Asset Management Asset Management

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Asset Management Asset Management

  1. 1. Asset Management A CITY PERSPECTIVE Tempe, Arizona 2008 p , Alan Domsky A semi-entertaining romp th i t t i i through ti h time i T in Tempe
  2. 2. ATSSA Sign Maintenance & Management Workshop Preface P f • Reflect on our experience with asset data management • Began in 1997 – over 10 years ago • Personnel changes (promotions, attrition & retirement) • 2 major proprietary asset management / GIS programs • Contracted out the data collection of all existing signs, signals and city owned street lights • Not here to endorse any products yp
  3. 3. ATSSA Sign Maintenance & Management Workshop •Not here to WOW you with a success story Not
  4. 4. Purpose for the “Perspectives” Session p p • Point attention to min retro compliance dates including: • Assess the signs on their roads & develop a replacement p plan within four years of the final ruling (by January 2012) y g( y y ) • Replace non-compliant warning and regulatory signs within seven years of the final ruling. • Replace non-compliant guidance and street name signs within ten years of the final ruling
  5. 5. Purpose for the “Perspectives” Session p p • Compare notes with other’s successes or lack thereof • Give insight to those getting started or planning to • M ti t those who might be “sitting on th f Motivate th h i ht b “ itti the fence” ”
  6. 6. Historical Timeline 65M BC Mass extinction event
  7. 7. Historical Timeline 65M BC 65M BC – 1850 Population 0-250 Another meteor and a bunch of erosion later Arizona turns into a tourist destination
  8. 8. Historical Timeline 65M BC 65M BC – 1850 Population 0-250 1871 – 1931 Population 800 - 2,500 1871 Hayden’s Ferry 1911 TR speaks at Tempe Normal School 1931 Mill Ave Bridge links Phoenix with Tempe Evolution of a suburban city y
  9. 9. Historical Timeline 65M BC 65M BC – 1850 Population 0-250 1871 – 1931 Population 800 - 2,500 1958 – 1996 Population 25,000 – 140,000 1958 Arizona State College becomes ASU 1971 1988 1996 First Fiesta Bowl NFL Cardinals call Tempe home Tempe hosts it’s first & last Super Bowl (ouch!) Growing around a major university
  10. 10. Recent Timeline Scottsdale 65M BC 65M BC – 1850 Population 0-250 1871 – 1931 Population 800 - 2,500 Phoenix Mesa 1958 – 1996 Population 25,000 – 140,000 1997 – 2000 Population 140,000 – 150,000 p , , Chandler • Tempe grows out to it’s borders & becomes landlocked • Need for N d f accountability of Traffic and Roadway Lighting assets evident t bilit f T ffi dR d Li hti t id t • Search for a viable asset management software begins • CarteGraph 3.0 is selected for it’s robust set of features and it is already in use by the City of Mesa providing dual technical support
  11. 11. Recent Timeline 65M BC 65 C 65M BC - 1850 1871 – 1931 Population 800 - 2,500 1958 – 1996 Population 25,000 – 140,000 1997 – 2000 Population 140,000 – 150,000 p , , • Tempe grows out to it’s borders & becomes landlocked • Need for N d f accountability of Traffic and Roadway Lighting assets evident t bilit f T ffi dR d Li hti t id t • Search for a viable asset management software begins • CarteGraph is selected for features, use by Mesa and technical support • Search for contracted asset collection given to TRA for $40K pilot program
  12. 12. Recent Timeline 65M BC 65 C 65M BC – 1850 Population 0-250 1871 – 1931 Population 800 - 2,500 1958 – 1996 Population 25,000 – 140,000 1997 – 2000 Population 140,000 – 150,000 p , , 2000 – 2003 Population 150,000 – 160,000 • Training & implementation of CarteGraph begins • CarteGraph opens a local tech support office • Valley user group of 5 agencies forms • College intern hired for data entry and program setup • Tempe’s Sign library is developed for CarteGraph & reference books produced • 10 month TRA collection contract completed in 26 months • Network instabilities in CarteGraph begin to show local support office closes show,
  13. 13. Recent Timeline 65M BC 65 C 65M BC – 1850 Population 0-250 1871 – 1931 Population 800 - 2,500 1958 – 1996 Population 25,000 – 140,000 1997 – 2000 Population 140,000 – 150,000 p , , 2000 – 2003 Population 150,000 – 160,000 • Migration of CarteGraph 3.5 35 to 4.0 BLOWS UP, all data structures are corrupted taking our college intern over 8 months to rebuild
