11th national conference on transportation asset...

11th National Conference on Transportation Asset Management First Steps to Integrated Asset Management Information Technology to Leverage Your Data Sets Wayne Francisco, Steve Mitchell and Zach Rubin, GHD

Minneapolis, MN

July 12, 2016

© GHD Inc. 2016

11th National Conference on Transportation Asset Management First Steps to Integrated Asset Management Information Technology to Leverage Your Data Sets

Does this sound like IT Systems at your agency?

“A disparate collection of corporate enterprise asset information technology systems, local departmental solutions,

personal spreadsheets and datasets, limited system connectivity, data duplication and

poor overall governance.”

© GHD Inc. 2016


Data Rich and Information Poor

• How do we measure data wealth and poverty? • What is the benefit of information over data? • When and how does data become information?

Data • Incomplete • Inaccurate • Unreliable • Unverifiable

Information

© GHD Inc. 2016


Core Problem with IT Systems

IT systems are typically developed on an “as-required” basis which causes many instances

where data is irreconcilable across systems for decision making purposes

This is the root cause of having data that is incomplete, conflicting, unverifiable and inaccurate. Overcoming this problem is the key to data rich agencies into

information rich agencies.

© GHD Inc. 2016


Example: Work Breakdown Structure (WBS) vs Asset Breakdown Structure (ABS)

Bridges

Steel Structures

Bridge 1 Bridge 2

Deck Wearing Surface

Concrete Structures

Bridge 3

Bridge Work

Capital

Rehab Replace

Project 1 Project 2

Maintenance

Bridge Washing

ABS WBS

© GHD Inc. 2016


Agency Business Drivers

Asset Management System Governance

Staffing Business Processes

Asset Information

Systems

Our Information Systems are part of the larger system we use to

manage our assets (Asset Management

System Governance.) Their value can be

measured by how the information provided

supports an infrastructure agencies

business drivers

Business Drivers and Asset Management System Governance

© GHD Inc. 2016


How Data Systems Interact

• Which system is the source of truth?

• Which systems can write to other systems?

• What user permissions are required?

• How are changes to data documented?

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Where to Start

Define an Asset Management Model

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Map IT Systems Against the Model

• Which systems support each area of the Asset Management Model

• Where are the current gaps in the process?

• Where do those gaps fall? • Staffing • Business Processes • Asset Information Systems

© GHD Inc. 2016


Develop Enterprise Architecture Systems Map

• Documents the system of record for each Asset Class (asset breakdown structure)

• Notes where key asset attribute data is developed/captured • How data gets to the system of record reliably • What are the rules about what systems can do to the data in terms of

changes that get sent back to the system of record • Maintain the map as business process and systems change

We can get so wrapped up in the data that we forget that turning that into information of value is an enabler for effective management of our assets, and in turn the provision of services to our customers.

© GHD Inc. 2016


Prioritize

• What is the cost and benefit of filling the gaps identified?

• Where will a simple fix suffice and where is an overhaul required?

• What small wins can you achieve to start building momentum?

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Measuring the Effect Over Time

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Case Study: PennDOT IT Assessment Approach

IT System Questionnaire

PennDOT On-Site Interviews

(10 days) White Paper Development

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IT System Questionnaire

System Users Primary Functions of IT System Information Quality System Interactions System Improvements and Aspirations

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Onsite PennDOT Interviews

• 10 business days on site to consult with PennDOT staff to document PennDOT’s current IT practice as it relates to asset management

27 IT Systems were documented • 3 PennDOT AM members at each interview • 33 Stakeholders interviewed

‘Quick Win’ projects were identified as well as longer term intiatives

© GHD Inc. 2016


Example: Bridge Management System

System Name: BMS2 (Bridge Management System) Primary Functions: • Database to inventory structures • Track the inspection of those

structures System Improvements: • Predictive modeling (deterioration

curves) • Additional asset inclusion (tunnels)

Users: PennDOT Staff, Consultants, Asset Owners

System Name: SAP-PM Data Transferred: • Maintenance Cost Data

System Name: GIS Data Transferred: • Bridge location and

attribute data

© GHD Inc. 2016


PennDOT IT Systems Map

Concept

Specify

Acquire

Dispose

3. Asset Management System

6. Asset Management Plan(s)

5. Asset Management Strategyand Objectives

4. Asset Management Policy

7. Asset Life Delivery

INVESTMENT PLANNING ACQUIREOperate

& Maintai

n

Change

OPERATE & MAINTAIN DISPOSAL

1. External Influences 1. External Influences

8. Portfolio, Asset Systems, Assets

11. Development Plan for Management System

10. C

ontin

ual I

mpr

ovem

ent

10. C

ontin

ual I

mpr

ovem

ent

2. Business Objectives and Plan

9. Enablers (Capabilities)Processes, resources,

competencies and technologies

Sound Wall Management Application

Sound Wall Assets

CDART

Understanding Accident Data

MPMS

Defining Investment Programs

MPMS-IQ

Visualize Investment Programs

LPN

Defining Projects

ePayroll

Understanding Cost of Maintenance Work GIS

GIS Platform

GIS-IQ

General Data Visualization

LBRCS

Local Road and Bridge Assets

GC-EDMS

Managing Project Railroad Interaction

UR-EDMS

Managing Project Utilities Interaction

CRS

Recording Road Accidents

dotGrants

Controlling Funding Release

CEES

Understanding Environment Impact

ECMS

Procure Projects

PPCC

Managing Contract Requests

RMS

Roadway Referencing, Inventory and

Condition

SAP-PM

Maintain Assets

RCRS

Inform Stakeholders of Roadway Events

Right of Way Office

Managing Project Right of Way

eOffice

Tracking Fatal / Potentially Fatal Road

Accidents

iForms

Recording Structure Inspections

BMS2

Structures Inventory and Risk Calculation

APRAS

Permit Routing

eCAMMS

Material Quality Assurance

Data Warehouse & Business Intelligence

PDIF

EDMS Platform

EDMS

© GHD Inc. 2016


Final Considerations

• Identifying what needs to be done may be relatively straightforward – actually guiding your organization through the change process may not be

• Having support from key stakeholders is essential. In particular: • Upper Management • Information Technology Department • General users

• Can be relatively easy to gain agreement to fix large problems that cost the organization a lot but actually getting that change implemented is much harder

• Remember that governance helps guide you to do the right thing long term rather than the easy thing

© GHD Inc. 2016


Questions?

Wayne Francisco GHD Consulting Inc. 704-342-4910 [email protected]

Zach Rubin GHD Consulting Inc. 240-206-6828 [email protected]

mailto:[email protected]

mailto:[email protected]