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T12 using technology and best business practices-cox and thurman

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T12 using technology and best business practices-cox and thurman

  1. 1. 2013 Annual Meeting & Trade ShowJacksonville FL April 22nd-26th4/23/2013Roger Cox,P.E.,ManagerJeff Thurman,C.P.M.,Consultant 1“Using technology and best business practices to make the best use of resources and save public dollars”W. Roger Cox, P.E. Manager, Systems Planning, Public Works Hillsborough County FloridaJeff Thurman, CPM, Consultant  LA Consulting, Inc.Tuesday, April 23rd , 20132013 Annual Meeting & Trade ShowPrime Osborn Convention CenterJacksonville, Florida  April  22nd–26thCONSULTING INC.“We help Public Works Work”2Learning Objectives:• How to select and implement technology that is right for your agency• How a maintenance system can be used to save money and better manage resources• How re‐engineered processes and maintenance system, if applied, can save money not just cost moneyOverview and Objectives 3• Introduction• How did we get here?• Implementing change • Result and expectations
  2. 2. 2013 Annual Meeting & Trade ShowJacksonville FL April 22nd-26th4/23/2013Roger Cox,P.E.,ManagerJeff Thurman,C.P.M.,Consultant 2How did they get here?Jeff Thurman, ConsultantLA Consulting Inc.Manhattan Beach, CA4• 1,266 square miles• Population of 1.2 million• Three incorporated cities• 3,217 centerline road miles• 10th largest port in the United States• APWA Accredited• Both Urban and rural areas5The County has more road miles than five state DOTs (HW, RI, NJ, VE and Mass)…and total assets valued at over $10 billion.6 Investigate and Document Current Operations to justify needed resources for levels of service Identify Opportunities for Improvement Develop Recommendations to… Establish a “business like” approach of planning, budgeting, and performing maintenance, and document this innovative way to manage the agency’s infrastructureThe process was not an audit but…an  internal effort to improve!A review from top to bottom for determining the most effective and efficient way to deliver high‐quality service.
  3. 3. 2013 Annual Meeting & Trade ShowJacksonville FL April 22nd-26th4/23/2013Roger Cox,P.E.,ManagerJeff Thurman,C.P.M.,Consultant 37WorkActivitiesWorkActivitiesResourceDataResourceDataActivityGuidelinesActivityGuidelinesInventory &ConditionAssessmentInventory &ConditionAssessmentLevel ofEffortLevel ofEffortAnnual WorkProgram andBudgetAnnual WorkProgram andBudgetWorkCalendarWorkCalendarWorkloadDistributionWorkloadDistributionResourceRequirementsResourceRequirementsWorkBacklogWorkBacklogWorkSchedulingandAssignmentsWorkSchedulingandAssignmentsWorkRequestsWorkRequestsWorkReportingWorkReportingPerformanceand CostReportsPerformanceand CostReportsUpdatePlanningValuesUpdatePlanningValuesEvaluation &ManagementActionEvaluation &ManagementActionFieldPerformanceFieldPerformancePLANNING ORGANIZING DIRECTING CONTROLLINGTMD was evaluated in four phases of maintenance management.Compare Relevant Criteria to “best in class”Production ResponseGapComparisons were made from where we were to identify “gaps”… 8Considerable Involvement of staff:Visits were made on‐site to observe employees in the fieldPLANNING ORGANIZING DIRECTING CONTROLLINGResourceDataActivityGuidelinesAnnualWorkProgramandBudgetInventory &ConditionAssessment Level ofEffortWorkActivitiesResourceRequirementsWorkloadDistributionWorkRequestsWorkSchedulingandAssignmentsWorkBacklogWorkReportingPerformanceandCostReportsFieldPerformanceEvaluationandManagementActionUpdatePlanningValuesWorkCalendarPPPPP9PPPPThey were performing many of the desired processes….But areas for improve were still identified!What were the Results…
  4. 4. 2013 Annual Meeting & Trade ShowJacksonville FL April 22nd-26th4/23/2013Roger Cox,P.E.,ManagerJeff Thurman,C.P.M.,Consultant 4The Game Plan for Improvement…86 opportunities for improvement, with 68 recommendations.10They Had…1. A complete outline of where they were…2. Identified opportunities for improvement…3. A game plan to achieve their goals!Now Let’s Hear From:11W. Roger Cox, P.E., Manager, Systems Planning Section Public Works DepartmentWelcome to Systems Planning• Manage And Plan Contractor Projects – Resurfacing, Sidewalks, ADA, Channelization, Bike lanes, Road Reconstruction• Provide Planning, Organization, Direction and Control For Service Units (Transportation and Traffic) ‐ We Plan.. They Execute ‐• Maintain Computerized Maintenance Management System (CMMS)
  5. 5. 2013 Annual Meeting & Trade ShowJacksonville FL April 22nd-26th4/23/2013Roger Cox,P.E.,ManagerJeff Thurman,C.P.M.,Consultant 5Systems Planning SectionOperationsDirectorSouth ServiceUnitSystemsPlanningWest ServiceUnitEast ServiceUnitPlanningOrganizationDirectionControl14"If you keep on doing what youve always done, youll keep getting what youve always got."Typical  ApproachSelect SoftwareEstablish/ChangeProcess to MatchImplement Processes18‐1818‐48Desired Approach161212‐18Evaluationof OperationEstablish Mgmt ProcessImplement ProcessesImprove Operations15Discovered our needs… then utilize technology to assist  not direct operations.
