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WYOMING

DEPARTMENT OF

TRANSPORTATION

Efficiencies, Saved Resources

and Reduced Expenditures

Amended November 7, 2013

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Introduction The Wyoming Department of Transportation (WYDOT) is the largest state agency with approximately 2,000 employees dispersed throughout the state. Employees are responsible for overseeing approximately 7,600 miles of federal-aid highways, which includes some city and county roads and more than 900 miles of interstate.

In addition to Highways, WYDOT includes the Wyoming Highway Patrol and ports of entry, Wyoming vehicle services (registration), auto dealer compliance and investigation, Driver Services (driver’s license and administration), the Aeronautics division, and Fuel Tax Administration. WYDOT has the widest variety of agency assignments of any state department of transportation in the United States, while being one of the smallest such agencies in the nation. The department’s primary functions include the following:

• Aeronautics—managing the state’s Airport Improvement Program, operating the state’s aircraft, enhancing commercial air service, and administering federal-aid funds related to aeronautics.

• Highways—planning, designing, and rehabilitating and improving transportation infrastructure. This

division also includes regular maintenance, keeping existing pavements (chiefly highways and airport runways) and roadside features (such as bridges, drainage, fences, guardrail, and rest areas) in the best possible condition. This function includes snow control, litter removal, mowing, striping, and preserving the investment in roads, bridges, and appurtenances.

• Highway Patrol—enforcing Wyoming’s motor vehicle traffic laws, providing crash response and investigation, facilitating safety education, and collecting user fees.

• Operations – managing WYDOT’s Enterprise Technology, Financial Services, Geographic Information System and Intelligent Transportation System, Highway Safety, Procurement Services, Telecommunications, and Traffic Programs.

• Support Services – issuing and regulating driver’s licenses, regulating commercial vehicles, administering vehicle title and registration, and collecting and distributing state fuel taxes.

NOTE: The first WYDOT Efficiencies, Saved Resources and Reduced Expenditures report was published May 1, 2013. This report was amended November 7, 2013.

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WYOMING DEPARTMENT OF TRANSPORTATION

Table of Contents Aeronautics ................................................................................................................................................... 1

Air Fleet Fuel and Flight Profile Efficiency Initiatives ................................................................................ 1

Aeronautics Project Management Database ............................................................................................ 1

Airport Design Standards Inventory ......................................................................................................... 1

Airports Inventory and Implementation Plan (Airports Planning and Programming Program) ............... 1

Falcon Document Management System (DMS) ........................................................................................ 2

FAA Specification Review for Wyoming Airports (Airport Engineering and Construction Program) ....... 2

Group Automated Weather Observation System (AWOS) Upgrade Project (Airport Engineering and Construction Program) .............................................................................................................................. 2

Group Ground Communications Outlet (GCO) Project (Airport Engineering and Construction Program) .................................................................................................................................................................. 2

Group Non-federal Navigational Aids (NAVAID) Maintenance procurement (Airport Engineering and Construction Program) .............................................................................................................................. 2

Implementation of Management Audit Committee Audit Recommendations ........................................ 3

Increased Oversight and Improved Procedures on Engineering and Construction Projects (Airports Engineering and Construction Program)................................................................................................... 3

Pavement Management (Airports Engineering and Construction Program) ........................................... 3

Policy Review Initiative ............................................................................................................................. 3

Power Advantage Plus Cost-Leveling Program (Flight Operations Program) ........................................... 3

Priority Rating Model Update (Airports Planning and Programming Program) ....................................... 4

Pro-Parts Cost-Leveling Program (Flight Operations Program) ................................................................ 4

Statewide Group Crack Seal Projects (Airports Engineering and Construction Program) ........................ 4

Statewide Group Seal Coat and Marking Procurement (Airports Engineering and Construction Program) ................................................................................................................................................... 4

Strategic Plan Evaluation (Airports Engineering and Construction Program) .......................................... 4

Strategic Plan Revision (Air Service Enhancement Program (ASEP) ......................................................... 5

Wholesale Fuel Purchase (Flight Operations Program) ............................................................................ 5

Wyoming Aviation Capital Improvement Plan (WACIP) Process .............................................................. 5

Wyoming Aviation Geographic Information System (GIS) ........................................................................ 5

Highways ...................................................................................................................................................... 6

Asphalt Supply and Pricing Risk Management .......................................................................................... 6

Asset Management System ...................................................................................................................... 6

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Bridge Inspection ...................................................................................................................................... 6

Contractor’s Desktop Application ............................................................................................................. 6

Corporate Sponsorship for Litter Control ................................................................................................. 7

County Road Design Guide ....................................................................................................................... 7

Electronic Documentation System (EDS) (Complete) ............................................................................... 7

Electronic Documentation System (EDS) (Ongoing) ................................................................................. 7

Electronic Drill Log Entry ........................................................................................................................... 7

FHWA Risk Assessment Review ................................................................................................................ 8

Global Position System (GPS) Survey Equipment ..................................................................................... 8

Maintenance Operations .......................................................................................................................... 8

Managing Risks in Project Selection ......................................................................................................... 9

Project Scope and Costs ............................................................................................................................ 9

Review of Design Functions ...................................................................................................................... 9

Snow Control Techniques (Complete) .................................................................................................... 10

Snow Control Techniques (Ongoing) ...................................................................................................... 10

Statewide Liaison .................................................................................................................................... 10

Streamlined Right-of-Way System .......................................................................................................... 11

Variable Speed Limits .............................................................................................................................. 11

Value Engineering Studies ...................................................................................................................... 11

WYDOT Design Guides ............................................................................................................................ 11

