1 Asset Management An Expanded Team Effort Since November 2005 Making Progress at ODOT Update for Asset Management Steering Committee September 29, 2009

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STAYING AHEAD OF THE CURVE...

ASSETMANAGEMENT

ODOT


ASSETMANAGEMENT

ODOT

Asset Management Asset Management

An Expanded Team Effort Since November 2005An Expanded Team Effort Since November 2005

Making Progress at ODOTMaking Progress at ODOTUpdate for Asset Management Steering CommitteeUpdate for Asset Management Steering Committee

September 29, 2009September 29, 2009

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ASSETMANAGEMENT

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ASSETMANAGEMENT

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Our AgendaOur Agenda

Review – Where we’ve been Status – Where we are now Next Steps – Where we need to go next

IssuesPossible solutionsDiscussion and decision

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ASSETMANAGEMENT

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ASSETMANAGEMENT

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Providing the right information

to the right people

at the right time

for lifecycle management

of transportation assets

Asset ManagementAsset Management

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ASSETMANAGEMENT

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ASSETMANAGEMENT

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1990’s – OTMS in response to ISTEA (1991) Infrastructure for seven major systems in various stages of

development by 1996

2005 – Strategic plan for more comprehensive program adopted

2005 – Prioritized assets and assessments November 2005 – Agreement signed for pilot effort 2006 – Year of the pilot

Asset data from 4 highway segments (75+ mi) within District 3 Statewide perspective on data – need?, get?, integrate?, tools?,

who?, implementation?

Asset Management Asset Management TimelineTimeline

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ASSETMANAGEMENT

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ASSETMANAGEMENT

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January 2007 - Draft Report on the Pilot Recommendations for statewide efforts to build

capacities 2007 Tech Services Asset Mgmt Task Force

established July 2007 - Asset Management Integration

Section created 2007 – Inventory work plans developed based

on pilot recommendations Data Collection: Signs; Traffic Barriers; Bike

Facilities; Sidewalks; Retaining Walls; Culverts

Timeline, continuedTimeline, continued

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ASSETMANAGEMENT

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ASSETMANAGEMENT

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2008 – Sustain efforts and build for additional: Data collection continues; prep for other assets Communication: Circuit Ride; Inside ODOT; web;

conferences; webinars

2009 – Making data more accessible Working for solutions and reporting: Data

Warehouse, FACS/STIP Tool & TransInfo efforts; network speeds & optimization

2009 – Yet to come Governance must reflect movement from planning to

implementation

Timeline, continuedTimeline, continued

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ASSETMANAGEMENT

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ASSETMANAGEMENT

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A Year Ago…..A Year Ago…..

We wereWorking on and completing inventory planGetting ready to tour the regionsWaiting for signs data warehouse project to

beginDeveloping requirements and contract for

TransInfo Individual asset data owners were the sole

source for reporting

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ASSETMANAGEMENT

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ASSETMANAGEMENT

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2007 Plan for Building Asset Inventory2007 Plan for Building Asset Inventory

Resourced Efforts:Sustain the “green:”

BridgesPavementsITS Sites

Basic Inventory statewide by Oct. 2008:

Retaining WallsCulvertsTraffic BarriersSigns

Basic Inventory by July 2008

Bike/Ped. Facilities

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ASSETMANAGEMENT

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ASSETMANAGEMENT

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Progress Made on InventoryProgress Made on Inventory

Project started August 2008 – Complete (or almost): R1 & R3; Started: R2 & R4 (est. @ 40-Project started August 2008 – Complete (or almost): R1 & R3; Started: R2 & R4 (est. @ 40-45%)45%)

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ASSETMANAGEMENT

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ASSETMANAGEMENT

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Circuit Ride & CommunicationsCircuit Ride & Communications

Inside ODOT Monthly articles since Summer 2008

Visits to all regions began October 2008 Project Delivery and Tech Center teams and staff Maintenance teams and staff

Purpose Update and inform Dialogue about AM, future efforts, how it could help

and how we could collaborate

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Findings & Constant Comments Findings & Constant Comments

Gaps in knowledge of available data or appropriate sources Accessibility significant issue

Interest in data Culverts, approaches, environmental, etc.

