Transportation Asset Management Webinar Series - PowerPoint Presentation

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Transportation Asset Management Webinar Series

Webinar 15: Lessons Learned from Developing Transportation Asset Management Plans

Sponsored by FHWA and AASHTO

With support from the FHWA TAM ETG

Webinar 15 – April 8, 2015Slide2

FHWA-AASHTO Asset Management Webinar Series

Sharing knowledge is a critical component of advancing asset management practice

This is the fifteenth in a webinar series that has been running since 2012

Webinars are held every two months, on topics such as off-system assets, asset management financial plans, and moreWe welcome ideas for future webinar topics and presentationsSubmit your questions using the webinar’s Q&A

featureNext webinar: TRANSPORTATION ASSET MANAGEMENT FINANCIAL PLANS: PART II–

June 10, 2015 2:00 EST2Slide3

Welcome

3

FHWA is pleased to sponsor this webinar on lessons learned from

developing transportation asset management plans, in cooperation with the AASHTO Sub-Committee on Asset Management and with support from the FHWA TAM Expert Task GroupToday’s presentations address a topic that all state DOTs are following closelyUnder MAP-21, state DOTs will be required to develop and implement a risk-based transportation asset management plan FHWA is working to help support agencies in this processThree of our presenters today will discuss some of FHWA’s important work in this area: helping LADOTD, MnDOT, and NYSDOT to pilot the TAMP development processSlide4

Pilot TAMP Projects

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MAP-21 requires States to develop asset management plans that consider risks

Includes requirements pertaining to the development processFHWA Office of Asset Management has supported three State DOTs in developing their first TAMPs Louisiana DOTDMinnesota DOT

New York DOTAlong with other states’ TAMPs, these serve as examples for agencies responsible for managing highway infrastructure assets at the state or local level

All three TAMPs developed through the Pilot Project are posted to the the FHWA Asset Management website:http://www.fhwa.dot.gov

/asset/

plans.cfm

Colorado DOT’s TAMP is also available at this addressSlide5

Webinar Overview

5

Today’s presentation includes four perspectives on developing transportation asset management plans

Together, we will explore the experiences of State DOTs that have been at the forefront in taking on these challengesPresentations will highlight important lessons learnedEach presentation will focus on specific outcomes of an agency’s TAMP development journeyWe will also address some key success factors that may be applicable for those who are just beginning the process of TAMP developmentSlide6

Learning Objectives

6

Building

working knowledge of key concepts and definitions relevant to developing transportation asset management plansUnderstanding specific approaches that the Pilot agencies are taking to address these issues todayBeginning to apply this knowledge in order to answer:How can TAMP development help agencies to improve coordination between the maintenance, preservation and the capital programs?What benefits can states expect from developing a TAMP that formalizes the process

of managing physical assets for the long term?What

are the key lessons-learned for agencies that are in the early stages of TAMP development?SHARE LESSONS LEARNED, IDEAS, KNOWLEDGE!!!Slide7

7

Webinar Agenda

2:00

Webinar introduction and overview Matt Hardy (AASHTO), Steve Gaj (FHWA), and Hyun-A Park (Spy Pond Partners, LLC)2:15 Louisiana DOTD TAMP

Mark Suarez (Louisiana DOTD)2

:30 Colorado DOT TAMP

William Johnson (Colorado DOT

)

2:45 Minnesota DOT TAMP

Mark Nelson (Minnesota DOT)

3:00

New York State DOT TAMP

Steve Wilcox (

New York State DOT)

3:15

Q&A and wrap upSlide8

Louisiana DOTDOur Experiences

Developing the MAP-21 TAMPFHWA / AASHTO TAM Webinar #15Lessons Learned from Developing a Transportation Asset Management Plan

April 8, 2015Mark Suarez P.E.

