Utah tamp 7 8 14 posted

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Utah!Transportation!Asset!

Management!Plan!

Utah!TAMP! ! !

7/8/2014! !!

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Table!of!Contents!

List!of!Figures!............................................................................................................................................!ii!

List!of!Tables!.............................................................................................................................................!ii!

Introduction!.................................................................................................................................................!1!

Asset!Management!Oversight!Structure!.....................................................................................................!3!

Asset!Management!Steering!Council!.......................................................................................................!3!

Asset!Advisory!Committee!......................................................................................................................!4!

Evaluation!and!Results!.................................................................................................................................!5!

SelfEAssessment!and!Gap!Analysis!...........................................................................................................!5!

Gap!Analysis!Results!................................................................................................................................!7!

Asset!Management!Goal!and!Objectives!.....................................................................................................!8!

Goal!and!Objectives!.................................................................................................................................!8!

Program!Alignment!..............................................................................................................................!9!

Assets!and!Performance!......................................................................................................................!9!

Organized!and!Accessible!Data!............................................................................................................!9!

Plan!by!the!year!...................................................................................................................................!9!

Implementation!Plan!and!Risk!Assessment!...............................................................................................!10!

Systemic!Risk!Register!...........................................................................................................................!14!

Management!Plans!....................................................................................................................................!15!

Financial!Plan!–!Incomplete!Section!/!To!be!Replaced!..............................................................................!16!

Asset!Values!...........................................................................................................................................!17!

Appendix!A!–!Policy!07E13!Asset!Management!Oversight!Structure!........................................................!AE1!

Appendix!B!E!Committee!Comments,!July!2013!.......................................................................................!BE1!

Appendix!C!E!2013!Gap!Analysis!Questions!..............................................................................................!CE1!

Appendix!D!E!Gap!Analysis!Voting!Results!................................................................................................!DE1!

Appendix!E!E!Management!Plans!..............................................................................................................!EE1!

Maintenance!Management!..................................................................................................................!EE3!

Information!Management!....................................................................................................................!EE5!

Utah!TAMP! !

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List!of!Figures!

Figure'1')'Strategic'Goals'..............................................................................................................................................'1!

Figure'2')'UDOT'Responsibilities'....................................................................................................................................'1!

Figure'3')'AMSC'Membership'........................................................................................................................................'3!

Figure'4')'AAC'Membership'...........................................................................................................................................'4!

Figure'5')'Gap'Analysis'Flow'Chart'................................................................................................................................'5!

Figure'6'–'Comment'Categorization'..............................................................................................................................'6!

Figure'7')'Gap'Analysis'Results'......................................................................................................................................'7!

Figure'8')'Asset'Management'Roadmap'.......................................................................................................................'8!

Figure'9')'Program'Alignment'.......................................................................................................................................'9!

Figure'10')'Assets'&'Performance'.................................................................................................................................'9!

Figure'11')'Organized'&'Accessible'Data'.......................................................................................................................'9!

Figure'12')'Risk'Assessment'Legend'............................................................................................................................'10!

Figure'13')'Federal'Program'Funding'2014'.................................................................................................................'16!

Figure'14'–'Non'Transportation'Investment'State'Funds'............................................................................................'16!

Figure'15')'State'Transportation'Funds'.......................................................................................................................'17!

List!of!Tables!

Table'1')'Program'Alignment'Tasks'and'Risks' ______________________________________________________'11!

Table'2')'Assets'and'Performance'Tasks'and'Risks'___________________________________________________'12!

Table'3')'Organized'and'Accessible'Data'Tasks'and'Risks' _____________________________________________'13!

Table'4')'Systematic'Risks'______________________________________________________________________'14!

Table'5')'Current'Quantified'Asset'Values'__________________________________________________________'18!

Utah!TAMP! !

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Introduction!

Utah!Department!of!Transportation!(UDOT)!is!focused!on!preserving!Utah's!existing!transportation! infrastructure;!the!state's!multiEbillion!dollar!investment!in!roads,!bridges!and!other!assets!must!be! maintained!for!future!generations.!Keeping!Utah's!assets!in!good!condition!is!the!most!effective!way!to! extend!the!life!of!the!transportation!system.!! !

Expanding!and!preserving!the!transportation!system!

Strategic!Goals!! requires!improved!efficiency,!careful!use!of!resources!and! close!partnering!with!decision!makers.!!By!focusing!on!the!

1 Preserve!Infrastructure!

Strategic!Goals,!UDOT!will!meet!the!challenges!of!an!ever!

2 Optimize!Mobility! growing!and!changing!state.!The!“UDOT!2014!Strategic!

Direction!and!Performance!Measures”!details!how!UDOT! 3 Zero!Fatalities! will!focus!on!the!four!goals!this!year!and!can!be!found!at:!

4 Strengthen!the!Economy!

UDOT!2014!Strategic!Direction! !

Figure!1!R!Strategic!Goals!

Asset!Management!is!a!crucial!element!of!achieving!these!

Strategic!Goals.!!The!Asset!Management!process!helps!UDOT!to!be!accountable!to!the!public!by:!!

• Minimizing!lifecycle!costs!!

• Maximizing!system!performance!!

• Supporting!an!objective!decision!making!process!!

• Balancing!public!expectations!with!limited!funding! !

UDOT!is!moving!toward!a!unified!approach!regarding!

UDOT!is!responsible!for:! investment!decisions!to!meet!the!current!trends!and!to! comply!with!the!requirements!of!MAPE21!and!maximize!

• maintaining!6,000!miles!of! resources.!!UDOT!has!well!established!processes!in!place! highways,!! for!managing!pavement!and!bridge!preservation!and!

• preserving!2000!bridges,! plan!to!expand!these!efforts!to!other!assets.!!!Up!to!this! time,!recommendations!for!the!investment!of!UDOT’s!

• adding!capacity,!! resources!have!been!based!on!each!asset!funding!

• implementing!innovative!lane! category!and!program.!To!improve!the!strong!efforts! use!and!intersections,!! already!made!with!bridges!and!pavement,!UDOT!is!

• providing!automated!traffic! reconfirming!existing!asset!management!strategies!and! information,!! providing!a!comprehensive!view!of!the!asset! management!process!by!evaluating!needs!in!the!

• decreasing!traffic!fatalities,!and!! following!areas:!!

• removing!snow.!!!

• PerformanceEbased!approach!for!allocating!funds,! !

• Organizational!structure!for!asset!management,!!

All!of!these!efforts!help!Utah's!

• Data!storage!and!accessibility,! economic!growth!and!prosperity.!!

• Asset!management!ties!to!the!long!range!plan,!!

• Lifecycle!cost!analysis,!and!

Figure!2!R!UDOT!Responsibilities!

• Risk!management.!! !

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Development!of!the!2014E2019!Transportation!Asset!Management!Plan!(TAMP)!provides!UDOT!with!an! integrated,!comprehensive!and!strategic!approach!to!meet!transportation!needs!while!keeping!the! current!system!in!good!condition.!!The!strength!of!this!dataEdriven!plan!is!that!it!demonstrates!results,! accountability,!and!transparency.!!Decisions!are!supported!by!the!data!generated!in!UDOT!processes,! sound!engineering!judgment!and!evaluation!of!transportation!needs!across!Utah.!!The!Utah!TAMP! provides!a!systematic!framework!and!answers!resource!management!questions!such!as:! ! • How!should!each!asset!be!managed!and!what!are!the!risks!involved?!! • What!is!the!funding!and!performance!relationship!between!different!assets?! • What!are!the!long!term!implications!of!asset!related!decisions!made!today?! !

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Asset!Management!Oversight!Structure!!

To!address!Utah’s!infrastructure!challenges!and!embrace!opportunities,!this!TAMP!updates!the!Asset!

Management!Strategic!Plan!that!has!been!in!place!since!2001.!!The!updated!version!includes!redefining! the!structure!for!asset!management!that!oversees!the!program!funding!and!implementation!of!the! strategic!plan.!!The!purpose!of!the!oversight!structure!is!to!provide!recommendations!to!the!

Transportation!Commission!for!approval!that!maximize!system!performance!and!funding.!!The!structure! creates!new!crossEsectional!collaboration!between!traditionally!separate!functions!of!planning,!design,! construction,!maintenance,!traffic,!and!information!technology.!!Collaboration!will!result!in!unified! program!recommendations!based!on!a!transparent,!dataEdriven!decisionEmaking!process.!!The!oversight! structure!will!assist!UDOT!in!careful!management!of!each!asset!throughout!each!phase!of!the!asset’s!life! by!utilizing!program!alignment,!organized!and!accessible!data,!and!riskEbased!asset!performance.! !

Asset!Management!Steering!Council!

The!Transportation!Systems!Management!Team!(TRANSMAT)!has!been!reformed!and!renamed!the!

Asset!Management!Steering!Council!(AMSC).!!The!reformed!AMSC!is!chaired!by!the!Deputy!Director!and! consists!of!eight!members.!!

Figure!3!R!AMSC!Membership!

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Specific!objectives!of!the!AMSC!include:!!

• Ensuring!horizontal!and!vertical!communication!and!integration!across!the!organization!relative! to!asset!management,!!

• Providing!direction!and!approving!effective!policies,!programs,!and!processes,!to!ensure!ongoing! improvement!of!asset!management,!!

• Evaluating!the!direction!of!asset!management!annually,!and!!!

• Reporting!the!results!of!UDOT’s!Transportation!Program!measurements.!!

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Asset!Advisory!Committee !

