Asset Management Data Collection for Supporting

Decision ProcessesJames W. Bryant, P.E., Ph.D.James W. Bryant, P.E., Ph.D.Asset Management Performance ImprovementVirginia Department of Transportation

AristeidisAristeidis Pantelias, Gerardo W. FlintschPantelias, Gerardo W. Flintsch& Chen Chen& Chen ChenRoadway Infrastructure Group, VTTIVirginia Polytechnic Institute and State University

TRANSPORTATIONINSTITUTE

6th National Conference on Transportation Asset Management

OverviewOverview

IntroductionIntroductionLiterature ReviewLiterature ReviewWebWeb--based Surveybased SurveyProposed Data Collection FrameworkProposed Data Collection FrameworkFindings, Conclusions & Findings, Conclusions & RecommendationsRecommendations

IntroductionIntroduction

Data collection is a key part of Asset Data collection is a key part of Asset ManagementManagementTransportation agencies collect data Transportation agencies collect data for their assets in order to support for their assets in order to support decision makingdecision makingData collection activities do not always Data collection activities do not always specifically support decision processesspecifically support decision processes

Research ObjectiveResearch Objective

1.1. Investigate how data collection is Investigate how data collection is linked with decision processes linked with decision processes ––especially at the Project Selection levelespecially at the Project Selection level

2.2. Propose a framework for effective and Propose a framework for effective and efficient data collection to support efficient data collection to support Project Selection decisionProject Selection decision

Literature ReviewLiterature Review1. Asset Management1. Asset Management

Most transportation agencies around Most transportation agencies around the world have begun moving towards the world have begun moving towards Asset Management Asset Management Primarily by considering the integration Primarily by considering the integration of individual management systemsof individual management systemsSome organizations are trying to Some organizations are trying to develop comprehensive Asset develop comprehensive Asset Management SystemsManagement Systems

Literature ReviewLiterature Review2. Decision Levels2. Decision Levels

The levels of decision making are:The levels of decision making are:Strategic LevelNetwork Level

ProgrammingProject Selection

Project Level

Different focus/impact on the systemDifferent focus/impact on the systemRelate to different decision processesRelate to different decision processes

Literature ReviewLiterature Review3. Decision Processes & Data Needs3. Decision Processes & Data Needs

Increase in Detail and Quantity of Data

Higher Decision Making

Level

Strategic

Level

Network Level

Project Level

Programming Level

Project Selection Level

TRANSPORTATION ASSET TRANSPORTATION ASSET MANAGEMENT SURVEYMANAGEMENT SURVEY

TAM Survey TAM Survey -- Part 1Part 1

General Agency Information on Asset General Agency Information on Asset ManagementManagement

Endorsement and implementationExisting/planned individual management systemsExisting levels of decision makingIdentification/ rating of decision processesIdentification/ rating of Project Selection criteria

TAM Survey TAM Survey -- Part 2Part 2

Roadway Asset ManagementRoadway Asset ManagementData management, collection methods and integrationRationale behind existing/ planned data collectionEvaluation of roadway asset data for Project SelectionIdentification of links between Project Selection and data collection activities.

TAM Survey TAM Survey -- DevelopmentDevelopmentWeb page developed using Macromedia Web page developed using Macromedia Dreamweaver and Dreamweaver and PhPPhPWeb page uploaded @ Web page uploaded @ www.am.vtti.vt.eduwww.am.vtti.vt.eduDatabase created using MySQLDatabase created using MySQLAccess to the survey was granted through Access to the survey was granted through recipients’ email addressesrecipients’ email addressesSent to 103 transportation officials in all 50 Sent to 103 transportation officials in all 50 US DOTs and Puerto RicoUS DOTs and Puerto RicoOpen for responses for 3 weeksOpen for responses for 3 weeks

TAM Survey TAM Survey -- AnalysisAnalysis

48 responses were received from 40 48 responses were received from 40 statesstatesResponse rates:Response rates:

78% in terms of individual states47% in terms of individual respondents

Statistically analyzedStatistically analyzed

TAM Survey TAM Survey -- Results Results Part 1Part 1

Implementation of Asset Management Implementation of Asset Management systemsystem

24 states are in still in the planning phase11 states have already implemented one

Individual management systemsIndividual management systemsPavements (39)Bridges (39) Maintenance (32)

TAM Survey TAM Survey -- Results Results Part 1Part 1

Integration of individual systemsIntegration of individual systemsMost States are still in the planning phaseMost integration efforts have taken place for Pavement and Bridge management systems (20 states)

Defined Decision Making LevelsDefined Decision Making Levels

0

5

10

15

20

25

30

Num

ber

of r

espo

nses

No. 5 23 27 27 23 3

No explicit definition Strategic Level

Programming and Budgeting

Level

Project Selection

LevelProject Level Don't know

0%

20%

40%

60%

80%

100%Pe

rcen

tage

of t

otal

re

spon

ses

Policy formulation

Performance evaluation and monitoring

Fiscal planning

Program optimization and trade-offs

Development of alternatives

Impact analysis

Performance-based budgeting

Project selection

Resource allocations

Program delivery/ project implementation

Audit, reportin

g and communication

Don't know

Not at allimportantNot veryimportantSomewhatimportantVery important

Please rate the following Asset Management decision processes interms of their relative importance within your agency/organization.

Ranking of Asset Management Decision ProcessesRanking of Asset Management Decision Processes

Key: 4 = Very Important, 3 = Somewhat Important, 2 = Not Very Important, 1 = Not Important at All

2.65Impact analysis2.77Development of alternatives2.81Audit, reporting and communication2.96Performance-based budgeting3.02Program delivery/ project implementation3.10Program optimization and trade-offs3.13Policy formulation3.31Resource allocations3.33Project selection3.48Fiscal planning3.54Performance evaluation and monitoring

Average RankingAsset Management Decision Processes

0%

20%

40%

60%

80%

100%Pe

rcen

tage

of t

otal

re

spon

ses

Available budgets/ earmarked funds

Project signific

ance

Usage of project

Proximity of project to major urban areas

Ease/ difficulty of im

plementation

Engineering parameters

Geographic distribution of projects/ f

unds

Distribution among asset types

Public demands/ user opinion

Environmental considerations

User costs/ benefits

Agency costs/ benefits

Community costs/ benefits

Don't know

Not at allimportantNot veryimportantSomewhatimportantVeryimportant

Please rate the following criteria according to their level of importance for selecting projects that are candidates for funding

and implementation within your agency/organization

Ranking of Project Selection CriteriaRanking of Project Selection Criteria

Key: 4 = Very Important, 3 = Somewhat Important, 2 = Not Very Important, 1 = Not Important at All

2.25Proximity of project to major urban areas2.38Ease/ difficulty of implementation2.46Distribution among asset types2.65Community costs/ benefits2.77User costs/ benefits2.83Geographic distribution of projects/ funds3.06Environmental considerations3.08Usage of project3.19Agency costs/ benefits3.27Project significance3.27Public demands/ user opinion3.44Engineering parameters3.75Available budgets/ earmarked funds

Average RankingProject Selection Criteria

TAM Survey Results TAM Survey Results Part 2Part 2

Asset Management roadway databaseAsset Management roadway database75% have already developed one (30)Majority of remaining states (5) are in planning phase

All agencies collect data for pavements All agencies collect data for pavements and bridgesand bridges

Roadway Asset Data Collection Types & MethodsRoadway Asset Data Collection Types & Methods