Network speeds an impediment in more places than you might think

Interest in how efforts impact and/or benefit field staff Want to be involved, “at the table”

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ASSETMANAGEMENT

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Sign Data Warehouse ProjectSign Data Warehouse Project Data Warehouse tools used to join data from

ITIS Multiple district sign databases

R4 unable to participate (Cartegraph) Developed initial reporting needs to improve data

Enabled systematic data corrections Preparing sign data for integration into future

TransInfo module Useful tool to prepare other asset data

Effort has enhanced team’s understanding of data

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ASSETMANAGEMENT

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ASSETMANAGEMENT

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TransInfoTransInfo – – “The Great Integrator”“The Great Integrator”

Replace ITIS & Features Inventory systems with a consolidated system used to enter & maintain data about linear assets. Exor Corporation has been selected to provide the

COTS package Increases in quality control make it easier to

manage data & generate reports. Define transportation GIS network locations for

state highways. Establish foundation for future Asset

Management projects.

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ASSETMANAGEMENT

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TransInfo – StepsTransInfo – Steps

Map current work processes to validate requirements

Contractor began work May 2009 Built network types – highway, route, segment,

crew & expense account Building prototype system

Determining best practices for new system Identification of issues/preliminary data decisions Extracting data from ITIS & loading into prototype

Stakeholder meetings – 4 meeting held to date TransInfo moved to production October 2010

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ASSETMANAGEMENT

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Future Benefits to ODOTFuture Benefits to ODOT

Upon TransInfo implementation:Establishes foundation for standardizing

statewide highway data Increase the ease and accuracy of reporting Ability to analyze layers of spatial data allowing for

proactive approach to project management Efficient use of limited budget and resources

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ASSETMANAGEMENT

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Tools for Data CollectionTools for Data Collection

Manuals document definitions, methods and tools TDD and Tech Services working together to

create pool of tools : GeoXT’s Laptops

Some new ones acquired Surplus also on hold for deployment

Ron Singh – point person Next steps

Coordination and applications – a must for data that can be integrated and used by others

Ad hoc team formed in August

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ASSETMANAGEMENT

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ASSETMANAGEMENT

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Tools for Reporting DataTools for Reporting Data

FACS-STIP ToolRecognized need to make asset data easily

accessiblePhased process to improve upon STIP

Scoping Tool – completed or underway: WOC 1: Master Plan WOC 2: Current desktop application to web WOC 3: Requirements for Asset Data to Go WOC 4: Building beta version-Asset Data To Go

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Breaking Down Data BarriersBreaking Down Data Barriers

PCS

Roadside Inventory

MicroStationInRoads

Design Software (50)

TRNS.PORTFileNet

InRoads SurveyMicroStation

CPSCEI Tool

“Corporate”Data

Modeling Tools, i.e., HERS &

Statewide Model

PCS

Roadside Inventory

MicroStationInRoads


TRNS.PORTFileNet


CPSCEI Tool

“Corporate”Data


Statewide Model

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FACS-STIP ToolFACS-STIP Tool

The Overall Concept: Current 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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ASSETMANAGEMENT

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FACS-STIP TimelineFACS-STIP Timeline

Aggressive schedule! (fingers still crossed) June: Three WOCs delivered - Master project plan, desktop

application moved to web, requirements for Asset Data To Go July: Built Asset Data To Go August: Building and beta testing - Field use & comments September: Application adjustments October: Statewide training November: Ready for scoping Ongoing: Additional data & updates (web application makes this efficient)

Other opportunities Factored in 1R Program requirements (Roadside Inventory) Ready to help with MS4 Permit requirements

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ASSETMANAGEMENT

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FACS-STIP Tool – Landing PageFACS-STIP Tool – Landing Page

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ASSETMANAGEMENT

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The FACS-STIP Tool provides asset data to ODOT Staff in a simple-to-use Web Interface. It also provides on-line tools to promote communication using a map reference or convenient spreadsheet export.