  6. 6. 2013 Annual Meeting & Trade ShowJacksonville FL April 22nd-26th4/23/2013Roger Cox,P.E.,ManagerJeff Thurman,C.P.M.,Consultant 6Project Phases Ph 1‐ Evaluate and document current operation‐ outline operation, evaluate opportunities and make recommendations Ph 2a‐ Business process improvement (35 tasks) Using Available Tools Phase 2b‐ (CMMS) tool that meets the needs of the TMD and Public Works  (2 tasks with 8 sub‐tasks) Out with Old and in with the NEW! Phase 2c‐ Policy decisions (16 tasks) On‐Going!We selected a firm to support us thorough a competitive process to implement recommendations from the Final Report. Project Mgmt Team Steering Committee All Employees Project Mgmt Team Steering Committee All EmployeesOverall guidanceReview of deliverables, provide input, guide implementation17Provide inpututilize approachImplementation Includes Four Phases of Maintenance ManagementPlanningOrganizationControlDirectingLet’s see how this works!!
  7. 7. 2013 Annual Meeting & Trade ShowJacksonville FL April 22nd-26th4/23/2013Roger Cox,P.E.,ManagerJeff Thurman,C.P.M.,Consultant 7Work GuidelinesInventoryWhat we have to work withPlanningActivity List and Guidelines•Description on Work•Planning Criteria•Work Method•Required Resources•Quality•Inventory• Average Daily Production (ADP)Employee Teams were used to compile 81 guidelines…Typical Impact the “Significant Few” Activities Have on Maintenance WorkloadPercentofMaintenanceBudgetPercent of Maintenance Activities10080604020010 20 30 40 50 60Trivial ManySignificantFewTreesDrainagePavementSidewalkMowing
  8. 8. 2013 Annual Meeting & Trade ShowJacksonville FL April 22nd-26th4/23/2013Roger Cox,P.E.,ManagerJeff Thurman,C.P.M.,Consultant 8Feature Unit of Measure QuantitiesStreet Centerline Miles 3,277       Curb Miles  2,915       Shoulders Miles  3,508       Dividers Miles  150           Speed Humps Each 2,624       Intersections Each 16,841     Sidewalks Miles 2,509       Sidewalk Ramps Each 18,706     Bridges Each 251           Culverts Miles 1,429       Ditches Miles 1,175       Inlets Each 33,731     Stormwater Manholes & Jboxes Each 6,980       Control Structures Each 2,392       End Treatments (less headwalls) Each 71,610     Head walls Each 13,847     Ponds (det. and ret.) Each 2,231       Assets and InventoriesOperations Blocks Created For Efficient Execution by Units or ContractorsMapping and Quantifying Efforts Established For Top Activities• Tree Trimming • Mowing – Right of Way, Hand, Slope, Off System• Ditch Cleaning – Slope Mowing• Pipes/Canals/Drainage• Sidewalk Repairs ‐ ADA• Pavement
  9. 9. 2013 Annual Meeting & Trade ShowJacksonville FL April 22nd-26th4/23/2013Roger Cox,P.E.,ManagerJeff Thurman,C.P.M.,Consultant 9Tree Trimming• All Streets Driven and Work Identified for All Sections of Roadway (3200 miles – 4 month process, 7 FTE’s)• Criticality, MOT, Footage, and Crew Size Established for Each Section• All Field Data Entered Into GIS • Total Footage = 1.8M Feet Tree Criticality By Road  SectionOperations Blocks With Tree Trimming
  10. 10. 2013 Annual Meeting & Trade ShowJacksonville FL April 22nd-26th4/23/2013Roger Cox,P.E.,ManagerJeff Thurman,C.P.M.,Consultant 10Mowing• Total Area of Mowing Responsibility Identified• Areas Mapped in GIS with Unit Operator Input• Contract Mowing = 1497 Ac.• Unit Mowing = 3578 Ac.• Pond Mowing = 286 Ac.• Home Owner Associations = 34 Ac.• Maintenance of Agreement = 7 Ac.• Total Mapped  = Mowing Blocks Within Unit AreasOperations Blocks With Mowing
