t12 using technology and best business practices-cox and thurman
TRANSCRIPT
2013 Annual Meeting & Trade Show Jacksonville FL April 22nd-26th
4/23/2013
Roger Cox,P.E.,Manager Jeff Thurman,C.P.M.,Consultant 1
“Using technology and best business practices to make the best use of resources and save public dollars”
W. Roger Cox, P.E. Manager, Systems Planning, Public Works Hillsborough County FloridaJeff Thurman, CPM, Consultant LA Consulting, Inc.
Tuesday, April 23rd , 2013
2013 Annual Meeting & Trade Show
Prime Osborn Convention Center
Jacksonville, Florida April 22nd–26th
CONSULTING INC.“We help Public Works Work”
2
Learning Objectives:
• How to select and implement technology that is right for your agency
• How a maintenance system can be used to save money and better manage resources
• How re‐engineered processes and maintenance system, if applied, can save money not just cost money
Overview and Objectives
3
• Introduction
• How did we get here?
• Implementing change
• Result and expectations
2013 Annual Meeting & Trade Show Jacksonville FL April 22nd-26th
4/23/2013
Roger Cox,P.E.,Manager Jeff Thurman,C.P.M.,Consultant 2
How did they get here?
Jeff Thurman, Consultant
LA Consulting Inc.
Manhattan Beach, CA
4
• 1,266 square miles
• Population of 1.2 million
• Three incorporated cities• 3,217 centerline road miles
• 10th largest port in the United States•APWA Accredited
• Both Urban and rural areas5
The County has more road miles than five state DOTs (HW, RI, NJ, VE and Mass)…
and total assets valued at over $10 billion.
6
Investigate and Document Current Operations to justify needed resources for levels of service
Identify Opportunities for Improvement
Develop Recommendations to…
Establish a “business like” approach of planning, budgeting, and performing maintenance, and document this innovative way to manage the agency’s infrastructure
The process was not an audit but…an internal effort to improve!
A review from top to bottom for determining the most effective and efficient way to deliver high‐quality service.
2013 Annual Meeting & Trade Show Jacksonville FL April 22nd-26th
4/23/2013
Roger Cox,P.E.,Manager Jeff Thurman,C.P.M.,Consultant 3
7
Work Activities
Work Activities
Resource Data
Resource Data
Activity Guidelines
Activity Guidelines
Inventory & Condition
Assessment
Inventory & Condition
Assessment Level of Effort
Level of Effort
Annual Work Program and
Budget
Annual Work Program and
Budget
Work Calendar
Work Calendar
Workload DistributionWorkload
Distribution
Resource Requirements
Resource Requirements
Work Backlog
Work Backlog
Work Scheduling
and Assignments
Work Scheduling
and Assignments
Work Requests
Work Requests
Work Reporting
Work Reporting
Performance and Cost Reports
Performance and Cost Reports
Update Planning Values
Update Planning Values
Evaluation & Management
Action
Evaluation & Management
Action
Field Performance
Field Performance
PLANNING ORGANIZING DIRECTING CONTROLLING
TMD was evaluated in four phases of maintenance management.
Compare Relevant Criteria to “best in class”
Production Response
Gap
Comparisons were made from where we were to identify “gaps”…
8
Considerable Involvement of staff:Visits were made on‐site to observe employees in the field
PLANNING ORGANIZING DIRECTING CONTROLLING
ResourceData
ActivityGuidelines
AnnualWork
Programand
Budget
Inventory &ConditionAssessment Level of
Effort
WorkActivities
ResourceRequirements
WorkloadDistribution
WorkRequests
WorkScheduling
andAssignments
WorkBacklog
WorkReporting
PerformanceandCostReports
FieldPerformance
Evaluationand
ManagementAction
UpdatePlanningValues
WorkCalendar
P
PP
PP
9
P
P
P
P
They were performing many of the desired processes….
But areas for improve were still identified!
What were the Results…
2013 Annual Meeting & Trade Show Jacksonville FL April 22nd-26th
4/23/2013
Roger Cox,P.E.,Manager Jeff Thurman,C.P.M.,Consultant 4
The Game Plan for Improvement…
86 opportunities for improvement, with 68 recommendations.
10
They Had…1. A complete outline of where they were…2. Identified opportunities for improvement…3. A game plan to achieve their goals!