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Asset Management in US9

(ISTEA) 1991 - Intermodal Surface Transportation Efficiency Act Establishes National Highway System (NHS)(TEA-21) 1998

- Transportation Equity Act for the 21st Century

Establishes FHWA Office of Asset Management (SAFETEA-LU) 2005 - Safe, Accountable, Flexible, Efficient Transportation Equity Act: A Legacy for Users (MAP-21) 2012 - Moving Ahead for Progress in the 21st Century ActSlide10

MAP-21 Deliverables

MAP-21 Requires each State DOT to Develop A Risk-Based Transportation Asset Management Plan (TAMP) for the National Highway System10

TAMP – “An essential management tool that brings together

all related business processes

and stakeholders, internal and external, to achieve a

common understanding and commitment to improve performance

.”Slide11

MAP-21 Deliverables

11

Notice

of Proposed Rules

FHWA-2013-0052 – Asset Management Plan

Extended to May 29, 2015 FHWA-2013-0053

- National Performance Management

Measures

Extended

to May 8,

2015

Final Rules Scheduled for October 2015

TAMP Due 18 Months AfterSlide12

TAMP Major Focus Points

NHS Pavements & Bridges – Management Systems NeededAsset Management Objectives & MeasuresPerformance Gap Identification

Life Cycle Cost AnalysisRisk Management Analysis

A Financial PlanInvestment Strategies12Slide13

TAMP Management Focus

13

Establish Organizational Support for TAMP

Define the individuals responsible

for management of the TAMPHow it

will be used throughout the AgencyHow it

relates to other

Agency

documents

Policies

Procedures

Agreements

Redefine Business Culture

Preservation vs. Worst 1

st

Slide14

TAM Steering Committee

Finance (Initial Executive Champion)Statewide Operations (Maintenance) Multimodal PlanningData Collection and Management SystemsMultimodal Planning (Long-range)

DistrictsITEngineeringResearch Center

Strategic Planning/QCIP14Slide15

Core Working Team

Executive ChampionData Collection and Analysis (Co-Chair)Statewide Operations (Maintenance) (Co-Chair)Asset Management EngineerOutside Consultant (Dye Management)FHWA Pilot Consultant (Cambridge and AMEC)15Slide16

Support Structure

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AM Objectives & Measures

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Identify all

policies & procedures TAMP will affectTAMP is a New Policy Document

Identify & Determine

how existing plans (e.g., the Statewide Transportation Improvement Program, Statewide Transportation Plan, Strategic Plan, etc.) need to tie together

in a comprehensive, coordinated asset management process

TAMP Does Not Replace other Plans

TAMP Must Influence Other PlansSlide18

TAMP Link to Other Plans18Slide19

AM Objectives & Measures

19

Pavement Performance Measures

IRI focus only (customer centric)Project Selection vs. Performance Measures

Use All PMS Index Measures

If 100% Based on Performance Measure would never select preservation treatments (i.e. chip seals)Implement Levels of Service (Maintenance)Slide20

Asset Management Objectives & Measures

20

Bridge Performance Measures

Switched from % Deficient Bridges to % Structurally Deficient by Deck Area after Katrina/Rita

7887 Bridges on State System

118 Bridges w/ Deck Area > 175,000 sq. ft.

1.5

% of the

Total Number

of B

ridges

47

% of the

Total System Deck AreaSlide21

Performance Gap Identification

NCHRP 08-90A TAMP GAP Analysis ToolMaturity Level GAP Analysis5 Level Maturity RangeInitial, Awakening, Structured, Proficient & Best PracticesFocus Areas

Policy, Planning & Programming, Program Delivery, Information & Analysis, Life Cycle Management, Legislative Compliance

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Life Cycle Cost Analysis

Maturity Level “Initial”Limited Implementation So FarLimited Expertise & Knowledge NCHRP 08-71 Guide for Estimating Life Expectancies of Highway AssetsSix (6) “Life Expectancy Models”

Four (4) “Deterioration Models”Other Research Confusing

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Risk Management AnalysisMaturity Level “Initial”

Three (3) Risk RegistersAgency LevelProgram LevelProject LevelNHI Course No. 134065 – Risk Management

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Financial Plan & Investment Strategies

