2009 Annual ReportApril 29, 2010

22

Federal Compliance Dates

2

Jan 22, 2012Identify and begin using method(s) to maintain minimum levels of retroreflectivity

Jan 22, 2015Replace regulatory, warning, and ground-mounted guide signs that do not meet minimum levels of retroreflectivity

Jan 22, 2018Replace street name and overhead guide signs that do not meet minimum levels of retroreflectivity

33

Policy Replace signs near end of useful

lifeMeasure

Percent of signs replaced annually

Percent of signs over 12 years old

Target

Signs have a 12-year life cycle

Replace 8 percent annually

44

55

66

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

777

Maintenance PerformanceQ2: 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.

88

99

1010

$-

$100

$200

$300

$400

$500

D1 D2 D3 D4 Metro D6 D7 D8

2009 State Sign Shop Totals by District(in thousands of dollars)

111111

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.

1212

Business Objectives

Asset ManagementBudgetPerformanceBest Practice

12

• Program Delivery– Project Scoping– Project Delivery– Requirement Changes

131313

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.

141414

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.

1515

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 databaseStatewide SIM Administrator position was created and filled

*68% of the estimated signs in the databaseKey Experts identified for each DistrictMetro 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 program6 out of 8 Districts had draft/final Org & Business Process

Metro District contractor will complete Phase 1 by end of Spring7 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

15

MN/DOT SIM Status

161616

SignTRACK Inventory DataNumber of Sign Panels

Estimated vs. Actual D1 D2 D3 D4 D6 D7 D8 METRO

District Estimated # of Sign Panels

34,317 43,000 55,050 40,000 48,000 48,094 28,995 100,000

# of Sign Panel Records in SignTRACK

31,192 31,679 35,646 44,776 41,331 45,808 30,641 6,103

% of District Estimated Sign Panels in SignTRACK

90.9% 73.7% 64.8% 111.9% 86.1% 95.2% 105.7% 6.1%

Change in # of Sign Panels in SignTRACK from 2008

727 17,005 8,240 922 27,030 8,004 355 6,103

1717

How did they do it?

District 6Hired 4 seasonal workers for the summer – Worked full time on data

collection and verificationOne of the workers continued through the winterCollected and verified over 27,000 records

District 2Filled 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

1818

SignTRACK Inventory DataAge of Sign Panels

2009 D1 D2 D3 D4 D6 D7 D8 METRO

District Estimated Panels ≥12 Years 3,333 8,962 12,155 9,984 3,544 3,368 6,299 N/A

SignTRACK Sign Panels ≥12 Years 19,086 9,397 N/A 13,132 10,162 19,613 13,308 N/A

Difference 15,753 435 N/A 3,148 6,618 16,245 7,009 N/A

                 

2008 D1 D2 D3 D4 D6 D7 D8 METRO

District Estimated Panels ≥12 Years 3,613 9,384 12,762 0 4,614 0 0 N/A

SignTRACK Panels ≥12 Years 19,022 5,385 N/A 13,052 4,199 8,966 11,787 N/A

Difference 15,409 -3,999 N/A 13,052 -415 8,966 11,787 N/A

1919

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?How much should we budget for replacement?

202020

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.

212121

Comments on results, issues and recommendations?

22

Contact Information

Cassandra IsacksonAssistant State Traffic Engineer

(651) 234-7010Cassandra.Isackson@state.mn.us

Joani NilanSign Inventory & Mgmt. Administrator

(651) 234-7384 or (952) 220-3996Joani.Nilan@state.mn.us

2323

District Contacts

Location Key Expert Business Contact

District 1 - Duluth Scott Collver Rob Ege/Jim Miles

District 2 - Bemidji Brady Thorson Michelle Rognerud

District 3 - St. Cloud Chad Stang Dan Anderson/Ron Bulthius

District 4 - Morris Bruce(Robert) Olson Dan Kuhn

District 6 - Rochester Steve Skree Jeff Vlaminck

District 7 - Mankato Tom Brooks Ken Wenkel

District 8 - Marshall Dick Persoon Jim Stoutland

Metro District Trisha Nelson Sheila Johnson

2424

District 6 Data CollectionChallenges

• 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

25

District 2 Data Collection

Collection StatusD2A Bemidji100%  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

ChallengesMaintaining SignTRACK inventory with existing staff is an issue. Daily inputs take time away from daily signing operations: repairs, work orders and replacement program.

AdvantagesD2 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.

2626

2727

Using Task System

Regularly

Using Task System but NOT

Regularly

Not Using Task System

June-Sept. Jan - Dec Jan/Feb Jan/Feb

2008 2009 2009 2010

District # of Tasks # of Tasks District # of Tasks # of Tasks

1A 11 160 1A 5 48

1B 33 359 1B 6 87

District 1 44 519 District 1 11 135

2A 659 8 2A 0 30

2B 15,110 142 2B 0 39

District 2 15,769 150 District 2 0 69

3A 2,742 1 3A 2 6

3B 2,289 2,339 3B 118 332

District 3 5,031 2,340 District 3 120 338

4A 1,521 5,335 4A 1,476 1,518

4B 899 2,169 4B 1,528 1,560

District 4 2,420 7,504 District 4 3,004 3,078

6A 0 319 6A 0 129

6B 0 0 6B 0 0

District 6 0 319 District 6 0 129

7A 155,419 0 7A 0 0

7B 84,949 0 7B 0 0

District 7 240,368 0 District 7 0 0

8A 392 770 8A 77 33

8B 2,110 3,335 8B 212 163

District 8 520 4,105 District 8 289 196

Metro N/A N/A Metro N/A N/A

District 7 has not converted to using SignTRACK in their district

SignTRACK - Task History Report by District

Whenever work has been done on a sign in the field, a task needs to be created for the corresponding Field Inventory record. This is the only way to create a history for a sign in the database.

3/2/2010

Metro currently has a contractor collecting inventory and will be training staff to start using SignTRACK this year

2828

D1 D2 D3 D4 D6 D7 D8 METRO

5,634 0 0 2,958 953 7,045 0 0

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.

# of Legacy Signs in Field Inventory