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2 IDOT s Long Range Vision and Plan: Transforming Transportation for Tomorrow Performance Management background Tracking & Monitoring performance at IDOT Illinois response to MAP 21 Lessons Learned: Internal & External Challenges Next Steps

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4 The Long Range Plan includes an action plan establishing performance measures Using the Multi-Modal philosophy to develop performance system Work and coordinate with MPOs, Transit Authorities, FHWA, and other stakeholders to develop an efficient program

5 Maintain comprehensive management systems and performance measures for bridges, structures, highways, traffic congestion, public transportation, airports, safety, and intermodal connections. Implement reporting mechanism for sustainability performance measures for both internal operations and all IDOT transportation programs. Analyze baseline scorecard data and set sustainability performance measures for each program delivery phase. Design performance measures that address shortages and support future system sustainability. Establish safety performance measures and targets for all public roadways and develop methods and procedures for evaluation. Establish performance measures for Department initiatives that support NHS Intermodal connectors; develop multi-modal measures to monitor transportation system operation. Establish performance indicators to determine system response to department initiatives.

6 The Long Range Plan calls for greater accountability, cooperation with stakeholders, implementing sustainable policies, and human capital initiatives Establishing a performance management system that is multi-modal is a priority Working closely with the state s transportation stakeholders including the private sector to foster economic development

7 IDOT has always used performance measures for transportation planning(focused on highways) and is well positioned to implement this process Performance measures have been used internally for programming purposes now we are extending it across all modes Highways has a robust database with a number of measures The department has plenty of data in: safety, infrastructure condition, system reliability, and project delivery Work has to be done in: Congestion, Freight movement & economic vitality, Environmental Sustainability Focus on expanding these processes to other modes as well as developing a performance measure system that is compliant with MAP 21 recommendation

8 Public Accountability Report Internal Reporting The IL Comptroller s office publishes an annual public accountability report It includes inputs, outputs, outcomes, efficiency and costeffectiveness indicators IDOT reports on 6 different programs: aeronautics, highway construction, public transportation, rail, roadway maintenance, and traffic safety IDOT Division of Traffic Safety has a mature set of performance measures For pavements, IDOT utilizes the Condition Rating Survey from where a needs analysis is generated For Bridges the Bridge Analysis & Monitoring System (BAMS) is used On an annual basis IDOT publishes several statistics related to the accomplishments of the highway

9 1 st 2 nd 3 rd Formed an internal performance management working group that includes employees from all IDOT divisions Conducted an internal data analysis Presented the work plan and tentative timeline to transportation partners and stakeholders Reached out to all MPOs and Transportation Authorities to schedule individual meetings Conducted individual MPO meetings; asked MPOs to do a data assessment of the seven national goal areas and appoint 2 members to the statewide performance management work group Held first statewide performance management work group meeting

10 Phase 1 September 2012-January 2013 IDOT internal advisory group convened and a statewide technical advisory group was set up. Various divisions participated in the meeting and provided data related to the seven goal areas Phase 2 January-March 2013 IDOT staff met with all MPOs statewide to discuss the program and assess data availability at the regional level MPOs were asked to provide measures/targets they already have in place and appoint 2 members to the Performance Management Technical Advisory Group IDOT s first Technical Advisory Group meeting was held May 3, 2013 Current Phase Include all MPOs, FHWA, Transit authorities; discuss process of establishing targets and setting baseline for performance management in Illinois

11 DATA GAPS There are gaps in the process: there is inadequate data for others modes limited data in rail, transit and freight (TIGER has project specific data) MULTI-MODAL Aeronautics will not be included in the process; there are no set measures for waterway transportation A Multi-Modal Process A CULTURE CHALLENGE getting employees to think of performance management as a way of doing business LEADERSHIP Getting all directors and deputy directors to start leading the efforts to implement performance management

12 Changing the internal culture will be and is the biggest challenge Identifying data, where it s located and who is managing it Releasing the Long Range Plan at the same time created some confusion but it was worth it MAP 21 requirements for performance management could have been Capacity issues for some MPO s is a problem MAP-21 is a 2year bill so why should I do this??? Syndrome. Done this before and it went nowhere..

13 IDOT staff participated in all FHWA and AASHTO webinars Linked up performance management with the department s mission, work, and Long Range Plan Benchmarked other states best practices IDOT staff updated MPOs and transportation partners on MAP 21 requirements and changes Assessed what data the department has in order to make the process manageable and easy to sail in the future Held internal meetings with all divisions heads to prepare them for the changes and encourage them to participate in the process

14 MPO SIZE VARIATIONS MPOs are very different! IL has a very large MPO and many small ones. Pressure from some to run before we can walk CAPACITY Most MPOs don t have the staff and personnel to establish a performance management system Statewide Cooperation BALANCING ACT: How does the state DOT get all MPOs and transportation stakeholders on the same page? SETTING THE BASELINE IDOT is taking the lead in working with all the MPOs so they are aware of all federal requirements

15 Conduct quarterly meetings with the Statewide performance management work group Continue to collaborate with the FHWA as the final rulings on performance measures are established Establish a dashboard where information can be shared on IDOT s website and perfect the system

16 IDOT has excellent safety performance measures in the following areas: Total Fatalities Total Serious Injuries Unrestrained Passenger Vehicle Occupant Fatalities Alcohol-Impaired Driving Fatalities Speeding Related Fatalities Unhelmeted Motorcyclists who died in motor vehicle crashes Young drivers involved in fatal crashes Pedestrian Fatalities Safety Belt Usage Rate

17 1 2 4 Continue to work closely with all MPOs, FHWA etc Coordinate quarterly progress meetings with FHWA and other stakeholders as well as the technical advisory group Continue to fine tune the program as federal guidelines roll out 5 Implement transparent and accountable procedures

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