Linking Data with Decision Making: Data Stewardship

Issues

Gerardo W. FlintschGerardo W. FlintschRoadway Infrastructure Group, VTTIVirginia Polytechnic Institute and State UniversityJames W. BryantJames W. BryantAsset Management Performance Improvement Virginia Department of Transportation

OverviewOverview

IntroductionIntroduction

Data StewardshipData Stewardship

TAM SurveyTAM Survey

Findings & RecommendationsFindings & Recommendations

Data Collection FrameworkData Collection Framework

IntroductionIntroduction

Data collection is a key part of Asset Data collection is a key part of Asset ManagementManagement

Transportation agencies collect data Transportation agencies collect data for their assets in order to support for their assets in order to support decision makingdecision making

Data collection activities do not always Data collection activities do not always specifically support decision processesspecifically support decision processes

Asset ManagementAsset 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 systems

Some organizations are trying to Some organizations are trying to develop comprehensive Asset develop comprehensive Asset Management SystemsManagement Systems

Decision LevelsDecision Levels

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

ProgrammingProject Selection

Project Level

Different focus/impact on the systemDifferent focus/impact on the system

Relate to different decision processesRelate to different decision processes

Decision Processes & Data NeedsDecision 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

DATA DATA STEWARDSHIPSTEWARDSHIP

Data StewardshipData Stewardship

Process of monitoring, maintaining, Process of monitoring, maintaining, and and enrichingenriching the value of the the value of the organization's data assets.organization's data assets. A data steward is a person empowered to

implement the data stewardship process Strategic Insights, Inc

The formalization of accountability for The formalization of accountability for the management of organizational data. the management of organizational data.

bitpipe

Foundational question:Foundational question: What to Collect? What to Collect?

Decision often based onDecision often based on Wish list (“nice to have”)

Existing/ historical data collection processes Can lead to data collection becoming an Can lead to data collection becoming an

end in itselfend in itself Excessive or inefficient data collection Excessive or inefficient data collection

could compromise projectcould compromise project

What to Collect?What to Collect?

What Asset Management decision do What Asset Management decision do we need assistance to make?we need assistance to make?

What data are needed to support those What data are needed to support those decisions?decisions?

Can we afford to collect these data Can we afford to collect these data initially?initially?

Can we afford to keep the data current Can we afford to keep the data current over a long time period?over a long time period?

TRANSPORTATION ASSET TRANSPORTATION ASSET MANAGEMENT SURVEYMANAGEMENT SURVEY

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. Documentation of “Best Practices”Documentation of “Best Practices”

3.3. Framework for effective and efficient Framework for effective and efficient data collection to support Project data collection to support Project Selection decisionSelection decision

TAM Survey - Part 1TAM Survey - Part 1

General Agency Information on Asset General Agency Information on Asset ManagementManagement Endorsement and implementation

Existing/planned individual management systems

Existing levels of decision making

Identification/ rating of decision processes

Identification/ rating of Project Selection criteria

TAM Survey - Part 2TAM Survey - Part 2

Roadway Asset ManagementRoadway Asset Management Data management, collection methods and

integration Rationale behind existing/ planned data

collection Evaluation of roadway asset data for

Project Selection Identification of links between Project

Selection and data collection activities.

TAM Survey - DevelopmentTAM Survey - Development

Web page developed using Macromedia Web page developed using Macromedia Dreamweaver and PhPDreamweaver and PhP

Web page uploaded @ Web page uploaded @ www.am.vtti.vt.eduwww.am.vtti.vt.edu Database created using MySQLDatabase created using MySQL Access to the survey was granted through Access to the survey was granted through

recipients’ email addressesrecipients’ email addresses Sent to 103 transportation officials in all 50 Sent to 103 transportation officials in all 50

US DOTs and Puerto RicoUS DOTs and Puerto Rico Open for responses for 3 weeksOpen for responses for 3 weeks

TAM Survey - AnalysisTAM Survey - Analysis

48 responses were received from 40 48 responses were received from 40 statesstates

Response rates:Response rates: 78% in terms of individual states

47% in terms of individual respondents

Statistically analyzedStatistically analyzed

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

Implementation of Asset Management Implementation of Asset Management systemsystem 24 states are in still in the planning phase

11 states have already implemented one

Individual management systemsIndividual management systems Pavements (39)

Bridges (39)

Maintenance (32)

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

Integration of individual systemsIntegration of individual systems Most States are still in the planning phase

Most 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

Nu

mb

er o

f re

spon

ses

No. 5 23 27 27 23 3

No explicit definition

Strategic LevelProgramming and Budgeting

Level

Project Selection

LevelProject Level Don't know

0%

20%

40%

60%

80%

100%

Per

cen

tage

of

tota

l re

spon

ses

Don't know

Not at allimportantNot veryimportantSomewhatimportantVery important

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

Ranking of Asset Management Decision ProcessesRanking of Asset Management Decision Processes

Asset Management Decision Processes Average Ranking

Performance evaluation and monitoring 3.54

Fiscal planning 3.48

Project selection 3.33

Resource allocations 3.31

Policy formulation 3.13

Program optimization and trade-offs 3.10

Program delivery/ project implementation 3.02

Performance-based budgeting 2.96

Audit, reporting and communication 2.81

Development of alternatives 2.77

Impact analysis 2.65

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

0%

20%

40%

60%

80%

100%P

erce

nta

ge o

f to

tal

resp

onse

s

Don't know

Not at allimportantNot veryimportantSomewhatimportantVery important

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 CriteriaProject Selection Criteria Average Ranking