Now Let’s Hear From:
11
W. Roger Cox, P.E., Manager, Systems Planning Section Public Works Department
Welcome to Systems Planning
• Manage And Plan Contractor Projects – Resurfacing, Sidewalks, ADA, Channelization, Bike lanes, Road Reconstruction
• Provide Planning, Organization, Direction and Control For Service Units (Transportation and Traffic)
‐We Plan.. They Execute ‐
• Maintain Computerized Maintenance Management System (CMMS)
2013 Annual Meeting & Trade Show Jacksonville FL April 22nd-26th
4/23/2013
Roger Cox,P.E.,Manager Jeff Thurman,C.P.M.,Consultant 5
Systems Planning Section
OperationsDirector
South Service Unit
SystemsPlanning
West ServiceUnit
East ServiceUnit
PlanningOrganizationDirectionControl
14
"If you keep on doing what you've always done, you'll keep getting what
you've always got."
Typical Approach
Select Software
Establish/ChangeProcess to Match
Implement Processes
1
8‐18
18‐48
Desired Approach
1
6
12
12‐18
Evaluationof Operation
Establish Mgmt Process
Implement Processes
Improve Operations
15
Discovered our needs…
then utilize technology to assist not direct operations.
2013 Annual Meeting & Trade Show Jacksonville FL April 22nd-26th
4/23/2013
Roger Cox,P.E.,Manager Jeff Thurman,C.P.M.,Consultant 6
Project Phases
Ph 1‐ Evaluate and document current operation‐ outline operation, evaluate opportunities and make recommendations
Ph 2a‐ Business process improvement (35 tasks)
Using Available Tools
Phase 2b‐ (CMMS) tool that meets the needs of the TMD and Public Works (2 tasks with 8 sub‐tasks)
Out with Old and in with the NEW!
Phase 2c‐ Policy decisions (16 tasks)
On‐Going!We selected a firm to support us thorough a competitive process to
implement recommendations from the Final Report.
Project Mgmt Team
Steering Committee
All Employees
Project Mgmt Team
Steering Committee
All Employees
Overall guidance
Review of deliverables, provide input, guide implementation
17
Provide inpututilize approach
Implementation Includes Four Phases of Maintenance
Management
PlanningOrganization
Control
DirectingLet’s see how this works!!
2013 Annual Meeting & Trade Show Jacksonville FL April 22nd-26th
4/23/2013
Roger Cox,P.E.,Manager Jeff Thurman,C.P.M.,Consultant 7
Work Guidelines
Inventory
What we have to work with
Planning
Activity List and Guidelines
•Description on Work
•Planning Criteria•Work Method
•Required Resources•Quality•Inventory• Average Daily Production (ADP)
Employee Teams were used to compile 81 guidelines…
Typical Impact the “Significant Few” Activities Have on Maintenance
Workload
Per
cen
t o
f M
ain
ten
ance
Bu
dg
et
Percent of Maintenance Activities
100
80
60
40
20
010 20 30 40 50 60
Trivial ManySignificantFew
TreesDrainagePavementSidewalkMowing
2013 Annual Meeting & Trade Show Jacksonville FL April 22nd-26th
4/23/2013
Roger Cox,P.E.,Manager Jeff Thurman,C.P.M.,Consultant 8
Feature Unit of Measure Quantities
Street Centerline Miles 3,277
Curb Miles 2,915
Shoulders Miles 3,508
Dividers Miles 150
Speed Humps Each 2,624
Intersections Each 16,841
Sidewalks Miles 2,509
Sidewalk Ramps Each 18,706
Bridges Each 251
Culverts Miles 1,429
Ditches Miles 1,175
Inlets Each 33,731
Stormwater Manholes & Jboxes Each 6,980
Control Structures Each 2,392
End Treatments (less headwalls) Each 71,610
Head walls Each 13,847
Ponds (det. and ret.) Each 2,231
Assets and Inventories
Operations Blocks Created For Efficient Execution by Units or Contractors
Mapping and Quantifying Efforts Established For Top Activities
• Tree Trimming
• Mowing – Right of Way, Hand, Slope, Off System
• Ditch Cleaning – Slope Mowing
• Pipes/Canals/Drainage
• Sidewalk Repairs ‐ ADA
• Pavement
2013 Annual Meeting & Trade Show Jacksonville FL April 22nd-26th
4/23/2013
Roger Cox,P.E.,Manager Jeff Thurman,C.P.M.,Consultant 9
Tree Trimming
• All Streets Driven and Work Identified for All Sections of Roadway (3200 miles – 4 month process, 7 FTE’s)
• Criticality, MOT, Footage, and Crew Size Established for Each Section
• All Field Data Entered Into GIS
• Total Footage = 1.8M Feet
Tree Criticality By Road Section
Operations Blocks With Tree Trimming
2013 Annual Meeting & Trade Show Jacksonville FL April 22nd-26th
4/23/2013
Roger Cox,P.E.,Manager Jeff Thurman,C.P.M.,Consultant 10
Mowing
• Total Area of Mowing Responsibility Identified
• Areas Mapped in GIS with Unit Operator Input
• Contract Mowing = 1497 Ac.
