

0.00 1.00 2.00 3.00 4.00 5.00

Current Status

Importance

3.20 3.40 3.60 3.80 4.00 4.20 4.40

Current Status

Importance

D-4

UDOT Performance Measures

Alignment of Performance Measures

#9 Survey Results: Asset management performance measures are consistent with the UDOT strategic direction and with the criteria used to set program priorities, select projects, and allocate resources.

Gap Analysis:

UDOT Risk Assessment

Risk Assessment

#10 Survey Results: Resource allocation includes assessment of probability and severity of risk associated with each asset.

Gap Analysis:

0.00 1.00 2.00 3.00 4.00 5.00

Current Status

Importance

0.00 1.00 2.00 3.00 4.00 5.00

Current Status

Importance

D-5

Collaboration

Local Government Collaboration

#11 Survey Results: UDOT liaison's with local governments share information and knowledge to further the development of asset management in Utah.

Gap Analysis:

0.00 1.00 2.00 3.00 4.00 5.00

Current Status

Importance

D-6

Appendix E - Implementation Plan by Year

Category Year Responsibility Task Description Program 1 Planning Publish 2015 UDOT Statewide Long Range Plan Program 1 Planning Support MPOs in publishing 2015 Regional Transportation Plans

Program 1 Planning Initiate I-15 integrated corridor study to inform Wasatch Front area RTP's 2019 update

Program 1 Planning Work with Regions to enhance intermediate range planning processes Program 1 Proj Dev Put out 3D plans on selected projects Program 1 T & S Complete safety investment plan system Program 1 Maintenance Refine performance level budget distribution

Program 1 Asset Mgt Develop a value matrix for tangible assets Performance 1 TOC Automate congestion reporting

Performance 1 Asset Mgt Develop a financial plan with value and risk for tangible assets Performance 1 Asset Mgt Add deterioration curves to Plan for Every Section analysis

Performance 1 Structures Define good/fair/poor performance levels

Performance 1 Structures Evaluate funding needs based on established performance levels Data 1 Proj Dev Develop push button concept report data collection Data 1 Proj Dev Add maintenance projects into GIS displays

Data 1 Proj Dev Develop data warehouse from which departmental financial results can be displayed

Data 1 Maintenance Finish integration of OMS & dTMS to establish system feedback loop

Data 1 Maintenance Understand Mandli data input process to automate incorporation with OMS

Data 1 Maintenance Hire business analyst to enable full use of OMS system Data 1 TOC Incorporate traffic asset information into UPlan

Data 1 Asset Mgt Update asset data with Phase 2 data collection

Data 1 T & S Complete GIS crash data analysis system Table E-1 Year One Tasks

E-1

Risk Description Risk Mitigation Risk Assessment

System shows unexpected results Testing during development 1 Difficulty in quantifying value of one program vs. another may stop or lengthen efforts

Several workshops scheduled this summer with Executives

3

Inability to accurately quantify/articulate future financial requirements Link PDBS/Asset data

2

Small sample size may produce inaccurate curves Link pavement distress data to sections 2

Misconception of definition of terms Create clear definitions; communicate performance measures in correct context

Setting justifiable performance levels that maintains the integrity of the system

Establish appropriate performance levels and track funding levels to maintain performance level

Workforce availability Hire contractors and interns Workforce availability Funding availability Obtain leadership support Lack of business system integration - OMS/Ugate limits access to historical data Continue to work together on OMS

9

System is not used due to perceived low value, required updating is neglected

Communicate value and make continual updating a priority and automated

5

Table E-1A Year One Risks

E-2

Category Year Responsibility Task Description

Performance 3 Structures Create a plan for every structure

Performance 3 Structures Define bridge needs and establish funding

Performance 3 Planning Initiate Performance Based Planning Process for statewide & regional plans 2019 update

Performance 3 Asset Mgt Refine performance measures to include risk and life-cycle costs Performance 3 Planning Implement performance based planning process Program 3 Planning Work with MPO partners and UTA to enhance long range planning process

Program 3 Proj Dev Modify Asset Management Guidelines as needed to reflect program changes

Program 3 Proj Dev Unify Region 3 year plans and complete projects from asset management

Program 3 Asset Mgt Develop deterioration curves for pavement condition

Program 3 Asset Mgt Relate program funding to performance goals Program 3 TOC Develop asset management program for ATMS assets Program 3 TOC Create and fine tune performance goals

Program 3 T & S Leverage safety funding across all projects

Program 3 T & S Integrate safety analysis into Project Development processes Program 3 T & S Integrate science-based crash analysis into all functional areas Data 3 Planning Improve recording and reporting of funding & construction of LRP projects Data 3 Maintenance Implement refined OMS system

Data 3 Asset Mgt Ensure asset management business systems share data with other business systems

Data 3 Proj Dev Create electronic 3D plans for all projects Data 3 Proj Dev Develop data governance plan

Table E-2 Year Three Tasks

E-3


Inadequate resources to complete Establish a plan to complete and obtain necessary resources

Inability to identify optimal treatments and variability in bridge conditions

Work to gain consistency in defining bridge condition data; review past bridge conditions with past funding to develop a trend