  14. 14. Recent Timeline 65M BC 65M BC – 1850 Population 0-250 1871 – 1931 Population 800 - 2,500 1958 – 1996 Population 25,000 – 140,000 1997 – 2000 Population 140,000 – 150,000 2000 – 2003 Population 150,000 – 160,000 • CarteGraph 5.0 released – 16 bit Windows friendly, customizable, robust and pricey $$ • p g p y p p p y Tempe begins to develop a citywide interdepartmental/public Enterprise Geo-Info System • Water Dept has used Hansen for 5 yrs their own asset mgt system with city staff support 2004 – Present Population 160,000 – 175,000
  15. 15. Recent Timeline 65M BC 65M BC – 1850 Population 0-250 1871 – 1931 Population 800 - 2,500 1958 – 1996 Population 25,000 – 140,000 1997 – 2000 Population 140,000 – 150,000 2000 – 2003 Population 150,000 – 160,000 • CarteGraph 5.0 released – 16 bit Windows friendly, customizable, robust and pricey $$ • p g p y p p p y Tempe begins to develop a citywide interdepartmental/public Enterprise Geo-Info System • Water Dept has used Hansen for 5 yrs their own asset mgt system with city staff support • A comparative study of CarteGraph 5.0 and the Hansen System favors Hansen 2004 - Present Population 160,000 – 175,000
  16. 16. 65M BC Recent Timeline 65M BC – 1850 Population 0-250 1871 – 1931 Population 800 - 2,500 1958 – 1996 Population 25 000 – 140 000 25,000 140,000 1997 – 2000 Population 140,000 – 150,000 2000 – 2003 Population 150,000 – 160 000 150 000 160,000 • A new intern starts integration of ArcView with Hansen as the graphic mapping interface • Intern updates all new work order assets into database done since 1998 not in TRA data • Global migration of TRA data from CarteGraph to Hansen completed g p p • Sign & light GPS data checked for accuracy in ArcView and cleaned up – mostly good • New Traffic Operations Superintendent puts together new team to integrate field ops. • Barcode/Asset ID tags now being placed on new & maintained signs, laptops are f ll i following 2004 - Present Population 160,000 – 175,000
  17. 17. Recent Timeline 65M BC 65M BC – 1850 Population 0-250 1871 – 1931 Population 800 - 2,500 1958 – 1996 Population 25,000 – 140,000 1997 – 2000 Population 140,000 – 150,000 2000 – 2003 Population 150,000 – 160,000 • Light Rail Transit to begin service between west Mesa, ASU & Downtown Phoenix December 27, 27 2008 2004 - Present Population 160,000 – 175,000
  18. 18. Technology Road Trip “An exciting journey where anything can happen” An happen Some considerations: • 10+ years is not an ideal to strive towards • Average functional lifespan of digital hardware / software is 3-5 years • Select products that have a “future proof” potential • Select products that have tech support from the manufacturer and your agency • Network needs: More than one user? Everything has to work there. • Server needs: Lotsa signs = lotsa data = lotsa bits • Graphic interface software and internal mapping support is desirable ENIAC c.1953 Houston Mission Control
  19. 19. Technology Road Trip TOOLS Tools GAINED & Tools LOST: • GAINED - Hansen & internal support • LOST - CarteGraph & a lot of man hours invested • GAINED – ArcView for CarteGraph still in use & integrated with Hansen • LOST – 2 GPS backpack antenna / receiver units $$ and now obsolete • GAINED – Panasonic Tough Book & will deploy 2 other standard laptops already owned – full Windows OS and Hansen installed • LOST – 2 obsolete hand held Windows CE mobile computers • GAINED – Barcode reader (converted from serial input to USB)
  20. 20. The Biggest Tool THE TEAM You can’t dive into it alone! PRIMARY Players: • Team Leader keeps everyone on track and in communication • Field Crews trained to collect or provide asset install details • Office Personnel trained to – process work order data – Issue and process trouble calls – communicate with fi ld crews i t ith field – data entry and mapping integration • IT Technicians for computer hardware & software support
  21. 21. The Biggest Tool THE TEAM CONSIDER also: • Business Analyst – Determine and manage budget – Research hardware & software products – Work with IT to evaluate limitations and product viability – Keep Office, IT, Mapping and Enterprise aspirations in lock step – Research available grants • GET EVERYONE WORKING TOGETHER
  22. 22. With whom are we to do all this? Personnel, Personnel staffing and other HR woes – “It’s a dance” It s dance • Is your operation already lean & mean? y p y • Do you have the talent but not the time? • Approach will depend on your agency size, complexity & urban density
