CENTRAL OFFICE, JUNE 26, 2017 TRANSIT ASSET MANAGEMENT Thomas - - PowerPoint PPT Presentation

TRANSIT ASSET MANAGEMENT WORKSHOP CENTRAL OFFICE, JUNE 26, 2017

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TRANSIT ASSET MANAGEMENT

Thomas Goodyer

Principal Consultant WSP

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Agenda

• Welcome/Introductions
• Introduction to Transit Asset Management
• Final Rule for TAM Requirements
• Performance Requirements
• TAM Plans and Group Plans

**Lunch Break**

• TAM Plan Demonstration
• Preliminary Performance Baseline Review
• Q&A

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Welcome/ Introductions

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About me

• Range of projects/programmes in Power, Rail and Aviation

(engineering, PM, commercial)

• Long term secondment into Her Majesty’s Treasury
• Asset Management, Infrastructure Costs
• Engineer / Economist?
• Rail franchising: everything into a NPV
• Thomas Goodyer BA MEng (Cantab) CEng MIMechE MIAM
• American Dream…

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Introduction to Transit Asset Management

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Introduction to TAM and Final Rule Requirements – Objectives

• Describe transit asset management principles

and why it is important

• Improve understanding of FTA Final Rule on

TAM (49 CFR 625) requirements for Tier II providers

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What is an ‘Asset’?

An ‘asset’ has potential or actual value to an

• rganization

Primary asset categories include:

• Rolling Stock (Revenue

Vehicles)

• Equipment
• Facilities

The value will vary between different organizations and their stakeholders

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Asset Management

• …is a process of resource

allocation, optimization and utilization

Plan/Design /Acquire Maintain/ Monitor Rehabilitate /Improve Use/ Operate Dispose/ Replace/ Enhance

“The singular purpose for managing assets is to deliver a service.”

It’s about doing the right amount of work, at the right time for the right cost to deliver the right level of service

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• …is not just about

maintenance and it is more than technology

People

Asset Management

Processes Continual Improvement Technology Data & Information

“Remember that PEOPLE do asset management!

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Transit Asset Management is…

• …the strategic and systematic practice of procuring,
• perating, inspecting, maintaining, rehabilitating,

and replacing transit capital assets to manage their performance, risks, and costs over their life cycles, for the purpose of providing safe, cost-effective, and reliable public transportation

• State of Good Repair (SGR) is defined as the

condition at which a capital asset is able to operate at a “full level of performance” – that is, the asset can perform its designed function and does not pose unacceptable safety risk to users

Refer to 49 CFR § 625.5

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State of Good Repair Backlog

• …is the cumulative dollar value of deferred

Transit Asset maintenance and replacement needs

• In other words, it’s the total amount of money

it would take at any given time to bring your assets back into acceptable condition

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Why is Asset Management Important?

The National State of Good Repair Assessment identified $89.8 billion backlog in deferred maintenance and replacement needs, which continues to grow

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Why is Asset Management Important?

Focus on accountability and transparency Funding competition Needs Demand Complex trade-offs

INCREASING

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All Assets Deteriorate and Eventually Fail

…unless they are properly maintained renewed or replaced

The important thing is understanding the best way to manage the asset – thereby reducing failures, reducing downtime, improving safety, and improving performance

Resistance to Failure Time/Usage Resistance to Failure Time/Usage

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Benefits of Improved Asset Management

• …include but are not limited to:
• Creating a transparent audit trail for what is done, when and

why

• Better understanding and usage of data and information to

provide informed and consistent decisions

• Improved planning (especially capital prioritization) and

improved financial performance

• Consistent, prioritized and auditable risk management
• Improved service and outputs

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Final Rule for TAM Requirements

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TAM Rulemaking Process

MAP-21 Effective (2012) Informal Outreach (2012- 2013) ANPRM Open for Comment (2013) NPRM Open for Comment (2015) FAST Act (12/2015) Final Rule Issued (7/26/16)

