Asset ManagementAsset Management

A CITY PERSPECTIVEA CITY PERSPECTIVEA CITY PERSPECTIVETempe, Arizona 2008

A CITY PERSPECTIVETempe, Arizona 2008p ,p ,

Alan Domsky

A i t t i i th h ti i TA semi-entertaining romp through time in Tempe

ATSSAATSSA

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Sign Maintenance & Management WorkshopSign Maintenance & Management Workshop

Preface• Reflect on our experience with asset data management• Began in 1997 – over 10 years agoBegan in 1997 over 10 years ago• Personnel changes (promotions, attrition & retirement)• 2 major proprietary asset management / GIS programs• Contracted out the data collection of all existing signs,

signals and city owned street lights• Not here to endorse any productsy p

ATSSAATSSASign Maintenance & Management WorkshopSign Maintenance & Management Workshop

•Not here to WOW you with a success storyNot here to WOW you with a success story

Purpose for the “Perspectives” SessionPurpose for the “Perspectives” Sessionp pp p

• Point attention to min retro compliance dates including:dates including:

• Assess the signs on their roads & develop a replacement plan within four years of the final ruling (by January 2012)p y g ( y y )

• Replace non-compliant warning and regulatory signs within seven years of the final ruling.

• Replace non-compliant guidance and street name signs within ten years of the final ruling

Purpose for the “Perspectives” SessionPurpose for the “Perspectives” Sessionp pp p

• Compare notes with other’s successes or lack thereof• Give insight to those getting started or planning to

M ti t th h i ht b “ itti th f ”• Motivate those who might be “sitting on the fence”

Historical TimelineHistorical Timeline

65M65MBC

Mass extinction event

Historical TimelineHistorical Timeline65M BC

65M BC – 1850 Population 0-250

65M BC

Another meteor

Arizona turns into a tourist destination

and a bunch of erosion later

Historical TimelineHistorical Timeline65M BC

65M BC – 1850 Population 0-250

65M BC

1871 – 1931 Population 800 - 2,500

1871Hayden’s Ferry

1911TR speaks at Tempe Normal School

1931

Evolution of a suburban cityEvolution of a suburban city

1931Mill Ave Bridge links Phoenix with Tempe

yy

Historical TimelineHistorical Timeline65M BC

65M BC – 1850 Population 0-250

65M BC

1871 – 1931 Population 800 - 2,500

1958Arizona State College becomes ASU

1958 – 1996 Population 25,000 – 140,000

1988NFL Cardinals call Tempe home

(ouch!)

1971First Fiesta Bowl 1996

Tempe hosts it’s first & last Super Bowl

Growing around a major universityGrowing around a major university

Recent TimelineRecent Timeline65M BC

Scottsdale

65M BC – 1850 Population 0-250

65M BC

1871 – 1931 Population 800 - 2,500

1997 – 2000 Population 140,000 – 150,000

1958 – 1996 Population 25,000 – 140,000

MesaPhoenix

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• Tempe grows out to it’s borders & becomes landlockedN d f t bilit f T ffi d R d Li hti t id t

Chandler

• Need for accountability of Traffic and Roadway Lighting assets evident• Search for a viable asset management software begins• CarteGraph 3.0 is selected for it’s robust set of features and it is already

in use by the City of Mesa providing dual technical support

Recent TimelineRecent Timeline65M BC

65M BC - 1850

65 C

1871 – 1931 Population 800 - 2,500

1997 – 2000 Population 140,000 – 150,000

1958 – 1996 Population 25,000 – 140,000

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• Tempe grows out to it’s borders & becomes landlockedN d f t bilit f T ffi d R d Li hti t id t• Need for accountability of Traffic and Roadway Lighting assets evident