Highway Patrol ........................................................................................................................................... 11

Data Envelopment Analysis (DEA) .......................................................................................................... 11

Define Budget for Executive Protection ................................................................................................. 12

Fostering External Relationships ............................................................................................................. 12

Fostering Internal Partnerships .............................................................................................................. 12

Highway Patrol (HP) Strategic Plan ......................................................................................................... 12

Mobile for Police Safety (MPS), Incident Field Reporting (IFR) .............................................................. 13

Records Management System (RMS) ..................................................................................................... 13

Review Current Agency Structure ........................................................................................................... 13

Uniformity and Consistency .................................................................................................................... 13

Wyoming Highway Patrol (WHP) Internal Efficiency Initiatives ............................................................. 14

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Operations .................................................................................................................................................. 14

Buyback Program – Heavy Equipment .................................................................................................... 14

City/County Purchasing Benefits via WYDOT ......................................................................................... 14

Leasing or Renting Equipment ................................................................................................................ 14

Projected Service Life – Vehicles and Equipment Fleet .......................................................................... 15

Retro-fitting or Replacement .................................................................................................................. 15

Revising Equipment Maintenance Schedules – Vehicles and Equipment .............................................. 15

Transportation Management Center (TMC) Technological Advances.................................................... 15

Using an E-Bay Style Website to Auction Vehicles ................................................................................. 15

Vehicle Purchases ................................................................................................................................... 15

Support Services ......................................................................................................................................... 16

Budget Efficiencies .................................................................................................................................. 16

Drug and Alcohol Training ....................................................................................................................... 16

New Employee Orientation..................................................................................................................... 16

Online Driving Record Inquiry System .................................................................................................... 16

Vehicle Titling/Registration Training Modules........................................................................................ 16

WYOLINK Training ................................................................................................................................... 17

Multi-Divisional .......................................................................................................................................... 17

Contracting Work .................................................................................................................................... 17

Customer Service Focus Groups ............................................................................................................. 17

Director’s Extra Mile Award .................................................................................................................... 17

Employee Surveys and Employee Strategic Planning ............................................................................. 17

Energy Audit ............................................................................................................................................ 18

Increasing Use of TLN, Online Multi-media, DVDs, and Other Distance Learning .................................. 18

Program Streamlining or Restructuring .................................................................................................. 18

Updating Manuals and Policies ............................................................................................................... 18

Using Commercial Air Services When Possible ....................................................................................... 19

Website Upgrade and Redesign .............................................................................................................. 19

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Aeronautics

Air Fleet Fuel and Flight Profile Efficiency Initiatives The Aeronautics Division now purchases 85 percent of its aviation fuel in bulk, reducing cost and maintaining a ready supply. The division also researched and analyzed flight profiles for efficiency and implemented revised guidelines to save fuel. By flying specific altitudes and air speeds, and by practicing certain ground procedures, WYDOT reduced its jet fuel costs by approximately $65,000 in FY 2012.

Benefit: These specific procedures allow WYDOT to burn approximately 15 percent less fuel than the average operation reported by Cessna. Purchasing jet fuel in bulk saves approximately $200,000 annually.

Project status: Ongoing Aeronautics Project Management Database

The project management database is used to track and administer airport development projects and funding. Benefit: The system ensures that all project-related information is readily available to allow project managers to make more timely and effective decisions. Project status: Ongoing

Airport Design Standards Inventory This inventory is a physical survey of each airport to identify and track FAA airport safety standards deficiencies.

Benefit: The inventory is used to develop necessary projects to correct issues.

Project status: Ongoing

Airports Inventory and Implementation Plan (Airports Planning and Programming Program) This study provides an inventory and evaluation of the Wyoming Aviation System consisting of the 40 publicly-owned Wyoming airports and produced an implementation plan to meet the established goals and objectives set for the system. The role each airport serves within the local communities, as well as the state aviation system, was identified with specific measurements and target performances associated with the goals that have been established for each airport class. The 2012 Management Audit Committee’s audit of the Wyoming Aeronautics Commission recommended that this study be regularly updated and reported to the Aeronautics Commission and to the Legislature.

Benefit: Performance is continuously monitored to assess the effectiveness of each airport within the system and throughout the overall state aviation system.


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Falcon Document Management System (DMS) The Falcon DMS is a searchable document database that saves time and promotes better decision making by allowing information to be more readily available. Aeronautics manages a great number of grant projects and receives many different document types for each project.

Benefit: The database is not only used internally, it is also available on the web to the Federal Aviation Administration (FAA), airport representatives, and consultants. Users can access documents directly rather than requesting them from the Division. There are currently about 20,000 documents in the database.


FAA Specification Review for Wyoming Airports (Airport Engineering and Construction Program) WYDOT Aeronautics is leading an effort, along with the FAA, airport consulting engineers, and construction contractors, to evaluate and request modifications to the standard national FAA Specifications. Areas identified by the committee include changes based on Wyoming aggregate, asphalt binder, constructability, aircraft usage, etc.

Benefit: One example of savings is a runway project where $95,950 was saved by removing the regional federal requirement to cut back the longitudinal paving joints, without sacrificing life of the pavement.


Group Automated Weather Observation System (AWOS) Upgrade Project (Airport Engineering and Construction Program)

The upgrade of non-federal AWOS systems at Wyoming airports will provide a standard level of weather information for aviation and multiple other public benefit uses.

Benefit: The group project upgrade was undertaken to ensure all equipment was upgraded to the same standard and for the best value.