• Unit Mowing = 3578 Ac.
• Pond Mowing = 286 Ac.
• Home Owner Associations = 34 Ac.
• Maintenance of Agreement = 7 Ac.
• Total Mapped =
Mowing Blocks Within Unit Areas
Operations Blocks With Mowing
2013 Annual Meeting & Trade Show Jacksonville FL April 22nd-26th
4/23/2013
Roger Cox,P.E.,Manager Jeff Thurman,C.P.M.,Consultant 11
Mowing Areas Delineated in GIS
Ditch Cleaning
• Canals Mapped in GIS with face to face input from Unit Operators
• Slope Mowing Mapped in GIS – Verified by Unit Operators
• Total Canal Cleaning under County Maintenance = 120 Miles
• Total Slope Mowing Areas under County Maintenance – 1603 Ac.
Ditches (Slope Mow) and Canals Mapped and Arranged into Operations Blocks For Execution By Units
2013 Annual Meeting & Trade Show Jacksonville FL April 22nd-26th
4/23/2013
Roger Cox,P.E.,Manager Jeff Thurman,C.P.M.,Consultant 12
Pipes/Drainage
• Utilized Three Year History to Establish Inspection Routines
• Mapped Three Year History to Assist with Inspections
• Routes Driven Prior to Work Order Creation
Pipes/Drainage
Jet Vac Set Into Routines For Inspection and Execution
Sidewalks
• Chronic Areas Established
• High Density Defect Areas Identified
• High Density Areas Mapped in GIS
• Inspections Performed and Quantities Estimated
• Program Started in 2009 – Chronic Areas Remaining – $10M
2013 Annual Meeting & Trade Show Jacksonville FL April 22nd-26th
4/23/2013
Roger Cox,P.E.,Manager Jeff Thurman,C.P.M.,Consultant 13
Sidewalk Field Data
Sidewalk Maps
Sidewalk Mapped andIdentified for High Defect Areas (Density)
New Condition Assessment Process Established to Determine Criticality
• Various assets condition process has been established with manual prepared using a rating One to Five scheme
– Criticality One ‐ Safety Issue, Immediate Response
– Criticality Two – Place in Two Week Schedule
– Criticality Three – Place in NEXT Two Week Schedule
– Criticality Four – Schedule for Routines
– Criticality Five – Lowest Priority
39
2013 Annual Meeting & Trade Show Jacksonville FL April 22nd-26th
4/23/2013
Roger Cox,P.E.,Manager Jeff Thurman,C.P.M.,Consultant 14
Routines Were Established
• Tree Trimming• Flat ground Mowing• Slope Mowing• Hand Mowing• Sidewalks• Pipes Canals and Ditch
Pavement Management
• All Road Driven Every Three Years
• MicroPAVER Used as PMS
• Roadway Network = 7700 Lane Miles
• Cost to Maintain Network = $20 ‐ 22M/Year
• Current Resurfacing Plans Extend to 2018
Technology currently being used for Pavement Management will be used for asset condition evaluations
2013 Annual Meeting & Trade Show Jacksonville FL April 22nd-26th
4/23/2013
Roger Cox,P.E.,Manager Jeff Thurman,C.P.M.,Consultant 15
Five LASER Rut Bar ‐ FHWA Minimum ‐
Rut Bar Visual Displays and Touch Tablet Input Menu
2013 Annual Meeting & Trade Show Jacksonville FL April 22nd-26th
4/23/2013
Roger Cox,P.E.,Manager Jeff Thurman,C.P.M.,Consultant 16
System maps all inspection sites in GIS
Pavement Conditions Linked to Road Inventory and PMS
•Where are the Assets
•What is the Criticality
•What is the Condition
•What Is the Scope
•What are the Resources Available
We Answered These….