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Asset “Data to Go” WizardAsset “Data to Go” Wizard

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ASSETMANAGEMENT

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Asset “Data to Go” ReportAsset “Data to Go” Report

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ASSETMANAGEMENT

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FACS-STIP Tool FeedbackFACS-STIP Tool Feedback

Fixes & enhancements (WOC 4): Emphasis is on fixing known defects

Highest priorities for follow-up before roll-out: Reformat Excel export product Map option to select Area of Interest Print map option for scoping packets

Highest priorities for future enhancements: Expand comment feature to capture additional asset

information Ties to other GIS-based efforts, i.e., EDMS

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ASSETMANAGEMENT

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ASSETMANAGEMENT

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Sweet, Suite of ToolsSweet, Suite of Tools

PCS

Roadside Inventory

MicroStationInRoads


TRNS.PORTFileNet


CPSCEI Tool

“Corporate”Data


Statewide Model

PCS

Roadside Inventory

MicroStationInRoads


TRNS.PORTFileNet


CPSCEI Tool

“Corporate”Data


Statewide Model

ComplimentarComplimentary efforts to y efforts to provide data provide data that is of that is of interestinterest

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ASSETMANAGEMENT

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Asset Management – Asset Management – Other Key InterfacesOther Key Interfaces

1R Program

HB 2001

Practical Design

Financial Reporting

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ASSETMANAGEMENT

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ASSETMANAGEMENT

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1R Program1R Program Pave Mainly – Can’t Make Any Safety Features Worse

Statewide Strategic Approach to Highway Features Normally Upgraded by 3R Projects

Asset Inventories Needed for Strategic Approach

$6 M 1R Safety Fund for Traffic Barrier Upgrades

Essential to Maintain Data in Asset Inventories

1R Roadside Inventories – October 2009

The 1R Program supports a strategic approach for managing ODOT assets…

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ASSETMANAGEMENT

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ASSETMANAGEMENT

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1R Roadside Inventory1R Roadside Inventory

ADA Ramps Bicycle Facilities Bridges Culverts Sidewalks Traffic Barriers Signs Traffic and Safety Data Special Problems – Clear Zone Hazards

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ASSETMANAGEMENT

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Practical DesignPractical 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 …

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ASSETMANAGEMENT

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ASSETMANAGEMENT

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Financial ReportingFinancial Reporting

FSB - for ODOT:Prepares ODOT Financial Statement Submits financial information to DAS for

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

Standards must be complied with Several levels of review and accountability

Includes DAS, Secretary of State, FHWA and other outside governing bodies

Compliance ensures Good rating for bond issuance Continued receipt of federal funds and grants

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ASSETMANAGEMENT

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ASSETMANAGEMENT

ODOT

Financial Reporting ChallengesFinancial Reporting Challenges

Many folks involved in ODOT’s largest assetsHighwaysStructures Land

Current processes, systems and organizational structure make tracking difficult and compromise data integrity Make compliance with reporting standards a

significant challenge

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ASSETMANAGEMENT

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Financial Reporting – Financial Reporting – Musts to SolveMusts to Solve

Audit findings result in requirements for better lifecycle trackingEstimates from TRANS*PRT and actuals

from CPS and TEAMSLanding “on the books”

Valuing (capitalizing) new – capturing all project outcomes and cost

Activities that extend useful life - capturing significant maintenance activities and cost

Depreciating or retiring assets Removing the value on the books for disposed

assets

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ASSETMANAGEMENT

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ASSETMANAGEMENT

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Moving ForwardMoving Forward

Things to consider;

things to solve….

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ASSETMANAGEMENT

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Patterns for ReadinessPatterns for Readiness

Building methodology to improve decisions and awareness based on:Levels of informed decisions

Basic inventory and beyond Inspection and update cycles

Asset location methods and tools Standards key for data quality and integration

Experience with data (“sandbox”) Field experience before inventory Using data before system

Just guessing system requirements without it

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ASSETMANAGEMENT

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ASSETMANAGEMENT

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TransInfo TransInfo Readiness ConsiderationsReadiness Considerations

Asset priority TransInfo candidate?

Good things to do to be ready for migration to TransInfo General

Location data standards Asset specific

Asset data standards Metadata Established governance structure Data warehouse effort to improve data quality

ITIS with multiple sources or single database

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ASSETMANAGEMENT

ODOT


ASSETMANAGEMENT

ODOT

Potential TransInfo QueuePotential TransInfo Queue

Signs Storm Water Retaining Walls Sound Barriers CHAMPS Interchanges Intersections ITS Equipment Right of Way Traffic Structures

Decisions based Decisions based on:on:

RiskRisk

PriorityPriority

ReadinessReadiness

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ASSETMANAGEMENT

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ASSETMANAGEMENT

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Asset Management – Asset Management – Issues & BarriersIssues & Barriers

Networks & impacts on speeds Universal knowledge of data availability and sources Organizational readiness to support enterprise data