  23. 23. With whom are we to do all this? Personnel, Personnel staffing and other HR woes – “It’s a dance” It s dance CONSIDERATIONS • It’s less overwhelming than you think It s • This requirement has a high degree of importance • A temporary reorganization might be necessary • The more “baby steps” taken the less daunting it becomes • Human Resource options: – External contracts for the labor intensive tasks – Internal temporary contract positions – College & High School internships – Internal or interdepartmental cross-training assignments
  24. 24. What did we do right? g SUCCESSES • Contracted ll ti C t t d collection of assets f t – The BIG job – the most labor intensive – No drain on existing personnel – Data was able to migrate from CarteGraph to Hansen • ArcView integration with Hansen – A graphic interface is a powerful tool and is used daily – Find assets visually on a map and pull up information & history – Select a group of assets visually and print a variety of reports • Sign library books for office & field reference (bar coded) • Asset ID Labels – Polyester with a UV overlaminate 10-12yr compliant y y p – Split mini duplicate for attachment to work order or street name sign – Bar coded for automation into form fields (keyboard wedge)
  25. 25. What did we do right? g SUCCESSES • Contracted collection of assets – The BIG job – the most labor intensive – No drain on existing personnel – Data was migratable from CarteGraph to Hansen • ArcView integration with Hansen – A graphic interface is a powerful tool used daily – Find an asset visually on a m and pull up information & history – Select a group of assets visually and print a variety of reports • Sign library books for office & field reference (bar coded) • Asset ID Labels – Polyester with a UV overlaminate 10-12yr compliant SUCCESSES – Split i i duplicate f attachment to work order or street name sign S li mini d li for h k d i – Bar coded for automation into form fields (keyboard wedge)
  26. 26. What did we do right? OUR BIGGEST SUCESS • We have put what we do have to work – It’s not perfect – There are deficiencies – We still have much to do, but…….. • Our database is being populated daily with call & maintenance g y records – We will seek improvements & upgrade paths as they become available – Further development will happen as time, technology and budget allows
  27. 27. Our Replacement Method of Madness PM “Programmed Maintenance” g aka Scheduled Replacement Method • Tempe is divided into 72 each ½ X 1 mile quarter sections • All signs are replaced when servicing a section • We have been using this method 30+ years on a 7 year cycle • This time around all signs are being entered into the database with a history, details and asset ID tags • Prismatic sheeting will now increase the PM cycle to 10+ yrs.
  28. 28. Advantage 2008 • GPS: receivers are smaller, better & a less costly at all levels of accuracy • SATELLITES: more of them and no need to pay for differential correction • STORAGE: faster cheaper servers hold zilloins more bits in much smaller boxes • SOFTWARE: more product options, more robust, more intuitive, more customizable and most importantly – MORE STABLE • INTEGRATION: mapping, mobile & ancillary p g pp g, y programs that actually work together y g • WORKFORCE: is more computer literate and techno-savvy (field & office) • WINDOWS & PC’s: are a little less freaky
  29. 29. Advantage 2008 • CONTRACT IT OUT ! A host outsourceable sign management services are now available to assist you in helping to plan your overall approach to budgetary and manpower woes. – 3M RMS SignCad & others RMS, Si C d th offer a soup to nuts cafeteria style approach to data collection products & services including one or all of the following: f ll i • Management software • Mapping Integration • Asset collection • Collection hardware • Asset tags • Signs • Installation I t ll ti
  30. 30. Putting it all Together • Get a clear vision of your immediate needs • Establish a clearer vision of where you want to end up tt d • Don’t get lost in the details • Don’t over reach – start with basics Don t • TAKE BABY STEPS! • Assemble your TEAM • Balance your priorities • Determine your technical talent levels and training needs g
  31. 31. Putting it all Together • Make a reasonable time allocation assessments • Get yourself a Money Hound! y y • Budget needs and grant hunting might require time vigilance and tenacity • Sometimes you can’t go it alone! can t
  32. 32. Putting it all Together • If you have started - share your successes, if not • GET STARTED!!!!! • Don’t get stuck on the fence watching the sunset Thanks for your unfailing attention and extreme good humor
  33. 33. Asset Management A CITY PERSPECTIVE Q&A Alan Domsky & Isaac Chavira

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