Move to a Ten (10) Year Financial PlanRefresh Financial Plan AnnuallyImplement Prediction Models (lifecycle cost)Focus on Preservation & SustainabilityModify Investment Strategies As NeededProvide Transparency to Stakeholders

Budgetary GAP Analysis TargetsSteady State

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Asset Management Data

Necessary DataInventory and ConditionRisk Assessment

Cost/Revenue Performance

Measures (Targets)Management Systems (What-If Scenarios)Future Needs (Forecast Deterioration)Communication

Tools (Dash Board)

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Asset Management Data

Data GatheringTimeliness – data can’t be out of dateAccuracy – is more critical than everQuality Assurance / Quality Control – the quality of the data must be verifiable

Location – most transportation data has a location component and it must be accurateCollection Cycles – must meet needs, too often is costly over collection

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Asset Management Data

Data Interoperability and ConsistencyUsing Indexes for Disparate Data Comparison (i.e. roughness vs rutting indexes)Linking Data Systems – kill the data silos and eliminate inaccurate data redundancy

GIS – ties data together and allows data viewing in a spatial wayESRI Roads & Highways – potential tool to tie all the data silos together and eliminate redundancy

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Asset Management Data NeedsDealing with Data Deficiencies

Missing Data – don’t always have all needed data, even when you plan to collect itExisting Data Errors – data that wasn’t critical may now be critical and must be accurateDuplicated Data in Various Silo Systems – need one data source to be truth, link from other systems to the primary data sourceData Entry Errors – even with pick list

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Recommendations

Start as Soon As PossibleBorrow from Existing TAMPsMust Have Executive Leadership SupportRecommend Full Time Person

Develop a plan to implement

the TAMPStart Working on Your DataGet Local Feds In the Mix Early & Often Gain Understanding of Risk ManagementNHI Course No. 134065 – Risk Management

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Questions?

Mark Suarez, P.E.Asset Management EngineerLouisiana Department of Transportation & Developmentmark.suarez@la.gov(225) 379-115930

http://wwwsp.dotd.la.gov/Inside_LaDOTD/Divisions/Multimodal/Data_Collection/Pages/Asset-Management.aspx

Louisiana DOTD’s Pilot TAMPSlide31

Risk-Based Asset Management Plan (RB-AMP)

Lessons Learned from Developing a TAMPApril 2015

31

William JohnsonAsset Management Branch ManagerSlide32

Gap Analysis

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Top 10 Asset Management Gaps Identified:

Develop and Document the Budget Distribution, Project Selection and Project Tracking ProcessIntegrate Risk Analysis into Planning and Programming ProcessesDevelop Strategies to Manage Project and Program Delivery RisksEstablish a Risk Framework to Evaluate Alternative StrategiesAnalyze Budget Tradeoffs Across Programs

Improve Project Scoping and OptimizationIncorporate Life-Cycle Analysis into Decision-Making

Clarify the Role of Target-SettingImplement a Strategic Management Framework to Reflect on Progress

Communicate the Benefits of TAM











 = significant progressSlide33

Project Selection Process

Gap 1

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Risk Register

Gaps 2 & 3

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Corridor Approach to Risk

Gaps 2 & 3

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Risk Framework

Gap 4

36

Proposed FrameworkSlide37

Cross-Asset Optimization and Trade-Off Analysis

Gap 5

37

Courtesy of Deighton Associates LimitedPerformance CurvesSlide38

Cross-Asset Optimization and Trade-Off Analysis

Gap 5

38

Courtesy of Deighton Associates LimitedSlider ToolSlide39

Project Scope Optimization

Project Scope Optimization

Gaps 6 & 7

39Courtesy of Redd EngineeringSlide40

Target-Setting

Gap 8

40Slide41

Strategic Management Framework

Gap 9

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Communication

Gap 10

42

Internal websiteTAM pamphlet

YouTube

TAM workshopSlide43

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Contact Information

William Johnson

Asset Management Branch Manager

Colorado Department of Transportation

303-512-4808

will.johnson@state.co.usSlide44

April 8, 201544

Review of Minnesota’s Draft Transportation Asset Management Plan in Light of Proposed Rules