  11. 11. 2013 Annual Meeting & Trade ShowJacksonville FL April 22nd-26th4/23/2013Roger Cox,P.E.,ManagerJeff Thurman,C.P.M.,Consultant 11Mowing Areas Delineated in GISDitch Cleaning• Canals Mapped in GIS with face to face input from Unit Operators• Slope Mowing Mapped in GIS – Verified by Unit Operators• Total Canal Cleaning under County Maintenance = 120 Miles• Total Slope Mowing Areas under County Maintenance – 1603 Ac.Ditches (Slope Mow) and CanalsMapped and Arranged intoOperations BlocksFor Execution By Units
  12. 12. 2013 Annual Meeting & Trade ShowJacksonville FL April 22nd-26th4/23/2013Roger Cox,P.E.,ManagerJeff Thurman,C.P.M.,Consultant 12Pipes/Drainage• Utilized Three Year History to Establish Inspection Routines• Mapped Three Year History to Assist with Inspections• Routes Driven Prior to Work Order CreationPipes/DrainageJet Vac Set Into Routines ForInspection and ExecutionSidewalks• Chronic Areas Established• High Density Defect Areas Identified • High Density Areas Mapped in GIS• Inspections Performed and Quantities Estimated• Program Started in 2009 – Chronic Areas Remaining – $10M
  13. 13. 2013 Annual Meeting & Trade ShowJacksonville FL April 22nd-26th4/23/2013Roger Cox,P.E.,ManagerJeff Thurman,C.P.M.,Consultant 13Sidewalk Field DataSidewalk MapsSidewalk Mapped andIdentified for High DefectAreas (Density)New Condition Assessment  Process Established to Determine Criticality • Various assets condition process has been established with manual prepared using  a rating One to Five scheme– Criticality One  ‐ Safety Issue, Immediate Response– Criticality Two – Place in Two Week Schedule– Criticality Three – Place in NEXT Two Week Schedule– Criticality Four – Schedule for Routines– Criticality Five – Lowest Priority 39
  14. 14. 2013 Annual Meeting & Trade ShowJacksonville FL April 22nd-26th4/23/2013Roger Cox,P.E.,ManagerJeff Thurman,C.P.M.,Consultant 14Routines Were Established• Tree Trimming• Flat ground Mowing• Slope Mowing• Hand Mowing• Sidewalks• Pipes Canals and Ditch Pavement Management• All Road Driven Every Three Years• MicroPAVER Used as PMS• Roadway Network = 7700 Lane Miles• Cost to Maintain Network = $20 ‐ 22M/Year• Current Resurfacing Plans Extend to 2018Technology currently being used for Pavement Management will be used for asset condition evaluations
  15. 15. 2013 Annual Meeting & Trade ShowJacksonville FL April 22nd-26th4/23/2013Roger Cox,P.E.,ManagerJeff Thurman,C.P.M.,Consultant 15Five LASER Rut Bar ‐ FHWA Minimum ‐Rut Bar Visual Displays and Touch Tablet Input Menu
  16. 16. 2013 Annual Meeting & Trade ShowJacksonville FL April 22nd-26th4/23/2013Roger Cox,P.E.,ManagerJeff Thurman,C.P.M.,Consultant 16System maps all inspection sites in GISPavement Conditions Linked to Road Inventory and PMS•Where are the Assets•What is the Criticality•What is the Condition•What Is the Scope•What are the Resources AvailableWe Answered These….• How Much Work Is to Be Done?• Who Will Do The Work (Contractor vs. Unit)• When Will It Be Done? (Based on Criticality, Budget, Location, Resources, Schedule) • How Much Will It Cost? (Strategic Budget)• Where Is The Work?And We Found Out………..Combining Activities, Asset information, and Resource Data Produces FACT Based Plans
