TxDOT s Approach to Asset Management for TMS assets

Transcription

1 TxDOT s Approach to Asset Management for TMS assets Brent Eastman, Program Manager Information Management Division (IMD) Enterprise Business Management August 3, 2016

2 Table of contents 1 Overview of the Problem How we Arrived at the Solution Progress of Pilot Effort Next Steps Lessons Learned November

3 Overview of Problem Where we were in 2016 TxDOT is a decentralized organization, with most TMS assets managed at the district level. In 2016, only 1 of our 25 districts had an asset management system. Most used variety of ad hoc methods. Most common was spreadsheets. Most districts identified this as a major need, but buying asset management software was not feasible for most districts. Our IMD maintained multiple other asset management systems for other divisions, districts, and asset types. 11 November

4 Challenges and Problems of Ad Hoc approach Incomplete records of inventory Particularly difficult to track equipment that was moved or replaced Ad hoc systems were cumbersome to maintain and not very accurate. Most districts didn t have a good system for tracking work orders Hard to prioritize repairs, or use historical data to identify recurring problems with particular equipment Extra time spent troubleshooting problems when process not documented Difficult to manage handoffs between TxDOT and contractors performing maintenance No data to support budget requests for maintenance Difficult to plan and budget for end of life replacements 11 November

5 Overview of Decision Process late 2016 Consultant interviewed districts and TRF to gather and document requirements Prioritized requirements: must have, nice to have, ideal state. Consultant reviewed six different asset management systems already in use in TxDOT: Bentley, Agile Assets, Peoplesoft, Service Now, and Asset Works, and Houston s TAMS system. We also looked at doing an external procurement for a new system Compared the functionality of the systems to the requirements 11 November

6 Why we chose Service Now SN met all the critical requirements, most of the nice to haves, more than any other system SN has good ticketing systems, particularly important for managing maintenance on a huge number of assets. Since we already own the system, it could be rolled out rapidly without a major procurement SN is the system IMD uses to manage our IT assets so offered the opportunity to unify all TxDOT s pingable assets under one system. Agreed to begin with a pilot or prototype project in Ft. Worth in February November

7 Progress on Asset Management prototype since February Define the Critical attributes we need to collect Serial #, location, manufacturer, make, and model Loaded Asset data Uploaded FTW asset data using excel templates. Templates generated from Lonestar exports, existing spreadsheets, and manual effort. 11 November

8 Progress on Asset Management prototype - Continued Initiated Field Services Implementation at FTW We needed to buy a new licenses for the Field Services module in Service Now to have a full scale ticketing system. That created several months of delays. Conducted workshops to capture detailed requirements for the ticketing system. Process Development Develop processes for asset data capture and update Fill in missing data as you touch the asset, rather than massive field data collection effort. Ticketing process can solve other problems, like tracking phone logs. 11 November

9 Next Steps Expect to finish the FTW Prototype in Spring 2018 Refining configurations of the system and process with input from FTW, other districts, and TRF. Developing standard processes, not FTW-specific solutions to facilitate rapid rollout and standardization. Planning for Statewide Rollout to begin Spring 2018 Shared templates with other Districts to begin preparatory work Lessons learned during FTW Prototype will speed rollout. Integrations with other systems Network Management - Lonestar Fiber management Our data architecture Asset Management can become source of performance metrics 11 November

10 Big Picture Integration with Network Management and Lonestar Technology platform will be an end to end solution where Districts can identify, monitor, and understand the health of the entire traffic management system and all TMS assets for better operations Traffic assets supported by technical solutions Switches Network Fiber CCTV On-road assets Dynamic Messaging Sign Firewall Routers Traffic Signals Roadside Detectors Technical Solutions Network Monitor/ Management Asset Management Lonestar Find and troubleshoot Repair, replace, or upgrade Operate in real-time Long term goal is to integrate functionality from all three solutions Asset Management deliverable vf.pptx 11 November

11 Lessons Learned Partnership between IT and business units is critical for success. 1 Customer commitment critical to success (kudos to the FTW team!) Constant communication and listening to the customer Communicate frequently with all your stakeholders Think strategically of where you want to be as an enterprise. 2 Standardization reduces maintenance cost and enables for efficient data sharing. Constant balancing act between standardization and customization for customer need Think through which other systems AM will need to integrate with 11 November

12 Lessons Learned - Continued 3 Is more work than you think and you may not see immediate value from your investment. Data integrity and availability is largest obstacle Plan for staff time for data cleanup Auto-discovery can be useful but does not eliminate manual efforts Must have a system robust enough to begin with incomplete data and build from there. 4 Good process is just as important or more than good software 5 Software not a one-time decision Most systems have multiple licenses We didn t realize up front we needed the Field Services Module we didn t have 6 Iterative approach start small, learn from mistakes and build on progress. 11 November