specification warehouse - aashto... · contract or specification web page ... objective, task list,...

Specification Warehouse

www.emtsp.org

Specification Links

• Best – Link to an ACTIVE, LIVE equipment contract or specification web page

• Alternative – Link to a static copy of contracts or specifications

Active, Live Link

Static Link

EMTSP, NCHRP, TRB Research Avenues Accessible to Us

Available Items

• NCHRP/AASHTO/TRB– Synthesis Reports

– Research Projects

– Domestic Scans

• EMTSP– Can also do any of the above

– Other items not listed above

• Best to identify topics and get multiple other committee supporters to sign-on

Synthesis Reports

• Problem that is widespread enough to generate broad interest in the synthesis.

• Topic should be timely and critical for expediting delivery, improving the quality, or lowering the cost of transportation programs.

• Topic is appropriate if current practice is non-uniform or inconsistent from agency to agency, or if the validity of some practices appears to be questionable.

• The quality and quantity of useful available information should indicate a need to organize and compress that which has already been learned and written on the topic.

• Can be completed within 12 months

Research Projects

• Applied research programs which issue contracts to produce practical, implementable, and timely solutions to problems facing transportation agencies and organizations.

• Project statements include a title, a contract dollar limit, a schedule for submittals

• Background, Objective, Task List, Notes, Research Plan, Implementation Plan

Domestic Scan

• Type 1 – site visit to 3 to 6 locations, 2 weeks or less, 6-8 travelers – Senior experts, No surrogates, additional people ok

• Type 2 – peer exchange

• Type 3 – 8-12 subject matter experts

• Address important, timely, broad issues

• Complex, hands-on needing on-site visits

• Focused enough to be investigated and understood in limited time available

Other Items

• Training Programs

• Phone and video conferencing

• Recording presentations

• Web site and other outreach

Topic examples

• Warning Lights

• Replacement Cycles

• Buy/Rent/Lease Decision-making

• Calculating Rental Rates

• Internal Costs

• Corrosion Control

• Etc.

AASHTO Equipment Management Technical Services Program

Proposed 2017 – 2019 Work Plan

Goal 1: Support Regional Equipment Management Partnerships

• Objective 1: Assist in sustaining the four (4) EMTSP Regional Partnerships.– Task: Provide support and leadership to regional partnerships with the

scheduling and development of partnership meetings– Action: Coordinate and work with the partnerships and industry

members to maintain appropriate agendas, timing, presenters and meeting formats

• Objective 2: Assist the partnerships with the execution of their work. – Task: Provide administrative support for the regional partnerships– Action: Provide teleconference and webinar services, meeting

planning, travel support, logistics, meeting proceedings, and financial management services on behalf of the AASHTO EMTSP

Goal 2: Promote Awareness of Available Equipment Technologies

• Objective 1: Facilitate communication between members and the equipment industry.– Task: Encourage technology awareness through equipment displays

and demonstrations in conjunction with planned partnership meetings– Action: Collaborate and encourage the equipment industry to

participate in organized meetings and other sponsored events

• Objective 2: Utilize electronic media to transfer new technology information– Task: Identify within the EMTSP, website- appropriate links to trade,

Government and academic publications and other relevant articles– Action: Search appropriate links, white papers, videos, etc., and

submit results to webmaster

Goal 3: Facilitate the Exchange of Information and Ideas among

Equipment Management Professionals• Objective 1: Create and maintain a website clearinghouse for equipment

specifications– Task: Identify within the EMTSP website appropriate links or documents to specific State DOT

technical equipment specifications and contracts– Action: Solicit specifications, contracts or links from State DOTs for posting on the EMTSP

website

• Objective 2: Promote use of the EMTSP ListServ.– Task: Encourage all State equipment management professionals to update their respective

email addresses on a periodic basis– Action: Promote the use of the ListServ tool for email notification purposes only

• Objective 3: Encourage effective professional networking during partnership meetings– Task: Plan and implement informational roundtables and receptions for membership, vendor

community and guests– Action: Encourage the establishment of appropriate networking opportunities during each

meeting

Goal 3: Facilitate the Exchange of Information and Ideas among

Equipment Management Professionals• Objective 4: Development of an EMTSP Email Distribution List.