Incomplete information skews reporting on performance measures Integrate business systems and data

7

Lack of quality data may produce inaccurate pavement analysis Re-establish PEFS after 2016 data collection

7

Limited ability to explain how funding is allocated between programs Explore different vendor products

7

Culture unable to adapt, can't reach consensus on value decisions Engage senior leaders in process

2

Culture unable to adapt, negative impact to safety funding

6

Methodology appears too complex or burdensome 7 Workforce availability Hire contractors Business systems unable to share data and produce consistent results

Develop data warehouse and fully implement integration process

8

Table E-2A Year Three Risks

E-4

Category Year Responsibility Task Description Performance 5 TOC Include mobility in funding prioritization

Performance 5 Structures Define benefits of work completed

Performance 5 Asset Mgt Create unified plan with funding recommendations

Program 5 Planning Publish 2019 "Performance Based" Statewide Long Range Plan and regional plans

Program 5 Asset Mgt Engage multiple departments in collaborative decision making

Program 5 T & S Include science-based crash analysis in funding prioritization Data 5 Maintenance Complete integration of OMS system Data 5 Proj Dev Automatically load 3-D as-builts into system Data 5 Proj Dev Integrate all business systems with data warehouse

Legend:

Table E-3 Year Five Tasks

H M LH 9 7 4M 8 6 2L 5 3 1

Impact

Prob

abili

ty

E-5


Insufficient measurement of treatment impacts Perform research to understand the treatment impacts

Limited ability to explain how funding is allocated between programs

Several workshops scheduled this summer with AAC

6

"Silos of excellence" culture prevent development of a Unified Plan

Explore common goals, make it valuable to all

6

Appears too complex and burdensome to overall process

4

Funding availability Maintain leadership support

Table E-3A Year Five Risks

E-6

Appendix F - Management Plans

Pavement Management – “Good Roads Cost Less”

Introduction

UDOT manages and preserves approximately 16,000 lane miles on 243 state highways from multi-lane urban concrete interstates to rural two lane asphalt low volume roads. Pavement is a $25B asset. UDOT’s pavement management philosophy is “Good Roads Cost Less.” The philosophy can be defined as - applying timely cost effect treatments that minimize cost while achieving the greatest long term benefit.

Pavement Condition Surveys

Biannually UDOT’s contractors measure the pavement health of each mile of the state highway system. Starting in 2012 Contractors driving at highway speeds, using state of the art technologies continuously measure

• each crack, • the depth of each rut, • roadway roughness, and • concrete faulting.

Using advanced computer algorithms, line lasers, high speed cameras, and global positioning satellites (GPS) distress is calculated and quantified into a rating between 0 and 100, 0 being brand new pavement.

The State highways are divided into 2,446 individual 12’ wide sections of varying length. Using 3rd party pavement optimization software UDOT generates “A Plan for Every Section”. The plans specify the best preservation, rehabilitation and replacement strategies for each section.

Risk Assessment and Management

Pavement risk management is focused on developing a program that schedules treatments, not as “worst first” but rather based on the treatment that provides the greatest benefit at the lowest cost. This approach is the best practice for managing risks of:

• vacillating funding levels • unanticipated loading on pavement sections • continually changing pavement inventory

Distress Survey

“Good Roads Cost Less”

F-1

Performance Metrics

The Department created a three tier system of highways to prioritize resources and minimize risk. Each pavement section is rated as good, fair, or poor based on the section’s International Roughness Index (IRI). The Department set performance metrics for each tier to achieve a percentage rated better than poor:

• 95-98% of Interstate lane miles • 90-95% of Level 1 (Average Annual Daily Traffic, AADT > 1,000) • 80-90% of Level 2 (Average Annual Daily Traffic, AADT < 1,000)

An annual expenditure $188M a year optimizes the maintenance and preserves the condition of the entire state highway system within the performance metrics for the 10 year forecast period. This funding level provides the greatest benefit at the lowest cost. During the past several years available funding has been limited to $210M per year. Due to the funding limitation UDOT actively maintains only roads that have volumes of greater than 1,000 vehicles a day.

Five Year Plan • Complete all preservation and rehabilitation projects on time and within budget. • Continue modeling to determine the proper funding mix between maintenance management levels;

Interstate, Level 1 and Level 2. • Develop preservation and rehabilitation projects in collaboration with other departments to maximize

funding. • Reverse or slow the pavement condition decline of Level 2 roads to achieve 80-90% of lane miles in better

than poor condition – requires an on-going additional $40M investment.