Mark Nelson

Minnesota Department of TransportationSlide45

Draft Transportation Asset Management Plan (TAMP)

Pilot stateMoving Ahead for Progress in the 21st

Century (MAP-21)TAMP rulemaking

ProcessSlide46

Pavement

Bridge

Drainage Structures

Centerline CulvertsDeep Stormwater TunnelsGuardrailsTraffic SignalsSigns

Overhead Sign StructuresPavement Markings

ITSPedestrian RampsLighting

High-Mast Light Tower Structures

Land

Rest Areas

Sidewalks

Retaining Walls

Tunnels

Noise Barrier

Fencing

Weigh Stations

ADA Infrastructure

Modal Infrastructure

Transit Vehicles

Highway Assets

MnDOT

TAMP ScopeSlide47

Section 515.009 Asset Management Plan Content Requirements, page 9241

“….if a State DOT elects to include such other assets, all of the analysis and plan content requirements proposed in this rulemaking would apply.”

Notice for

Proposed

Rule Making:

Asset Management PlansSlide48

Inventory, Condition & Replacement ValueSlide49

Notice for Proposed Rule Making:Asset Management Plans

Section 515.007 Asset Management Plan Development Process, page 9240

“The FHWA proposes…including: an estimate of the value of the agency’s pavement and bridge assets

and the needed investment to maintain the value of these assets.”Slide50

Performance Measures

Asset TypePerformanceMeasure

Pavements

Share of system with “Poor” ride quality in travel laneBridgesNHS bridges in Poor condition as a percent of total NHS bridge deck areaHighway Culverts

Share of culverts in Poor or Very Poor condition

Deep Stormwater Tunnels

Tunnels in Poor and Very Poor condition, measured as a percent of total tunnel length

Overhead Sign Structures

Share of Overhead Sign Structures in Poor or Very Poor condition

High-Mast Light Tower Structures

Share of High-Mast Light Tower Structures in Poor or Very Poor conditionSlide51

Performance Targets

51

Pavement

System

Current Condition

2023

Target

(Desired)

Interstate

2.4% Poor

≤

2% Poor

Non-Interstate NHS

4.3% Poor

≤

4% Poor

Non-NHS

7.5% Poor

≤ 10%

Poor

Bridge

System

Current Condition

2023

Target

(Desired)

NHS

4.7% Poor

≤

2% Poor

Non-NHS

2.1% Poor

≤

8% PoorSlide52

Notice for Proposed Rule Making:Asset Performance & Asset Management Plans

Asset Performance (NPRM), Section 490.105, Page 327“The State DOTs would establish 2- and 4- year targets

for a 4-year performance period for the condition of infrastructure assets.”

Section 515.007 Asset Management Plan Development Process, page 9240“The FHWA proposes that the financial plan would be required to identify annual costs over a minimum period of 10 years.”Slide53

Section 515.009 Asset Management Plan Content Requirements, pages 9241, 3rd column & 9242, 1st

column “In the proposed rule, the FHWA would require State DOTs to make their asset management plans available to the public, and encourages them to do so in a format that is easily accessible.”Notice for Proposed Rule Making:

Asset Management PlansSlide54

Performance Gap, Financial Plan & Investment StrategiesSlide55

TAMP

Future Capital Plan (MnSHIP)

Starting to incorporate lifecycle analysis

Adding detailed information about “other roadside infrastructure”

Future Operations Plan (HSOP)

Requirements for maintenance by asset type

More strategic

More data-driven

55

55

Enhancements

Enhance existing business processes

Build on existing information, plan, & processes.