• How Much Work Is to Be Done?
• Who Will Do The Work (Contractor vs. Unit)
• When Will It Be Done? (Based on Criticality, Budget, Location, Resources, Schedule)
• How Much Will It Cost? (Strategic Budget)
• Where Is The Work?
And We Found Out………..
Combining Activities, Asset information, and Resource Data Produces FACT Based Plans
2013 Annual Meeting & Trade Show Jacksonville FL April 22nd-26th
4/23/2013
Roger Cox,P.E.,Manager Jeff Thurman,C.P.M.,Consultant 17
49
OrganizingDollars - Manpower
Who Executes
Org Structure
Purpose: Outline efficient and effective future organization
• Optimize public dollars
• Effectively utilize available resources
• Establish a more transparent organization
• Increase ability to benchmark and measure
the efficiency and effectiveness
• Align our staff with our mission
50
Majority of our work was focused on response with limited short range planning.
Roles and Responsibilities
• Routine Repair and Maintenance‐Work that can be scheduled and place on a routine
•Response‐Work that pulls crews off schedule
• Systems‐ Inspection and work identification, key support of CMMS and its processes
Move from ~80% response and ~20% routine…
to 80% planned and scheduled and 20% response.
2013 Annual Meeting & Trade Show Jacksonville FL April 22nd-26th
4/23/2013
Roger Cox,P.E.,Manager Jeff Thurman,C.P.M.,Consultant 18
Triggers and Staff Responsibility
Priority Trigger/Action Staff Responsibility
OperationsDirector
WarehouseAdm.
Drainage/Construction
Response Vegetation
PlanningOrganizationDirectionControl
New Organizational StructureService Units
Systems Planning
Unit Organization Chart
Warehouse
Response Routine/Planned
Administration
Drainage/Const
Vegetation Maint.
2013 Annual Meeting & Trade Show Jacksonville FL April 22nd-26th
4/23/2013
Roger Cox,P.E.,Manager Jeff Thurman,C.P.M.,Consultant 19
55
DirectingTasks – Planning or Calls
Work Plan (Two weeks)
Work Queue (Longer Term)
Our Work Flow
56
Our work flow was cumbersome and difficult to follow.
New alignment to gain ability to plan, organize, schedule and control work
Asset Inspection Proactive Routines
2013 Annual Meeting & Trade Show Jacksonville FL April 22nd-26th
4/23/2013
Roger Cox,P.E.,Manager Jeff Thurman,C.P.M.,Consultant 20
SysP Work Flow
58
Process Occurs on a Bi‐Weekly Basis
Work Orders Inspection/Back LogRoutines
Selected for New Work Order
Previous Alternate Work Orders
Previously Scheduled But Not Completed Work Orders
Develop Preliminary Schedule
Alternate Work List 2 Week Work Schedule
New Work Orders With Deadlines
Scheduling Meeting
Prepare Final 2 Week Schedule
Systems Planning
Unit General Crew Leaders
Systems &
Units
Every two weeks, a meeting is held to review
bi‐weekly schedules…
What was not completed?What is scheduled for the next two weeks?
