Mapping Street Bridge Operations

[rebekkabry]

Objective

Data mapping of Office of City Engineers and Pavement

Participants

Rebekka, Paige, Michael

Agenda

Add agenda here or create agenda from this template and add link.

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• [x] Schedule meeting
• [x] Optional: Schedule debrief
• [x] Meet and take notes
• [ ] Optional: Debrief with DTS team members
• [x] Create resulting issues
• [x] Running meeting with Charlie, SBO IT Team for Maximo and Data Mapping.
• [ ] 10/9 - High Level Ownership and Scope Mapping Discussion

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• [x] Map on Diagram
• [ ] Single Line Mapping

Example: Dataset 1 → AGOL (ArcGIS Online) → Analysis Dataset 1 → Open Data Portal → PowerBI

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Pavement Operations provides proactive maintenance of streets through seal coat, crack seal, fog seal, and overlay services. This includes public notification, excavation, permanent restoration, and street sweeping in support of the city’s Street Maintenance Annual Service Plan.

Scope

1. Mill Thin / Overlay - top inches of pavement, “tack” new pavement
2. Thin surface treatments -Creak Seal -Fog Seal -Seal Coat

Assets and data o Streets (different pieces of preventative maintenance of the street network) o Depending on the condition

Tools o Maximo

• Currently working on how they use maximo, because there are new progress fields that have been added, for prep work.

Department Relationship and dependencies (service plans, etc) o Street Maintenance Annual Service Plan (OCE maintains and publishes) o Contractor results (need to follow up with OCE data)

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• [ ] Meeting with SBO IT owners to map out high level and details - in progress
• [ ] Have PM review maps
• [x] Present during PWstat DM conversations for feedback and updates.

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High Level Scope and Ownership Matrix

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SBO Notes

• SBO has two additional teams: (1) Operations Consulting - Dave and (2) Operations Coordination - Ryan Harding. Neither of those will report measures since they are business support function
• Except how we collect the data (OCE vs Maximo)...another discussion; Yes, also, we need to understand the forecast too.

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• [ ] District Maintenance
  • [ ] Data Map
  • [ ] Single Line
• [x] Utilities and Structures
  • [x] Data Map
  • [ ] Single Line
• [x] Pavement
  • [x] Data Map
  • [ ] Single Line
    • [x] Urban Forestry
  • [x] Data Map
  • [ ] Single Line

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• [x] Follow up meeting with SBO Dave/Patrick, Charlie to discuss:
• [x] Follow up Meeting Part 2
• High Level Scoping: Assets, Proactive, Reactive
• Intra/Inter-departmental operations and dependences
• Data Management Tools
• Plan and Development Pipelines
• Data Mapping
• Internal Work Group Data Owners / Support, if applicable

Meeting Recording

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1. UER – Utilities Excavation Repair

Utilities and Structures Manager: Clay Rivers | Clay.Rivers@austintexas.gov Utilities & Structures installs and maintains concrete related infrastructure including sidewalks, curb and gutter, retaining walls, ADA ramps, driveways, bridges, culverts and special projects, including new concrete construction projects. They also conduct asphalt repairs and restore permanent infrastructure in the right-of-way impacted by repairs associated with underground utilities.

1. UER – Utilities Excavation Repairs
2. Concrete
3. Bridges

2. Concrete

	Ops Tools	Receive WO	Into COA Storage	WO Shared	Output Storage to Report	Report
UER	Hanson	MAXIMO	CTM, other	District M	Local	Manual
Concrete		MAXIMO
Bridge		MAXIMO

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*Street and Bridge Operations

Insights From: David in meeting with Charlie, Rebekka and Patrick

Meeting` initiated from Amenity's follow up to Winter storm data issues.

Discussion Point:

1. Emergency Winter Storm - Last year wasn't a MAXIMO issue it was a work flow issue. Solution: how do we do better?

   we got about 700 tickets within the day, 1200 within a week. overwhelmed the process. the csr are only there from 8-5, they don't work overnight. pill up over night.