Project status: To be completed in 2013

Group Ground Communications Outlet (GCO) Project (Airport Engineering and Construction Program) The installation of ground communications equipment at 10 airports will provide a more efficient and effective means for pilots to communicate with Salt Lake City and Denver centers for flight clearance, closures, weather briefings, etc.

Benefit: The group project installation was undertaken to get a better price than if airports procured the equipment individually. The savings will be approximately $4500 (4.5 percent) for 10 units.

Project status: To be completed in 2013

Group Non-federal Navigational Aids (NAVAID) Maintenance procurement (Airport Engineering and Construction Program)

Airports with non-federal NAVAID must contract a regular maintenance schedule for each of those NAVAID.

Benefit: Group procurement was done to get a better price than if airports procured the service individually. Savings are realized using one vendor, which reduces manpower and travel expense passed on to the airport.


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Implementation of Management Audit Committee Audit Recommendations In 2012 the Wyoming Aeronautics Commission was audited by the Management Audit Committee. The Aeronautics Commission and the Aeronautics Division are working on implementing the recommendations.

Benefit: The audit resulted in recommendations to improve efficiency and effectiveness of the Aeronautics Division.


Increased Oversight and Improved Procedures on Engineering and Construction Projects (Airports Engineering and Construction Program)

Goals for each project type are being developed to establish how many site visits should be made by staff and for what purposes. Additionally, the improved guidance is being developed for specific milestones and documents that will be required for each project, along with more standardized procedures. These changes align line with comments and recommendations that were made in the 2012 Management Audit Committee audit.

Benefit: The changes will result in improved efficiency and effectiveness of the Aeronautics Division.


Pavement Management (Airports Engineering and Construction Program) The Aeronautics Division provides pavement inspections at public airports every three years. The inspections and resulting pavement management analysis and reporting are provided by the Aeronautics Division to ensure consistency, effectiveness, and efficiency in achieving statewide pavement management objectives.

Benefit: The pavement management system predicts the life of pavement, identifies needs, and plans for upcoming major rehabilitation and reconstruction projects to ensure optimal timing and adequate funding. This ultimately extends the pavement life and maximizes the use of state funds.


Policy Review Initiative The initiative will review and streamline existing policies and procedures.

Benefit: The initiative will reduce unnecessary and inefficient procedures.

Project status: Estimated completion date is in 2014

Power Advantage Plus Cost-Leveling Program (Flight Operations Program) The Power Advantage Plus Cost-Leveling Program is a maintenance cost leveling program that is geared to cover the cost of engine repair, mid-period hot section and end-of-period overhaul. Money is contributed each month based on an industry-wide average historical cost for the engine type.

Benefit: If aircraft maintenance costs exceed the average, then the manufacturer absorbs the additional costs. If there are excessive moneys left at the end of the period, then WYDOT receives a refund.


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Priority Rating Model Update (Airports Planning and Programming Program) The Priority Rating Model for Airport Project Evaluation is a tool used by the Aeronautics Commission and Aeronautics Division to prioritize airport development funding requests. This tool ensures that state airport improvement funds are allocated according to state goals and objectives. The model is in the process of being updated for the first time since 2006 to incorporate changed conditions and circumstances in Wyoming aviation.

Benefit: The update is a direct result of the 2012 Management Audit Committee audit of the Wyoming Aeronautics Commission, and will improve efficiency and effectiveness of the Aeronautics Division.

Project status: Estimated completion is June 2014

Pro-Parts Cost-Leveling Program (Flight Operations Program) An aircraft parts cost leveling program that pays for repair parts costs. Money is paid into the fund each month and the cost of repair parts are taken out of the fund. Over/under balances are handled the same as the Power Advantage Plus Program.

Benefit: If aircraft parts costs exceed the average, then the manufacturer absorbs the additional costs. If there are excessive moneys left at the end of the period, then WYDOT receives a refund.


Statewide Group Crack Seal Projects (Airports Engineering and Construction Program) WYDOT continues to manage the annual statewide group crack seal projects for airports, saving substantially on design, mobilization, and construction costs; providing the most value in the use of state funds.

Benefit: The program has been beneficial in ensuring that pavement is maintained adequately by airports, and extending the pavement life.


Statewide Group Seal Coat and Marking Procurement (Airports Engineering and Construction Program)

Airports receiving Aeronautics Commission grants for seal coating and/or marking pavement participate in a group procurement to obtain a better price.

Benefit: The Department has experienced a savings of between 28 percent and 76 percent (based on 2011 data).


Strategic Plan Evaluation (Airports Engineering and Construction Program) The Aeronautics Engineering and Construction program is in the process of evaluating and writing its strategic plan and will tie identified activities to the balanced score card.

Benefit: The revised Strategic Plan will improve efficiency and the effectiveness of the Aeronautics Division.

Project status: Estimated completion is in 2014

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Strategic Plan Revision (Air Service Enhancement Program (ASEP) The plan provides a framework to guide state and public investment in commercial air service improvement. Various characteristics of this complex industry are monitored and compared to allow decision makers a clear view of the most impactful factors.

Benefit: Reducing leakage is the key component in improving air service in Wyoming. The Strategic Plan allows WYDOT to maintain focus on this key factor.


Wholesale Fuel Purchase (Flight Operations Program) WYDOT has purchased its aviation jet fuel through wholesale resources for the past four years.

Benefit: In FY2012, WYDOT’s aviation fuel expenditure was approximately $187,000, as compared to retail aviation fuel costs. The cost savings have been consistent over the past four years.