The!Asset!Advisory!Committee!(AAC)!has!been!formed!to!enhance!the!communication!flow!between!the! strategic!work!of!the!AMSC!and!the!“boots!on!the!ground”!technical!experts.!!This!committee!will! implement!strategies!in!a!coordinated!manner!to!continually!improve!the!asset!management!process.!

The!AAC!is!chaired!by!the!Asset!Management!Director!and!consists!of!designated!division!leaders.! !

Figure!4!R!AAC!Membership!

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Specific!objectives!of!the!AAC!include:!!

• Recommending!modifications!to!policies!and!processes!to!improve!asset!management!practices! to!the!AMSC,!

• Working!together!across!department!boundaries!to!develop!and!recommend!a!unified!program! to!the!AMSC!that!maximizes!system!performance!and!funding,!and!!

• Aligning!programs!to!determine!the!most!cost!effective!method!of!addressing!asset! needs.!! !

The!enhanced!collaboration!across!functions!is!expected!to!lead!to!synergistic!improvements!for! individual!asset!performance!beyond!the!level!that!any!one!division!could!achieve.!!UDOT!has!shown! great!success!due!to!collaboration!while!preparing!for!the!2002!Olympics,!embracing!Design/Build!and! other!alternative!contracting!methods,!initiating!the!use!of!Accelerated!Bridge!Construction!(ABC),!etc.!!

This!committee!organization!engages!UDOT!leaders!to!make!strategic!decisions!and!also!informs!and! educates!employees!throughout!UDOT!regarding!the!direction!of!asset!management!and!their!critical! involvement.!! !

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Evaluation!and!Results!

In!order!to!begin!the!process!of!evaluating!the!current!situation!of!Asset!Management,!the!Asset' Management'Implementation'Plan'(developed!in!June!2004!and!updated!in!April!2006)!was!reviewed.!!It! was!noted!that!many!of!the!actions!identified!in!the!plan!had!been!achieved,!and!UDOT!has!had!great! success!in!regards!to!managing!assets!especially!bridges!and!pavements.!!The!document!also!identified! that!many!of!the!divisions!within!UDOT!were!working!towards!the!overall!four!goals!set!forth!as!a! strategic!direction!by!senior!leaders!at!the!time.!!Over!the!past!8!years,!there!have!been!great! technological!advances!and!some!change!in!direction!in!the!strategic!plan.!!These!events!have!created! new!challenges!and!opportunities!that!are!addressed!in!this!TAMP.!!!! !

In!order!to!identify!the!steps!taken!to!raise!asset!management!to!a!gold!standard,!selfEassessments!were! completed.!!The!assessments!were!handled!through!brainstorming!sessions,!surveys,!and!interviews! specific!to!divisions.!!!

SelfCAssessment!and!Gap!Analysis!

Figure!5!R!Gap!Analysis!Flow!Chart

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Specific!activities!were!taken!to!understand!the!gaps!associated!with!Asset!Management!as!shown!in!

Figure!5!and!described!below.! !

Activity!1.!

The!Asset!Management!Steering!Council!participated!in!a!facilitated!discussion!of!the! purpose!of!a!five!year!strategic!plan!and!issues!currently!faced!by!council!members.!!This! discussion!in!July,!2013!resulted!in!a!collection!of!comments!and!questions!written!on! postEit!notes!by!voting!and!nonEvoting!council!members.!

Activity!2.!!! The!discussion!facilitators,!RiversQuest!Consulting!and!VEIEA!Consulting,!organized!the! comments!and!questions!from!the!July!meeting!into!major!categories.!!The!results!of!the!

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! categorization!are!shown!in!Figure!6.!!The!percentages!presented!are!based!on!79!total! postEit!notes!collected.!The!actual!comments!are!included!in!Appendix!B.! !

Comment!CategorizaWon!

Funding!

Management!Plans!

14%!

38%!

10%!

Performance!Measures!

13%!

15%!

Priorilzalon!!!

Risks!

8%!

Systems!/!Data!E! Educalon!

9%!

2%!

29%!

Systems!/!Data!E! Management!

Figure!6!–!Comment!Categorization!

Activity!3.!

Activity!4.!

Systems!/!Data!E! Integralon!!

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Questions!were!developed!from!the!comments!gathered!in!Activity!1!and!incorporated! into!a!Gap!Analysis!Survey.!!The!initial!questions!were!fineEtuned!and!minimized!based!on! individual!discussions!with!senior!UDOT!leaders.!

Eleven!questions!were!presented!to!the!TRANSMAT!Committee!during!the!November!

2013!meeting!(See!Appendix!C).!!Each!statement!was!rated!in!two!ways.!! a. The!statement!was!rated!on!level!of!importance!to!the!UDOT!program!on!a!scale!of!

1E5.!!The!scale!was!defined!as!1Every!important!to!5Eunimportant.! b. Next!each!statement!was!rated!on!a!scale!of!1E5!relative!to!UDOT’s!current!level!of! performance!with!1Eexcellent!and!5Epoor.!!!

TwentyEthree!meeting!participants!recorded!their!answers!with!a!handheld!device!and! results!which!were!immediately!available!for!each!statement.!

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The!meeting!facilitators!analyzed!the!results!and!incorporated!the!information!into!a!report!for! consideration.!Senior!leaders!elected!to!reorganize!TRANSMAT!into!the!Asset!Management!Organization!

Structure!noted!above.! !

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Gap!Analysis!Results!

The!gap!between!the!importance!of!each!statement!and!the!current!status!of!UDOT!performance!as! rated!by!the!TRANSMAT!Committee!members!is!depicted!in!Figure!7.!!Appendix!D!contains!the!details!of! the!voting!results.!!The!results!show!the!biggest!gaps!are!in!areas!related!to!information!technology.!!As! technology!rapidly!advances!much!more!data!is!gathered!and!the!challenge!comes!in!gathering!the! knowledge!from!each!function!and!making!it!available!to!others.!!Information!systems!support!a! coordinated,!seamless!approach!to!Asset!Management.!

Gap!Analysis!Results!

November'2013'

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Figure!7!R!Gap!Analysis!Results!

Further!discussion!of!the!gap!analysis!results!led!to!the!identification!of!three!major!areas!of!focus.!!! • The!three!questions!related!to!data!show!the!largest!gaps!and!the!highest!importance!of!all!the! questions.!!These!questions!focus!on!the!organization!and!accessibility!of!data!for!business! systems!across!UDOT.! • Three!questions!related!to!asset!performance!and!identified!a!need!to!focus!on!performance! measures!and!different!levels!of!management!plans!for!assets.! • The!remaining!questions!relate!to!aligning!programs!within!UDOT!and!with!partners!to!ensure! transparent!and!data!driven!decision!processes!are!in!place!to!build!and!maintain!public!trust.!

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These!major!areas!of!focus!became!objectives!for!the!five!year!plan!and!led!to!defining!the!asset! management!goal.!

Asset!Management!Goal!and!Objectives!!

The!overall!goal!for!the!Asset!Management!Team!is!to!work!collaboratively!to!develop!a!unified!program! that!maximizes!system!performance!and!funding!within!the!next!five!years.!!The!reorganized!AMSC!and!

AAC!identified!and!approved!goals!and!objectives!for!the!purpose!of!continuous!improvement!of!asset! management!within!UDOT.!!Objectives!for!1,!3,!and!5!year!timeframes!in!each!of!the!three!major! categories!have!been!identified!to!reach!this!goal.!!The!objectives!and!categories!are!shown!in!Figure!8.!!

Asset!Management!Roadmap!

Figure!8!R!Asset!Management!Roadmap!

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Goal!and!Objectives!!

To!effectively!manage!UDOT’s!assets,!the!Asset!Advisory!Committee!established!a!goal!to!create!a! unified!program!that!maximizes!system!performance!and!funding.!!Evaluation!of!the!gap!analysis!results! and!categorization!of!comments!resulted!in!the!identification!of!three!areas!of!focus;!program! alignment,!assets!and!performance,!and!organized!and!accessible!data.!!These!areas!create!the! framework!for!the!Utah!TAMP.!!! ! !

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Program!Alignment!

Consolidating!many!data!collection!efforts!into!one!biEannual!effort!of!a!single! contractor!was!the!kickEoff!to!program!alignment.!!Further!collaboration! between!UDOT!departments!is!planned!and!required!to!develop!the!ability!to! prioritize!projects!irrespective!of!specific!funding!categories.!!This!collaboration! involves!establishing!the!replacement!value!of!each!asset!and!developing!a! financial!model!with!life!cycle!costs!for!specific!asset!programs.!!It!also!involves! completing!the!information!loop!of!project!planning,!design,!construction!and! maintenance.!!Closing!the!loop!will!improve!the!accuracy!and!efficiency!of!each! separate!process!and!thereby!the!overall!UDOT!program.!!It!will!also!tie!the!Long!

Range!Plan!process!and!results!to!Project!Development!and!the!Region’s!Three!

Year!Plans.!

Figure!9!R!Program!

Alignment!

Assets!and!Perform ance!!

Management!plans!currently!exist!for!pavement!and!bridges!and!a!variety!of! assets!within!the!Maintenance!Management!Quality!Assurance!(MMQA)! program.!!The!wealth!of!additional!data!now!available!due!to!the!unified! collection!process!allows!UDOT!to!evaluate!conditions!and!develop! management!plans!for!assets!at!a!level!appropriate!to!the!value!and!risk! associated!with!each.!!Within!the!five!years!of!the!TAMP!UDOT!will!identify! risks,!performance!measures!and!life!cycle!costs!for!numerous!assets!to!create! the!ability!to!prioritize!funding!across!all!funding!categories.!