Available budgets/ earmarked funds 3.75

Engineering parameters 3.44

Public demands/ user opinion 3.27

Project significance 3.27

Agency costs/ benefits 3.19

Usage of project 3.08

Environmental considerations 3.06

Geographic distribution of projects/ funds 2.83

User costs/ benefits 2.77

Community costs/ benefits 2.65

Distribution among asset types 2.46

Ease/ difficulty of implementation 2.38

Proximity of project to major urban areas 2.25Key: 4 = Very Important, 3 = Somewhat Important, 2 = Not Very Important, 1 = Not Important at All

TAM Survey Results TAM Survey Results Part 2Part 2

Asset Management roadway databaseAsset Management roadway database 75% 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

Nu

mb

er o

f re

spon

ses

Both 5 15 25 16 13 4

Automatic 1 3 12 2 6 0

Manual 21 13 3 22 11 15

DrainageRoadside

assetsPavements Bridge

Traffic items

Special 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%

Per

cen

tage

of

tota

l re

spon

ses

Don't know

Not at allimportantNot veryimportantSomewhatimportantVery important

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

Roadway Asset DataAverage

RankingStructural condition 3.77

Functional condition 3.67

Usage 3.29

Initial agency costs 3.23

Life Cycle Costs 2.96

Attributes/ characteristics 2.90

Customer/ user feedback and complaints 2.83

Location 2.67

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

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

0

5

10

15

20

25

Num

ber

of r

espo

nses

No. 13 21 2 4

Only identifiedIdentified and documented

Neither identified nor formally documented

Don't know

52.

5% o

f A

gen

cies

32.

5% o

f A

genc

ies

CASE STUDYCASE STUDYVDOTVDOT

. Decision-Making Levels Identified . Decision-Making Levels Identified

Strategic Level: Strategic Level: Decisions regarding cross-agency issues and

funding allocation across the highway maintenance, mobility management, and operation programs.

Programmatic Level: Programmatic Level: Operation of the programs (e.g., highway

maintenance) to achieve established state network performance targets.

Project LevelProject Level Works related with District operations, such as

identification of funding for various project

Core Asset Management Business Core Asset Management Business Processes Processes

Condition Assessment Condition Assessment

Need-Based Budget (financial modeling)Need-Based Budget (financial modeling)

Project SelectionProject Selection

Feedback (Web-based TOOLS)Feedback (Web-based TOOLS)

Work Accomplished and Inventory Work Accomplished and Inventory UpdatesUpdates

Information NeedsInformation Needs

PavementsPavements The pavement condition data is gathered

independently from the Asset Management system

PMS group that performs condition surveys (mostly windshield survey)

BridgeBridge Information collected to feed PONTIS

Requested by a federal mandate (NBI)

Information NeedsInformation Needs

Other Highway AssetsOther Highway Assets The information about the other highway

assets (8 types of infrastructure assets) is gathered through a simple strategy that is conducted state-wide

Random Condition Assessment (RCA) collects data from the assets that are most significant to the maintenance program budget.

Pressure to increase the number of assets

Data Collection Lessons LearnedData Collection Lessons Learned

The agency really needs to target the data The agency really needs to target the data collection to the most significant assets and to collection to the most significant assets and to the decisions that has to be made. the decisions that has to be made.

VDOT had a project that tried to capture every VDOT had a project that tried to capture every highway infrastructure asset on every highway highway infrastructure asset on every highway state-wide. state-wide. The project was started in 3 counties as a pilot

It was found to be too expensive and overwhelming.

Current approach: build the inventory over timeCurrent approach: build the inventory over time

Data Collection AssessmentData Collection Assessment

UndergoingUndergoing How is the system put together and how it

meets the need of the agency?

How well are the processes documented?

What analysis tools are available and how are they being used?

How good is the repeatability of the process?

Other Case Studies Other Case Studies

MarylandMaryland Visit conducted & documentation

undergoing

Washington, DCWashington, DC Scheduled

Possibly North CarolinaPossibly North Carolina

FINDINGSFINDINGS

FindingsFindings

US 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 Selection Available Budgets/ Earmarked Funds

Engineering Parameters

Public Demands/ User Opinions

FindingsFindings

Most important data for supporting Most important data for supporting Project Selection:Project Selection: Structural condition of asset

Functional condition of asset

Usage of asset

FindingsFindings

US Transportation agencies have explicitly US Transportation agencies have explicitly defined decision levels (business processes) defined decision levels (business processes) and are moving towards rationalization of and are moving towards rationalization of data collection activities. data collection 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

RecommendationsRecommendations

Target the data collection to the most Target the data collection to the most significant assets and to the decisions significant assets and to the decisions that has to be made. that has to be made. Collect only the data you need Collect data to the lowest level of detail

sufficient to make an appropriate decision Collect data only when they are needed

Use pilot studies to test the Use pilot studies to test the appropriateness of the approachappropriateness of the approach

DATA COLLECTION DATA COLLECTION FRAMEWORKFRAMEWORK

(Preliminary – Project Selection)(Preliminary – Project Selection)

Project Selection Data Collection Project Selection Data Collection FrameworkFramework

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

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

Identification of project evaluation/assessment tools and their requirements

STEP 2

STEP 3

STEP 4

STEP 5

STEP 6

Many Thanks to…Many Thanks to…

Aristeidis PanteliasAristeidis Pantelias All survey respondentsAll survey respondents Federal Highway AdministrationFederal Highway Administration AASHTO 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 Collection

VT Statistics and Survey DepartmentsVT Statistics and Survey Departments

……

Thank you!