Bi‐Weekly Scheduling Meeting Held Via Internet
• General Crew Leaders Present Schedules• Operations Field Coordinators Check for Any Final Adjustments
to Schedule• SysP Management Check for Overall Progress• Units Coordinate on Equipment Needs• Insertions into the Schedule are considered• Transparency by Upper Management• Meetings Recorded for playback
2013 Annual Meeting & Trade Show Jacksonville FL April 22nd-26th
4/23/2013
Roger Cox,P.E.,Manager Jeff Thurman,C.P.M.,Consultant 21
Video Bi Weekly Scheduling Meeting
SystemsPlanning
South Service Unit
West Service Unit
East Service Unit
Internet
SysP Activity Report
Better Reports With CMMS
• Backlog Reduction Important Metric To Show Improvement
• Vetting of Backlog (Systems Planning) has reduced Work Orders in Database by 15% to 20% (redundant and completed WO’s)
• Vetting of Work Order Scope in Backlog has reduced some activity efforts by 70%
• Many Work Orders No Longer Needed
Open work orders and service requests from old CMMS data analyzed.Started with ~3100Currently ~1800
Goal – Less than 1,000
2013 Annual Meeting & Trade Show Jacksonville FL April 22nd-26th
4/23/2013
Roger Cox,P.E.,Manager Jeff Thurman,C.P.M.,Consultant 22
Improving/Controlling
Established Business Process and Tools
65
• Defined List Of Activities By Program
• Guidelines For Each Activity:
• Developed Work Flow For All Service Units
• Documented Methodology For Determining Per Meter Costs For Rolling Stock Equipment For Full Cost Recovery Or The Determination Of True Units Costs
• Documented Methodology For Determining Overhead For Full Cost Recovery Or The Determination Of True Units Costs
• Documented Process For Determining Opportunities For Contracted Services
• Some Developed Routines And PM Programs With More In Development
• Established Short Term Scheduling Procedures For All Groups
• Asset Management And Work Identification Process And Priority Criteria
• Working Paper Outlining The Modification Of Tmd’s Mission Statement To Include Effectiveness And Efficiency Components
• Working Paper Outlining The Evaluation Of Current And Future Inter‐local Agreements For Full Cost Recovery
• Working Paper Outlining The Use And Advantages Of Low Cost Labor Resources
• Working Paper Making Recommendations Related To The Transfer Of Equipment
• Working Paper And Outline Of Fleet Agreement With Fleet Management
• Working Paper Outlining A Plan To Reduce And Monitor Overtime Usage
• Working Paper Outlining The Standardization Of Downtime Methodology For Consistency Across All Groups
• Definition• Planning Criteria• Resource Needs (Labor, Equipment, Materials)
• Inventory And Reporting Units• Quality Standards• Checkpoints
Many business process and tools have been established in spite of the lack of a CMMS
Contract Candidate Decision Process
Will establish accountably and provide management decisions tools
2013 Annual Meeting & Trade Show Jacksonville FL April 22nd-26th
4/23/2013
Roger Cox,P.E.,Manager Jeff Thurman,C.P.M.,Consultant 23
Results
• Reduction of one maintenance yard without reduction of service levels
• Reduction of staff by ~7%
• Mowing cycles have increased by 25%
• Reduced back log work orders
• Increased closed work orders by 20%
Results
•Performance Audit December 2012
68
“The Department is transforming field operations in a positive way, and plans exist to expand this success….. “
“Performance Audit of the Hillsborough County Public Works Department”,Clifton Larson Allen LLP, December 14, 2012
“ …by extrapolating the recommendations contained in the October 2010 Lorick report to all functional areas, the Department will be able to considerably improve the way business is conducted.”
Impacts of new CMMS
• Many tasks have been implemented that will
only be enhanced with new CMMS.
• Soon a new tool will be in place to assist all
groups in Planning, Organizing, Directing and
Controlling work
• The new tool will allow collection of data for
benchmarking and monitoring of:
– Effectiveness (units produced)
– Efficiency (Cost of units produced)70
2013 Annual Meeting & Trade Show Jacksonville FL April 22nd-26th
4/23/2013
Roger Cox,P.E.,Manager Jeff Thurman,C.P.M.,Consultant 24
Anticipated Future Results
• Feedback at all levels
•Processes and technology to match needs
•Empowerment & involvement of employees
•Transparency
• Systematize all work
• Increased Quantifiable Efficiency
71
• Obtain Leadership buy in• Determine direction• Align people and processes• Put right people in right spots• Engage team• Establish work flows• Apply technology then modify and enhance• Document success and give credit• Get to next level
72
Lessons learned
Questions
73
W. Roger Cox, P.E. Manager, Systems Planning
Hillsborough County Florida601 E. Kennedy Blvd.Tampa, FL 33601‐1110Phone (813)‐307‐1789
email: [email protected]
Jeff Thurman, ConsultantLA Consulting, Inc.
1209 Manhattan Ave, Suite 310Manhattan Beach, CA 90266
Phone: (310) 374‐5777 email: [email protected]
Linked @LA_CONSULTING
Celebrating our 20th year of Helping Public Works Work!