Figure!10!R!Assets!&!

Performance!

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Organized!and!Accessible!Data!

The!recent!influx!of!data!and!information!provides!an!opportunity!and!urgency! for!UDOT!to!develop!a!systematic!approach!and!structure!for!data!storage!and! access.!!!The!ability!to!import!and!export!data!to!all!existing!and!future! business!systems!will!lead!to!the!ability!to!create!interactive!dashboards.!!

Dashboards!will!be!used!by!decisionEmakers!at!multiple!levels!to!maximize! system!performance!and!funding.!

Plan!by!the!year!

During!Year!1,!teams!will!identify!performance!measures,!define!data!needs,!and! initiate!development!of!measures!and!information!required!for!crossEasset! analysis.!!!

Figure!11!R!Organized!&!

Accessible!Data!

By!the!end!of!Year!3,!models!and!processes!for!all!programs!will!be!developed!and!refined!to!promote! collaboration.!!This!will!allow!decision!makers!to!make!data!driven!decisions!that!are!necessary!to! prioritize!resources!across!categories.!

Year!5!will!include!the!full!automation!of!processes!that!exchange!information!from!multiple!sources! and!refinement!of!value!definitions!that!support!cross!asset!analysis.! !

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Implementation!Plan!and!Risk!Assessment!

Each!division!is!responsible!for!completing!a!variety!of!tasks!specifically!focused!on!ensuring!successful! completion!of!the!objectives!in!the!roadmap.!!The!tasks!are!divided!into!1,!3,!and!5!year!sections!for! each!of!the!three!objectives!shown!on!Tables!1E3.!!Risks!and!the!associated!risk!mitigation!are!identified! for!each!of!the!tasks!by!the!responsible!division.!!An!assessment!of!each!programmatic!risk!has!been! estimated!as!a!combination!of!the!probability!and!impact!as!shown!in!Figure!12.!!!

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Probability

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H M L

Impact H M 9 7 8 6 5 3

L 4 2 1

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Figure!12!R!Risk!Assessment!Legend!

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CATAGORY:&&PROGRAM&ALIGNMENT

Table&1&(&Program&Alignment&Tasks&and&Risks

1 Planning

OBJECTIVE

Develop0department0plans0to0support0unified0program

Risk&Mitigation

1 Planning

Risk&Description

1

Planning

Publish020150UDOT0Statewide0Long0Range0Plan Engage0UDOT0and0WFRC0leadership0in0dialogue0about0how0best0 Support0MPOs0in0publishing020150Regional0Transportation0 WFRC0acknowledgment0of0longLterm0IL150corridor0need0in0 to0articulate0the0need.0Use0UDOT0priority0models0to0assess0 Plans RTP0and0achieving0agreement0on0project0phasing0priorities project0phasing,0actively0engage0regions0in0decision0making0 process Partner0dialogue0about0importance0of0objectivity,0tight0scope,0 proper0decision0making0structure,0hire0right0consultant0team Actively0work0with0regions0to0develop0a0process0that0fits0their0 needs0

Task&Description

1 Planning

Year Responsibility

1

Initiate0IL150integrated0corridor0study0to0inform0Wasatch0 Unbiased0evaluation0of0potential0strategies Front0area0RTP's020190update Work0with0Regions0to0enhance0intermediate0range0 Articulating0need0and0importance0of0consistent0process planning0processes Put0out03D0plans0on0selected0projects Complete0safety0investment0plan0system System0shows0unexpected0results Refine0performance0level0budget0distribution

Risk& Assessment

4

6

6

1

Proj.0Dev T0&0S Maintenance Develop0a0value0matrix0for0tangible0assets

Testing0during0development

1 1 1 Asset0Mgt. Improve/Develop0models0for0specific0programs

3

1 OBJECTIVE

Several0workshops0scheduled0this0summer0with0Executives

3 Planning

Difficulty0in0quantifying00value0of0one0program0vs.0another0 may0stop0or0lengthen0efforts

3

Proj.0Dev

7

3 Proj.0Dev

OnLgoing0partner0engagement0and0discussion0about0process0and0 collectively0working0to0improve0the0process

3

7

Asset0Mgt.

ReLestablish0PFES0after020160data0collection

3 Asset0Mgt.

7

3 TOC TOC

4

6

7

6

Explore0different0vendor0products

3 3

Explore0common0goals,0make0it0valuable0to0all

2

T0&0S

Prioritize0projects0across0all0categories

Agreement0on0scope0of0process,0joint0goals0&0objectives,0 Work0with0MPO0partners0and0UTA0to0enhance0long0range0 joint0performance0measures,0and0process0for0jointly0 planning0process assessing0needs0and0developing0strategies0to0meet0 identified0needs.0 Modify0Asset0Management0Guidelines0as0needed0to0 reflect0program0changes Unify0Region030year0plans0and0complete0projects0from0 asset0management Lack0of0quality0data0may0produce0inaccurate0pavement0 Develop0deterioration0curves0for0pavement0condition analysis Limited0ability0to0explain0how0funding0is0allocated0between0 Relate0program0funding0to0performance0goals programs Develop0asset0management0program0for0ATMS0assets Create0and0fine0tune0performance0goals Culture0unable0to0adapt,0can't0reach0consensus0on0value0 Leverage0safety0funding0across0all0projects decisions Integrate0safety0analysis0into0Project0Development0 Culture0unable0to0adapt,0negative0impact0to0safety0funding processes Integrate0scienceLbased0crash0analysis0into0all0functional0 Methodology0appears0too0complex0or0burdensome areas Publish020190"Performance0Based"0Statewide0Long0Range0 Plan0and0regional0plans Engage0multiple0departments0in0collaborative0decision0 0"Silos0of0excellence"0culture0prevent0development0of0a0 making Unified0Plan Include0scienceLbased0crash0analysis0in0funding0 Appears0too0complex0and0burdensome0to0overall0process prioritization

Engage0senior0leaders0in0process

3

OBJECTIVE

T0&0S

5 Planning

3

5 Asset0Mgt.

T0&0S

5 T0&0S

3

5

CATAGORY:&&ASSETS&AND&PERFORMANCE

Table&2&(&Assets&and&Performance&Tasks&and&Risks

3 1

1

1

1

Asset0Mgt.

Asset0Mgt.

Structures TOC

Structures

Structures

OBJECTIVE Define0good/fair/poor0performance0levels

Refine0performance0plans0for0individual0assets

Risk&Mitigation

1

OBJECTIVE

Risk&Description

1

Structures

Task&Description

3

Planning

Establish0data0driven0performance0measures0and0 individual0program0goals Work0to0gain0consistency0in0defining0bridge0condition0data;0 Inability0to0identify0optimal0treatments0and0variability0in0 Define0bridge0needs0and0establish0funding review0past0bridge0conditions0with0past0funding0to0develop0a0 bridge0conditions trend0 Internal0consensus0on0meaning0of0integrated0transportation0 Initiate0Performance0Based0Planning0Process0for0statewide0 emphasis0area0and0implications0for0needs0assessment0and0 Engage0UDOT0leadership0and0regions0in0dialogue0about0meaning0 &0regional0plans020190update strategy0development;0agreement0on0planning0performance0 and0implications0of0emphasis0area0and0performance0measures measures Refine0performance0measures0to0include0risk0and0lifeLcycle0 Incomplete0information0skews0reporting0on0performance0 Integrate0business0systems0and0data costs measures Implement0performance0based0planning0process

Year Responsibility

3

Asset0Mgt.

Prioritize0funding0across0all0categories

Add0deterioration0curves0to0Plan0for0Every0Section0analysis Small0sample0size0may0produce0inaccurate0curves

Evaluate0funding0needs0based0on0established0performance0 Setting0justifiable0performance0levels0that0maintains0the0 levels integrity0of0the0system Create0a0plan0for0every0structure Inadequate0resources0to0complete Automate0congestion0reporting None Develop0a0financial0plan0with0value0and0risk0for0tangible0 Inability0to0accurately0quantify/articulate0future0financial0 assets requirements

Misconception0of0definition0of0terms

3

Planning

Include0mobility0in0funding0prioritization

Risk& Assessment

Several0workshops0scheduled0this0summer0with0AAC

Perform0research0to0understand0the0treatment0impacts

Engage0senior0leaders0in0process

6

7

6

7

6

7

6

2

4 1

3

OBJECTIVE

Define0benefits0of0work0completed

2

3

TOC

Create0clear0definitions;0communicate0performance0measures0in0 correct0context Establish0appropriate0performance0levels0and0track0funding0 levels0to0maintain0performance0level Establish0a0plan0to0complete0and0obtain0necessary0resources N/A

5

Structures

Culture00unable0to0adapt,0can't0reach0consensus0on0value0 decions,0lack0of0confidence0in0data Insufficient0measurement0of0treatment0impacts Limited0ability0to0explain0how0funding0is0allocated0between0 programs

Link0PDBS/Asset0data0

5

Create0unified0plan0with0funding0recommendations

2

5 Asset0Mgt.

Link0pavement0distress0data0to0sections

5

CATAGORY:&&ORGANIZED&AND&ACCESSIBLE&DATA

Table&3&(&Organized&and&Accessible&Data&Tasks&and&Risks

Task&Description

Risk&Description

5

3 3

3

3

3

3

1

1

1 1

1

1

1

1

1

Proj.0Dev

Maintenance

OBJECTIVE

Proj.0Dev Proj.0Dev

Asset0Mgt.