Final Rule Effective as of October 1, 2016

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Transit Asset Management Final Rule

PURPOSE APPLICABILITY “Establish a National Transit Asset Management System to monitor and manage public transportation capital assets to improve safety and increase reliability and performance” All recipients and subrecipients of Federal financial assistance under 49 U.S.C. Chapter 53 that own, operate, or manage capital assets used for providing public transportation

FTA’s Asset Management Final Rule is intended to address the $89.8 billion maintenance backlog and improve the condition, safety, reliability, and performance of transit assets in the US

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FTA Definition of ‘Public Transportation’

• “Public transportation” is defined in 49 U.S.C. 5302 as

regular, continuing shared-ride surface transportation services that are open to the general public or open to a segment of the general public defined by age, disability, or low income

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Example of ‘Public Transportation’

• A service is not considered public

transportation if:

• The service requires membership in a specific
• rganization such as a shuttle for residents of a

senior home, members of a church or an individual hospital’s shuttle that picks up patients for doctor’s appointments.

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Tier I and II Applicability

Tier

Operates Rail OR ≥ 101 revenue vehicles in peak, scheduled fixed route service OR ≥ 101 revenue vehicles in

• ne non-fixed route mode

Tier

Sub-recipient of 5311 funds OR American Indian Tribe OR ≤ 100 revenue vehicles in peak, scheduled fixed route service OR ≤ 100 revenue vehicles in

• ne non-fixed route mode

II I

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Federal Law – Tier I Agency / Group Requirements

• Establish TAM performance targets
• Coordinate these performance

targets with the State and MPOs

• Develop a TAM Plan
• Report asset inventories, condition,

and performance measures through the NTD

All Providers - Tier I and Tier II:

• 1. Inventory of Capital Assets
• 2. Condition Assessment
• 3. Decision Support Tools
• 4. Investment Prioritization

Tier I Providers only:

• 5. TAM and SGR Policy
• 6. Implementation Strategy
• 7. List of Key Annual Activities
• 8. Identification of Resources
• 9. Evaluation Plan

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Definition of Accountable Executive

• “A single, identifiable person who has

ultimate responsibility for carrying out the safety management system of a public transportation agency; responsibility for carrying out transit asset management practices; and control or direction over the human and capital resources needed to develop and maintain both the agency’s public transportation agency safety plan, in accordance with 49 U.S.C. 5329(d), and the agency’s transit asset management plan in accordance with 49 U.S.C. 5326.”

Refer to 49 CFR § 625.5

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Related Rules

MPOs are required to set performance targets 180 days after the State has established its performance targets (under TAM Final Rule)

Final Rule on Statewide and Nonmetropolitan Transportation Planning and Metropolitan Transportation Planning

ODOT performance targets were set on January 1st, so the MPOs will need to establish their targets by July 1st

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Performance Requirements

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Performance Requirements – Objectives

• Identify requirements for performance

measurement and reporting

• Identify performance measures by asset

category

• Define an asset’s useful life benchmark
• Go with FTA defaults
• Determine what data is needed to develop

a performance baseline and set realistic targets

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Performance Measures

• Under the National TAM System, FTA is

required to set SGR performance measures

• These performance measures support improved

decision-making and provide a basis for agencies to determine whether assets are in a condition sufficient to operate at a full level of performance.

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Performance Measures

• Default SGR performance measures are set by asset

category:

Asset Category Performance Measure Performance Target Rolling Stock All revenue vehicles Age % of revenue vehicles within a particular asset class that have met or exceeded their Useful Life Benchmark (ULB) Equipment Maintenance equipment or non- revenue vehicles Age % of non-revenue vehicles that have met

• r exceeded their Useful Life Benchmark

(ULB) Facilities All buildings or structures Condition % of facilities with a condition rating below 3.0 on the FTA Transit Economic Requirements Model (TERM) Scale

