Asset Management - Data Collection, Prioritization, Estimating, Funding

NYS County Highway Superintendents
Association

Summer Conference

Asset Management
Data Collection, Prioritization,
Estimating, Funding

August 29, 2011

Course Outline

Objective

Present a method of keeping track of
maintenance & repair needs and to
develop a documented plan for
addressing these needs

5 Core Questions to Asset
Management
1. What is the current state of my assets?

2. What is my required “sustainable” level of service?

3. Which assets are critical to sustained performance?

4. What are my minimum life cycle costs?

5. What is my best long-term funding strategy?

5 Core Questions to Asset
Management
1. What is the current state of my assets?

• What do I own ?
• Where is it ?
• What condition is it in ?
• What are the Maintenance Needs/Costs ?
• What is the Replacement or Repair Cost ?

Question #1
What is the Current State of My Assets ?
What do I Own ?
• Roadways

Question #1
What do I Own ?
• Roadways – Roadside Area, Vegetation, Trees
• Bridges
• Culverts – Other Drainage
• Guiderail
• Signs
• Traffic Signals
• Retaining Walls
• Equipment - Trucks, Plows, Computers, Heavy Equip.
• Buildings – Office, Garages, Salt Sheds

Question #1
Minnewaska State Park Preserve and
Mohonk Preserve

Carriage Road Restoration and
Maintenance Manual
And GIS database

NYS OPRHP
Palisades Interstate Park
Commission

Question #1
Mohonk Preserve

• Locate Assets
• Assess Condition and Needs
• Design Repairs
• Recommend Maintenance - type, interval, etc.
• Inventory their Equipment and Materials
• Obtain local rental, lease, and purchase costs
• Specify materials, locate sources, & costs
• Design interactive GIS System
• User Friendly and Dynamic
• User Manual and Electronic Data deliverable

Question #1
Mohonk Preserve

Assets:

• Roads (65 miles)
• Culverts
• Ditches, Swales, Drainage
• Retaining Walls Same as a Typical
• Vegetative Clearing Rural Highway System
• Bridges
• Guide Rail (boulders)
• Equipment, Vehicles

Question #1
Mohonk Preserve

• What do I own ?
• Where is it ?

Question #1
Locate, Document, and Rate Assets

• Photograph and Locate With GPS

Question #1
• Photograph and Locate all Assets

Narrow Roads
Brush
Vegetation

Truck not Practical

Rented a “Gator”

Question #1


Question #1


• 1800+ photographs
• Averaged 4.5 miles per day
• Coordinates recorded for each Photo
• Entered into a GIS database
• Coordinated with Road Locations on NYS Coordinates
• Link pictures to the GIS Points

Standardized Condition Ratings

Must Be Consistent

PDH Question # 1

True or False

Descriptions of Assets must be Consistent to
Sustain a Long Term Management Strategy

True


Assign Colors to Represent Condition Ratings

Easily Recognized in GIS Format
On Data Sheets
When looking at big picture views

Question #1
Basic GIS Program – ARC Map

What is the Current State ofDatabases
Program and Link My Assets ?

Question #1

Question #1
What is the Turn on theStateShowing Assets ?
Current Layer of My Culverts

Turn on the Layer Showing Rock Walls

Road Condition Example

“Click” on the Road

Road Name
Stationing

Road Condition Example

“Click” on Photo Point

Bridges

Updating Conditions

Simple Procedure

• Print out Sheet from Excel
• Take to the Field - Condition Sheets
• Use Standardized Rating System
• Take Digital Photos (GPS optional)
• Mark it up
• Edit in Excel just like a spreadsheet
• Markup to GIS person
• Photograph Updates - Basic Program

Updating Conditions

File Name
&
Location

Updating Conditions
Photographs 08/21/2009

• Basic Programs
• Photoshop Elements - $80
• Either Replace or Merge

Photo Update Example

Recommend Merging Photos Easy to document even the
Keeps Photo Records Simple smallest of rehab tasks

Updating Conditions
Photographs 08/21/2009

• Basic Programs
• Photoshop Elements - $80
• Either Replace or Merge

Recommend Merging Photos
Keeps Photo Records Simple

Easy to document even the
smallest of rehab tasks 08/21/2011

Question #1

• What do I own ?
• Where is it ?
• What are the Maintenance Needs/Costs ?
• What is the Replacement or Repair Cost ?