Issues of trust Regions/Salem perceptions Updating data

Data governance Standards do not necessarily spawn compliance

Forums for discussion – broader input Key in order to make inroads on above (orange)

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ASSETMANAGEMENT

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ASSETMANAGEMENT

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Issues & Barriers - OthersIssues & Barriers - Others

Data Warehouse – Sign Data ProjectProcess requires plan for follow-through

Want/need to sustain progress Statewide data Ready to migrate data to TransInfo

Fragmented jurisdiction and responsibilities made consistent and sustained effort a challenge

Data updates inconsistent Network or application issues Resource issues Inconsistent buy in or expectations

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ASSETMANAGEMENT

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ASSETMANAGEMENT

ODOT

Network Speeds/Optimization Network Speeds/Optimization

Slow network and/or application response times impede pace of business in many ODOT offices Major factors include network topology; applications;

equipment compatibilities & business processes (how data is shared)

Team assembled (includes IS and Business) to Pinpoint issues

Assess options

Develop strategies where options exist

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ASSETMANAGEMENT

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Network Speeds, continued Network Speeds, continued

Challenges Cost; SDC; regional or city capacities for higher

speeds; lack of options; necessary applications (MMS ATC, GIS, MSProject)

Corrective Action Collaboration with SDC

Network band-width upgrade project Identifying & prioritizing other possible

improvements

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ASSETMANAGEMENT

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Other Issues to SolveOther Issues to Solve Active engagement of region staff

Asset data and prioritiesUpdating and reporting dataData governance

Standards Tools for collecting

Cross-functional/cross-asset conversations Forum for routine communications and

decisions Process for understanding readiness in

relation to needs for systems work

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ASSETMANAGEMENT

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ASSETMANAGEMENT

ODOT

Filling Void for SignsFilling Void for Signs

Recruited SAM-IT Members:

David Smith, R1 Ramona Cline, R2 Randy Camp, R3 Pat Creedican, R4 Mike Barry, R5 Joel Fry, Maintenance & Operations Scott King, AMI ???, Tech Services (Dave Greenberg/Greg Stellmach?) ???, IS/GIS

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ASSETMANAGEMENT

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SAM-IT vs. SAM Committee RoleSAM-IT vs. SAM Committee Role

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

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ASSETMANAGEMENT

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Too Many AssetsToo Many Assets

Limitations of asset-specific committeesWould result in too many committeesDoes not develop cross-asset decision

making

While SAM-IT solves an immediate need,

long-term, the solution should be

painted with a broader brush

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Next StageNext Stage

Asset Management Implementation Leadership Team Involve Regions and other divisions

Look for ties to other leadership or management teams

Develop processes to ensure broader input Ties to other teams and committees

whenever possible Concept already tested initially with RLT

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ASSETMANAGEMENT

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Asset Management -Implementation Leadership Team

Membership:

•AMI Manager

•Region Tech Center Rep (SD?)

•Region Maintenance Rep (KK?)

•Construction Rep

•Area Manager Rep

•AM Task Force Rep (PW)

•AM Task Force Rep (SL)

•Financial Services (JM/KK)

•Planning Rep

•Information Systems Rep

•Motor Carrier Rep

•Transportation Data Rep

Responsibilities:•Communication•Advocate•Accountability•Resource Support for Recommendations:

•Data Governance•Priorities:

•Inventory•Data Systems•Tools

•Issue ID & Resolution

Possibility?Possibility?

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ASSETMANAGEMENT

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System Initiatives & MaintenanceSystem Initiatives & Maintenance

Current challengesPrioritization processes exist, but multiple

sources still leave questionsBusiness readiness can be difficult to

understandRFW’s not always used just for maintenance

Potential solution is in creating a team to build single prioritization process

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ASSETMANAGEMENT

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QUESTIONS?QUESTIONS?

DISCUSSION?DISCUSSION?

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ApprovalsApprovals

Current Decisions SAM-IT Concepts for broader engagement for Asset

Management decisions and data governance AM-ILT System initiatives and maintenance prioritization

Future Decisions AM-ILT membership Process for system initiatives, etc. TransInfo queue Funding to sustain current efforts and new initiatives

Documents

1 Asset Management An Expanded Team Effort Since November 2005 Making Progress at ODOT Update for Asset Management Steering Committee September 29, 2009