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Performance Standards

• SGR standards – a capital asset is in a SGR if:
• It can perform its intended function
• Its use does not represent an unacceptable safety

risk

• Lifecycle investment needs have been recovered

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An Asset’s Life Can Be Defined By:

• Technical life
• Technical state requiring replacement
• Commercial life
• Legal agreement for charging purposes (e.g.,

lease)

• Financial life
• The period over which assets are financially

depreciated over their useful economic life

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Asset’s Useful Life Benchmark

• Useful Life Benchmark (ULB) – the expected lifecycle
• f a capital asset for a particular Transit Provider’s
• perating environment, or the acceptable period of

use in service for a particular Transit Provider’s

• perating environment
• ULB takes into account a provider’s unique operating

environment (geography, service frequency, passenger loads, etc.)

• It is not the same as “useful life” for FTA grant

programs

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Tier II Performance Measures Examples

Asset Category Measure Applicability Measure FTA ULB Rolling Stock All revenue vehicles used in the provision of public transit -- by vehicle class/mode Age (ULB) Van = 8yrs; Cutaway = 10yrs Equipment Only non-revenue service vehicles with direct capital responsibility, no third party assets Age (ULB) Lift = 15yrs Facilities Only facilities with direct capital responsibility (not bus structures – only maintenance, administrative and passenger stations/ parking facilities) Condition (TERM) Maintenance Facility = 50yrs

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Performance – Key Takeaways

• FTA is looking for high level, simple, crude data on

the nation’s transit assets.

• Where possible this is based on data you’ll already

have to hand (i.e. age, fleet size etc.)

• You need to know:

“Performance” is measured by the condition of your assets

• Rolling stock is (actual age) / (theoretical age, i.e. ULB)
• Facilities are based on real inspections

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Sample Default Vehicle ULBs

Revenue Vehicle Type FTA Default ULB Articulated Bus (AB) 14 Automated Guideway Vehicle (AG) 31 Automobile (AO) 8 Over-the-Road Bus (BR) 14 Bus (BU) 14 Cable Car (CC) 112 Cutaway Bus (CU) 10 Double Decked Bus (DB) 14 Ferry Boat (FB) 42

Source: www.transit.dot.gov/sites/fta.dot.gov/files/docs/FTA%20TAM%20ULB%20Cheat%20Sheet%202016-10-26.pdf

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Sample Default Vehicle ULBs (Cont’d)

Revenue Vehicle Type FTA Default ULB Heavy Rail Passenger Car (HR) 31 Inclined Plane Vehicle (IP) 56 Light Rail Vehicle (LR) 31 Minibus (MB) 10 Monorail Vehicle (MO) 31 Minivan (MV) 8 Other Rubber Tire Vehicles 14 Commuter Rail Locomotive (RL) 39 Commuter Rail Passenger Coach (RP) 39

Source: www.transit.dot.gov/sites/fta.dot.gov/files/docs/FTA%20TAM%20ULB%20Cheat%20Sheet%202016-10-26.pdf

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Sample Default Vehicle ULBs (Cont’d)

Revenue Vehicle Type FTA Default ULB

Commuter Rail Self-Propelled Passenger Car (RS) 39 Rubber-Tired Vintage Trolley (RT) 14 School Bus (SB) 14 Steel Wheel Vehicles 25 Streetcar (SR) 31 Sport Utility Vehicle (SV) 8 Trolleybus (TB) 13 Aerial Tramway (TR) 12 Van (VN) 8 Vintage Trolley (VT) 58

Source: www.transit.dot.gov/sites/fta.dot.gov/files/docs/FTA%20TAM%20ULB%20Cheat%20Sheet%202016-10-26.pdf

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Facility Condition Assessment

Rating Condition Description 5 Excellent No visible defects, new or near new condition, may still be under warranty if applicable 4 Good Good condition, but no longer new, may have some slightly defective or deteriorated component(s), but is overall functional 3 Adequate Moderately deteriorated or defective components; but has not exceeded useful life 2 Marginal Defective or deteriorated component(s) in need of replacement; exceeded useful life 1 Poor Critically damaged component(s) or in need of immediate repair; well past useful life