Maintenance and Repair

Minnewaska State Park Preserve &
Mohonk Preserve

• Reasonably detailed explanation
• Historic Importance and

• Part time workers
• Volunteers
• Consistency in Appearance
• Inexperience with type of work
• Proven methods from other Parks


Determine what work can be performed
with equipment already available

• Equipment Owned, Condition
• Equipment Shared

Determine what equipment is needed
that is not owned or shared

• Rental, Leasing, Locations
• Capital Investments, $$$$

Equipment Lists

Equipment Costs

Labor Costs


Using Excel Spreadsheets

• Labor Cost
• Material Cost
• Equipment Cost
• Fuel Costs
• Construction Time

Unit Costs Determined For
Each Operation


Note: Bridge and Retaining Wall Needs were handled
on an individual basis

Back to the Beginning Review
What do I Own ?
• Roadways – Roadside Area, Vegetation, Trees
• Bridges
• Culverts – Other Drainage
• Guiderail
• Signs
• Traffic Signals
• Retaining Walls
• Equipment - Trucks, Plows, Computers
• Buildings – Office, Garages, Salt Sheds

Back to the Beginning Review
What do I Own ?

Complete Package and GIS database Extremely Flexible

Asset Management Core
Question #2

What is my required “sustainable” level of service?

• What is the demand for services ?
• When is service not functional ?
• What is required by Regulations, Standards?
• What is the actual performance ?
• What is the Public Image?

Question #3

Which assets are critical to sustained performance?

• How can it fail ?
• What is the likelihood of failure ?
• What does it cost to repair ?
• What are the consequences of failure ?
• Can it remain an asset until complete failure ?

An Extension of Risk Management

PDH Question # 2

True or False

Identifying Critical Assets is part of
Risk Management

True

PDH Question # 2.5

True or False

Media Reporters Frequently “Get it Right”

False

Question #4

What are my minimum life cycle costs?

• Maintenance Minimums?
• Equipment - Lease, Rent, Purchase?
• Paving Program ?
• Dealing with Escalation of Costs ?

Question #5

What is my best long-term funding strategy?

• Capital rehabilitation
• Capital replacement
• Changes to operating procedures
• Changes to maintenance procedures
• Demand management
• Reduction of level(s) of service
• Improvement in response or recovery

PDH Question # 3
Which is NOT one of the 5 Core Questions
of Asset Management

1. What is the current state of my assets ?

2. What is my required “sustainable” level of service ?

3. Which assets are critical to sustained performance ?

4. What is my best long-term funding strategy ?

5. What brand of coffee should we use in the office ?

6. What are my minimum life cycle costs ?

PDH Question # 4

True or False

An Asset Management Process includes

Wisdom, Knowledge, Information, Data

True

Questions?

Contact Information

Tom Baird, P.E., CPESC, CESSWI

Barton and Loguidice, P.C.
10 Airline Drive
Albany, NY 12205
(518) 218 -1801
tbaird@bartonandloguidice.com

Accident Prediction Model

http://www.tfhrc.gov/safety/pubs/99207/index.htm
Source: FHWA, 2000

Crash Reduction Factors

http://safety.fhwa.dot.gov/tools/crf/resources/fhwasa08011/
Source: FHWA

• FHWA-RD-99-207
http://www.tfhrc.gov/safety/pubs/99207/index.htm
• Rural two-lane highways
• Based on:
• Historical accident data
• Regression analyses
• Before/After studies
• Expert judgments by panel
of engineers
• Two major components:
• Base accident rate
• Accident Modification
Factors (AMF)
Source: FHWA, 2000


NBR = Base Accident Rate

NBR = ADT x L x 365 (Units = accidents/year)
106 x e0.4865

NRS = Expected Accident Rate

NRS = NBR x {AMF1 x AMF2 x AMF3… x AMF9}

Source: FHWA

Accident Modification Factors

• Lane Width
• Shoulder Width/Type
• Roadside Hazard Rating
• Driveway Density
• Horizontal Curvature
• Superelevation Deficiency
• Vertical Curvature/Grade
• Two-way left turn lanes
• Passing lane/short 4-lane sections

