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Mn/DOT Statewide Signing Performance Measures

Mn/DOT Statewide Signing Performance Measures. 2009 Annual Report April 29, 2010 . Federal Compliance Dates. 2. 2. Policy Replace signs near end of useful life Measure Percent of signs replaced annually Percent of signs over 12 years old Target Signs have a 12-year life cycle

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Mn/DOT Statewide Signing Performance Measures

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  1. Mn/DOT StatewideSigning Performance Measures 2009 Annual ReportApril 29, 2010

  2. Federal Compliance Dates 2 2

  3. Policy Replace signs near end of useful life Measure Percent of signs replaced annually Percent of signs over 12 years old Target Signs have a 12-year life cycle Replace 8 percent annually 3

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  6. 2007 – 2009 Replacement by District % of Total Replaced (12-Year Cycle) 6

  7. Maintenance Performance Q2: I want to know HOW WELL you think MN/DOT is doing in each area. Use any number from 1 to 10; a ‘10’ means they are doing an ‘Extremely good’ job in this area, and ‘1’ means they are doing an ‘Extremely poor’ job in this area. A score of ‘5’ means they are doing an average job in this area. 7 7

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  10. 2009 State Sign Shop Totals by District (in thousands of dollars) $500 $400 $300 $200 $100 $- D1 D2 D3 D4 Metro D6 D7 D8 10

  11. Analysis All road agencies facing similar issues with retroreflectivity requirements deadline. • Gap between target and what can be accomplished within budget and staff continues to grow. Cost to maintain signing asset will continue to rise (material and labor costs) • Implementing sign management system and sheeting materials with longer life (15+ years) means we will need to reevaluate measure in coming years • Need dedicated, focused, resources for completion of statewide inventory. Need to verify existing data and fully integrate system into business practices. 11 11

  12. Business Objectives • Program Delivery • Project Scoping • Project Delivery • Requirement Changes • Traffic, Maintenance & Operations • Data Accessibility • Scheduled Replacement/Department Measures • Requests and Tort Claims • Asset Management • Budget • Performance • Best Practice 12 12

  13. OTST SIM Goals & Status Asset Management Global View - Continue to ensure that SIM data collection will fit with the overall, long range vision for MN/DOT asset management. Streamline Data Collection- Working with COIT, Districts and Vendor to determine SignTRACK collection issues, including GPS data collection, and develop solutions. Training – Continue to provide ongoing training to the SIM users as software, hardware and processes are updated. Identify GIS and Mapping Needs - Working with COIT, Districts and Vendor to determine these needs and develop solutions. Software Upgrades - Working with vendor on software upgrades to further inventory and management needs. Vendor is also working on converting SignTRACK to a Web based application. Export/Import Data – Into Excel, Arcview and Microstation. Excel and Arcview can update limited data fields and import changes back into database. Update SIM Website – Provide a central location for SIM information that is available to all users and stakeholders. Develop Crystal Reports – Provide access to inventory data to all stakeholders in a format that is clear and useful for business practices. Update User Documentation – Provide up to date Include detailed documentation for Sign Library coding guidelines. Work with Districts to clean up the library and maintain consistency statewide. 13 13

  14. District SIM Goals & Status District Business Process – Implement the District Business process. Maintain up to date SIM Organization chart. Sign Inventory – Continue to work towards 100% sign inventory and keep the Inventory updated. Task System – Ensure that the task system is incorporated into daily business to maintain proper history of the signs on the roadways. Proper documentation will help to identify trends and develop best business practices. SIM User Group – Continue to meet with district SIM users to discuss issues and needs for sign inventory and meeting targets. Sign Library – Ensure that proper coding and sign designs are entered into SignTRACK for field inventory records. 14 14

  15. 2010 • Metro District contractor will complete Phase 1 by end of Spring • 7 out of 8 Districts are using the sign inventory database • Upgraded software and several enhancements due in the Spring • *86 % of the estimated signs in the database MN/DOT SIM Status 2008 • 6 out of 8 Districts had begun entering data into sign inventory database • 4 out of 8 Districts had received database training • *44% of the estimated signs in the database • Statewide SIM Administrator position was created and filled 2009 • *68% of the estimated signs in the database • Key Experts identified for each District • Metro District hired contractor to create inventory including GPS location in 3 Phases. • New version of database with several updates • Training provided for all Districts using program • 6 out of 8 Districts had draft/final Org & Business Process 15 15

  16. SignTRACK Inventory DataNumber of Sign Panels 16 16

  17. How did they do it? District 6 Hired 4 seasonal workers for the summer – Worked full time on data collection and verification One of the workers continued through the winter Collected and verified over 27,000 records District 2 Filled a mobility position from Maintenance and hired 1 temporary employee for the summer – Worked full time on data collection and verification Collected and verified over 17,000 records 17

  18. SignTRACK Inventory DataAge of Sign Panels 18

  19. Why should we verify the data? D8 estimates that it has approx. 6300 signs that are older than 12 years. The replacement cost of these signs is $2,116,800 SignTRACK data indicates 13,300 signs older than 12 years. The replacement cost of these signs is $4,468,800 How much should we budget for replacement? 19

  20. Analysis • MN/DOT needs a valid, statewide inventory to meet our targets and comply with Federal mandates. • Dedicated resources are needed to ensure that inventory is complete and updated. • Manage the data to create best business practices and make the roadways safe for the public. 20 20

  21. Comments on results, issues and recommendations? 21 21

  22. Contact Information The name of this report is “2009 signing Performance Report” and it is located at: http://www.dot.state.mn.us/trafficeng/signing/manual.html Cassandra Isackson Assistant State Traffic Engineer (651) 234-7010 Cassandra.Isackson@state.mn.us Joani Nilan Sign Inventory & Mgmt. Administrator (651) 234-7384 or (952) 220-3996 Joani.Nilan@state.mn.us

  23. District Contacts 23

  24. District 6 Data Collection Challenges • Need Staff – field data collection, inventory data input & SignCAD design for Sign Library • Staff Time – initial data entry and SignCAD designing is time consuming • Recording & Coding - accuracy, verify data • Updating Records - repairs & replacements • System problems - compatibility issues and software upgrades Advantages • Short Learning Curve • Reports – wide variety • Safety – keeps you off the physical roadway • Signing Plans & Annual Maintenance Replacements – easy access to total signs, type, and age • Historical record 24

  25. District 2 Data Collection • Collection Status • D2A Bemidji • 100%  of current sign record data has been verified. • Remaining data to collect: GPS Ramps, 1 Rest Area, 25% of mainline • 85% of SignCAD designs have been entered into Sign Library • D2B Crookston • 100%  of current sign record data has been verified. • Remaining data to collect: GPS Ramps, 2 Rest Areas • 100% of SignCAD designs have been entered into Sign Library • Challenges • Maintaining SignTRACK inventory with existing staff is an issue. Daily inputs take time away from daily signing operations: repairs, work orders and replacement program. • Advantages • D2 Traffic uses SignTRACK data for program delivery sign replacement program. work orders. Sign Maintenance uses Task System in SignTRACK for work orders and daily maintenance.

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  28. # of Legacy Signs in Field Inventory Legacy signs are placeholders that are attached to Field Inventory records until the actual sign is added to the Sign Library. Once the sign is designed and added to the library the Field Inventory record would be updated. 28

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