Wyoming Aviation Capital Improvement Plan (WACIP) Process Priority based state grant funding allocation system that includes integration with the State System Plan. This process ensures:

• only the highest priority projects are funded; • federal, state and local airport stakeholders collaborate on project selection and development; • maximum opportunity for federal investment in the Wyoming Aviation System; and, • the development of a long-term plan for the development of the state aviation system. This process has been used since 2003 and replaced a system consisting of individual funding requests presented to the Aeronautics Commission on a semiannual basis.

Benefit: The current process ensures that the appropriate level of development, timed to best serve the aviation system as a whole, is promoted, and results in the most efficient use of state resources.


Wyoming Aviation Geographic Information System (GIS) The Aeronautics Division’s GIS information management system is being developed and will be built on base maps of each airport. In addition to the base maps, specific information is geo-referenced to provide efficient access to large amounts of information. This information is especially needed for Aeronautics Division staff to identify and evaluate airport project needs and to develop recommendations for Aeronautics Commission approval.

Benefit: GIS provides a method of centrally locating and making information available to internal and external users, which saves time and allows for more efficient communication.


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Highways

Asphalt Supply and Pricing Risk Management As the supply and the price of asphalt has greatly fluctuated, WYDOT contracted with a consultant to provide a review of the asphalt market.

Benefit: The assessment provided information about market trends and possible options to better predict and potentially lessen WYDOT’s market risk.

Project status: Complete

Asset Management System The Department began implementing an integrated asset management system in late 2008. This system now includes a Bridge Management System, a Pavement Management System, and a Safety Management System. Linking asset management to a variety of possible funding scenarios allows WYDOT to make appropriate investment decisions. As annual data is added to the system, its predictive power improves. These management systems are being updated and refined to ensure that WYDOT constructs those projects having the greatest value.

The district has realized value from the pavement management system, bridge management system, and the safety management system by selecting and prioritizing highway improvement projects. The safety management system was used to identify high-crash curves, which resulted in successful projects at those curve locations last year. The district is now using the safety management system to identify project priorities at high speed rural intersections.

Benefit: To maintain the roadways in their current condition, the management system favors extending the life of existing pavements and other highway infrastructure assets, and recommends fewer major reconstruction projects. Data from all three management systems is becoming valuable information that the district can use efficiently.


Bridge Inspection Working with the FHWA, WYDOT is exploring the opportunities to complete bridge inspections on a risk based approach and consolidates the inspection personnel within a single office.

Benefit: This will result in a more effective and consistent evaluation of the structural condition and provide for better inputs into and recommendations from the Bridge Management System.

Project status: Estimated completion date is the fall 2013

Contractor’s Desktop Application WYDOT continues to simplify and streamline its process by which highway contractors bid on WYDOT construction projects.

Benefit: The computer application has greatly reduced the time to submit bids and calculation errors have been virtually eliminated.


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Corporate Sponsorship for Litter Control WYDOT’S Maintenance staff is exploring options for outsourcing portions of Department litter pick up to private forces through corporate sponsorship to reduce litter control costs. The Department is currently researching support for and the applicability of the project in Wyoming.

Benefit: Sponsorship areas are maintained at no cost to the Department through funding by private corporations, reducing WYDOT’s litter control costs.

Project status: The first section of implementation is scheduled to be complete in the summer of 2014. WYDOT met with a company that specializes in this work in July 2013 and with WYDOT district maintenance engineers in September 2013 regarding the project.

County Road Design Guide In conjunction with the Wyoming County Commissioners Association, the Department reviewed, modified, and streamlined the County Road Design Guide. The new guide provides design requirements, including administrative guidelines for county, Industrial Road Program, state, and federally-funded projects. WYDOT also offers the new guide online.

Benefit: The new guide provides greater flexibility in design, based on program or project type and funding versus a one-size-fits-all approach.

Project status: Completed in June 2011

Electronic Documentation System (EDS) (Complete) The Construction staff has implemented an EDS for administering construction projects.

Benefit: This product reduces the time needed to document correspondence, and to update project notes and pay item calculations. The result is increased processing speed for monthly estimates, contractor payments, and necessary audits.

Project status: Completed in February 2010

Electronic Documentation System (EDS) (Ongoing) The staff continues to add features to the EDS program. A new subcontractor module is being added and the program will be converted to a web-based system.

Benefit: The EDS program further reduces handwritten paperwork while streamlining contractor input and feedback mechanisms, and also has other time and cost saving features. Automation reduces the chance of errors.

Almost all highway construction projects are now administered using EDS. Project documentation is readily accessible by field, district, and headquarters personnel. Monthly pay estimates are processed more efficiently.

Project status: Estimated completion date is the summer of 2015 for the web-based system.

Electronic Drill Log Entry The Department has developed standard templates for its various types of drilling operations (structures, profiles, gravel pits, wells, etc.). These templates have streamlined data entry and plotting of the soil information into the electronic drill log software (gINT).

Benefit: The Department spends about 30 percent less time entering drill log information, which is now electronically stored and easily retrieved in a digital format.

Project status: Estimated completion date is the summer 2012

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FHWA Risk Assessment Review The FHWA and WYDOT are continuing an annual comprehensive assessment of various program aspects, including the design, construction, right of way, materials, bridge, environmental, and local government coordination functions.

Benefit: The assessment will provide risk factors and will formulate performance improvement levels within those programs.


Global Position System (GPS) Survey Equipment Two years ago, seven field crews were provided with GPS survey equipment. GPS has made it possible for one person to measure stockpiles, guardrail, fence, set grade stakes, and to accomplish other tasks that, in the past, required three-person crews using rod and level or total station survey equipment.

Benefit: One person can do the job that a three-person crew used to do, which resulted in a significant savings to WYDOT.


