Cambridge DPW: Technology & Snow Clearing

Cambridge DPW: Technology & Snow ClearingAlice Yang, Nathalie Bloch, & Tyler Jaeckel

DPW: SNOW CLEARING TECH.

DPW’s Job: Clear snow and ice from public streets and sidewalksOur Task: Explore the use of technology in the snow clearing process


What happens when a snow storm hits?Decision making:

Salting or plowing? Size of crew, contractors

Implementation: Snow clearing Quality & time management

Administrative Work: Data entry Payment


Snow falls

Supervisor deploys salters

Each salter covers 1 of 14 routesRoad or

Sidewalk

Each operator

supplements salters on 1 of 3 routes

Superintendent Of Streets checks weather forecast

Is snow plowing

required?

How big is the

storm?

No action

Yes

No

Each supervisor

takes charge of 1 of 5 sections

Superintendent determines # of contractors

needed

Small (1-5”)

Big (5”+)

Road or Sidewal

k

Supervisor deploys

DPW drivers

Supervisor deploys

other DPW workers

Road

Sidewalk

Each supervisor

takes charge of 1 of 5 sections

Decision Making Process


Support staff calls

contractors & prepares work order

slips

Support staff keeps copy of work slip and gives supervisor

original

Contractors report to work and

receive work slip

Contractor records time

and equipment on work slip

Contractor starts snow

clearing

Contractor reports back to supervisor

with completed work slip

Is work satisfactory

?

Contractor continues work until

satisfactory

Yes

No

Supervisor signs off work slip

Contractors Deployed


Receives completed snow work slips from

supervisors

Enters data into payroll

Receives invoices

from contractors

Does invoice time

match completed work slip?

Yes

No

Does invoice equipment

match completed work slip?

Speaks with supervisor and checks

original work order to reconcile

Requests payment

NoSpeaks with supervisor

and contractor to

reconcile

Yes

Payroll Data Entry Clerk


Obtains snow work slips from

support staff who called in contractors

Enters work order info for contractors into snow database

Receives actual sign-in/out of DPW

staff and contractors’

completed work slips with

clock-in/out times

DPW employee or contractor

time record?

Enters employee time into

snow database

Employee

Contractor

Do the work slip hours and equipment match the

original work order?

Applies employee

hourly rates and obtains

total

Applies contractor hourly

rates and equipment rates and obtains total

No

Yes

Updates the database with new hours and equipment

Obtains grand total and reports to superintendent

Snow DatabaseData Entry Clerk


Who/What of the Snow ClearingWho Interests

Residents Snow cleared quickly and as often as needed Streets and sidewalks are safe Complaints addressed

DPW Superintendent of Streets

DPW’s good reputation maintained Verifiable measures of performance

DPW Admin and Support Staff

Less paper work Ease of entry of data Minimize errors

DPW District Supervisors

Workers show up on time Quality work done in a timely manner

DPW Drivers Ease of work Less micromanagement Equipment in good working order Correct hours paid

Contractors More work during the season Paid accurately and on time Easy scheduling and access to job orders

Efficiency

Administrative Ease

Performance Management


Funneling Through Technological Ideas

Applicability

EffectivenessEase of

Implementation

Cost

• Sensor• Spray

• Integrated Data System

• Service Management Systems• GPS


Products Explored: Service Management Systems


Potential Savings

5 Year Average 1% Total Time Savings

5% Total Time Savings




Total Cost Hours/Year Hours Savings Hours Savings Hours Savings Hours Savings Hours Savings

DPW Administrative Time $ 10,796 311 3 $ 108 16 $ 540 47 $ 1,619 78 $ 2,699 155 $ 5,398

DPW Overtime $ 355,442 10,534 105 $ 3,554 527 $ 17,772 1,580 $ 53,316 2,634 $ 88,860 5,267 $ 177,721