  17. 17. 2013 Annual Meeting & Trade ShowJacksonville FL April 22nd-26th4/23/2013Roger Cox,P.E.,ManagerJeff Thurman,C.P.M.,Consultant 1749OrganizingDollars - ManpowerWho ExecutesOrg StructurePurpose: Outline efficient and effective future organization• Optimize public dollars• Effectively utilize available resources• Establish a more transparent organization• Increase ability to benchmark and measure the efficiency and effectiveness• Align our staff with our mission50Majority of our work was focused on response with limited short range planning.Roles and Responsibilities• Routine Repair and Maintenance‐ Work that can be scheduled and place on a routine• Response‐ Work that pulls crews off schedule• Systems‐ Inspection and work identification, key support of CMMS and its processesMove  from ~80% response and ~20% routine…to 80% planned and scheduled and 20% response.
  18. 18. 2013 Annual Meeting & Trade ShowJacksonville FL April 22nd-26th4/23/2013Roger Cox,P.E.,ManagerJeff Thurman,C.P.M.,Consultant 18Triggers and Staff ResponsibilityPriority Trigger/Action Staff ResponsibilityOperationsDirectorWarehouseAdm.Drainage/ConstructionResponse VegetationPlanningOrganizationDirectionControlNew Organizational StructureService UnitsSystems PlanningUnit Organization ChartWarehouseResponse Routine/PlannedAdministrationDrainage/ConstVegetation Maint.
  19. 19. 2013 Annual Meeting & Trade ShowJacksonville FL April 22nd-26th4/23/2013Roger Cox,P.E.,ManagerJeff Thurman,C.P.M.,Consultant 1955DirectingTasks – Planning or CallsWork Plan (Two weeks)Work Queue (Longer Term)Our Work Flow56Our work flow was cumbersome and difficult to follow. New alignment to gain ability to plan, organize, schedule and control workAsset Inspection Proactive Routines
  20. 20. 2013 Annual Meeting & Trade ShowJacksonville FL April 22nd-26th4/23/2013Roger Cox,P.E.,ManagerJeff Thurman,C.P.M.,Consultant 20SysP Work Flow58Process Occurs on a Bi‐Weekly BasisWork Orders Inspection/Back LogRoutinesSelected for New Work OrderPrevious Alternate Work OrdersPreviously Scheduled But Not Completed Work OrdersDevelop Preliminary ScheduleAlternate Work List 2 Week Work ScheduleNew Work Orders With DeadlinesScheduling MeetingPrepare Final 2 Week ScheduleSystems PlanningUnit GeneralCrew LeadersSystems&UnitsEvery two weeks, a meeting is held to reviewbi‐weekly schedules…What was not completed?What is scheduled for the next two weeks?Bi‐Weekly Scheduling Meeting Held Via Internet• General Crew Leaders Present Schedules• Operations Field Coordinators Check for Any Final Adjustments to Schedule• SysP Management Check for Overall Progress• Units Coordinate on Equipment Needs• Insertions into the Schedule are considered• Transparency by Upper Management• Meetings Recorded for playback
  21. 21. 2013 Annual Meeting & Trade ShowJacksonville FL April 22nd-26th4/23/2013Roger Cox,P.E.,ManagerJeff Thurman,C.P.M.,Consultant 21Video Bi Weekly Scheduling MeetingSystemsPlanningSouth Service UnitWest Service UnitEast Service UnitInternetSysP Activity ReportBetter Reports With CMMS• Backlog Reduction Important Metric To Show Improvement• Vetting of Backlog (Systems Planning) has reduced Work Orders in Database by 15% to 20% (redundant and completed WO’s)• Vetting of Work Order Scope in Backlog has reduced some activity efforts by 70%• Many Work Orders No Longer NeededOpen work orders and service requests from old CMMS data analyzed.Started with ~3100Currently ~1800Goal – Less than 1,000