Maintenance Operations WYDOT’s maintenance crews have worked to streamline and work more efficiently, including:

• Combining maintenance crews to be more flexible in responding to customer needs. (Early indications show improved efficiency by allowing for more flexible operations; completed)

• Contracting out rest area maintenance at the Sheridan Rest Area, and moving the former maintenance position to a higher-priority job assignment in the field. (More time is available for other work; completed)

• Changing plow driver schedules to split shifts at several locations to improve snow removal coverage. (Ongoing)

• Installation of salt brine tank storage and mixing stations at various locations. (The results of this change will be unknown until after the next snow season; ongoing)

• Implementation of direct-brine application tanks to increase WYDOT’s flexibility in handling different types of storm events. WYDOT can pull low-boys and water tanks and, in the future, belly dumps to improve efficiency in operations without sacrificing sanders or liquid tank dispensers for snow removal operations. (Direct brine application tanks are budgeted in FY 2014. Equipment will be purchased next spring; ongoing)

• Conversion of large tanker trailers to direct application tanks allows for brine treatment to be applied to the roadway, while keeping the trucks on the road for longer periods of time before having to return refill treatment materials. (Ongoing)

• Distribution of equipment for three areas within one district reduces mobilization time on shared equipment across the district. (Equipment usage is being tracked to document efficiency; ongoing)

• Reduced one district’s fleet by combining chip seal equipment across the districts into two equipment setups instead of five. (Completed)

• Run road and travel reports only when needed, based on weather reports, which allows crews to focus on other work activities. (Ongoing)

• Consistant budgeting of road work and transfer of man hours from one station to another to address the highest priority work to achieve minimum maintenance quality control standards. (Ongoing)

• Restationed an auger/lift truck to a different location to use more for installing sign posts and to reduce mobilization costs associated with its use. (This has increased the application of how equipment is used, and allows for more efficient post hole drilling and lifting of signs; complete)

• Replaced some median barrier warning devices with a flexible type of device to reduce the replacement frequency. (Ongoing)

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• Eliminated at least one motorgrader from equipment fleet, and the one remaining is now shared among three work stations. (Complete)

• Increased ice slicer usage helps to reduce cleanup and brooming operations while limiting air pollution. (Ongoing)

• Purchase of more Alaskan snow plow blades that throw snow farther. (This saves fuel and requires less snow removal passes to clear the road. Ongoing)

• Testing of JOMA plow blades, which have the ability to follow road contours (rutting), cut ice pack, and to get to bare road in the wheel paths. (Increases efficiency and safety, as blade changing takes only one person, rather than two; ongoing)

• Adapted an existing rotary blower with a homemade chute to improve snow cleanup operations. (Early indications are a 75 percent time savings compared to loading snow with a loader; completed)

• Designated five duel role employees from the Traffic Operations Program and temporarily assigned those positions to the local Sheridan maintenance crew for four to five months so that manpower can be used more effectively during inactive striping operation months. (Ongoing)

Benefit: Various (see above)

Project status: Various (see above)

Managing Risks in Project Selection With uncertainties in funding sources and inflation rates, WYDOT is undertaking a study to determine a mix of projects by type and dollar value to assure an efficient project design flow.

Benefit: This will minimize design costs, delays in project delivery, and maximize the efficient use of resources.


Project Scope and Costs WYDOT is using its asset management systems to identify and weigh the project purpose and need while optimizing the costs and overall program of projects to meet performance goals.

Benefit: The anticipated outcome is a better defined project scope, resulting in a reduction in scope growth, more accurate construction cost estimates, an appropriate mix of project types, a better representation of the investment, and a more stable State Transportation Improvement Plan (STIP).

Project status: Estimated completion date is the spring 2014

Review of Design Functions The Department hired a consultant to provide a review of WYDOT’s plan design documents (plans, specifications, estimates, and designs) for conformance with national and state design requirements. Work will include developing a peer review process and a quality-scoring system to evaluate plans and specifications. This work includes not only internally generated designs but also consultant designs and plans. WYDOT’s design process and procedures will also be evaluated.

Benefit: The Department expects to implement a more efficient design process based on the outcome of the study.


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Snow Control Techniques (Complete) WYDOT has modified its snow removal fleet to increase the number of larger 10-yard trucks versus 4-yard trucks.

Benefit: The larger trucks carry more material, reducing the need to return to stockpile sites. The larger trucks are also capable of being equipped with wing plows that reduce the number of passes required to clear snow from the roadway surface.

Project status: Completed in December 2012

Snow Control Techniques (Ongoing) WYDOT is purchasing new trucks equipped with more advanced plow controls and equipment to mix a de-icer with the sand before it is applied to the road surface. We anticipate purchasing 25 new trucks per year as part of the normal equipment rotation.

WYDOT has also added remote salt/sand storage sites at locations where operators can re-load with salt/sand without traveling long distances to the existing sites.

Benefit: Studies conducted in the Arlington area of Interstate 80 demonstrated that this technique could save WYDOT up to $2 million a year in sanding costs while improving safety and reducing the number of road closures and the effort needed to remove the ice and snow. Variable speed limits, in conjunction with the advanced snow control techniques, are expected to reduce the number of crashes, where poor road conditions were cited as a factor, by 20 percent and the number of injury crashes by nearly two-thirds. The number of road closures in the Arlington area has been reduced by one-third.

The additional remote salt/sand storage sites increase the amount of time that plow operators are on the road fighting ice and snow by not having to travel further distances to load the plow trucks. An example of reduction in workforce is in WYDOT’s District 3 where the total number of employees is currently 175 compared to 204 employees in 2008, but the level of service and completing work programs remains the same as it was five years ago.

