MDOT’ Maintenance Management System

1. MDOT’ Maintenance Management System Southeast Regional Maintenance Conference Biloxi MS Ken Hauser - MDOT

2. AMMO Accountability in MDOT Maintenance Operations

3. AMMO for … • …improved work reporting • …improved quality assurance • …improved planning and budgeting • …to make informed decisions about maintenance “needs”

4. The Beginning April 2006 hired support consultant Dye Management Group to begin designing MDOT’s maintenance management and maintenance quality assurance program

5. Updated SOP’s • Reviewed work activity guidelines • Added a few sub Activities to better define actual production units • Example: Drainage Structure Repair (Mhr) • Side Drains (LF) • Cross Drains (LF) • Inlets (Each) • Paved ditches (SY) • Reviewed ADP and crew sizes using 5 year historical averages

6. Implemented QA Program • Condition assessments. Need to know your current conditions • Yearly Inspections • Import Pavement Conditions – from MDOT Research Division on 100% of the network • Import Bridge Conditions – from MDOT Bridge Division on 100% of the network • Inspect Roadsides – Maint personnel inspect 0.1 mile random sample sites (2400)

7. Developed Level of Service (LOS) approach • LOS measures for each element define what is an “A”, “B”, “C”, “D”, “F” • Report cards grade Districts on 55 maintenance elements such as potholes, rutting, shoulders, signs, cross drains, etc. • Define LOS Targets for each element • Ultimately create a LOS Budget (Needs Based Budget)

10. Wrote RFP for Software Vendor • Developed technical requirements • Developed functional requirements • Defined Interface and conversion requirements • Developed scoring method

11. Advertised RFP Aug 2007 • Mandatory pre-bid meeting with prospective Vendors • Received 5 Proposals • Selected CitiTech Management Software with Jacobs Engineering as integrator • Retained Dye Management as integration support consultant

12. Kick-off January 2008 • Jacobs/CitiTech delivers Project Plan • Software installed on MDOT Server • Configured software to match RFP requirements • Initial Data Conversion: • Inventories in legacy systems • Employees/Equipment/Materials from FMS • Began working on Interfaces

13. Integration • Configuration review December 2008 • Gap analysis • Final software configuration, interface design, and enhancements • System Acceptance testing began July 2009 and ended December 2009 • Software configuration Accepted

14. Pilot Program • January 2010 • Pilot Acceptance Plan • Data Conversion for Pilot • Train the Pilot Users • Pilot • District 1 was pilot • Initially planned for 30 day pilot • Extended to 60 days (Feb & Mar)

15. Pilot Acceptance • Pilot successful March 30, 2010 • Reviewed lessons learned, made a few changes • Installation on Production Servers • Final Data Conversion • Ready for End User Training May 2010

16. Train the Trainer • Train the Trainer in May 2010 • Train the Trainer basic (1 week) • Train the Trainer advanced (1 week) • Administrator Training (1 week) • Train the trainer enables the District Office to train their own folks. Central Office staff present at all training sessions for support and questions.

17. End User Training • June 14 thru August 27 trained all six MDOT Districts • As each District completed their training they went live with the software. • September 1, 2010 were live statewide. • Currently MDOT has over 700 named users in AMMO

18. What Does AMMO do?

19. The Maintenance Cycle

20. Planning & Budgeting • Work Plans are generated using current inspection data • Prior to AMMO we would plan based on “what we did last year” • Now AMMO allows us to plan based on our needs

21. Planning & Budgeting Level of Service (LOS) Analysis Requirements 1. Inventory 2. LOS Setup Factors 3. Inspections 4. Work Reports

22. Planning & Budgeting LOS Analysis does the following: 1. Converts work reports ‘last years work’ on the maintenance element into LOS units, using appropriate allocations and conversions. 2. Computes the difference between Current LOS and Target LOS. 3. Adds these two results to get the required new annual work quantity, in LOS units.