Snow Contractors $ 495,715 4,252 43 $ 4,957 213 $ 24,786 638 $ 74,357 1,063 $ 123,929 2,126 $ 247,857

$ 861,952 15,097 151 $ 8,620 755 $ 43,098 2,264 $ 129,293 3,774 $ 215,488 7,548 $ 430,976

Administrative Savings Data Entry (Payroll, Contractor Slips,

Snow Database)Employee/Contractor Management

Resource Distribution Quality and Time Tracking

Range Estimate

s


Potential Savings EstimatesConservative Prediction

Hours Savings

DPW Administrative (25%) 78 $ 2,699

DPW Overtime (5%) 527 $ 17,772

Snow Contractors (5%) 213 $ 24,786

818 $ 45,257

Industry Prediction

Hours Savings

DPW Administrative Time (50%) 155 $ 5,398

DPW Overtime (25%) 2,634 $ 88,860

Snow Contractors (25%) 1,063 $ 123,929

3,852 $ 218,187


Potential CostsUpfront

Hardware (Tablet, Cell Phone) User Training (Staff)

Yearly Software User Fees (Mobile Service and Product Fee)

5 Field Users 20 Field Users 50 Field Users 100 Field Users

Upfront Yearly Year 1 Upfront Yearly Year 1 Upfront Yearly Year 1 Upfront Yearly Year 1

Operasoft High $ 3,650 $ 6,900 $ 10,550 $ 10,400 $ 18,600 $ 29,000 $ 23,900 $ 42,000 $ 65,900 $ 46,400 $ 81,000 $ 127,400

Low $ 3,650 $ 3,450 $ 7,100 $ 10,400 $ 9,300 $ 19,700 $ 23,900 $ 21,000 $ 44,900 $ 46,400 $ 40,500 $ 86,900

VerizonHigh $ 1,900 $ 5,400 $ 7,300 $ 3,400 $ 21,600 $ 25,000 $ 6,400 $ 54,000 $ 60,400 $ 6,400 $ 108,000 $ 114,400

Medium $ 1,650 $ 2,700 $ 4,350 $ 2,400 $ 10,800 $ 13,200 $ 3,900 $ 27,000 $ 30,900 $ 6,400 $ 54,000 $ 60,400

Low $ 1,400 $ 750 $ 2,150 $ 1,400 $ 3,000 $ 4,400 $ 1,400 $ 7,500 $ 8,900 $ 1,400 $ 15,000 $ 16,400

XoraHigh $ 1,900 $ 5,700 $ 7,600 $ 3,400 $ 22,800 $ 26,200 $ 6,400 $ 57,000 $ 63,400 $ 6,400 $ 114,000 $ 120,400

Medium $ 1,650 $ 2,850 $ 4,500 $ 2,400 $ 11,400 $ 13,800 $ 3,900 $ 28,500 $ 32,400 $ 6,400 $ 57,000 $ 63,400

Low $ 1,400 $ 900 $ 2,300 $ 1,400 $ 3,600 $ 5,000 $ 1,400 $ 9,000 $ 10,400 $ 1,400 $ 18,000 $ 19,400

Range Estimate

s


Potential Cost Estimates50 Field Users

Yearly Year 1

OperasoftHigh $ 42,000 $ 65,900 Low $ 21,000 $ 44,900

VerizonHigh $ 54,000 $ 60,400 Medium $ 27,000 $ 30,900 Low $ 7,500 $ 8,900

XoraHigh $ 57,000 $ 63,400 Medium $ 28,500 $ 32,400 Low $ 9,000 $ 10,400

Reminder: Conservative Savings Estimate: $ 45,257 Industry Savings Estimate: $ 218,187


RecommendationsImmediate:

Begin a pilot program in at least one district or with existing DPW trucks

Medium-Term: Conduct data analysis using new technology Explore uses outside snow clearing

Long-Term: Evaluate uses within an integrated date

system

Documents

Cambridge DPW: Technology & Snow Clearing