• Search for a viable asset management software begins• CarteGraph is selected for features, use by Mesa and technical support• Search for contracted asset collection given to TRA for $40K pilot

program

Recent TimelineRecent Timeline65M BC

65M BC – 1850 Population 0-250

65 C

1871 – 1931 Population 800 - 2,500

1997 – 2000 Population 140,000 – 150,000

1958 – 1996 Population 25,000 – 140,000

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• Training & implementation of CarteGraph begins

2000 – 2003 Population 150,000 – 160,000

• Training & implementation of CarteGraph begins• CarteGraph opens a local tech support office • Valley user group of 5 agencies forms• College intern hired for data entry and program setup• College intern hired for data entry and program setup• Tempe’s Sign library is developed for CarteGraph & reference books produced • 10 month TRA collection contract completed in 26 months• Network instabilities in CarteGraph begin to show local support office closes• Network instabilities in CarteGraph begin to show, local support office closes

Recent TimelineRecent Timeline65M BC

65M BC – 1850 Population 0-250

65 C

1871 – 1931 Population 800 - 2,500

1997 – 2000 Population 140,000 – 150,000

1958 – 1996 Population 25,000 – 140,000

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• Migration of CarteGraph 3 5

2000 – 2003 Population 150,000 – 160,000

• Migration of CarteGraph 3.5 to 4.0 BLOWS UP, all data structures are corrupted taking our college intern over 8 months to rebuild

Recent TimelineRecent Timeline65M BC

65M BC – 1850 Population 0-250

1871 – 1931 Population 800 - 2,500

1997 – 2000 Population 140,000 – 150,000

1958 – 1996 Population 25,000 – 140,000

• CarteGraph 5.0 released – 16 bit Windows friendly, customizable, robust and pricey $$• Tempe begins to develop a citywide interdepartmental/public Enterprise Geo-Info System

2000 – 2003 Population 150,000 – 160,000

p g p y p p p y• Water Dept has used Hansen for 5 yrs their own asset mgt system with city staff support

2004 – Present Population 160,000 – 175,000

Recent TimelineRecent Timeline65M BC

65M BC – 1850 Population 0-250

1871 – 1931 Population 800 - 2,500

1997 – 2000 Population 140,000 – 150,000

1958 – 1996 Population 25,000 – 140,000

• CarteGraph 5.0 released – 16 bit Windows friendly, customizable, robust and pricey $$• Tempe begins to develop a citywide interdepartmental/public Enterprise Geo-Info System

2000 – 2003 Population 150,000 – 160,000

p g p y p p p y• Water Dept has used Hansen for 5 yrs their own asset mgt system with city staff support • A comparative study of CarteGraph 5.0 and the Hansen System favors Hansen

2004 - Present Population 160,000 – 175,000

Recent TimelineRecent Timeline65M BC 1850

65M BC

65M BC – 1850 Population 0-250

1871 – 1931 Population 800 - 2,500

1958 – 1996 Population 25 000 140 000

1997 – 2000 Population 140,000 – 150,000

1958 – 1996 Population 25,000 – 140,000

2000 2003 Population 150 000 160 0002000 – 2003 Population 150,000 – 160,000

• A new intern starts integration of ArcView with Hansen as the graphic mapping interface• Intern updates all new work order assets into database done since 1998 not in TRA data• Global migration of TRA data from CarteGraph to Hansen completedg p p• Sign & light GPS data checked for accuracy in ArcView and cleaned up – mostly good• New Traffic Operations Superintendent puts together new team to integrate field ops.• Barcode/Asset ID tags now being placed on new & maintained signs, laptops are

f ll ifollowing

2004 - Present Population 160,000 – 175,000

Recent TimelineRecent Timeline65M BC

65M BC – 1850 Population 0-250

1871 – 1931 Population 800 - 2,500

1958 1996

1997 – 2000 Population 140,000 – 150,000

1958 – 1996 Population 25,000 – 140,000

2000 – 2003 Population 150,000 – 160,000

• Light Rail Transit to begin service between west Mesa, ASU & Downtown Phoenix December 27 200827, 2008

