1 asset management steering committee quarterly meeting december 14, 2009

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STAYING AHEAD OF THE CURVE...

ASSETMANAGEMENT

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ASSETMANAGEMENT

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Asset ManagementAsset ManagementSteering Committee Steering Committee

Quarterly MeetingQuarterly MeetingDecember 14, 2009December 14, 2009

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AgendaAgenda

Welcome & Introductions Roles, Meetings & Communications Asset List – revamped Priorities & Work Plan development TransInfo Standards Signs & SAM-IT FACS-STIP Tool update Questions

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AMSC MembershipAMSC MembershipName: Representing: Some Ties to Others:

Jerri Bohard Co-Sponsor (TDD) Exec Staff, PBLT, HLT, TDD, TransCOI

Cathy Nelson Co-Sponsor (Tech Services) PDLT, HLT, TSMT, TransCOI

Laura Wipper Asset Management Integration TDD

Luci Moore Maintenance (Headquarters) HLT, MLT, TransCOI

Bruce Johnson Eng. Disciplines & Estab. Mgmt Systems TLT, TSMT, BLT

Hal Gard Environmental Disciplines TLT, TSMT

Ed Fischer Traffic Discipline TLT, TSMT, TOLT

Dave Ringeisen Transportation Data TDD, TransCOI

Jane Lee (R2) Region Managers HLT

Ron Winterrowd Information Systems TransCOI, CS-COI

Darrin Neavoll (R3) District Managers MLT

Steve Davis (R5) Project Delivery TLT

David Kim (R1) Area Managers Area Mgr LT

Ron Snell (R4) Project Delivery CLT

Marlene Hartinger Non-voting member from Central Services Audit Committee, CSMT, CS-COI

Deb Tennant Financial Services; Financial Reporting FSMT, HMIS, Financial Forum

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Meetings & CommunicationsMeetings & Communications

Quarterly meetingsSecond Monday? – March, June, Sept., Dec.

AMI developing for improved communications:Web links for efficient sharing“Circle” of interest to share proceedings more

broadlyOther ideas?

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AMSC Members’ RoleAMSC Members’ Role

Serve as liaison Leadership teams, committees, as well as

division, branch, region or district Look ODOT-wide for context Communicate issues, opportunities,

solutions Advocate for principles of Asset

Management effortsMake decisions and recommendations for

progress

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AMI’s RoleAMI’s Role

Facilitate and coordinate availability of the:

Right information

Right people

Right time

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RelationshipsRelationships

HLT

AMSC

TransCOIWorking Group

TransCOI

Member ties to:PBLTPDLTMLTReg. Mgrs.AMLTTLTCLTTOLTRLTBLTGeo/EnvFreightAM & T-DataCSMTAudit Com.ISMTFSB

AMI

TS AM Task Force

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Other GroupsOther Groups

SAMCommittee

SAM-ITTS AMTask Force

Sign Crew RepsScott KingRandy CampPat CreedicanRamona Cline

Mike BarryDavid Smith

Dave GreenbergJoel Fry

Dan Wells

Paul WirfsLaura WipperBert HartmanJohn CoplantzSteve LindlandHarold Lasley

Mike KirbyHarold LasleyBeth SandverGalen McGill

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Other Coordination EffortsOther Coordination Efforts

TransInfo Steering Committee GIS-based tools (& Steering Committee) Location standards & tools Network Optimization Task Force Engineering Data Management Storm water drainage facilities Freight Mobility/MCTD Work Plan, readiness – systems projects

& maintenance Financial reporting requirements

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Asset List – Proposed DraftAsset List – Proposed Draft

Asset Group

ClassificationAsset (and Associated

Features)Type Attributes Other Associated Data Intangible Benefits

Bridges with NBI number (Deck, Sub-Structure, Super-Structure & Rails)

Prestressed Concrete, Post-Tensioned Concrete, Steel, Slab, Timber, Truss, Arch, etc.

Associated connectors for interchanges

Other Bridges (Deck, Sub-Structure, Super-Structure & Rails)

TunnelsTunnels, Associated Retaining Walls

Traffic Tunnels, Drainage Tunnels

Pavement TypeBike Lanes, [Curbs], Shoulders, [Parking]

Parking Restrictions

Base TypeSub-Base Type

Retaining WallsRetaining walls four feet or more in height

Bin, Gravity, etc.

