Taking Care of What We Have. Asset Management: A Three-Pronged Approach October 2015 (Introduce self and any others with you.) As we all know, ODOT is taking a strategic new approach to asset management and, specifically, system preservation. The purpose of this presentation is to share how we are discussing the new asset management program with external audiences, but also give you an insider’s view to the program’s various pieces. We also want to talk about how this will affect operations, and how you can help. But before we get into details of the strategy, let’s briefly review what it applies to. (And yes, you may already know what we discuss on the following few slides, but keep in mind that portions of this presentation are also being shared with audiences who don’t. So it’s important that we’re all familiar with the same concepts.)

Most people notice when ODOT builds something new Most people notice when ODOT builds something new. However, we actually spend 93% of our time and resources taking care of what we have.

We apply that 93% to more than 43,000 miles of roads and 14,000 bridges.

Costs Are Higher but Funding is Flat Unfortunately, repair costs have gone up while funding has not. What cost us $1 to fix in 2006 costs us $1.56 today. So with little additional funding on the horizon, we have to look at how we can stretch our dollars farther.

Keeping Ohio Economically Competitive Why is this all important? 5.5 million jobs in Ohio – that’s all of them! – are supported by our transportation infrastructure. Nearly every worker, product or service must use an ODOT-maintained road at some point.

67% of the state’s freight traffic moves on ODOT-maintained roads and bridges – including top exports like crops, vehicles, plastics and machinery.

Safety is ODOT’s Top Priority 282,368 crashes in 2014 69,917 injuries 919 deaths Well maintained roads are safer roads Safety is always our top priority, always. There were more than 280,000 crashes in Ohio last year, and too many injuries and deaths. It’s estimated that roughly one-third of all crashes are caused by road conditions. Regularly scheduled preservation maintenance results in greater overall safety.

How do we stretch funds, support the economy and maintain for safety while preserving our system? We’re going to be innovators. Again. ODOT has spent the last 10 years moving to a more data-focused approach to managing and improving our transportation system. Now, we are implementing new, smarter ways to improve safety and protect the huge investment Ohioans have in our roads and bridges. Our innovative, three-pronged approach will allow us to redirect an estimated $300 million toward more preservation over the next six years, offsetting the current funding gap.

Three-Pronged Approach This approach includes state-of-the-art technology for better decision-making, aggressive preservation treatments and more collaboration across ODOT’s divisions. We’ll go into some details about each, but the big picture is that ODOT is switching gears from fixing the “worst first” to a preservation strategy. It makes good business sense to get out in front of problems before they occur. That’s why we’ll be cleaning, sweeping, sealing, painting and resurfacing statewide on an even more aggressive schedule than ever before. Better data and more collaboration make this possible, and result in better, more timely decisions.   We’re striving for a new level of consistency across districts so we can keep repeating best practices and eliminate practices that aren’t effective in terms of cost, time and quality. With greater collaboration and more information about our transportation assets, we can identify and address concerns faster to keep our roads and bridges in better shape.

State-of-the-Art Technology Pavement management software Identifies when and where to treat roadways Prioritizes highest benefit at lowest cost First, our state-of-the-art technology. Our Pavement Management System software (also known as DTIMS) conducts objective data analysis on when and how to treat a roadway. It determines road resurfacing priorities with the highest benefit at the lowest cost. It factors in things like traffic volume and overall road condition to help us make better decisions when spending taxpayer dollars.

State-of-the-Art Technology The Transportation Information Mapping System (TIMS) software is a robust data source with the latest on roads and bridges, culverts, safety barriers, and ODOT facilities—as well as airports, ports, transit systems, railroads, intermodal facilities and much more. And with the most recent upgrades, this tool is now even better. It has more project search filtering tools than ever before, so you are always equipped with better data, wherever you are—because TIMS is easily accessible, whether in the office, the garage, or out in the field. And better data means better decisions.

Earlier, More Cost Effective Treatments Deck sealing Bridge cleaning/sweeping Crack sealing Chip/micro/smooth sealing Underdrain clean-outs Instead of traditional (and more expensive) treatments for roads and bridges, districts across the state are including a variety of more frequent and cost-effective strategies in their work plans.  

Aggressive Preservation: Roadways More chip seals Extends road life by 5 to 7 years One fourth cost of conventional overlays A big change in our preservation strategies is more chip seal and microsurfacing to extend surface life. Chip seal allows ODOT to maintain roads at a fourth of the cost of conventional overlays. With chip seal overlays, we extend the time between full-depth replacements. This lowers costs over the long term, enabling ODOT to resurface more roads and provide a smoother ride for more people.  