2004 - Present Population 160,000 – 175,000

Technology Road TripTechnology Road Trip“An exciting journey where anything can happen”

Some considerations:• 10+ years is not an ideal to strive towards

An exciting journey where anything can happen

• Average functional lifespan of digital hardware / software is 3-5 years• Select products that have a “future proof” potential• Select products that have tech support from the manufacturer andSelect products that have tech support from the manufacturer and

your agency• Network needs: More than one user? Everything has to work there.• Server needs: Lotsa signs = lotsa data = lotsa bits• Server needs: Lotsa signs = lotsa data = lotsa bits • Graphic interface software and internal mapping support is desirable

ENIAC c.1953 Houston Mission Control

Technology Road TripTOOLS

Technology Road TripTOOLS

Tools GAINED & Tools LOST:• GAINED - Hansen & internal support

TOOLSTOOLS

• LOST - CarteGraph & a lot of man hours invested• GAINED – ArcView for CarteGraph still in use & integrated with Hansen• LOST – 2 GPS backpack antenna / receiver units $$ and now obsoleteLOST 2 GPS backpack antenna / receiver units $$ and now obsolete• GAINED – Panasonic Tough Book & will deploy 2 other standard

laptops already owned – full Windows OS and Hansen installed• LOST 2 obsolete hand held Windows CE mobile computers• LOST – 2 obsolete hand held Windows CE mobile computers • GAINED – Barcode reader (converted from serial input to USB)

The Biggest ToolThe Biggest ToolTHE TEAMTHE TEAM

You can’t dive into it alone!PRIMARY Players:

THE TEAMTHE TEAM

PRIMARY Players:• Team Leader keeps everyone on track and in

communication• Field Crews trained to collect or provide asset install details• Office Personnel trained to

– process work order data– Issue and process trouble calls

i t ith fi ld– communicate with field crews– data entry and mapping integration

• IT Technicians for computer hardware & software support

The Biggest ToolThe Biggest ToolTHE TEAMTHE TEAMTHE TEAMTHE TEAM

CONSIDER also:Business Analyst• Business Analyst

– Determine and manage budget– Research hardware & software products– Work with IT to evaluate limitations and product viability– Work with IT to evaluate limitations and product viability– Keep Office, IT, Mapping and Enterprise aspirations in

lock step– Research available grants

• GET EVERYONE WORKING TOGETHER

With whom are we to do all this?With whom are we to do all this?Personnel staffing and other HR woes “It’s a dance”

• Is your operation already lean & mean?

Personnel, staffing and other HR woes – It s a dance

y p y• Do you have the talent but not the time?• Approach will depend on your agency size,

complexity & urban densitycomplexity & urban density

With whom are we to do all this?With whom are we to do all this?Personnel staffing and other HR woes “It’s a dance”

CONSIDERATIONS• It’s less overwhelming than you think

Personnel, staffing and other HR woes – It s a dance

• It s less overwhelming than you think• This requirement has a high degree of importance• A temporary reorganization might be necessary• The more “baby steps” taken the less daunting it becomes• Human Resource options:

– External contracts for the labor intensive tasks– Internal temporary contract positions– College & High School internships– Internal or interdepartmental cross-training assignments

What did we do right?What did we do right?

C t t d ll ti f t

ggSUCCESSESSUCCESSES

• Contracted collection of assets – The BIG job – the most labor intensive– No drain on existing personnel– Data was able to migrate from CarteGraph to Hansen

• ArcView integration with Hansen– A graphic interface is a powerful tool and is used daily– Find assets visually on a map and pull up information & history– Select a group of assets visually and print a variety of reports

• Sign library books for office & field reference (bar coded)• Asset ID Labels

– Polyester with a UV overlaminate 10-12yr complianty y p– Split mini duplicate for attachment to work order or street name sign– Bar coded for automation into form fields (keyboard wedge)

What did we do right?What did we do right?