Maintenance

Planning

OBJECTIVE

T0&0S

Asset0Mgt.

Maintenance TOC

Maintenance

Maintenance

Proj.0Dev

Proj.0Dev

OBJECTIVE

Integrate0all0business0systems0with0data0warehouse

Automatically0load03LD0asLbuilts0into0system

Complete0integration0of0OMS0system

Automate0dashboard0reports

Implement0refined0OMS0system Ensure0asset0management0business0systems0share0data0 with0other0business0systems Create0electronic03D0plans0for0all0projects Develop0data0governance0plan

Improve0recording0and0reporting0of0funding0&0 construction0of0LRP0projects

Establish0processes0for0accurate0and0upLtoLdate0data

Struggle0to0maintain0asLbuilt0information

Funding0availability

Workforce0availability0and0culture0unable0to0adapt Business0systems0unable0to0share0data0and0produce0consistent0 results Unintelligent0designs0and0lost0efficiency Funding0availability

Accurate,0complete0recording0of0long0range0plan0information0 and0project0information0in0ePM

Year Responsibility

5

Proj.0Dev

Risk&Mitigation

Maintain0leadership0support Develop03D0CADD0database0and0require0contractors0to0submit0 models0that0conform0with0standards

Work0with0Project0Development0and0DTS0to0enhance0ePM0to0 enable0LRP0cross0reference0and0develop0communication0process0 with0regions0to0assess0whether0project0scope0meets0intent0of0 LRP0project00 Hire0contractors0and0train0staff Develop0data0warehouse0and0fully0implement0integration0 process Create0implementation0plan0and0provide0training Continue0to0work0with0the0PMT

Identify0needs0and0establish0framework0to0integrate0 data This0has0been0set0up0and0regions0are0testingLLrisk0is0that0they0 Continue0to0work0with0the0regions0on0improvements0to0make0 Develop0push0button0concept0report0data0collection don't0use0it. sure0they0are0comfortable0using0the0tool.

Develop0data0warehouse0from0which0departmental0 Work0with0PMT0and0UDOT0divisions0to0secure0funding0and0make0 Funding0and0internal0resource0availability financial0results0can0be0displayed sure0resources0can0be0dedicated0to0the0effort.

Finish0integration0of0OMS0&0dTMS0to0establish0system0 Workforce0availability0and0program0limitations Hire0contractors0and0interns feedback0loop Understand0Mandli0data0input0process0to0automate0 Data0architecture0not0available0and0process0not0developed0to0 Develop0data0warehouse0and0fully0implement0integration0 incorporation0with0OMS store0historical0data0and0insert0current0data process Hire0business0analyst0to0enable0full0use0of0OMS0system Funding0availability Obtain0leadership0support Incorporate0traffic0asset0information0into0UPlan Lack0of0resources0to0complete Hire0consultants Lack0of0business0system0integration0L0OMS/Ugate0limits0access0to0 Update0asset0data0with0Phase020data0collection Continue0to0work0together0on0OMS historical0data System0is0not0used0due0to0perceived0low0value,0required0 Communicate0value0and0make0continual0updating0a0priority0and0 updating0is0neglected automated

5

Complete0GIS0crash0data0analysis0system

5

Risk& Assessment

1

60

8

8

7 6

9

5

4

6

8

02 06

5

6

!

Systemic!Risk!Register!

Risks!broader!than!program!level!tasks!were!identified!during!the!process!of!developing!the! implementation!plan!by!the!AAC!and!AMSC.!!These!system!level!risks!will!continue!to!be!identified!and! will!be!addressed!by!the!AMSC!over!the!life!of!the!TAMP.!!The!system!level!risks!are!identified!in!Table!4.!!!

Table!4!R!Systematic!Risks!

Ref! Risk!Description!

Risk!Impact!

Risk!Mitigation!

Overarching!Risks!

Risk!Assessment!

1.1!

UDOT!not!able!to!

Culture!slow!to!adapt!to! comply!with!MAP21! change!in!processes! requirements!

!!

Probability!

!!

1.2!

Senior!leaders!do!not! clearly!articulate!vision!

!!

!!

Probability!

!!

Sufficient!resources!are!

1.3! not!allocated!to!make! change!happen!

!!

!!

Probability!

!!

!!

!!

!!

!!

Probability!

!!

!!

!!

!!

!!

Probability!

!!

!!

!!

!!

!!

Probability!

!!

!! !!

H! M! L! !! !!

H! M! L! !! !!

H! M! L! !! !!

H! M! L! !! !!

H! M! L! !! !!

H! M! L!

Impact!

H! M! !! !! !! !! !! !!

!!

L! !! !! !!

Impact!

H! M! !! !!

X! !! !! !!

!!

L! !! !! !!

Impact!

H! M! !! !! !! !! !! !!

!!

L! !! !! !!

Impact!

H! M! !! !! !! !! !! !!

!!

L! !! !! !!

Impact!

H! M! !! !! !! !! !! !!

!!

L! !! !! !!

Impact!

H! M! !! !! !! !! !! !!

!!

L! !! !! !!

14! !

!

Management!Plans!

The!division!responsible!for!the!management!of!each!specific!asset!is!responsible!for!developing!a! management!plan!with!an!appropriate!level!of!detail.!!A!section!of!these!plans!will!focus!on!the! collaboration!and!will!assist!in!communicating!necessary!information!to!other!divisions.!!Plans!for! pavement,!structures!and!several!assets!managed!by!Maintenance!have!fully!developed!plans.!!An! information!management!plan!is!also!in!place!to!identify!how!the!information!from!all!divisions!will!be! shared.!Detailed!management!plans!for!Pavements,!Structures!and!Maintenance!can!be!found!on!the!

UDOT!website.!!!A!summary!of!plans!for!Pavements,!Maintenance!and!Information!are!available!in!

Appendix!E.!!Plans!for!additional!assets!managed!by!Safety!and!other!departments!are!under! development!and!will!be!completed!as!part!of!the!TAMP!Implementation!Plan.

! ! !

!

! ! ! !

15! !

!

Financial!Plan!–!Incomplete!Section!/!To!be!Replaced!

Currently!UDOT!manages!its!program!from!34!separate!state!and!federal!funding!sources.!!Over!50%!of! the!federal!funding!is!dedicated!to!pavement!preservation!and!rehabilitation.!!The!federal!funding! program!is!outlined!in!Figure!13.!!!

Federal!Program!Funding!2014!

Figure!13!R!Federal!Program!Funding!2014!

UDOT!has!a!robust!state!funding!program!for!transportation!needs.!!The!largest!percentage!(94%)!of!the! state!money!comes!from!the!Transportation!Investment!Fund.!!The!remaining!money!supports!13! specific!programs!as!shown!in!Figure!14.!!!!!

Signals!Maintenance!&!Operalons!

Traffic!Management!

Barrier!Treatments!

Small!Area!Lighlng!

Sign!Modificalon!&!Replacement!

Safety!Spot!Improvements!

New!Traffic!Signals!

Maintenance!Spot!Improvement!

State!Park!Access!

Conlngency!Funds!

Public!Communicalon!Efforts!

Region!Concept!Development!

Transportalon!Alternalve!Program!

Figure!14!–!Non!Transportation!Investment!State!Funds!

16! !

!

The!majority!of!state!funds!are!derived!from!sales!tax!sources!and!bonds!as!represented!in!Figure!15.! ! !

State!Transportation!Funding!2014!

! ! ! ! ! ! ! ! ! !

!

Figure!15!R!State!Transportation!Funds!

!

A!product!of!this!five!year!plan!will!be!a!unified!program!with!a!financial!plan!to!maximize!resources! across!all!funding!categories.!!The!value!of!each!asset,!quality!of!data!available!and!asset!specific! collaboration!teams!have!been!established!as!a!first!step!to!develop!a!financial!plan.!

Asset!Values!

UDOT!Asset!Management!assesses!the!value!of!current!assets!(roadways,!culverts,!bridges,!etc)!by! answering!two!simple!questions:!

1) How!much!of!each!asset!does!UDOT!own?!!

2)!! What!is!the!current!value!of!each!asset?!

UDOT!maintains!registers!of!many!assets!through!routine!highEtech!LIDAR!scanning!and!maintenance! inventories!of!the!state!highways.!These!registers!are!used!to!track!the!quantity!of!each!UDOT!asset.!!

UDOT!maintains!an!extensive!database!of!current!unit!bid!item!costs!compiled!from!the!advertisement! of!new!construction!projects.!!This!database!is!used!to!establish!the!replacement!value!of!the!quantified! assets.!!Additional!sources!of!information,!such!as!RS!Means,!are!referenced!to!establish!a!value!for! specialty!items!that!are!not!in!the!database.!!A!contingency!amount!is!added!to!each!asset!value!to! account!for!design,!construction!oversight,!traffic!control,!and!mobilization!costs.!!

A!list!of!the!current!quantified!assets!and!their!value!is!located!in!Table!5.!!The!values!in!the!list!are! based!on!current!construction!costs.!!!

17! !

! !!!!!!!!! !Table!5!R!Current!Quantified!Asset!Values!

ASSET Pavement Bridges Walls Culverts Barrier Signs Fences Signal Cabinets Pavement marking paint Cattle Guards Paint Messages Rumble Strips Power Pedestal

VALUE $24 B $5 B $3.4 B $1 B $450 M $265 M $70 M $35.5 M $33 M $20 M $8.8 M $6 M $3 M

!

!

18! !

!