Source: FHWA

Project Example
Washington County Road 42

Look at expected accident rate before and after
improvements

Project Needs
Safety Improvements Needed
Accident Analysis
June 1, 1999 through May 21, 2001
Location More Than
3.8 X
CR 42/East/ 1.36
Mahaffy

Statewide 0.35
Average

1.0 2.0
Accidents Per Million Entry Vehicles

Washington CR 42

• NBR base rate calculation

• ADT = 3,965 vehicles/day ETC (2007)
• L = 0.25 mile (1300 ft)

• NBR = 3965 x 0.25 x 365
106 x e0.4865

= 0.219 accidents per year (non-
intersection-related) for entire segment

AMF1 – Lane Width

Source: FHWA

AMF1 – Lane Width

CR 42 – ADT = 3,965 veh/day

Before After
Lane Width 11 feet 12 feet
AMFchart 1.05 1.00

Adjustment (50%)
Accounts for Accident
Distribution by Lane

AMF1 1.03 1.00

CR 42 Expected Accident Rate
Accident Modification Factor Before After
1 – Lane Width 1.03 1.00
2 – Shoulder Width/Type
3 – Roadside Hazard Rating
4 – Driveway Density
5 – Horizontal Curvature
6 – Superelevation Deficiency
7 – Vertical Curvature/Grade
8 – Two-way Left Turn Lanes
9 – Passing Lane/4-lane sections

AMF1xAMF2…xAMF9 --- ---

AMF2 – Shoulder Width/Type
CR 42 – ADT = 3,965 veh/day

Before After
Shoulder Width 2 feet 4 feet
AMFwidth 1.30 1.15
Shoulder Type Composite Paved
AMFtype 1.02 1.00

Adjustment 50%

AMF2 1.16 1.08

Adding Paved Shoulder
AMF = 1.50 AMF = 1.15

If Shoulder = 4’ Paved + 4’ Grass AMF = 0.92
If Shoulder = 8’ Paved AMF = 0.87

1 – Lane Width 1.03 1.00
2 – Shoulder Width/Type 1.16 1.08
3 – Roadside Hazard Rating
4 – Driveway Density
5 – Horizontal Curvature
6 – Superelevation Deficiency
7 – Vertical Curvature/Grade
8 – Two-way Left Turn Lanes
9 – Passing Lane/4-lane sections

AMF1xAMF2…xAMF9 --- ---

AMF3 – Roadside Hazard Rating

• Base/assumed value = 3

• Depends on slopes, clear zone, etc.

• Rating 1 to 7, 1 = Best case

Source: FHWA


Examples: RHR=1


Examples: RHR=3


Examples: RHR= 6 and 7


Examples: RHR= ??

Clear Zone
10% to 20% of fixed object accidents are in
Repeat Locations


CR 42

Before After
RHR 5 1

Convert to AMF

AMF3 1.14 0.875

1 – Lane Width 1.03 1.00
2 – Shoulder Width/Type 1.16 1.08
3 – Roadside Hazard Rating 1.14 0.875
4 – Driveway Density 1.18 1.18
5 – Horizontal Curvature 1.44 1.16
6 – Superelevation Deficiency 1.06 1.00
7 – Vertical Curvature/Grade 1.11 1.08
8 – Two-way Left Turn Lanes 1.00 1.00
9 – Passing Lane/4-lane sections 1.00 1.00

AMF1 x AMF2…x AMF9 = 2.72 1.40

NBR = Base Accident Rate = 0.219 acc/year

NRS = NBR x {AMF1 x AMF2 x AMF3…x AMF9}

NRS = Expected Accident Rate

Before After
NRS (accidents/year) 0.60 0.31

Our Improvements Are expected to reduce the
number of accidents by 48%

CR 42 Comparison
Actual Accident Rate

• Total of 10 accidents in 3 years
• 2 non-intersection-related

• 2 accidents/3 years

0.67 acc/year

No-Build Condition Predicted Actual
NRS (accidents/year) 0.60 0.67

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