2. 311 Inbound Process

   When we get 311 - the Motorola system is linked to MAXIMO and feeds the 311 staff info from Work Out ticket into MAXIMO. Then our Customer Service staff "dispatch" review validate the information location. Then manually takes that CSR created ticket and type it into a work order. They assign the work order to whichever group will handle, by space or handling of issue. handles well with 20 wo a day (high side)

3. Data Directory

   CTM has something we can start with

4. Monthly Performance Report Building Process

   The way we build right now: we are still in development enviroment figuring things out. using excel workbook to create performance measures. they are many tabs. where we start - the colored tabs we collect data into pending permanemnt ult ev repairs: pulled from maximo manually using ecombs and in manual excel workbooks where we are at with Maximo: there is a list of 6 reports. then populates the tables manually. the tables the drive the tables for the data.

5. User Interface

   Knack: like function Maximo IBM product UT excavations are very good. Parent/child etc. Maximo best for reactive work managmenet, not so much proactive.

6. Original Datasource Database Connections

   ECOMBs and AIMS already getting pulled and connected Currently working with Maximo and Micheal to understand which data needs to be pulled Challenge to note: understand the parent to muli child, also tables connected to label and equipment

Issues summarized

• staffing forecast serious weather (process)
• manual triage when overloaded, 20 typically day, 700 during storm (process)
• applicable SBO data into maximo for single source of truth (data), make all desktop records go away (maximo, ecombs, aims)
• connect powerbi to data warehouse and reports populated automatically

Measures / Data collected

• cost vs forecasted cost
• activities + locations
• management and and planning of work

Looking Ahead Analysis

• parts / equipment
• SBO service analysis with personnel/materials/etc
• spatial representation in real time (work planning, concentrated areas)
• assigning groups in spatial work clusters

Near Goal for SBO IT

• everyone uses maximo differently.
• set standards
• get directory and dictionary
• where are we dropping data now on the tables in maximo
• how to capture and report on preplanning work 'precommission'

NOW with DTS Data Science @Charlie-Henry @rebekkabry

• [ ] Get data from Maximo locally from CTM to help access and explore data

  connect power bi to database tool on computer owned by ctm; the subset of maximo that relates to SBO or the TPWstat in our own data warehouse so we don't have to deal with permissions. We can start cleaning and building queries that support what we use most of time + set up query and publish results of query on ODP

• [ ] Data dictionary

  CON contract

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• [x] Follow up with David 10/30 to map remaining Utilities and Structures/ hope to get into remaining groups. Updates to follow.
• [x] Meeting with Bridges and Maintenance Repair Supervisor for Data Mapping week of 11/5/23
• [x] Follow up with David to complete Urban Forestry and District Maintenance Mapping and/or contacts week of 11/5/23

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Urban Forestry

1. Proactive: Sidewalks

• Inspecting sidewalks for vegetation issues that impede access, correct any problems noted. • GIS data stored

2. Reactive: Trees

• Trees from 311 SRs related to trees and vegetation. • Srs response data in maximo

3. Mowing Program • Not sure where data lives

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• [ ] Build out of matrix and summary reports in progress

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Updates:

• Presented DTS Ecosystem Summary Report and Recommendations 1/11/24 to DTS Leadership and Team Leads (Peggy, Amenity, Diana, Charlie and Karo)

• Closing issues related to Ecosystem Project

• Recommendations have been recorded #15414

  • Supporting Issues will be created to per Diana to assist in guidance and scope when addressed as a project TBD.

• MAXIMO #15196 Will include further insights.

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Concrete Repair

Concrete Repair /Construction – (proactive)

• build and rehab SW
• They build driveways for forestations/contract work
• Cap Metro prep around bus stops
• Wheel chair ramps into sidewalk corners
• Work with safe routes to school
• Anything with concrete
• Work with SSP, Urban Trails, Safe Routes to Schoo

Data Notes

• Starting to speak with Brad, focused on performance reporting. Hold conversations for now, pending contact from David
  • Most likely the contact for mapping
  • Goal to get off of the workbooks and into Maximo, per clay request
  • How can we assist with performance reporting?
• Currently not familiar with data process to map out