Appendix!A!–!Policy!07R13!Asset!Management!Oversight!Structure !

Asset Management Oversight Structure Effective:

UDOT 07-13 Revised: June 30, 2014

Purpose To outline the responsibilities of the Utah Department of Transportation (Department) Asset Management Steering Council (AMSC) and the Asset Advisory Committee (AAC). These responsibilities include providing recommendations to the Transportation Commission pertaining to planning, developing, and preserving the investment in Utah’s Transportation System and obtaining maximum cost effectiveness from transportation construction, rehabilitation, and maintenance programs. AMSC and AAC activities support the Department strategic goals: 1.

2.

3.

4.

Preserve Infrastructure Optimize Mobility Zero Fatalities Strengthen the Economy

Policy The AMSC and AAC provide recommendations to preserve the large investment in the State’s roadway and transportation systems and provide a strategy to obtain an enhanced system of highways and related transportation modes that continue to meet the needs of Transportation System users. The teams assist the Department in obtaining cost effective solutions for system needs by using program alignment, organized and accessible data, and risk-based asset performance. The council and committee make sure all divisions of the Department are working together to present a unified program recommendation based on a transparent decision-making process.

ASSET MANAGEMENT STEERING COUNCIL MEMBERS Deputy Director – Chair Program Development Director Project Development Director Operations Engineer Region 1 Director Region 2 Director Region 3 Director Region 4 Director Asset Management Director (Secretary) FHWA Division Administrator or designee

AE1!

!

ASSET ADVISORY COMMITTEE MEMBERS Asset Management Director – Chair Planning Director Traffic Management Engineer Traffic and Safety Engineer Engineering Services Director Structures Chief Engineer Maintenance Director Region 1 Representative Region 2 Representative Region 3 Representative Region 4 Representative FHWA Team Leader or designee Various divisions, sections, and regions provide needed staff support and input to AMSC. AAC members may be invited to participate in AMSC meetings at the chairman’s discretion.

AMSC is authorized to establish pro tem teams and task forces to assist in accomplishing its responsibilities.

AMSC will consider strategic level Transportation Systems Management activities within the Department; make recommendations to the Transportation Commission; improve efficiency of the decision making process; and assure consistent transportation systems management practices at all supervisory levels.

Specific responsibilities of the AMSC include: 1.

2.

3.

4.

5.

Recommending Department transportation strategies to the Transportation Commission to implement and achieve the Department transportation policies.

Recommending policies and resource levels that support ongoing improvement of asset management and a unified transportation program.

Guaranteeing horizontal and vertical communication and integration across the Department relative to asset management.

Reviewing and reporting the results of the Department’s Annual Transportation Program to the Transportation Commission and public.

Evaluating the direction of asset management annually in a joint meeting with AAC.

AAC oversees implementation of the Department’s Transportation Systems Management Process.

AE2!

!

Specific responsibilities of the AAC include: 1.

2.

3.

4.

Recommending to the AMSC modifications to policies and processes to improve asset management practices.

Working together across department boundaries to develop and recommend a unified program to the AMSC that maximizes system performance and funding.

Aligning programs to determine the most cost effective way of addressing asset needs.

Determining the appropriate management level for each asset.

Definitions A Transportation Systems Management Process provides a set of various tools or methods to assist decision makers in finding optimum strategies for providing and maintaining the transportation systems in an acceptable condition over a planned period. The process includes analysis programs and related data to include but not limited to the following transportation areas: Pavements, Safety, Structures, Mobility, Design, Construction, Maintenance, and Planning.

AE3!

!

Appendix!B!R!Committee!Comments,!July!2013!!

!

TRANSMAT!Committee!Comments!Regarding!Asset!Management!Plan!

Comment!

Provided!

By! NonE Voting!

Member!

NonE Voting!

Member!

NonE Voting!

Member!

NonE Voting!

Member!

NonE Voting!

Member!

NonE Voting!

Member!

Voting!

Member!

NonE Voting!

Member!

Voting!

Member!

NonE Voting!

Member!

NonE Voting!

Member!

FHWA! NonE Voting!

Member!

NonE Voting!

Member! !

Ideas!

Responsibility!

Category!

This!group!determines!how!well!funding!is!set!/!prioritized!

We!should!improve!how!we!sweep!the!corners!for!money!left! on!projects!

What!can!be!done!to!maximize!the!use!of!the!public’s!money?!

If!we!recapture!money!more!quickly!does!that!help?!

Need:!!Enhance!the!ability!to!quickly!evaluate!program! balances!and!delivery!

Need:!!to!define!what!is!intended!in!fund!types!that!Transmat! approves.!!Agree!to!update!“Fund!Fact!Sheets”!yearly.!

Need:!!To!consider!Active!Transportation!Policy!in!funding! decisions.!!!

Definition!documentation!for!funding!types!and!processes.!

Basically!setting!the!rules!for!when!funds!can!be!used,! combined,!etc.!When!does!it!require!Commission!action?!

Need:!!To!identify!what!can!be!spent!on!bridges!using!Purple! and!Orange!Book!projects!if!it!is!allowed.!!!

Life!cycle!replacement!plan!for!ATMS!/!Signal!systems!

Need!to!put!culverts!in!our!program.!Need!to!track!them!and! see!where!we!are!at!

Capacity!is!an!asset.!Public!trust!is!an!asset.!How!can!we! manage!these!nonEtangible!assets?!

Steering!Committee!

Funding!

Steering!Committee!

Funding!

Steering!Committee!

Funding!

Steering!Committee!

Funding!

Steering!Committee!

Funding!

Steering!Committee!

Funding!

Steering!Committee!

Funding!

Structures!

T&S!

Funding!

Management!

Plan!E!Other!

Asset!Management!!

Management!

Plans!E!Other!

Steering!Committee!

Is!congestion!or!capacity!throughout!a!tangible!asset?!(Time!to! get!to!work,!speed,!volume,!ridership)!

T&S! Mobility!is!an!asset.!How!do!we!manage?!

Management!

Plans!E!Other!

Management!

Plans!E!Other!

T&S!

Management!

Plans!E!Other!

T&S!

Management!

Plans!E!Other!

We!should!consider!safety,!choke,!Pt,!capacity!as!an!asset! !

BE1!

!

Comment!

Provided!

By!

Ideas!

NonE Voting!

Member!

Need!to!show!target!level!for!concrete!pavements.!!Big!dollars! coming!at!UDOT!for!older!sections.!

NonE Voting!

Member!

Bridge:!We!need!a!plan!for!every!structure!on!every!road!

NonE Voting!

Member!

Bridge:!Define!/!plan!for!off!system!bridge,!develop!a!strategy,! preservation,!funding!

NonE Voting!

Member!

Need:!!A!plan!for!every!bridge!

FHWA! NonE Voting!

Member!

NonE Voting!

Member!

NonE Voting!

Member!

NonE Voting!

Member!

NonE Voting!

Member!

Voting!

Member!

Voting!

Member!

Voting!

Member!

Voting!

Member!

Voting!

Member!

NonE Voting!

Member!

Voting!

Member!

Have!you!checked!out!the!FHWA’s!INVEST!tool!to!examine!a! projects!sustainability!of!the!sustainability!of!our!planning! process?!

Need:!!to!establish!asset!performance!measures!with!FHWA!so!

UDOT!isn’t!reporting!by!project!then!we!can!deliver!project!by! asset!needs!instead!of!project!specific!inventories.!!!

Need:!!Quarterly!reports!on!each!asset!and!accomplishment.!

How!do!we!measure!success!in!asset!management?!Do!these! measure!change!by!asset!type?!What!impact!does!design,! concept,!development!have!on!asset!management!!!

Responsibility!

Asset!

Management!

Management!

Plans!E! Pavements!

Structures!

Management!

Plans!E! Structures!

Structures!

Management!

Plans!E! Structures!

Structures!

Management!

Plans!E! Structures!

Planning!

Performance!

Measures!

Steering!

Committee!

Performance!

Measures!

Steering!

Committee!

Performance!

Measures!

Steering!

Committee!

Performance!

Measures!

T&S!

Performance!

Measures!

ATMS!devices!need!performance!standards!

Safety:!How!do!we!measure!performance?!

T&S! Asset!

Management!

Asset!

Develop!asset!priority!list!

Management!

Develop!a!process!and!prioritize!our!assets!for!analysis!and!

Asset! recommendation!

Management!

Due!to!constraints,!we!should!evaluate!those!assets!of!highest!

Asset! value!and!cover!those!of!greatest!need.!Can’t!do!them!all.!

Management!

Different!levels!of!asset!management!are!available!–!we!need!to! Asset! identify!what!level!is!needed!for!each!asset!–!maybe!B/C?!

Management!

Plan!for!every!road:!Cost/Benefit!ratio!should!be!calculated!to! see!if!it’s!worth!it!to!develop!a!plan.!

Need:!!to!move!to!Statewide!Prioritization!Process!based!on! strategic!goal!(UDOT!and!MAG!Process).!

Project!Delivery!–!Implications!of!TRANSMAT!decisions!should! be!considered!

Category!

Performance!

Measures!

Prioritization!

Prioritization!

Prioritization!

Prioritization!

Prioritization!

Planning!

Prioritization!

Project!Delivery!

Prioritization!

BE2!

!

Comment!

Provided!

By! NonE Voting!

Member!

NonE Voting!

Member!

NonE Voting!

Member!

NonE Voting!

Member!

NonE Voting!

Member!

NonE Voting!

Member!

NonE Voting!

Member!

NonE Voting!

Member!