Project status: Estimated completion date for fully implementing more advanced snow plows is the fall 2016.

Statewide Liaison The Department continues to partner with the U.S. Forest Service to support a liaison position to promote and facilitate the effective delivery of projects affecting the national forests in Wyoming. The liaison anticipates the needs and opportunities associated with projects and assists in the resolution of challenges.

Benefit: Since this program was implemented, no WYDOT projects have been delayed due to conflicts with the Forest Service, and project planning and development, NEPA document preparation, and reviews and permitting have been streamlined. Through this relationship, communication has greatly improved, and a mutual trust has been established, keeping projects on schedule. The savings have potentially been in the millions of dollars.


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Streamlined Right-of-Way System WYDOT implemented a new right-of-way management system to produce and track property acquisition documents and manage the acquisition process more efficiently.

Benefit: The acquisition process is a sizable undertaking for the Department, and results from the last three years indicate that the average number of days needed to acquire a property has been reduced by up to 20 percent. This is the result of the new software and reorganization to teams resulting in the ability to work on several different processes concurrently.

Project status: Completed in 2008

Variable Speed Limits Electronic variable speed limit signs are being deployed in several locations throughout the state. Actual vehicle speeds, roadway conditions, and weather conditions are monitored.

Benefit: Speed limits are remotely adjusted to ensure drivers are traveling at a speed commensurate with the actual conditions.


Value Engineering Studies Value engineering studies are being conducted on five (this is the second round of this approach) WYDOT road design projects. Consultants will conduct project site visits, and the resident engineer will provide a tour of the project to allow for data collection. WYDOT Project Development staff will also supply project information to consultants for the studies.

Benefit: Recommendations will be reviewed and evaluated for possible implementation to address the efficiencies/inefficiencies of each project.

Project status: Reports are due from the consultant in December 2013.

WYDOT Design Guides WYDOT design guides and associated policies are being updated to reflect the minimum nationally recognized design standards.

Benefit: This will allow greater options in design and provide potential cost savings, shorter design timelines, and greater opportunity to meet the public’s expectations for project delivery.

Project status: Estimated completion date is the fall of 2013. The target date for implementing the new guide is January 2014.

Highway Patrol

Data Envelopment Analysis (DEA) Data driven analysis designed to identify best practices.

Benefit: Available resources and existing personnel will positively address highway safety problem areas.

Project status: Ongoing; Patrol has reached the one-year mark, and has cleansed the 2011 data; working on 2012, and data models are ready to be run through the software.

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Define Budget for Executive Protection Identify and track expenses incurred while performing the required duties of executive protection.

Benefit: To maximize budgetary efficiency.

Project status: Ongoing; Patrol is tracking detail and event expenditures to define a budget, and is trying to project future expenditures and budget impact.

Fostering External Relationships Continue to foster a positive partnership with the Wyoming Trucking Association (WTA); identified a need to foster a better partnership with the agriculture community to ensure statutory compliance, preferably through education; foster a positive partnership with all agencies involved in the Rocky Mountain High Intensity Drug Trafficking Areas (RMHIDTA) group, which provides grant support for criminal interdiction efforts. Continue to work with the Federal Motor Carrier Safety Alliance (FMCSA) with regard to commercial carrier industry.

Benefit: Fostering relationships will benefit highway safety. The Highway Patrol ultimately strives for virtual weigh stations and electronic permitting and routing.

Project status: Ongoing; Patrol’s goal is to reach FMCSA compliance by the end of 2015. Patrol continues to foster relationships and encourage more state agency interaction.

Fostering Internal Partnerships Continue to work with WYDOT on highway safety initiatives such as Variable Speed Limits (VSL), Dynamic Messaging (DMS), WYDOT Authorized Travel (WAT), and 551 notifications to authorize restricted travel during specific road closures, Weigh-In-Motion (WIM) sensors for specific roadways over mountain passes, and specific road closure plans.

WHP has also worked with WYDOT, the Legislative Services Office, the State Attorney General, and the Wyoming Transportation Commission to complete changes to the WYDOT Rules and Regulations, Motor Carrier Section, Chapter 5, Size and Weight Limitations of Vehicles.

Benefit: The project will increase highway safety.

Project status: Ongoing; continuing to work with WYDOT. Chapter 5 was recently finalized and ready to be signed by Governor Mead.

Highway Patrol (HP) Strategic Plan The HP Strategic Plan provides a defined set of goals for the agency; more significantly, it allows each division to establish its own Balanced Score Card (BSC) to address specific issues, while maintaining WHP overall goals as a guideline, while keeping highway safety the priority.

Benefit: Some of the significant goals are to reduce highway fatalities and alcohol/injury related crashes, customer service, maximize educational and support efforts, and to develop and care for our employees.

Project status: Ongoing/evolving; the agency and divisions can adjust their BSC based on successes or need. The agency strategic plan is on a three year cycle.

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Mobile for Police Safety (MPS), Incident Field Reporting (IFR) The Highway Patrol utilizes in-car computers (mobile data terminals) to access a records management system (RMS), issue E-citations, and to complete applicable forms.

Benefit: The project will increase communication, effectiveness, and efficiency within the Highway Patrol and with the courts, statewide.

Project status: Estimated completion date is fall 2013; currently working on connectivity and functionality issues with the vendor. Trunk modems are being installed to alleviate connectivity issues. A “Train the Trainer” course is scheduled in October and state push-out for e-Citations will follow.

Records Management System (RMS) Implementation of an electronic records management system to include E-citations, evidence management, access and storage of Patrol forms and incident reports.

