M aintenance Efficiency & Cost Effectiveness Initiative Robert M. Peda, P.E. Director, Bureau of Maintenance & Operations, PennDOT MQA Peer Exchange October 12, 2004

2 The Mission Reduce Expenses through Improved Efficiency – Continue to provide a seamless level of service to the public Lower Cost of Operations and Improve Efficiency – Redirect available funds and labor to improve roadways Use more of the available funds to repair roads and bridges Lower the average age of equipment to improve the efficiency of Department Force Work Redirection of labor hours gained from improved efficiency Proactive Management of Maintenance Programs – Measure, Measure, Measure! = High visibility of results = Accountability = Continuous Improvement

3 How does MECE “connect” with the Governor’s Initiatives for PennDOT? Project Delivery Economic Stimulus Management and Productivity System Preservation Well maintained Highways and bridges are a key to the efficient and effective delivery of services and goods. The MECE Initiative

4 Total of 93 Recommendations District Executive’s Selected Top 10 Priority Initiatives Buy-in from Executive Management Support of AFSCME Current Focus on Top 10 MECE Steering Committee Recommendations

5 Top 10 MECE Initiatives County Maintenance Measurement Tool (CMMT) Electronic Winter Materials Management Program Fleet Optimization Department & Rental Winter Trucks, Agility & Light Vehicles, Other Core Equipment Planning and Scheduling Budget & Resource Balancing Methodology, Maintenance Manual Chapter 3 Training Update the Managing Highway Maintenance Modules Assess and Improve the Current Maintenance Training Structure Develop a Training Program for Pavement Management Practices Develop and Provide Access to Summary Reports Used to Assess Performance and Efficiency Issue a Revised State Vehicle Assignment Policy Update and Issue Maintenance Staffing Guidelines and Develop a Model County Non-PMO Structure

Today’s Discussion M.E.C.E. County Maintenance Measurement Tool (CMMT) Maintenance Efficiency & Cost Effectiveness Initiative

7 CMMT Objective To develop a County Maintenance Measurement Tool that will establish standard measurements and criteria for core maintenance business functions. MECE

8 History of PENNDOT Measures Redbook (1970’s to 1980’s) County Accreditation (1980’s) Highway Pride ( ) MECE

9 Core Maintenance Functional Areas MECE 1.Efficiency 2.Planning 3.Quality 4.Equipment 5.Winter Services 6.Safety 7.Materials Management 8.Customer Service 9.Environmental Quality

10 1. Efficiency (1 Measure) Maintenance Activity Cost Effectiveness To improve maintenance efficiency and cost effectiveness and identify best practices through comparative analysis.

11 2. Planning (3 Measures) Plan Adherence To determine the degree of management control over production in the top ten maintenance activities by man-hours. Payroll QA To measure the completion of the MORIS Highway Payroll as outlined in the Highway Foreman’s Manual.

12 3. Quality (3 Measures) Work Zone Traffic Control QA Department Force work zones meet the minimum requirements established by regulation, policy, procedure and directive. Maintenance Activity QA To assure that the quality of work performed in selected activities by Department Forces meet the minimum quality standards.

13 4. Equipment (3 Measures) Equipment Optimization To ensure the effective and efficient utilization of all maintenance equipment. Equipment Preventive Maintenance QA To assure that all applicable preventive maintenance policies are adhered to and that the Department’s fleet is properly maintained. County Maintenance Shop Efficiency To measure the efficiency and cost effectiveness of the County Maintenance shop activities.

14 5. Winter Services (3 Measures) Operations Efficiency To provide the correct level of service to achieve cost effectiveness through a winter materials management program. Training To provide required winter services training for all County Maintenance field employees. Preparedness To ensure that the County Maintenance Organization complete winter preparedness activities.

15 7. Safety (2 Measures) Correction and Management Personal Injuries To identify and implement corrective actions that will lower the Department’s disabling Injuries. Preventable Fleet Accidents To identify and implement corrective actions that will lower the Department’s fleet accidents.

16 7. Materials (1 Measure) Inventory Control To assure that appropriate inventory levels and control measures are in place and adhered to.

17 8. Customer Service (1 Measure) Customer Service To monitor the County Maintenance Organizations’ responsiveness to customer- generated concerns.

18 9. Environmental QA (1 Measure) Stockpile Quality Assurance Score To maintain environmentally safe stockpile areas in compliance with applicable SEMP programs.

19 PROJECTED SAVINGS Efficiency Over $4.6 million Winter Material Over $3.0 Million Equipment Over $5.4 Million Material Over $5.9 Million

20 Questions? MECE