Voting!

Member!

NonE Voting!

Member!

NonE Voting!

Member!

NonE Voting!

Member!

NonE Voting!

Member!

NonE Voting!

Member!

Voting!

Member!

NonE Voting!

Member!

Ideas!

Communicating!the!prioritization!process!

Responsibility!

Category!

Steering!

Committee!

Prioritization!

What!added!methods!can!be!used!to!prioritize!other!assets!and! projects!types?!Where!are!we!on!financial!cross!asset! management?!How!to!value!work!on!asset!to!another,!comparing! Steering! apples!to!oranges.!

Committee!

Prioritization!

Define!assets!to!be!managed,!Rank!Assets!

Use!Engineer!/!Business!Decision!for!maintaining!assets!

Asset!prioritization!–!which!assets!should!we!focus!on!first?!What! can!we!afford!to!do!now?!

Improve!how!recommendations!are!made!to!Commission! progress!/!process!

We!need!3!year!program!by!region!to!do!the!right!project!at!the! right!time!

Are!there!best!practices!defined!that!can!help!guide!our! program?!

Use!data!to!rank!projects!(based!on!need)!

Safety:!How!do!we!measure!working!with!other!projects!(bridge,! pavement)!

Steering!

Committee!

Prioritization!

Steering!

Committee!

Prioritization!

Steering!

Committee!

Prioritization!

Steering!

Committee!

Prioritization!

Steering!

Committee!

Prioritization!

Steering!

Committee!

Steering!

Committee!

Prioritization!

Prioritization!

T&S!

Prioritization!

T&S!

Prioritization!

T&S!

Prioritization!

T&S!

Prioritization!

T&S!

Prioritization!

T&S!

Prioritization!

Asset!

Management!

Prioritization!!!

Choke!Pt!projects!make!it!data!derived!not!even!distribution!

Need:!!Three!year!plan!for!safety!projects!

When!balancing!project!cost!against!minimal!decrease!in!safety,! how!is!minimal!defined?!What!is!an!acceptable!decrease!&!how! do!you!quantify!cost!to!safety?!

Safety:!Identify!how!we!prioritize!safety!projects!

Use!crash!data!to!prioritize!safety!projects!

Continue!down!the!path!of!sign!replacement.!More!reflective!not! necessarily!changing!the!sign!bridges.!(Not!as!critical!as!culverts)!

BE3!

!

Comment!

Provided!

By! Voting!

Member!

Voting!

Member!

NonE Voting!

Member!

NonE Voting!

Member!

NonE Voting!

Member!

NonE Voting!

Member!

NonE Voting!

Member!

Voting!

Member!

Voting!

Member!

NonE Voting!

Member!

NonE Voting!

Member!

NonE Voting!

Member!

Voting!

Member!

NonE Voting!

Member!

NonE Voting!

Member!

Voting!

Member!

NonE Voting!

Member!

Ideas!

Incorporate!risk!analysis!into!asset!management!processes!

Better!define!our!risk!analysis!/!factors!

Responsibility!

Asset!

Management!

Category!

Risks!

Project!Delivery! Risks!

What!is!the!program!for!minor!rehab!and!preservation?!Where!can!

Asset! it!be!found?!Does!it!state!the!treatment!type?!

Management!

Systems/Data!E! Education!

UPlan!is!the!tool!to!Use!!!!One!stop!shop!=!Efficiency!

Steering!

Committee!

Systems/Data!E! Education!

Employees!need!education!and!training!on!UPlan!and!UGate!

Steering!

Committee!

Systems/Data!E! Education!

Communication!

Steering!

Committee!

Systems/Data!E! Education!

Low!trust!in!the!data!in!UPlan!and!UGate.!Need!to!know!the!source!

Steering! of!the!data.!

Committee!

Steering!

We!need!to!educate!stakeholders!about!assets!data!and!UPlan!

Committee!

Educate!department!on!what!data!is!available.!Consolidate!and!

Steering! build!systems!to!make!it!readily!available.!

Committee!

Systems/Data!E! Education!

Systems/Data!E! Education!

Systems/Data!E! Education!

What!level!of!integration!is!enough!to!feed!asset!management?!

We!do!a!good!job!with!pavement!and!fund!allocation!but!the!data! and!allocation!is!about!2!years!behind.!Example:!Core!project!has! made!pavement!good!in!Utah!County!but!won’t!see!funding!levels! change!for!2!to!3!years.!Can!we!get!data!change!faster?!

Need!data!collection!that!is!recent!and!relevant!IE:!Traffic!data! needs!to!be!newer!then!3!years!old!

Continue!building!business!systems!that!share!and!integrate!data!

The!TMD!has!data!that!other!groups!/!regions!need!to!make!better! decisions!

Can!we!afford!to!do!cross!asset!analysis?!Can!we!afford!to!not!do! cross!asset!analysis?!

Like!to!see!us!focus!on!cross!assets!analysis!for!pavement!and! bridges!

Integrations!of!our!data!systems!is!poor.!Information!is!siloed,!

Communication!is!siloed!

Asset!

Management!

Systems/Data!E! Integration!

IT!

Systems/Data!E! Integration!

IT!

Systems/Data!E! Integration!

Systems/Data!E! Integration!

Planning!

Systems/Data!E! Integration!

Steering!

Committee!

Asset!

Management!

Systems/Data!E! Integration!

Systems/Data!E! Integration!!

IT!

Systems/Data!E! Integration!!

IT!

BE4!

!

Comment!

Provided!

By! NonE Voting!

Member!

NonE Voting!

Member!

NonE Voting!

Member!

NonE Voting!

Member!

NonE Voting!

Member!

Voting!

Member!

NonE Voting!

Member!

NonE Voting!

Member!

NonE Voting!

Member!

Voting!

Member!

Voting!

Member!

Voting!

Member!

Voting!

Member!

NonE Voting!

Member!

Voting!

Member! !

Legend:! ! ! !

Ideas!

What!do!we!know!about!our!current!assets?!How!can!big!data!help! us!drive!asset!decisions?!

Need:!Widen!data!collection!by!gathering!other!data!from! stakeholders!(InRix,!Freight,!Events)!

Responsibility!

IT!

Systems/Data!E! Integration!!

IT!

Systems!/!Data!

E!Integration!!

Structures!

Systems!/!Data!

E!Integration!!

Asset!

Management!

Systems!/!Data!

E!Management!

Asset!

Management!

Asset!

Management!

Systems!/!Data!

E!Management!

Systems!/!Data!

E!Management!

IT!

Systems!/!Data!

E!Management!

IT!

Systems!/!Data!

E!Management!

Bridge:!Can!we!begin!showing!bridge!data!on!UPlan!/!UGate!

Do!we!have!enough!data!to!do!asset!analysis?!Deterioration! process?!Current!condition?!Last!modification?!

Would!improved!systems!improve!our!ability!to!manage!our!assets?!

Collect!data!for!additional!assets!

Our!systems!are!assets!we!need!to!manage!and!some!of!our!systems! are!inhibiting!our!abilities.!

Asset!also!includes!system!improvement!to!optimize!use!of!funding! (ePm,!Database,!New!PDBS)!

Data!Quality:!Should!a!QIT!be!established!for!management?!

IT! Identify!priority!systems!and!where!the!data!should!reside.!Where!is! our!system!money!best!spent?!

Improve!systems!to!better!manage!our!money!(Free!up! contingences)!

Increase!data!quality!management!

Data!quality:!is!there!a!lack!of!credibility?!

Shouldn’t!our!systems!(technology)!be!another!asset!we!should! manage?!

Incorporate!highway!safety!manual!in!standards!process!–!as!well!as! early!project!involvement!

79!

Voting!Member!Comment!

NonEVoting!Member!Comment!

FHWA!Member!Comment! !

Category!

IT! IT! IT! IT!

Systems!/!Data!

E!Management!

Systems!/!Data!

E!Management!

Systems!/!Data!

E!Management!

Systems!/!Data!

E!Management!

Systems!/!Data!

E!Management!

T&S!

Systems/DataE Integration!

Systems/DataE Integration!

! ! ! ! !

! ! ! ! !

IT!

BE5!

!

Appendix!C!R!2013!Gap!Analysis!Questions!

UDOT!Asset!Management!Steering!Council!Gap!Analysis!Questions!

November!12,!2013!

UDOT!Systems!/!Data! ! UDOT!has!established!a!quality!data!information!architecture!to!promote!the! integration!of!business!systems!for!unified!asset!management.!!!

1.

2.

3.

4.

5.

Very!Important!

Important!

Somewhat!Important!

Of!Little!Importance!

Unimportant!

1.

2.

3.

4.

5.

Excellent!

Above!Average!

Average!

Below!Average!

Poor!

!

! Business!systems!are!treated!as!a!strategic!asset!to!help!make!data!driven!decisions.!!!

1.

2.

3.

4.

5.

Very!Important!

Important!

Somewhat!Important!

Of!Little!Importance!

Unimportant!

1.

2.

3.

4.

5.

Excellent!

Above!Average!

Average!

Below!Average!

Poor!

!

! Necessary!data!is!easily!accessible!to!make!data!driven!cost/benefit!decisions.!!!

1.

2.

3.

4.

Very!Important!

Important!

Somewhat!Important!

Of!Little!Importance!

5.

Unimportant! !

1.

2.

3.

4.

5.

Excellent!

Above!Average!

Average!

Below!Average!

Poor!

UDOT!Project!Prioritization! ! A!clear,!well!documented!stateRwide!prioritization!process!is!in!place.!!