24 23 21 21 21 21 23 27 31 34

60 60 59 60 59 58 53 51 47 46

16 17 20 19 20 21 22 22 22 20

0%

20%

40%

60%

80%

100%

2008 2009 2010 2011 2012 2013 2014 2015 2016 2017

% o

f Mile

s

Level 2 System (1,990 miles) Ride Quality - Forecasted with 50 million / yr

% Good: IRI < 95 % Fair % Poor: IRI > 170

Historic Estimated

24 23 21 21 21 20 20 19 17 17

60 60 59 60 59 59 56 56 56 55

16 17 20 19 20 21 24 25 27 28

0%

20%

40%

60%

80%

100%

2008 2009 2010 2011 2012 2013 2014 2015 2016 2017

% o

f Mile

s

Level 2 System (1,990 miles) Ride Quality - Forecasted with 10 million / yr

% Good: IRI < 95 % Fair % Poor: IRI > 170

Historica Estimated

F-2

Maintenance Management

Introduction

UDOT’s Central Maintenance Division currently tracks the condition of sixteen specific state highway assets through the Maintenance Management Quality Assurance Plus (MMQA+) Program. These assets include tangible assets such as pavement striping, drainage features, and shoulders in addition to operational performance items such as snow and ice removal and litter control.

According to the MMQA+ Inspection Manual as revised in July, 2012,

Asset Condition Targets

A target for a particular maintenance activity is determined by taking into account • the Department’s strategic goals, • the current Level Of Maintenance (LOM) for that activity, • available resources such as funding, labor, equipment, and materials, • input from the public in the form of customer survey results, and • input from District Engineers and other Department leaders.

Maintenance activities are tracked against the target semiannually except for Rest Areas which are measured monthly and Snow and Ice Removal which is measured by event.

Risk Assessment and Management

Risk is assessed for each activity and safety sensitive activities target LOM are generally set at “A” as shown in the Table. A policy is in place to define route priorities and guidelines for roadway maintenance during winter storm events to mitigate risks due to winter weather. UDOT also uses software and tools to optimize plow routes for

MMQA+ has purposes at the statewide level, at the region or area level, and at the station level. At the statewide level, MMQA+ is used to communicate how well we are “Preserving the Infrastructure,” which is UDOT’s highest

priority strategic goal, to our key customers – the Legislature, Transportation Commission, Department Senior Leaders, and program users. It is also used at the statewide level as a tool in the budget development process, and to show where more resources could be valuable or where resources could be reduced. Reports from MMQA+ are

also used at the statewide level to help establish targets for future levels of maintenance in consideration of available budget and resources.

At the station level, MMQA+ is used to prioritize and schedule work activities. Station personnel can review MMQA+ reports to determine which activities in their station should receive either more focus or less focus given current conditions, established targets, and available budgets. Station supervisors can also compare budgets to current conditions, and request that money be moved from one activity to another to best meet MMQA+ targets. At the region or area level, purposes include both those described at the statewide level and those described at the station level. MMQA+ information is used at the region or area level to both report levels of maintenance achieved, and to manage resources and budgets to meet targets.

F-3

added efficiency in meeting snow and ice removal policy and measures. At all levels (statewide, region, or station), resources are managed such that they are diverted toward activities that are falling short of their targets, and away from activities whose targets are being exceeded.

Five Year Plan

• Continue tracking LOM to determine appropriate resource allocation • Continue to maintain safety sensitive activities at an “A level. • Institute mobile data collection to improve efficiency, accuracy, and reporting at station level. • Develop feedback loop between OMS and dTMS for more efficient funding allocation and project

recommendations as well as tracking at Region level.

F-4

• Automate input of completed work to create a process to close feedback loop to planning activities.

F-5

Information Management

UDOT has initiated the Information Management (IM) project to adopt industry recommended data maturity practices from the Data Management Body of Knowledge and to develop a “google” type search environment. The IM project focuses on the following major areas:

• Data Governance • Data Architecture Management • Data Integration • Data Warehouse • Business Intelligence Management • Data Quality Management • Data Security

By recapturing efficiencies from data management and redirecting those funds to other projects, UDOT is able to extend how far the public’s money can go. The IM project has an overarching mission of increasing awareness, increasing transparency, improving access to data and increasing the quality of data utilized by all major divisions at UDOT.

The current application environment that supports UDOT’s business including construction projects and all associated data has grown organically over time and has created an increasingly complex data and IT environment. Below is the current state visualization that illustrates the complexity along with pains identified during interviews with various divisions across UDOT.

Figure 1 – Current System

F-6

UDOT’s Information Management project is directed at the acquisition and implementation of an enterprise-class information management environment to facilitate the maturity of our data management practices. The specific areas of opportunity and possible improvement are outlined below:

1. Data Governance – improved authority and control over the management of important data assets. 2. Data Architecture Management – define specifications to provide business vocabulary and express

strategic data requirements. 3. Data Integration – reduce the need for periodic gathering and reconciliation of data across multiple data

bases and informal systems. 4. Data Warehouse – provide integrated storage of required current and historical data, organized by

subject area. 5. Business Intelligence Management – provide an enterprise focal point for data delivery in support of

decisions, policies, procedures, definitions, and standards. 6. Data Quality Management – ensure credible, quality data for all appropriate access capabilities. 7. Data Security – effective data security policies and procedures to ensure that the right team members can

use and update data to comply with confidentiality needs of stakeholders. 8. Improved Transparency – provide access to real-time project information and enable all parties to share

information with stakeholders.

Figure 2 – System Under Development

F-7

utah tamp 6 5 14 kc (3)

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