Culverts Fish Passage

Storm WaterControl Facilities, Drainage Facilities

Ditches & Catch BasinsDrains Horizontal, VerticalTide Gates

Guardrail, Concrete Barrrier, and Cable Barrier

Guardrail Terminals

Impact AttenuatorsUnpaved Shoulders Clear ZoneApproachesRumblestripsFencing

SidewalksADA RampsMulti-Use Paths

Environmental Soundwalls

Loca

tion

asso

ciat

ed

with

hig

hway

Surface, Base and Sub-Base

Drainage

Highway

Hig

hway

Typ

es:

Mai

nlin

e, c

onne

ctor

s, fr

onta

ge r

oads

, fu

nctio

nal c

lass

Roadside

Roadway

Bridges

Traffic Barriers

Pedestrian Facilities

LINEAR ASSETS:

Bridges & Tunnels

Please see file: “AssetListV7”Please see file: “AssetListV7”

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DefinitionsDefinitions

What is an Asset? In financial terms, anything with

Expected useful life of one year or more

Original cost of $5000 or greater (OAM 15.60.10 PO section .103)

Costs for components as a system

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Financial ReportingFinancial Reporting

FSB - for ODOT:Prepares ODOT Financial Statement

Information included in State of Oregon report (Comprehensive Annual Financial Report or “CAFR”)

Financial Services staff created version of an asset management system

Procedures and processes to account for assets

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Financial Reporting ChallengesFinancial Reporting Challenges

Many folks involved in ODOT’s largest assetsHighwaysStructures Land

Current processes and systems fragmented across organizational structureCompliance with reporting standards is a

significant challenge

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Asset Management & Financial ReportingAsset Management & Financial Reporting

Asset Management efforts can provide means to comply with requirements

Financial reporting and accounting standards can provide structure for asset data

Effectively blended – sets the stage for much improved financial information

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AMI Priorities - DraftAMI Priorities - Draft Sustain capacity gains already made Support FACS-STIP Tool

1R Roadside Inventories Improve networks of input Build decision processes Build addition capacities

Establish/improve data cycles Additional assets

Storm Water Facilities Signs

Additional high profile attributes Approaches Vertical clearance

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Priorities in ColorPriorities in Color

Asset Group

ClassificationAsset (and Associated

Features)Type Attributes Other Associated Data

Bridges with NBI number (Deck, Sub-Structure, Super-Structure & Rails)

Associated connectors for interchanges

Other Bridges (Deck, Sub-Structure, Super-Structure & Rails)

TunnelsTunnels, Associated Retaining Walls

Traffic Tunnels, Drainage Tunnels

Pavement TypeBike Lanes, [Curbs], Shoulders, [Parking]

Parking Restrictions

Base TypeSub-Base Type

Retaining WallsRetaining walls four feet or more in height

Bin, Gravity, etc.

Culverts Fish Passage

Storm WaterControl Facilities, Drainage Facilities

Ditches & Catch BasinsDrains Horizontal, VerticalTide Gates

Guardrail, Concrete Barrrier, and Cable Barrier

Guardrail Terminals

Impact AttenuatorsUnpaved Shoulders Clear ZoneApproachesRumblestripsFencing

SidewalksADA RampsMulti-Use Paths

Environmental Soundwalls

BOLD Already available in FACS-STIP ToolFoundational asset - critical to highwayRequired for 1R Roadside InventorySuggested next prioritiesData available

Loca

tion

asso

cia

ted

w

ith h

igh

wa

y

Pavement Surface, Base and Sub-Base

Drainage

Highway

Hig

hw

ay

Typ

es:

Mai

nlin

e, c

onne

ctor

s, fr

onta

ge r

oad

s,

fun

ctio

nal

cla

ss

Roadside

Roadway

Bridges

Traffic Barriers

Pedestrian Facilities

LINEAR ASSETS:

Bridges & Tunnels

Prestressed Concrete, Post-Tensioned Concrete, Steel, Slab, Timber, Truss, Arch, etc.