Aggressive Preservation: Roadways Ensuring Quality When and where appropriate Ready to pave conditions More inspections Careful monitoring But we won’t chip seal just any road. We’ll consider several factors, including average daily traffic (no chip seal on roads with more than 2,500 or truck traffic of 250) and the overall condition of the road. We’ll use treatments when and where they are appropriate. For successful implementation of these strategies, we’ll need county forces to ensure that roads are ready to pave. We need to make sure the culverts are replaced and any pavement repairs are completed. We’re doing more inspections on chip seals to improve quality and guarantee performance, and are requiring contractors to provide a two-year warranty. We also need the districts and counties to make sure contractors are doing the job the right way, at the right time, and under the right conditions. Temperatures, amount of application and quality of application are all extremely important.  

Aggressive Preservation: Bridges We’re also more proactively cleaning and sealing bridges to keep the joints, side structure, surfaces and drains in good repair and extend surface life. If we don’t clean a bridge regularly, the dirt and water sit on the steel, which can make it rust and deteriorate more rapidly. Bridges are very expensive. Keeping them lasting longer is smart and cost-effective.  

Collaboration Capital and maintenance work under one plan Continuous interaction between planning and construction engineers, front line crews, and contractors Capturing, analyzing and replicating success statewide The third prong of our strategy is even more collaboration. We’re coordinating capital and maintenance work under one plan, which is new. Before we had two plans. Now we’re all on the same page – literally. We will continuously share information between our planners, engineers, front line crews, local governments and contractors to We’re capturing, analyzing and replicating successes across the state. To HTs: Your critical feedback helps us keep roads in better condition than ever before. We can make smarter decisions thanks to you. We are learning from your interaction with the public, the conditions you report and your first-hand practical knowledge of what’s happening on our roads and bridges every day. We used that information, along with data analysis, to develop the work plan. This continuous, two-way communication will give us the information we need to give taxpayers –that’s us, too! – the best return on our investment.  

Collaboration: District X Work Plan To illustrate how our capital and maintenance teams have come together, here is a break-down of what our district will be doing in 2016. [DISTRICTS TO USE THIS SLIDE ACCORDING TO HOW THEY WISH TO REPRESENT PLAN. THE POINT IS TO ADDRESS DETAILS SPECIFIC TO THE AUDIENCE]  

Collaboration: One ODOT How Highway Management can help: Keep watch Lead up Ready to pave Adjust [other according to district] As we take on a shared work plan strategy, each division will play a vital role in our system preservation efforts. Here are some examples of how our district plan will depend on Highway Management. As always, be the district’s eyes on the road. Let us know where conditions pose a concern; and make sure quality work is being done—whether by contractors or our own forces. “Lead up”- share observations and best practices with the district and department Make sure surfaces are ready to pave with replaced culverts and other necessary pre-surfacing repairs. Since this is a new approach, we will ALL have to adjust. In some cases, conditions that we would never accept before will be OK on some roads as we take a number of factors into account, including the long-term, big picture plan of taking care of what we have. [OTHER ACCORDING TO DISTRICTS?]  

Collaboration: One ODOT How Planning & Engineering can help: Analyze Pavement Mgt System recommendations Identify potential impacts Coordinate with local plans Adjust [other according to district] As we take on a shared work plan strategy, each division will play a vital role in our system preservation efforts. Here are some examples of how our district plan will depend on Planning & Engineering. Analyze DTIMS recommendations—Verify that its suggested treatments and locations are responsible and adequate at the time we select them. Identify potential impacts—Consider the effects of traffic, regional climate, etc. on the various preservation treatments Coordinate with local plans—Share our treatment plans and consider how they align with or effect what the locals are doing Adjust--Since this is a new approach, we will ALL have to adjust. In some cases, conditions that we would never accept before will be OK on some roads as we take a number of factors into account, including the long-term, big picture plan of taking care of what we have.  

Communication Fact card transportation.ohio.gov/preservation Video: bit.ly/ODOTpreservation District meetings (winter) 2016 Construction Kick-Off (March) [THIS SLIDE MAY NOT BE NECESSARY] Central Office is preparing a number of tools that will help us communicate this new strategy to property owners, local officials, legislators and the public. Fact cards are available now, and soon we will have: frequently asked questions a web page on the ODOT site where you will be able to download all of these tools talking points a video And you’ll have a PPT like this one, too, that will changed slightly to be geared more toward the public.

Thank You! Thank you for doing your part in helping ODOT have one of the most innovative preservation treatment programs in the country. As with all new plans and approaches, we expect to adjust some aspects as we learn through time and experience, but after months of discussion and careful research, this is a good starting point. We’ll continue to work together, within our district and across the state, and together, we’ll continue to be the leaders in innovation.   (Offer to field questions as you see fit)