Benefit: The project will increase communication, effectiveness, and efficiency within the Highway Patrol and with the courts, statewide.

Project status: This project has been implemented and is complete.

Review Current Agency Structure Internal initiative to review the current organizational structure with an emphasis on determining efficiency and effectiveness for today and into the future using the existing allotted personnel.

Benefit: The review will sharpen the division’s overall efficiency and effectiveness.

Project status: Complete and ready for presentation, but on hold because of 20 vacant positions.

Uniformity and Consistency WHP is striving to maintain consistency within all ports-of-entry statewide.

Benefit: To ensure uniformity in commercial vehicle compliance, education and enforcement.

Project status: Ongoing; developing a uniform training program, updating policies and procedures. This project is scheduled for completion by the end of 2013, and projected implementation is January 1, 2014.

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Wyoming Highway Patrol (WHP) Internal Efficiency Initiatives Since 2006, the WHP has implemented a strategic plan, soliciting input from its employees to meet agency goals, including the reduction of fatal crashes, identifying areas that need increased law enforcement presence and education, and the best productive use of trooper and civilian employee duty time.

Employees are recognized annually for exemplary accomplishments that exceed agency goals during at an awards ceremony.

The WHP will standardize its vehicle fleet to reduce agency costs.

The WHP stresses quality customer service by soliciting public input after they are contacted by a state trooper or a port-of-entry employee. A comment card is provided that contains information about how to provide suggestions and/or positive or negative comments. Positive comments have been consistently above 95 percent. This process is also utilized at the ports-of-entries, with a rate of 96 percent positive feedback.

A new schedule has been implemented to address critical issues in the Highway Patrol Dispatch Center concerning overtime, burnout, morale, and other matters within the workplace.

Benefit: The division’s strategic plan has resulted in an identified focus on highway safety initiatives with positive results. By continually reviewing internal initiatives, the Highway Patrol constantly strives to be more efficient.

Project status: Ongoing; Patrol will continue to adjust and develop strategies to address traffic fatalities, alcohol-related crashes, and safety restraint use.

Operations

Buyback Program – Heavy Equipment WYDOT partnered with its equipment vendors to institute a guaranteed buyback option for certain heavy equipment bids. This option allows the Department to acquire new equipment at a greatly reduced cost over the buyback period. At the end of the buyback period, the used equipment is returned to the vendor with no additional obligation to the state.

Benefit: Significantly reduced ownership cost for the buyback period.

Project status: Ongoing; looking to expand the program to more types of equipment where possible.

City/County Purchasing Benefits via WYDOT WYDOT is reaching out to local governments to allow them to take advantage of its bulk purchasing ability. WYDOT will also provide its specifications and bid documents to local governments if they choose to bid the items through their own processes. The Department has also provided buyback information to local governments for their use in negotiating their own equipment agreements with dealers.

Benefit: Contracts now extend WYDOT pricing for materials and fleet equipment to local governments who wish to purchase the same items.


Leasing or Renting Equipment Leasing or renting specialized equipment is proving particularly valuable for single-project or seasonal use.

Benefit: Significant savings are realized by leasing or renting specialized equipment.


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Projected Service Life – Vehicles and Equipment Fleet The Department has extended the service life of its vehicles and heavy equipment as a result of improved preventive maintenance.

Benefit: Reduced capital expenditures on equipment.

Project Status: Ongoing

Retro-fitting or Replacement Equipment and vehicles are being retrofitted or replaced to meet WYDOT efficiency and productivity needs.

Benefit: Increased efficiency and productivity.


Revising Equipment Maintenance Schedules – Vehicles and Equipment Routine maintenance schedules have been reviewed and revised, resulting in a savings of materials and manpower.

Benefit: More time is available to spend on preventive maintenance, resulting in an even longer equipment service life.


Transportation Management Center (TMC) Technological Advances The Department now monitors and broadcasts traffic developments in real time, 24/7. Using technological advances, WYDOT has reduced the number of temporary personnel that were previously needed for coverage.

Benefit: Services have increased, and the public interest and usage continues to increase. Online features and text messaging have saved considerable costs and received widespread public approval.


Using an E-Bay Style Website to Auction Vehicles WYDOT has discovered that there is a high demand for used vehicles and equipment, particularly patrol cars.

Benefit: The Department makes about three times more per item by selling online than it does through traditional dealership trade-ins. WYDOT lists surplus items at: http://www.publicsurplus.com/sms/wyoming,wy/browse/home.


Vehicle Purchases The Equipment Program is working with headquarters programs and field offices to review future equipment and vehicle purchases to “right size” vehicles and equipment.

Benefit: This review is intended to determine the right size and type of equipment necessary to complete the work while minimizing costs.


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http://www.publicsurplus.com/sms/wyoming,wy/browse/home


Support Services Budget Efficiencies

WYDOT continues to lead the nation with active obligations, keeping available funding working on projects.

Benefit: Being active in putting funds to work on projects improves Wyoming’s economy and supports its work force.


Drug and Alcohol Training The Department has made the mandatory Drug and Alcohol Training available online and on DVD for all Commercial Driver’s License holders. District offices each have multiple DVDs, and the training was added to the WYDOT Intranet for easy access

Benefit: This training saves employee down time and travel expenses as they do not need to attend a class away from their duty station.


New Employee Orientation Training Services has reduced the New Employee Orientation from 4 to 3.5 days through the creation of online prerequisites.

Benefit: The Department is spared the expense of overnight lodging and meals by offering the training online, and employees can return to work sooner, which yields greater productivity.


Online Driving Record Inquiry System The Department is implementing an online web-based driving record inquiry process.