  22. 22. 2013 Annual Meeting & Trade ShowJacksonville FL April 22nd-26th4/23/2013Roger Cox,P.E.,ManagerJeff Thurman,C.P.M.,Consultant 22Improving/ControllingEstablished Business Process and Tools65• Defined List Of Activities By Program• Guidelines For Each Activity:• Developed Work Flow For All Service Units• Documented Methodology For Determining Per Meter Costs For Rolling Stock Equipment For Full Cost Recovery Or The Determination Of True Units Costs• Documented Methodology For Determining Overhead For Full Cost Recovery Or The Determination Of True Units Costs• Documented Process For Determining Opportunities For Contracted Services• Some Developed Routines And PM Programs With More In Development• Established Short Term Scheduling Procedures For All Groups• Asset Management And Work Identification Process And Priority Criteria• Working Paper Outlining The Modification Of Tmd’s Mission Statement To Include Effectiveness And Efficiency Components• Working Paper Outlining The Evaluation Of Current And Future Inter‐local Agreements For Full Cost Recovery• Working Paper Outlining The Use And Advantages Of Low Cost Labor Resources• Working Paper Making Recommendations Related To The Transfer Of Equipment• Working Paper And Outline Of Fleet Agreement With Fleet Management• Working Paper Outlining A Plan To Reduce And Monitor Overtime Usage• Working Paper Outlining The Standardization Of Downtime Methodology For Consistency Across All Groups• Definition• Planning Criteria• Resource Needs (Labor, Equipment, Materials)• Inventory And Reporting Units• Quality Standards• CheckpointsMany business process and tools have been established in spite of the lack of a CMMSContract Candidate Decision ProcessWill establish accountably and provide management decisions tools
  23. 23. 2013 Annual Meeting & Trade ShowJacksonville FL April 22nd-26th4/23/2013Roger Cox,P.E.,ManagerJeff Thurman,C.P.M.,Consultant 23Results• Reduction of one maintenance yard without reduction of service levels• Reduction of staff by ~7%• Mowing cycles have increased by 25%• Reduced back log work orders• Increased closed work orders by 20%Results•Performance Audit December 201268“The Department is transforming field operationsin a positive way, and plans exist to expand thissuccess….. ““Performance Audit of the Hillsborough County Public Works Department”,Clifton Larson Allen LLP, December 14, 2012“ …by extrapolating the recommendations containedin the October 2010 Lorick report to all functionalareas, the Department will be able to considerablyimprove the way business is conducted.”Impacts of new CMMS• Many tasks have been implemented that will only be enhanced with new CMMS.• Soon a new tool will be in place to assist all groups in Planning, Organizing, Directing and Controlling work• The new tool will allow collection of data for benchmarking and monitoring of: – Effectiveness (units produced) – Efficiency (Cost of units produced)70
  24. 24. 2013 Annual Meeting & Trade ShowJacksonville FL April 22nd-26th4/23/2013Roger Cox,P.E.,ManagerJeff Thurman,C.P.M.,Consultant 24Anticipated Future Results•Feedback at all levels•Processes and technology to match needs•Empowerment & involvement of employees•Transparency •Systematize all work•Increased Quantifiable Efficiency71• Obtain Leadership buy in• Determine direction• Align people and processes• Put right people in right spots• Engage team• Establish work flows• Apply technology then modify and enhance• Document success and give credit• Get to next level72Lessons learnedQuestions73W. Roger Cox, P.E. Manager, Systems PlanningHillsborough County Florida601 E. Kennedy Blvd.Tampa, FL 33601‐1110Phone (813)‐307‐1789 email: coxw@hillsboroughcounty.orgJeff Thurman, ConsultantLA Consulting, Inc.1209 Manhattan Ave, Suite 310Manhattan Beach, CA 90266Phone: (310) 374‐5777 email: jthurman@laconsulting.comLinked @LA_CONSULTINGCelebrating our 20th year of Helping Public Works Work! 

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