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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
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OverviewOverview
IntroductionIntroduction
Data StewardshipData Stewardship
TAM SurveyTAM Survey
Findings & RecommendationsFindings & Recommendations
Data Collection FrameworkData Collection Framework
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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
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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
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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
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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
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DATA DATA STEWARDSHIPSTEWARDSHIP
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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
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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
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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?
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TRANSPORTATION ASSET TRANSPORTATION ASSET MANAGEMENT SURVEYMANAGEMENT SURVEY
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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
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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
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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.
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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
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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
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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)
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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)
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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
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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.
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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
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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
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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
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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
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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
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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
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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?
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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
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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
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CASE STUDYCASE STUDYVDOTVDOT
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. 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
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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
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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)
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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
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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
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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?
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Other Case Studies Other Case Studies
MarylandMaryland Visit conducted & documentation
undergoing
Washington, DCWashington, DC Scheduled
Possibly North CarolinaPossibly North Carolina
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FINDINGSFINDINGS
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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
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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
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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
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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
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DATA COLLECTION DATA COLLECTION FRAMEWORKFRAMEWORK
(Preliminary – Project Selection)(Preliminary – Project Selection)
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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
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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
……
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Thank you!