• Contracted collection of assets

ggSUCCESSESSUCCESSES

Contracted collection of assets – The BIG job – the most labor intensive– No drain on existing personnelNo drain on existing personnel– Data was migratable from CarteGraph to Hansen

• ArcView integration with HansenA graphic interface is a powerful tool used daily– A graphic interface is a powerful tool used daily

– Find an asset visually on a m and pull up information & history– Select a group of assets visually and print a variety of reports

• Sign library books for office & field reference (bar coded)• Sign library books for office & field reference (bar coded)• Asset ID Labels

– Polyester with a UV overlaminate 10-12yr compliant SUCCESSESS li i i d li f h k d i– Split mini duplicate for attachment to work order or street name sign

– Bar coded for automation into form fields (keyboard wedge)

What did we do right?What did we do right?

OUR BIGGEST SUCESSOUR BIGGEST SUCESSOUR BIGGEST SUCESSOUR BIGGEST SUCESS

• We have put what we do have to work– It’s not perfect

There are deficiencies– There are deficiencies– We still have much to do, but……..

• Our database is being populated daily with call & maintenance g yrecords

– We will seek improvements & upgrade paths as they become available – Further development will happen as time, technology and budget allows

Our Replacement Method of MadnessOur Replacement Method of Madness

PM “Programmed Maintenance”gaka

Scheduled Replacement MethodScheduled Replacement Method

• Tempe is divided into 72 each ½ X 1 mile quarter sections• All signs are replaced when servicing a section• We have been using this method 30+ years on a 7 year cycle• This time around all signs are being entered into the databaseThis time around all signs are being entered into the database

with a history, details and asset ID tags• Prismatic sheeting will now increase the PM cycle to 10+ yrs.

Advantage 2008Advantage 2008• GPS: receivers are smaller, better & a less costly at all levels of accuracy• SATELLITES: more of them and no need to pay for differential correction• STORAGE: faster cheaper servers hold zilloins more bits in much smaller boxesSTORAGE: faster cheaper servers hold zilloins more bits in much smaller boxes• SOFTWARE: more product options, more robust, more intuitive, more

customizable and most importantly – MORE STABLE• INTEGRATION: mapping, mobile & ancillary programs that actually work togetherpp g, y p g y g• WORKFORCE: is more computer literate and techno-savvy (field & office)• WINDOWS & PC’s: are a little less freaky

Advantage 2008Advantage 2008

• CONTRACT IT OUT ! A host outsourceable sign management services are now availablesign management services are now available to assist you in helping to plan your overall approach to budgetary and manpower woes.

3M RMS Si C d & th– 3M RMS, SignCad & others offer a soup to nuts cafeteria style approach to data collection products & services including one or all of the f ll ifollowing:

• Management software• Mapping Integration• Asset collectionAsset collection• Collection hardware• Asset tags• Signs

I t ll ti• Installation

Putting it all TogetherPutting it all Together

• Get a clear vision of your immediate• Get a clear vision of your immediate needs

• Establish a clearer vision of where t t dyou want to end up

• Don’t get lost in the details• Don’t over reach – start with basicsDon t over reach start with basics• TAKE BABY STEPS!• Assemble your TEAM• Balance your priorities• Determine your technical talent levels

and training needsg

Putting it all TogetherPutting it all Together

• Make a reasonable time allocation assessments • Get yourself a Money Hound!y y• Budget needs and grant hunting might require time

vigilance and tenacity• Sometimes you can’t go it alone!• Sometimes you can t go it alone!

Putting it all TogetherPutting it all Together

• If you have started - share your successes, if not• GET STARTED!!!!!GET STARTED!!!!!• Don’t get stuck on the fence watching the sunset

Thanks for your unfailing attention and extreme good humor

Asset ManagementAsset ManagementAsset ManagementAsset Management

A CITY PERSPECTIVEA CITY PERSPECTIVE

Q & AQ & AQQAlan Domsky & Isaac Chavira