1.

2.

3.

4.

5.

Very!Important!!

Important!

Somewhat!Important!

Of!Little!Importance!

Unimportant!

1.

2.

3.

4.

5.

Excellent!

Above!Average!

Average!

Below!Average!

Poor!

!

!

! !

!

! !

! !

!

CE1!

!

! Management!plans!have!been!/!are!being!developed!for!pavements!including!lifecycle! analysis,!identification!of!performance!measures,!and!data!required!for!cross!analysis.!!!

1.

2.

3.

4.

5.

Very!Important!!

Important!

Somewhat!Important!!

Of!Little!Importance!

Unimportant!

1.

2.

3.

4.

5.

Excellent!

Above!Average!

Average!

Below!Average!

Poor

!

! Management!plans!have!been!/!are!being!developed!for!bridges!including!lifecycle! analysis,!identification!of!performance!measures,!and!data!required!for!cross!analysis.!!!

1.

2.

3.

4.

5.

Very!Important!!

Important!

Somewhat!Important!!

Of!Little!Importance!

Unimportant!

1.

2.

3.

4.

5.

Excellent!

Above!Average!

Average!

Below!Average!

Poor!

!

! Management!plans!have!been!/!are!being!developed!for!other0assets0including! lifecycle!analysis,!identification!of!performance!measures,!and!data!required!for!cross! analysis.!!!

1.

2.

3.

4.

5.

Very!Important!!

Important!

Somewhat!Important!!

Of!Little!Importance!

Unimportant!

1.

2.

3.

4.

5.

Excellent!

Above!Average!

Average!

Below!Average!

Poor!

!

UDOT!Funding! ! The!types!of!funding,!the!uses!of!funding,!and!the!process!to!fund!projects!is! transparent.!!

1.

2.

3.

4.

5.

Very!Important!

Important!

Somewhat!Important!

Of!little!Importance!

Unimportant!

1.

2.

3.

4.

5.

Excellent!

Above!Average!

Average!

Below!Average!

Poor!

!

UDOT!Performance!Measures! ! Asset!management!performance!measures!are!consistent!with!the!UDOT!strategic! direction!and!with!the!criteria!used!to!set!program!priorities,!select!projects,!and! allocate!resources.!!!

1.

2.

3.

4.

5. ! !

Very!Important!

Important!

Somewhat!Important!

Of!Little!Importance!!

Unimportant!

1.

2.

3.

4.

5. ! !

Excellent!!

Above!Average!

Average!

Below!Average!

Poor! ! !

!

CE2!

!

UDOT!Risk!Assessment! ! Resource!allocation!includes!assessment!of!probability!and!severity!of!risk!associated! ! with!each!asset.!!!

1.

2.

3.

4.

5.

1.

2.

3.

4.

5.

Very!Important!

Important!

Somewhat!Important!

Of!Little!Importance!

Unimportant!

Excellent!

Above!Average!

Average!

Below!Average!

Poor!

!

Collaboration! ! UDOT!liaison's!with!local!governments!share!information!and!knowledge!to!further! the!development!of!asset!management!in!Utah.!!

1.

2.

3.

4.

5.

! !

Very!Important! !

Important!

Somewhat!Important!

Of!Little!Importance!

Unimportant! !

!

!

!

! !

1.

2.

3.

4.

5.

Excellent!

Above!Average!

Average!

Below!Average!

Poor

! !

!

CE3!

!

Appendix!D!R!Gap!Analysis!Voting!Results! !

UDOT Systems / Data Information Architecture #1 Survey Results: UDOT has established a quality data information architecture to promote the integration of business systems for unified asset management.

Gap Analysis:

Importance!

Gap!=!1.6!

Current!Status!

0!

1!

2!

3!

4!

5!

#2 Survey Results: Business systems are treated as a strategic asset to help make data driven decisions.

!

Gap Analysis:

Current!Status!

3.04!

4.35!

Importance!

0!

0.5!

1!

1.5!

2!

2.5!

3!

3.5!

4!

4.5!

5!

DE1!

!

Necessary Data Available #3 Survey Results: Necessary data is easily accessible to make data driven cost/benefit decisions.

!

Gap Analysis

Current!Status!

Importance!

0!

0.5!

1!

1.5!

2!

2.5!

3!

3.5!

4!

4.5!

5!

UDOT Project Prioritization Prioritization Process #4 Survey Results: A clear, well documented state-wide prioritization process is in place.

Gap Analysis:

DE2!

!

Importance!

Current!Status!

0.00!

0.50!

1.00!

1.50!

2.00!

2.50!

3.00!

3.50!

4.00!

4.50!

5.00!

Management Plans for Pavements #5 Survey Results: Management plans have been / are being developed for pavements including lifecycle analysis, identification of performance measures, and data required for cross analysis.

Gap Analysis:

Importance!

Current!Status!

0.00!

1.00!

2.00!

3.00!

4.00!

5.00!

Management Plans for Bridges #6 Survey Results: Management plans have been / are being developed for bridges including lifecycle analysis, identification of performance measures, and data required for cross analysis.

Gap Analysis:

DE3!

!

Importance!

Current!Status!

0.00!

0.50!

1.00!

1.50!

2.00!

2.50!

3.00!

3.50!

4.00!

4.50!

5.00!

Management Plans for Other Assets #7 Survey Results: Management plans have been / are being developed for other assets including lifecycle analysis, identification of performance measures, and data required for cross analysis.

Gap Analysis:

Importance!

Current!Status!

0.00!

1.00!

2.00!

3.00!

4.00!

5.00!

UDOT Funding Funding Transparency #8 Survey Results: The types of funding, the uses of funding, and the process to fund projects is transparent.

Gap Analysis: DE4!

!

Importance!

Current!Status!

3.20!

3.40!

3.60!

3.80!

4.00!

4.20!

4.40!

UDOT Performance Measures Alignment of Performance Measures #9 Survey Results: Asset management performance measures are consistent with the UDOT strategic direction and with the criteria used to set program priorities, select projects, and allocate resources.

Gap Analysis:

Importance!

Current!Status!

0.00!

1.00!

2.00!

3.00!

4.00!

5.00!

UDOT Risk Assessment Risk Assessment #10 Survey Results: Resource allocation includes assessment of probability and severity of risk associated with each asset.

DE5!

!

Gap Analysis:

Importance!

Current!Status!

0.00!

1.00!

2.00!

3.00!

4.00!

5.00!

Collaboration Local Government Collaboration #11 Survey Results: UDOT liaison's with local governments share information and knowledge to further the development of asset management in Utah.

Gap Analysis:

Importance!

Current!Status!

0.00!

1.00!

2.00!

3.00!

4.00!

5.00!

DE6!

!

Appendix!E!R!Management!Plans! !

Pavement!Management !–!“Good!Roads!Cost!Less” Introduction!

UDOT!manages!and!preserves!approximately!16,000!lane! miles!on!243!state!highways!from!multiElane!urban! concrete!interstates!to!rural!two!lane!asphalt!low!volume! roads.!Pavement!is!a!$25B!asset.!UDOT’s!pavement! management!philosophy!is!“Good!Roads!Cost!Less.”!The! philosophy!can!be!defined!as!)'applying'timely'cost'effect' treatments'that'minimize'cost'while'achieving'the' greatest'long'term'benefit.''''''''''''''''''''''''''' ' ' ' ''

“Good'Roads'Cost'Less”!

Pavement!Condition!Surveys!!

Biannually!UDOT’s!contractors!measure!the!pavement!health!of!each! mile!of!the!state!highway!system.!Starting!in!2012!Contractors!driving! at!highway!speeds,!using!state!of!the!art!technologies!continuously! measure!!

• each!crack,!!

• the!depth!of!each!rut,!!

• roadway!roughness,!and!!

• concrete!faulting.!!

Distress'Survey!

Using!advanced!computer!algorithms,!line!lasers,!high!speed!cameras,! and!global!positioning!satellites!(GPS)!distress!is!calculated!and!quantified!into!a!rating!between!0!and!100,!0! being!brand!new!pavement.!!

The!State!highways!are!divided!into!2,446!individual!12’!wide!sections!of!varying!length.!Using!3rd!party!pavement! optimization!software!UDOT!generates!“A'Plan'for'Every'Section”.!!The!plans!specify!the!best!preservation,! rehabilitation!and!replacement!strategies!for!each!section.!!

Risk!Assessment!and!Management!

Pavement!risk!management!is!focused!on!developing!a!program!that!schedules!treatments,!not!as!“worst!first”! but!rather!based!on!the!treatment!that!provides!the!greatest!benefit!at!the!lowest!cost.!This!approach!is!the!best! practice!for!managing!risks!of:!

• • •

vacillating!funding!levels! unanticipated!loading!on!pavement!sections! continually!changing!pavement!inventory! !

!

EE1!

!

Performance!Metrics!

The!Department!created!a!three!tier!system!of!highways!to!prioritize!resources!and!minimize!risk.!!Each!pavement! section!is!rated!as!good,!fair,!or!poor!based!on!the!section’s!International!Roughness!Index!(IRI).!!The!Department! set!performance!metrics!for!each!tier!to!achieve!a!percentage!rated!better!than!poor:!

• 95E98%!of!Interstate!lane!miles!

• 90E95%!of!Level!1!(Average!Annual!Daily!Traffic,!AADT!>!1,000)!

• 80E90%!of!Level!2!(Average!Annual!Daily!Traffic,!AADT!<!1,000)! !