State of Good Repair (Facilities) = 3+

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Performance Target Requirements

• Targets must:
• Be set annually for each asset class included in

TAM

• Be supported by data
• Be reported to NTD (Mandatory reporting begins

RY 2018)

• Be approved by the agency’s Accountable

Executive every fiscal year

• Be coordinated with States and MPOs to the extent

practical

• No penalty for not meeting

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Performance Target Requirements

• For State DOTs developing Group TAM plan, targets apply

to the group as a whole

Review FTA SGR Performance Measure for Asset Category e.g., Age Use default ULB

• r Select Agency

Measure for the Useful Life Benchmark:

• Years of

Service

• Mileage
• Remaining

Useful Life

• Other

e.g., Years of Service Set the ULB for SGR Considering Various Options:

• FTA Default

ULB: 14 Years

• Manufacturer:

10 Years of Useful Life

• Local

Experience with Vehicles: 15 Years of Useful Life e.g., 15 Years Select SGR Performance Target for Asset Class e.g., 100% of Vehicles Meet or Exceed the ULB

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Recordkeeping and Reporting Requirements

• TAM Plan records and documentation must be kept at

all times

• TAM Plans should be shared with State and MPO, and

should be kept for their period of applicability

• Reports to be submitted annually to NTD:
• Data report: discussion of SGR performance targets

and current assessment of system condition and performance

• Narrative report: description of condition changes in

transit system and progress towards meeting targets

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TAM NTD Reporting – What’s New

Asset Inventories – Data Report

Admin and Maintenance Facilities Include individual facility inventory: facility name, street address, primary mode served at facility, type, year built or reconstructed, square footage, and condition assessment Passenger Stations and Parking Include individual facility inventory: facility name, street address, primary mode served at facility, type, year built or reconstructed, square footage and number of parking spaces, % transit agency capital responsibility, and condition assessment Revenue Vehicles Quantity, expected service life, year of manufacture, and addition of a useful life benchmark Service Vehicles Detailed count of vehicles by type, age, etc. Addition of useful life benchmark for each vehicle type

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TAM NTD Reporting – What’s New

Data Report, Continued

Annual performance targets (one for each asset type for next fiscal year) Annual performance (actual) Facility condition and performance assessment (full implementation over 4 years)

Narrative Report

Explanation for any change in the condition of the transit system Investments/progress towards meeting performance targets

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TAM NTD Data Reporting Requirements

Assets TAM Plan Inventory TAM Plan Condition Assessment NTD Inventory & Condition Submittal SGR Targets Revenue Vehicles Owned     Direct Capital Responsibility     3rd Party Owned (Direct Capital Responsibility)     3rd Party Owned (NO Direct Capital Responsibility)  

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TAM NTD Data Reporting Requirements

Assets TAM Plan Inventory TAM Plan Condition Assessment NTD Inventory & Condition Submittal SGR Targets Equipment: Non-Revenue Vehicles Owned     Direct Capital Responsibility     3rd Party Owned Equipment: >$50,000 in Acquisition Value Owned   Direct Capital Responsibility   3rd Party Owned Equipment <$50K in Acquisition Value

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TAM NTD Data Reporting Requirements

Assets TAM Plan Inventory TAM Plan Condition Assessment NTD Inventory & Condition Submittal SGR Targets Facilities

Owned

   

Direct Capital Responsibility

   

3rd Party Owned (Direct Capital Responsibility)

   

3rd Party Owned (NO Direct Capital Responsibility)

 

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TAM NTD Data Reporting Requirements

• Key Takeaways:
• All asset that are owned/have direct capital responsibility

for must be reported on (even if 3rd party owned and not

• btained with FTA funds but used in the provision of public

transportation service)

