1 Asset Management Steering Committee Quarterly Meeting December 14, 2009

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

3 AMSC Membership Name:Representing:Some Ties to Others: Jerri BohardCo-Sponsor (TDD)Exec Staff, PBLT, HLT, TDD, TransCOI Cathy NelsonCo-Sponsor (Tech Services)PDLT, HLT, TSMT, TransCOI Laura WipperAsset Management IntegrationTDD Luci MooreMaintenance (Headquarters)HLT, MLT, TransCOI Bruce JohnsonEng. Disciplines & Estab. Mgmt SystemsTLT, TSMT, BLT Hal GardEnvironmental DisciplinesTLT, TSMT Ed FischerTraffic DisciplineTLT, TSMT, TOLT Dave RingeisenTransportation DataTDD, TransCOI Jane Lee (R2)Region ManagersHLT Ron WinterrowdInformation SystemsTransCOI, CS-COI Darrin Neavoll (R3)District ManagersMLT Steve Davis (R5)Project DeliveryTLT David Kim (R1)Area ManagersArea Mgr LT Ron Snell (R4)Project DeliveryCLT Marlene HartingerNon-voting member from Central ServicesAudit Committee, CSMT, CS- COI Deb TennantFinancial Services; Financial ReportingFSMT, HMIS, Financial Forum

4 Meetings & Communications Quarterly meetings  Second Monday? – March, June, Sept., Dec. AMI developing for improved communications:  Web links for efficient sharing  “Circle” of interest to share proceedings more broadly  Other ideas?

5 AMSC 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 efforts  Make decisions and recommendations for progress

6 AMI’s Role Facilitate and coordinate availability of the: Right information Right people Right time

7 Relationships HLT AMSC TransCOI Working Group TransCOI Member ties to: PBLT PDLT MLT Reg. Mgrs. AMLT TLT CLT TOLT RLT BLT Geo/Env Freight AM & T-Data CSMT Audit Com. ISMT FSB AMI TS AM Task Force

8 Other Groups SAM Committee SAM-IT TS AM Task Force Sign Crew RepsScott King Randy Camp Pat Creedican Ramona Cline Mike Barry David Smith Dave Greenberg Joel Fry Dan Wells Paul Wirfs Laura Wipper Bert Hartman John Coplantz Steve Lindland Harold Lasley Mike Kirby Harold Lasley Beth Sandver Galen McGill

9 Other 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

10 Asset List – Proposed Draft Please see file: “AssetListV7”

11 Definitions What is an Asset?  In financial terms, anything with Expected useful life of one year or more Original cost of $5000 or greater (OAM PO section.103)  Costs for components as a system

12 Financial 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

13 Financial Reporting Challenges Many folks involved in ODOT’s largest assets  Highways  Structures  Land Current processes and systems fragmented across organizational structure  Compliance with reporting standards is a significant challenge

14 Asset 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

15 AMI 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

16 Priorities in Color Please see file: “AssetListV7-ColorCoded”

17 Key Principles for Progress Collect data once for use by many  Instead of many times for one use  TransInfo will have key role Location, location, location  Lynch-pin for integration (consistency = reliability) Start with the basics - Basic inventory  Type, size, location & First Level Condition (c = r) Readiness and capacity built in stages  Work plan

18 Work Plan Progress based on readiness:  Definitions, resources & tools Who, what, where, how and how much Stakeholder input  Data plan – standards & storage  Experience with data Field experience before inventory Using data before system  Just guessing system requirements without it Please see file: “AMI-WorkPlanDetails”

19 Please see file: “???”

20 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 quality  Need to push resolutions for R4 & Cartegraph

21 SAM-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

22 Role of SAM-IT vs. SAM Committee SAM-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

23 FACS-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 notifications to asset owners will enable completion of data cycle

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25 FACS-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)

26 FACS-STIP Tool Data Decisions Initial content based on:  Availability (and ability to integrate)  Priority based on input (region staff, asset owners  Other requirements (such as 1R) Additional content based on:  Availability (and ability to integrate)  Priority based on continued input

27 FACS-STIP Tool Data Map Tool: Crash rates Bridge, Pavement & Safety project lists Bridge and culvert locations Traffic flow Traffic projections STIP # 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:

28 FACS-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:

29 FACS-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 version  Export to Excel Add-asset comment function (June 2010?)  Using Map Tool with notification

30 1R Roadside Inventory ADA Ramps Bicycle Facilities Bridges Culverts Sidewalks Traffic Barriers Signs Traffic and Safety Data Special Problems – Clear Zone Hazards

31 Practical Design Design Practices that use Flexibility in the Application of Standards to Reduce Cost While Preserving and Enhancing Safety and Mobility Mandated by HB 2001 – Report to Legislature by Nov 10 1R Program is a Key Element 2R Program Being Considered Where Some Safety & ADA Features may be Included in Projects Asset Inventories will be used to Conduct Project Scoping and Allow for Informed Decisions Practical Design will use Asset Inventories for Decision Making …

32 Potential TransInfo Queue Signs Storm Water Retaining Walls Sound Barriers CHAMPS Interchanges Intersections ITS Equipment Right of Way Traffic Structures Decisions based on: Risk Risk Priority Priority Readiness Readiness

33 QUESTIONS?DISCUSSION?