23. Planning & Budgeting LOS Analysis (cont.) : 4. Distributes the LOS work units to the appropriate activities. 5. Converts the LOS work units to the activity work units. 6. Computes the annual number of crew days for each activity that are required to perform the work. 7. Computes the resource costs for the required work. 8. Allows creation of a formal activity work plan and budget.

24. Planning & Budgeting Example : Guardrail • Inventory = 10,000 LF • Work Reported (activity 551) = 1,000 LF • Current LOS grade = C • Target LOS Grade = B

25. Planning & Budgeting LOS Analysis • Current Work Qty = Reported Work Qty / Inventory Qty* 100% 1,000 / 10,000 = 10 % • Work Qty Changes = Target LOS – Current LOS 12% - 8% = 4% • Total Adjusted Work Qty = Current Work Qty + Work Qty Changes 10% + 4% = 14%

26. Planning & Budgeting LOS Analysis • Work Qty = LOS Work Qtyx Inventory Qty 0.14 x 10,000 = 1,400 Lin Ft • Annual Crew Days = Work Qty / ADP 1,400 Lin Ft / 50 Lin Ft Per Day = 28 Crew Days • Costs are determined as follows: • Labor Cost = Crew Days x Crew Size x Hours Per Day x Labor Hourly Rate • Equipment Cost = Crew Days x Hours Per Day x Equipment Hourly Rate • Material Cost = Crew Days x Qty per Crew Day x Materials Unit Cost

27. Planning & Budgeting • LOS Analysis results in a Needs Based Budget • Requested Budget has justification… this is what we need to maintain a quality level of service • Reveals outcome from not receiving requested budget….this is what you get for the money

29. Scheduling • Area Maintenance HQ retrieves work plan for his area and creates a Work Order • Work orders show up on work scheduling calendar • Many features like drag and drop, unscheduled work orders, and printing the schedule

31. Work Orders • Work orders not only come from the Work Plan • Citizen Requests • Supervisor monthly inspections • Management directives • The list goes on….

32. Work Orders • Features • One button scheduler allows you to pick all your labor equipment and material needs from one command • Kits and crews can be created and inserted into a work order • Email a work order • Add photos • Customize with UDF’s • Specialized work order Templates

37. Program Execution • From work orders you create work reports to document what you actually did. • You can create a work report three ways • From scratch • From a work order • Duplicate existing work report

41. Program Execution • Financial Management System (FMS) is system of record for all financial transactions • AMMO and FMS are interfaced • From FMS to AMMO • Employee information • Equipment information • Warehouse Materials • From AMMO to FMS • Labor hours • Equipment usage (Miles or Hours)

42. Program Execution • Enter Daily Work reports in AMMO • Timesheet day • Import AMMO Labor into FMS • Import AMMO Eq use into FMS • Post timesheet and equip Use in FMS

43. Program Execution • Remote Usage • Can download work orders to a handheld PDA • PDA captures field work including GPS • Upload completed work reports to the desktop • Now we have county, route, and GPS for work reports

44. Program Execution • Remote usage • Disconnected Laptops. Download entire modules in AMMO for use in the field. • Used for condition inspections • Download the data collection form, enter condition data in the field, and upload the completed forms every evening to the server. • Specialized inventories • Download roadway feature you want to inventory, ability to located existing records using GPS, add photos, update or add new records, upload every evening to the server.

45. Program Execution • Templates • Work order, work report and Asset windows can be modified into a Template • Assign specific activities • Limit to specific groups (HQ) • Lock fields to a default value • Color code fields for entry

49. Program Execution • Work Order and Work Report Templates for every HQ • Limits access of Supervisors • limits available assets (roads, bridges, buildings) can remove filter if needed. • District Managers can view all Templates in their District • Administrators can see all statewide

50. Program execution • Work Orders Template - Bridges • Bridge Inspection crews enter repairs directly into AMMO as a work order • Maintenance Engineer assigns the work to the appropriate maintenance crew. • Supervisor pulls up the bridge work order, reviews information, photos, adds resources and schedules the work. • Reference the work order on the work report and close the work order.