Benefit: This system allows an insurance agent to verify the driving history of an applicant before issuing a policy. An insurance company currently issues a policy and waits for the requested paper copy of a driving record to be sent from the Driver Services Program.

Project status: Complete and fully operational

Vehicle Titling/Registration Training Modules WYDOT has prepared educational training modules respective to elected officials, law enforcement agencies and WYDOT-regulated businesses concerning many types of vehicle identification, sale, titling and registration circumstances. These training modules are available upon request in an electronic format for entities to use at their leisure and convenience.

Benefit: Saves state resources by not having an investigator incur travel expenses to/from the training site.


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WYOLINK Training An online WYOLINK refresher training course has been produced to reduce errors by part-time operators.

Benefit: Reduces ineffective communication and the likelihood of interfering with normal or emergency operations. Savings is also realized by reducing time and travel for WYOLINK instructors.


Multi-Divisional Contracting Work

The Department is currently contracting some services, such as plowing snow on low volume roads, maintenance of roadway lighting, painting, landscape maintenance, vehicle servicing, and minor repairs in areas such as guardrail and snow fence.

Benefit: WYDOT will continue to use outside contractual resources when it is practical and/or it saves state funds.


Customer Service Focus Groups WYDOT, in association with the University of Wyoming Survey and Analysis Center, developed a unique tool to understand important public issues through volunteer focus groups. The idea was one of the Strategic Performance Improvement Program’s “best practices” presented to executive staff, approved, and implemented. Volunteers were drawn from survey participants expressing interest in a greater feedback role and willing to respond via email.

Benefit: The database of Wyoming volunteers gives WYDOT a sounding board for new ideas, a better understanding of current public issues and concerns, and in a format that provides candid and constructive criticism. The Department can take the findings and prioritize them accordingly.


Director’s Extra Mile Award WYDOT recognizes the efforts of its employees for a job well done, for going beyond the call of duty, or for an innovative idea that results in a substantial cost savings to the Department.

Benefit: This is the cornerstone for employee innovation, resulting in many of the efficiencies and improvements instituted within the Department.


Employee Surveys and Employee Strategic Planning WYDOT conducts biennial employee surveys that are reviewed by executive staff. It also involves employees in the strategic program planning sessions every three years. Programs are also reviewing their balanced scorecards annually to assess their performance.

Benefit: The goal is to utilize those who actually perform the work and utilize those who know the Department the best to aid in goal and performance planning.


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Energy Audit An investment-grade energy audit of WYDOT facilities was conducted by Chevron Energy Solutions Company in March 2013. The audit targeted energy conservation measures at 33 WYDOT buildings, to include lighting, plumbing, BAS upgrade, waste oil heaters, cooling tower and rooftop air handler units, a boiler replacement in the main headquarters building, and paint booth upgrades.

Benefit: Evaluate WYDOT’s energy consumption and promote efficiencies through the installation of identified energy saving strategies and modernization of facilities. WYDOT will realize a reduction in maintenance and a reduction of $177,000 in energy costs for the first year. The projected payback period for the investment is 15 years. The equipment being installed has an average minimum life of 20 years.

Project status: To be completed in the fall 2014

Increasing Use of TLN, Online Multi-media, DVDs, and Other Distance Learning Many training courses may be able to be done through computer-based training (CBT) modules or technology-enabled distance learning. This field is evolving, and WYDOT will take advantage of these developments as appropriate. The Department’s current Transportation Learning Network (TLN) teleconference system is being used more frequently.

Benefit: Travel cost savings will be significant as distance learning expands. WYDOT is also utilizing the TLN to meet with district offices thereby reducing employee travel and more effectively using their time.


Program Streamlining or Restructuring WYDOT executive staff continuously reviews programs throughout the agency to streamline processes and efficiently utilize its personnel and resources. Where more efficient, duties are realigned between programs. For example, WYDOT formed the Field Operations Program to consolidate the former State Construction, State Maintenance, State Equipment, and Facilities Management programs.

Benefit: Restructuring will allow for more timely oversight and enhanced strategic decision making.


Updating Manuals and Policies The Department continually reviews its rules, policies, manuals, and handbooks to ensure that they reflect WYDOT’s current mission and goals and to promote efficiency. In 2010 and 2011:

· 4 agency rules and regulations were adopted and filed. · 4 agency rules being currently promulgated (two are new rules prompted by legislative action). · 46 of 118 operating policies have been updated, with many more under review. · Supervisor’s Employee Management Manual (SEMM) has been completely overhauled and simplified.

It is now available in electronically, the manual has been simplified to direct users, via hyperlink, to appropriate sections of the state personnel rules or state compensation policy.

Several handbooks and manuals, such as the Department’s Public Involvement Handbook and Traffic Control for Roadway Work Operations, are also being revised.

Benefit: Manual and policy updates will increase readability and reflect current practices.


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Using Commercial Air Services When Possible Subject to reliability, commercial flights from Worland to Laramie are available at reduced prices. Employees in the Big Horn Basin now fly to Laramie and drive to Cheyenne for meetings.

Benefit: WYDOT is working to reduce travel costs whenever possible, and practices a strict need-only use of the state aircraft for departmental operations.


Website Upgrade and Redesign The Department recently finished an upgrade and redesign of its website. The project was necessary because the version of software that was being used was no longer supported by the vendor.

Benefit: The new site will provide faster, more efficient service to the public and to those who conduct business with WYDOT. The Department continues to make a conscious effort to reduce the use of paper by offering more information via electronic format.

Project status: The new website went live on April 30, 2013. IT personnel continue to work with the Public Affairs team to resolve some minor performance issues that have come up since going live.

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