Vertical clearance

Please see file: “AssetListV7-ColorCoded”Please see file: “AssetListV7-ColorCoded”

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Key Principles for ProgressKey Principles for Progress

Collect data once for use by many Instead of many times for one useTransInfo will have key role

Location, location, locationLynch-pin for integration (consistency = reliability)

Start with the basics - Basic inventoryType, size, location & First Level Condition (c = r)

Readiness and capacity built in stagesWork plan

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Work Plan Work Plan

Progress based on readiness:Definitions, resources & tools

Who, what, where, how and how much Stakeholder input

Data plan – standards & storageExperience with data

Field experience before inventory Using data before system

Just guessing system requirements without it

Please see file: “AMI-WorkPlanDetails”Please see file: “AMI-WorkPlanDetails”

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Please see file: “???”Please see file: “???”

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Signs, Data Warehouse, etc.Signs, Data Warehouse, etc.

Database officially transferred to Technical Services

Data quality reports run twice a month SAM-IT had initial meeting

Follow-up quarterly face-to-face and as needed by phone

Need to set goals for data qualityNeed to push resolutions for R4 & Cartegraph

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SAM-IT MembershipSAM-IT Membership

Sign Asset Management-Implementation Team: David Smith, R1 Ramona Cline, R2 Randy Camp, R3 Pat Creedican, R4 Mike Barry, R5 Joel Fry, Maintenance & Operations Scott King, AMI Dave Greenberg, Tech Services Dan Wells, IS

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Role of SAM-IT vs. SAM CommitteeRole of SAM-IT vs. SAM CommitteeSAM-IT: Ensure sign data

readiness to migrate to statewide system

Approve recommendations

Ensure resources for follow-through

Develop requirements for TransInfo Sign Module

SAM: Ensure sign data

readiness to migrate to statewide system

Prioritize issues Develop

recommendations Review and comment on

draft requirements for TransInfo Sign Module

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FACS-STIP ToolFACS-STIP Tool

Origins of the Concept: Circuit ride dialogues with regions

Accessibility of data a real issue

The Concept (as of Spring 2009): Move original tool to web Expand data availability Populate forms Additional tables allow for appended data through

phases (updated maps) Mobility option - “data to go” Regular e-mail notifications to asset owners will enable

completion of data cycle

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FACS-STIP Tool To DateFACS-STIP Tool To Date Aggressive schedule!

June: Three WOCs delivered - Master project plan, desktop application moved to web, requirements for Asset Data To Go

July: Building Asset Data To Go August: Building and beta testing with region staff September: Compile and prioritize region comments October: Application adjustments November: Statewide training Dec. 2009/Jan. 2010: Improvements and add’l data

Other Opportunities 1R Program requirements (Roadside Inventory)

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FACS-STIP Tool Data DecisionsFACS-STIP Tool Data Decisions

Initial content based on:Availability (and ability to integrate)Priority based on input (region staff, asset

ownersOther requirements (such as 1R)

Additional content based on:Availability (and ability to integrate)Priority based on continued input

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FACS-STIP Tool DataFACS-STIP Tool Data

Map Tool: Crash rates Bridge, Pavement & Safety

project lists Bridge and culvert locations Traffic flow Traffic projections STIP 2008-2011 # Lanes; right & left shoulder Signed routes and road

networks Regions and districts PLSS Counties and cities T/R/S (township/range/section,

aka PLSS)

Data to Go: ADA ramps Approaches Bike facilities Bridges Culverts Fish passage Pavement Retaining walls Safety – SPIS, SIP, crashes Sidewalks Traffic barriers Traffic support - signs Place to record special

problems

Currently available:

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FACS-STIP Tool DataFACS-STIP Tool Data

Map Tool: Aggregate sites

Data to Go: Additional ADA ramp data Unstable slopes ITS sites Tunnels Weigh-in-Motion sites Traffic signals Auto traffic recorder sites

Added availability Jan. 2010:

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FACS-STIP Tool EnhancementsFACS-STIP Tool Enhancements

Based on input: Map option to select Area of Interest for

Data to Go report (January 2010) Improvements to Data to Go report format

(January 2010)Web versionExport to Excel

Add-asset comment function (June 2010?)Using Map Tool with e-mail notification

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QUESTIONS?QUESTIONS?

DISCUSSION?DISCUSSION?

1 asset management steering committee quarterly meeting december 14, 2009

Documents

reporting standards

financial terms

asset dataeffectively

cafr financial services

progresscollect data

accounting standards

districtlook odotwide

improved communications