0

10

20

30

40

Num

ber

of r

espo

nses

Both 5 15 25 16 13 4Automatic 1 3 12 2 6 0Manual 21 13 3 22 11 15

Drainage Roadside assets Pavements Bridge Traffic

itemsSpecial

facilities

Agency Data Collection RationaleAgency Data Collection Rationale

0

5

10

15

20

25

30

Num

ber

of r

espo

nses

No. 30 22 21 2

Historical practice and staff experience

Data collection standards

Needs of systems/ processes Don't know

0%

20%

40%

60%

80%

100%

Perc

enta

ge o

f tot

al

resp

onse

s

Location

Attributes/ c

haracteristics

Structural condition

Functional condition

Initial agency costs

Life Cycle CostsUsage

Customer/ user fe

edback and complaints

Don't know

Not at allimportantNot veryimportantSomewhatimportantVeryimportant

Which roadway asset data are most important in your agency’s view for the selection between two projects, e.g. between different pavement projects or

between a pavement project and a bridge project?

Ranking of Roadway Asset Data for Project Ranking of Roadway Asset Data for Project SelectionSelection

Key: 4 = Very Important, 3 = Somewhat Important,2 = Not Very Important, 1 = Not Important at All

2.67Location2.83Customer/ user feedback and complaints2.90Attributes/ characteristics2.96Life Cycle Costs3.23Initial agency costs3.29Usage3.67Functional condition3.77Structural condition

Average RankingRoadway Asset Data

Link Between Data Collection & Project SelectionLink Between Data Collection & Project Selection

0

5

10

15

20

25

Num

ber o

f res

pons

es

No. 13 21

Only identified Identified and documented

52.5

% o

f Age

ncie

s

32.5

% o

f Age

ncie

s

Project Selection Data Collection Project Selection Data Collection FrameworkFramework

Identification of candidate projects and corresponding treatments for all assets under consideration

Identification of project evaluation/assessment tools and their requirements

Identification and/or definition of data needs for the analyses/evaluations to be performed

Identification of existing databases and data quality assessment

Identification of missing data elements

Selection of the appropriate data collection methodology and implementation

FEEDBACK LOOP:

Evaluation of assessment tools/ data inputs/ data

collection and overall results

(Feedback to upper levels)STEP 1

STEP 2

STEP 3

STEP 4

STEP 5

STEP 6

Proposed Data Collection Proposed Data Collection FrameworkFramework

Framework can function as a starting Framework can function as a starting point for systematic data collection and point for systematic data collection and Project Selection decision makingProject Selection decision makingFramework leads to partial optimization Framework leads to partial optimization of data collection for Project Selectionof data collection for Project Selection

FindingsFindingsUS transportation agencies still collect data US transportation agencies still collect data predominantly based on past practices and predominantly based on past practices and staff experience. staff experience.

There is a trend towards following data collection standards and input needs

Most important criteria for Project SelectionMost important criteria for Project SelectionAvailable Budgets/ Earmarked FundsEngineering ParametersPublic Demands/ User Opinions

FindingsFindings

Most important data for supporting Most important data for supporting Project Selection:Project Selection:

Structural condition of assetFunctional condition of assetUsage of asset

ConclusionConclusionUS Transportation agencies have explicitly US Transportation agencies have explicitly defined decision levels and are moving defined decision levels and are moving towards rationalization of data collection towards rationalization of data collection activities. activities.

Past practices and staff experience →collection standards and input needs Agencies have identified links between data collection and decision making at the project selection level but not all of them have explicitly documented these links

Further ResearchFurther Research

Investigate champions in the fieldInvestigate champions in the fieldIdentify “Best Practices” Enhance data collection frameworkDevelop standards

Many Thanks to…Many Thanks to…

All survey respondentsAll survey respondentsAASHTO Task Force on Protocols, AASHTO Task Force on Protocols, Procedures, and Technology for Asset Procedures, and Technology for Asset Management Condition Data CollectionManagement Condition Data CollectionVT Statistics and Survey DepartmentVT Statistics and Survey DepartmentFederal Highway AdministrationFederal Highway Administration

Questions ?CONTACT INFORMATION:

James W. Bryant, Ph.D., P.E.Program ManagerAsset Management Performance ImprovementVirginia Department of Transportation

Jamesw.Bryant@Vdot.Virginia.gov804-662-9616