Moving ForwardSlide56

Thank You!Slide57

TAMP Lessons Learned and Evolving ChallengesSteve Wilcox, Director, NYSDOT Transportation Maintenance Planning BureauSlide58

Lesson One: It Should Tell Your Story – It’s a Narrative Not a Data DumpInfrastructure ResponsibilitiesInfrastructure ConditionsFunding Available to the AgencyFunding Deconstructed to Show What’s Available to Address Infrastructure Assets

How You’re Organized to Manage these AssetsYour Treatment StrategyThe Risks You FaceYour Likely End Conditions and Management of RiskWhat You’re Going to Improve Next IterationSlide59

Lesson Two: Transparency Is GoodInternally – Requires Working Across Stovepipes and Documents Asset Management Practices for All DOT EmployeesDocuments a Common Vision for Asset and Program Management

Defines Common Decision Time Frames and Periods of AnalysisExplains Rationale Behind Treatment StrategiesBegins a Dialogue for Cross Organizational and Cross Asset Decisions: i.e. “Backlog”, “What Counts as a Preservation Action?”Externally – Creates a Basis for Dialogue withFHWA MPOsElected OfficialsStakeholdersSlide60

Lesson Three: TAMP Provides a Comprehensive Planning StructureProvides Self Assessment tool to determine strengths, weaknesses and gapsProvides requirements for Asset Management PlanningAdds Management of Risks

Provides a Basis for Continuous ImprovementSlide61

Lesson Four: TAMP Project ManagementInformation is coming from many sources and needs coordinationNeeds a Project Manager and detailed Management PlanCreate a Team with all necessary Subject Matter Experts

Establish an Author and one voiceEstablish deadlinesDouble the time to write the TAMP once all necessary data and analysis is doneDouble the time you think is necessary for high level reviewSlide62

Lesson Five: External CoordinationMost Important – stay closely coordinated with FHWARealize this is new to your Area FHWA office and they may not have the expertise or understanding of intent that Washington doesStay closely coordinated with other NHS owners, for us the NYS Thruway Authority

Consider how to involve MPOs Slide63

Lesson Six: Stick to the BasicsPavements and BridgesThe NHSTAMP development is a lot of work – each asset class requires full TAMP analysis and reportingUnknown impact of NPRM and how TAMP will be used by othersCan expand asset classes in subsequent TAMPsSlide64

Evolving Challenge One: Integrating TAMP Methodology into Program Planning and UpdatingTAMP should define improvement areas of your asset management and program planning processesDevelop policy, governance, treatment strategies between reporting periodsDo external outreach between reporting periods

This is where having a core Asset Management organization is more advantageous than our governance structure Slide65

Evolving Challenge Two: Institutionalizing Risk ManagementRisk Management as it relates to the TAMP is still not clearly definedRisk Management is akin to the previous slide in that the work needs to be done prior to the next TAMP and the next program updateAgain, an Asset Management organization would be a benefit here to manage the workSlide66

Evolving Challenge Three: Defining Levels of Service Transparency is good, but we need a better way to communicate with the public about infrastructure and it’s impact on them in ways they care aboutNeed to define the capacity and condition of key stakeholder use corridors rather than by functional class or NHS/non-NHS:

CommutersCommercial TransportationMass TransitEmergency RespondersPedestrians and BicyclistsTouristsSlide67

Evolving Challenge Four: The Very Hungry NHSFederal funding for NHPP far exceeds STPNPRM can tip the balance furtherStates are not picking up the growing funding gap for non-NHS highwaysAn Asset Management Plan that concerns itself primarily with the NHS may not paint the entire picture or demonstrate the increasing impact on lower volume roads and bridgesSlide68

Evolving Challenge Five: NPRM There is a fundamental disconnect between Asset Management Planning and the National Performance MeasuresNPRM does not consider current conditions or the resources required to meet legislated performance levels where TAMP targets are set by what models say is possible with available resources

NPRM will likely drive poor (worst first) management decisions to “meet the measure” and avoid penaltiesNPRM will drive minimal asset reporting in the TAMP to avoid the reporting requirements and penalties NPRM imposesSlide69

Thanks and QuestionsSteve.wilcox@dot.ny.govSlide70

Questions?

Submit your questions using the webinar’s Q&A feature

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All webinars available online:

tam-

portal.com

Webinar 16

Transportation Asset Management Financial Plans: Part II

Wednesday, June 10, 2015 – 2:00 PM EST