An!annual!expenditure!$188M!a!year!optimizes!the! maintenance!and!preserves!the!condition!of!the!entire! state!highway!system!within!the!performance!metrics!for! the!10!year!forecast!period.!!This!funding!level!provides! the!greatest!benefit!at!the!lowest!cost.!!During!the!past! several!years!available!funding!has!been!limited!to!$210M! per!year.!!Due!to!the!funding!limitation!UDOT!actively! maintains!only!roads!that!have!volumes!of!greater!than!

1,000!vehicles!a!day.!!!' !

16!

17!

20!

19!

20!

21!

24!

25!

27!

28!

%!of!Miles!

80%!

60%!

40%!

20%!

0%!

Historica l!

EsWmated!

Future!

CondiWon!

60!

60!

59!

60!

59!

59!

56!

56!

56!

55!

24!

23!

21!

21!

21!

20!

20!

19!

17!

17!

2008! 2009! 2010! 2011! 2012! 2013! 2014! 2015! 2016! 2017!

%!Good:!IRI!<!95!

%!Fair!

%!Poor:!IRI!>!170!

! ! ! ! ! ! ! ! ! ! ! ! !

100%!

Level!2!System!(1,990!miles)!

Ride!Quality!R!Forecasted!with!50!million!/!yr!

16!

17!

20!

19!

20!

21!

59!

EsWmated!

Future!

58!

53! 51!

CondiWon!

21!

21!

22!

22!

22!

20!

47!

46!

31!

34!

80%!

Historic al!

60%!

40%!

20%! %!of!Miles!

100%!

Level!2!System!(1,990!miles)!

Ride!Quality!R!Forecasted!with!10!million!/!yr!

0%!

60!

60!

59!

60!

24!

23!

21!

21!

23!

27!

2008! 2009! 2010! 2011! 2012! 2013! 2014! 2015! 2016! 2017!

%!Good:!IRI!<!95!

%!Fair!

%!Poor:!IRI!>!170!

! !

Five!Year!Plan!

• Complete!all!preservation!and!rehabilitation!projects!on!time!and!within!budget.!

• Continue!modeling!to!determine!the!proper!funding!mix!between!maintenance!management!levels;!

Interstate,!Level!1!and!Level!2.!

• Develop!preservation!and!rehabilitation!projects!in!collaboration!with!other!departments!to!maximize! funding.!

• Reverse!or!slow!the!pavement!condition!decline!of!Level!2!roads!to!achieve!80E90%!of!lane!miles!in!better! than!poor!condition!–!requires!an!onEgoing!additional!$40M!investment.!

EE2!

!

Maintenance!Management! !

Introduction!

UDOT’s!Central!Maintenance!Division!currently!tracks!the!condition!of!sixteen!specific!state!highway!assets! through!the!Maintenance!Management!Quality!Assurance!Plus!(MMQA+)!Program.!!These!assets!include!tangible! assets!such!as!pavement!striping,!drainage!features,!and!shoulders!in!addition!to!operational!performance!items! such!as!snow!and!ice!removal!and!litter!control.!

According!to!the!MMQA+!Inspection!Manual!as!revised!in!July,!2012,!!

MMQA+!has!purposes!at!the!statewide!level,!at!the!region!or!area!level,!and!at!the!station!level.!At!the!statewide! level,!MMQA+!is!used!to!communicate!how!well!we!are!“Preserving!the!Infrastructure,”!which!is!UDOT’s!highest! priority!strategic!goal,!to!our!key!customers!–!the!Legislature,!Transportation!Commission,!Department!Senior!

Leaders,!and!program!users.!It!is!also!used!at!the!statewide!level!as!a!tool!in!the!budget!development!process,!and! to!show!where!more!resources!could!be!valuable!or!where!resources!could!be!reduced.!Reports!from!MMQA+!are! also!used!at!the!statewide!level!to!help!establish!targets!for!future!levels!of!maintenance!in!consideration!of! available!budget!and!resources.! !

At!the!station!level,!MMQA+!is!used!to!prioritize!and!schedule!work!activities.!Station!personnel!can!review!

MMQA+!reports!to!determine!which!activities!in!their!station!should!receive!either!more!focus!or!less!focus!given! current!conditions,!established!targets,!and!available!budgets.!Station!supervisors!can!also!compare!budgets!to! current!conditions,!and!request!that!money!be!moved!from!one!activity!to!another!to!best!meet!MMQA+!targets.!

At!the!region!or!area!level,!purposes!include!both!those!described!at!the!statewide!level!and!those!described!at! the!station!level.!MMQA+!information!is!used!at!the!region!or!area!level!to!both!report!levels!of!maintenance! achieved,!and!to!manage!resources!and!budgets!to!meet!targets.!

!

Asset!Condition!Targets!

A!target!for!a!particular!maintenance!activity!is!determined!by!taking!into!account!!

• the!Department’s!strategic!goals,!!

• the!current!Level!Of!Maintenance!(LOM)!for!that!activity,!!

• available!resources!such!as!funding,!labor,!equipment,!and!materials,!!

• input!from!the!public!in!the!form!of!customer!survey!results,!and!

• input!from!District!Engineers!and!other!Department!leaders.!!

Maintenance!activities!are!tracked!against!the!target!semiannually!except!for!Rest!Areas!which!are!measured! monthly!and!Snow!and!Ice!Removal!which!is!measured!by!event.!!!

Risk!Assessment!and!Management!

Risk!is!assessed!for!each!activity!and!safety!sensitive!activities!target!LOM!are!generally!set!at!“A”!as!shown!in!the!

Table.!!A!policy!is!in!place!to!define!route!priorities!and!guidelines!for!roadway!maintenance!during!winter!storm! events!to!mitigate!risks!due!to!winter!weather.!!UDOT!also!uses!software!and!tools!to!optimize!plow!routes!for! added!efficiency!in!meeting!snow!and!ice!removal!policy!and!measures.!!At!all!levels!(statewide,!region,!or!

EE3!

!

MMQA+

station),!resources!are!managed!such!that!they!are!diverted!toward!activities!that!are!falling!short!of!their!targets,! and!away!from!activities!whose!targets!are!being!exceeded.!!! ! ! ! ! ! ! ! ! ! ! ! ! ! ! ! ! ! ! ! ! ! !

Five!Year!Plan!

• • • • •

Continue!tracking!LOM!to!determine!appropriate!resource!allocation!

Continue!to!maintain!safety!sensitive!activities!at!an!“A!level.!

Institute!mobile!data!collection!to!improve!efficiency,!accuracy,!and!reporting!at!station!level.!

Develop!feedback!loop!between!OMS!and!dTMS!for!more!efficient!funding!allocation!and!project! recommendations!as!well!as!tracking!at!Region!level.!

Automate!input!of!completed!work!to!create!a!process!to!close!feedback!loop!to!planning!activities.

EE4!

!

Information!Management! !

UDOT!has!initiated!the!Information!Management!(IM)!project!to!adopt!industry!recommended!data!maturity! practices!from!the!Data!Management!Body!of!Knowledge!and!to!develop!a!“google”!type!search!environment.!!

The!IM!project!focuses!on!the!following!major!areas:!

• • • • • • •

Data!Governance!

Data!Architecture!Management!

Data!Integration!

Data!Warehouse!

Business!Intelligence!Management!

Data!Quality!Management!

Data!Security!

By!recapturing!efficiencies!from!data!management!and!redirecting!those!funds!to!other!projects,!UDOT!is!able!to! extend!how!far!the!public’s!money!can!go.!!The!IM!project!has!an!overarching!mission!of!increasing!awareness,! increasing!transparency,!improving!access!to!data!and!increasing!the!quality!of!data!utilized!by!all!major!divisions! at!UDOT.!!!

The!current!application!environment!that!supports!UDOT’s!business!including!construction!projects!and!all! associated!data!has!grown!organically!over!time!and!has!created!an!increasingly!complex!data!and!IT! environment.!!Below!is!the!current!state!visualization!that!illustrates!the!complexity!along!with!pains!identified! during!interviews!with!various!divisions!across!UDOT.!!!

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Figure!1!–!Current!System!!

EE5!

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UDOT’s!Information!Management!project!is!directed!at!the!acquisition!and!implementation!of!an!enterpriseEclass! information!management!environment!to!facilitate!the!maturity!of!our!data!management!practices.!!The!specific! areas!of!opportunity!and!possible!improvement!are!outlined!below:!

1. !Data!Governance!–!improved!authority!and!control!over!the!management!of!important!data!assets.!!!

2. Data!Architecture!Management!–!define!specifications!to!provide!business!vocabulary!and!express! strategic!data!requirements.!

3. Data!Integration!–!reduce!the!need!for!periodic!gathering!and!reconciliation!of!data!across!multiple!data! bases!and!informal!systems.!!!

4. Data!Warehouse!–!provide!integrated!storage!of!required!current!and!historical!data,!organized!by! subject!area.!

5. Business!Intelligence!Management!–!provide!an!enterprise!focal!point!for!data!delivery!in!support!of! decisions,!policies,!procedures,!definitions,!and!standards.!

6. Data!Quality!Management!–!ensure!credible,!quality!data!for!all!appropriate!access!capabilities.!

7. Data!Security!–!effective!data!security!policies!and!procedures!to!ensure!that!the!right!team!members!can! use!and!update!data!to!comply!with!confidentiality!needs!of!stakeholders.!

8. Improved!Transparency!–!provide!access!to!realEtime!project!information!and!enable!all!parties!to!share! information!with!stakeholders.!

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Figure!2!–!System!Under!Development!!

EE6!