– Task: Develop the following lists:• One for each of the four regions• Nationwide list combining contact information from the four regions• Vendor and affiliate information to be provided by NCPP upon request

– Action: Compile present contact information gathered from the regions to develop the distribution lists. NCPP will develop the following:• Separate global contact email address for each regional partnership which will

contain the respective email addresses of agency members within that partnership

• A global contact email address list combining the four (4) regional partnerships and their respective memberships

• Vendor and affiliate information for attendees of the two (2) previous Regional or National Conferences

– Action: The Regional Partnership Chairs will semi-annually confirm / edit / update their respective partnership contact list content and forward the corrected information to NCPP staff for website posting

Goal 3: Facilitate the Exchange of Information and Ideas among

Equipment Management Professionals• Objective 5: Make information presented at regional and national conferences

available for online distribution – Task: Post videos and PowerPoint presentations on the EMTSP website from the annual

Transportation Research Board (TRB) Meeting, Committee on Maintenance Equipment (AHD60) sponsored sessions

– Action: Video record and obtain desired presentations– Action: Create a permanent mechanism for funding annually, approved by the EMTSP

Oversight Panel

• Objective 6: Facilitate the exchange of information and ideas between agency personnel and equipment vendor community– Task: Promote conference participation and involvement with vendor community– Action: Continue working with the current EMTSP Exhibitor Advisory Committee for National

Meetings and solicit appropriate feedback from each meeting cycle– Action: Modify the website to provide more detailed information to potential vendors– Action: Develop marketing materials to promote the EMTSP program and inform the vendor

community on the benefits and merits of their participation– Action: Promote the EMTSP program during meetings and conferences

Goal 4: Advance Fleet Management Best Practices

• Objective 1: Develop and coordinate presentations around the following key topics: Fleet Management Systems, Fleet Funding Mechanisms, Surplus Equipment Disposal, and Equipment Procurement.– Task 1: Convey information on various topics to equipment management

professionals – Action: Solicit and develop presentations or webinars for presentation at

Regional Partnership meetings or online

– Task 2: Report activities of the EMTSP to AASHTO delegates and guests– Action: Develop PowerPoint presentations for the AASHTO SCOM annual

meeting

– Task 3: Post videos and PowerPoint presentations on the EMTSP website from National, Regional, and TRB Committee Meetings as determined by the EMTSP Oversight Panel

– Action: Video record and obtain PowerPoint presentations from each speaker.

Goal 4: Advance Fleet Management Best Practices

• Objective 2: Provide a forum for EMTSP members to communicate their needs and share best practices. – Task: Promote the EMTSP website exchange to share information– Action: Encourage the use of the Survey Monkey tool during the

Regional and National EMTSP meeting events. The web-based tool provides many features, including compilation, tabulation, graphics, and analysis. Results are posted and archived for future reference

– Action: Develop a webinar, or series of webinars, highlighting the documents and tools available on the EMTSP website

• Objective 3: Create regional and global contact distribution lists that will be found on the EMTSP Website– Task: Promote the use of the regional and global contact lists for State

DOT Equipment Fleet Managers– Action: Use Regional Partnership meetings and the website to notify

Equipment Fleet Managers of their availability and to solicit updates

Goal 5: Maintain and Support Equipment Management Research

• Objective 1: Facilitate the development of Research Problem Statements– Task: Develop research problem statements under the

guidance of NCHRP Project 20-7-Task 309: Challenges and Opportunities: A Strategic Plan for Equipment Management Research (Research Roadmap). The research statement topics will be selected for development from the originally established priority list and from new topics later established during the following EMTSP National meetings

– Action: The EMTSP Oversight Panel will assign a partnership member(s) the task of writing the selected research problem statement

Goal 5: Maintain and Support Equipment Management Research

• Objective 2: Seek and secure agency support

– Task: Identify each state DOT representative on the Research Advisory Committee (RAC) and those states having a member on the Standing Committee on Research (SCOR)

– Action: Encourage state DOT regional members to contact their RAC and SCOR members and promote the need for equipment management research and discuss the importance of the submitted problem statement under consideration

Goal 6: Promote and Support Professional Development

Opportunities for Equipment Managers

• Objective 1: At National and Regional Conference provide educational opportunities appropriate for state DOT fleet administrators, managers and shop supervisors– Task: Utilize existing DOT, academic, non-profit fleet management

organizations, fleet consultants, and vendors to provide educational information

– Action: Identify and solicit presentations for the conference sessions

• Objective 2: Develop Web-based Training Modules– Task: Coordinate with and obtain the concurrence of the EMTSP

Educational Committee to develop the remaining training modules – Action: Finalize development of the first two training modules for

submission to the TC3

Goal 6: Promote and Support Professional Development

Opportunities for Equipment Managers

• Objective 3: Explore opportunities for developing a model AASHTO EMTSP Certification or Certificate program appropriate for state DOT equipment managers– Task: Identify different certification / certificate

alternatives, prerequisites and long-term program management requirements

– Action: Review existing equipment management certification programs (e.g.NAFA, AEMP, APWA).

– Task: Strengthen existing descriptive proposal and resolution for possible submittal to AASHTO.

Goal 7: Monitor and Disseminate Information Regarding New and

Proposed Regulatory Changes that Have Potential Impact upon Highway

Equipment Fleets • Objective 1: Utilize the equipment industry to

identify national regulatory changes and communicate to the equipment management professionals.– Task: Use annual presentations by regulatory agencies

and industry representatives– Action: Contact equipment industry representatives to

discuss any regulatory change that affects State DOT equipment fleets

Goal 8: Develop and Promote Common Fleet Performance Measures for DOT Equipment Fleet Management• Objective 1: With the leadership of the Michigan

DOT Fleet Office, continue to encourage each State fleet manager to implement their agency’s Performance Measures and share the results for publication on the EMTSP website– Task: Maintain and promote participation and the

process to share the Performance Measures from each state’s fleet

– Action: Post each state’s performance measurements on the EMTSP website

– Action: Promote the importance of having each state report on their respective performance measures to increase the number of states presently reporting

State DOT Equipment Management

Based on Dr. Mike Vorster’s publications

Program Management

Asset Management

Asset Management Functions

• Equipment Acquisition

– Requirements definition

– Alternative provision methods analysis

– Specifications development

– Equipment selection

– Upfitting

– Commercial equipment rental

• Equipment Disposal Management

– Equipment decommissioning

– Used equipment remarketing

Based NCHRP Project 20-7/Task 309 by Mr. Paul T. Lauria

Asset Management Functions (continued)

• Equipment Operation Management– Driver/operator training

• Equipment Utilization Management– Establishment of

utilization guidelines and benchmarks

– Utilization data capture

– Identification and investigation of utilization exceptions

– Driver/operator training

– Equipment misuse/abuse/collision Management

– Equipment pool establishment, sizing, and composition

Asset Management Functions (continued)

• In-House Equipment Maintenance and Repair Management

– PM program development

– Maintenance technician supervision

– Warranty management

– Parts procurement and supply

• Outsourced Maintenance and Repair Services Management

– Outsourcing feasibility determination

– Service authorization and quality control

Asset Management Functions (continued)

• Equipment Fueling Management

– Bulk fuel purchasing and inventory management

– Bulk fuel facility transaction management

– Commercial fuel transaction management

• Equipment Replacement Management

– Replacement cycle guideline development

– Fleet replacement planning

– Replacement earmarking and budgeting

Program Management Functions

• Information Management

– Data capture

– Software acquisition and use

– Performance measurement and reporting

– Ad hoc management analysis

• Fleet Financial Management

– Budgeting

– Cost of service analysis

– Cost charge-back rate development

– Cost distribution (billing)

– Cash/fund management

– Asset acquisition financing

Based NCHRP Project 20-7/Task 309 by Mr. Paul T. Lauria

Program Management Functions (continued)

• Human Resources Management– Organization structure

definition– Employee recruitment– Employee classification

and compensation– Employee training and

professional development– Employee performance

management

• Fleet Management Infrastructure Management– Facility location

management– Facility design and

construction– Facility safety management– Transaction-based

communication– Customer satisfaction

measurement– Ongoing customer

relationship management

Program Management Functions (continued)

• Fleet Management Program Business Planning

– Plan development and dissemination

– Annual report development