• Taxis are not included
• All non-revenue vehicles must be reported on regardless of

cost

• SGR targets are only required for revenue/non-revenue

vehicles and facilities (owned/have direct capital responsibility for)

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TAM NTD Reporting Requirements

• Optional reporting RY 2017
• TAM Plan compliance Oct 1, 2018
• Mandatory reporting starting RY 2018

Fiscal Year Ends Report Due July to June October 31st October to September January 30th January to December April 30th

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Performance Reporting to NTD

See NTD Reporting Guidance, Form A-90

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TAM Plans and Group Plans

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TAM Plans and Group Plans – Objectives

• Define what a TAM Plan is, its purpose, and

approaches to development

• Identify and describe the required contents of

a Tier II TAM Plan and/or Group Plan, including:

• Inventory
• Condition Assessments
• Decision-Support
• Prioritization of Investments

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What is a TAM Plan?

• A TAM plan establishes the objectives for an

asset or group of assets as it relates to delivering service

• It sets out the whole life plan for asset

maintenance, overhaul, and renewal strategies by specifying the capital asset inventory, condition assessments, decision support tools, and investment prioritization

• A TAM plan is a living, single source of

information that will continue to evolve to improve delivery of services

• TAM Plans must be updated in their entirety at

least once every four years

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Why are TAM Plans Important?

• TAM Plans are important to the sustainable development
• f an organization and improvement of performance and

safety conditions. TAM Plans are essential for:

Legislative Requirements Current legislation require development of TAM plans (e.g., MAP-21/FAST Act) Funding Applications Federal, and some state, funding applications require a lifecycle investment plan for consideration (e.g., State of Good Repair Grants) Long Term Financial Plans TAM plans are powerful tools for creating financial plans and decision making because the TAM plan displays historical data, projected goals, and work plans Lifecycle Services TAM plans detail and organize an asset’s lifecycle activities and forecast trends in performance and service

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Benefits of Developing a TAM Plan

• Benefits come from the process of developing

the plan rather than the plan itself

Knowledge of:

• Target level of service
• Existing assets and their condition
• Asset performance
• How assets are used and maintained

Gives us the ability to:

• Predict demand
• Predict how assets will fail
• Forecast likelihood of failures
• Assess probable consequences of

failures Which, in turn enables us to:

• Effectively manage the asset lifecycle
• Confidently provide sustained

performance at the lowest lifecycle cost

• Effectively manage asset related risks
• Justify funding requirements to deliver

required levels of service Which allows us to:

• Analyze alternative operations and

maintenance options

• Prioritize operations, maintenance,

renewals on a benefit-cost basis

• Rationalize budgets
• Optimize O&M activities

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Approaching the TAM Plan

Top Down Bottom Up

Early TAM Plans Intermediate TAM Plans Advanced TAM Plans

(or “baseline TAM plan”) System or network level analysis Mixture of both Asset/component level analysis

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Core Group/Tier II TAM Plan Elements

Investment Prioritization

• What does your

program of projects look like over your TAM Plan horizon?

• In what priority
• rder and in which

year(s) will these investments occur?

• Do any of the

projects address identified safety- related risks?

• Does it consider

reasonably estimated funding levels?

Decision- Support

• What tools or

processes are used to estimate capital investment needs?

• How are they

prioritized and who is involved?

Condition Assessment

• What condition are

those assets in to run the services required?

• How do they

compare to the condition targets set for the asset class?

Introduction

• What services are

you running?

• TAM/SGR goals?

Performance targets?

• Recent or

foreseeable challenges that may affect your agency and ability to provide transport services? (e.g. population growth, inheritance of major assets, etc.)

Asset Inventory

• What assets do you
• wn or lease to

deliver public transportation services

• What data do you

maintain on these assets? and how?

Develop TAM plan, incorporate into budgeting process, review/revisit/update regularly 1 2 3 4

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Asset Inventory

• The asset inventory includes all assets used in

the provision of public transportation with or without FTA funds including:

All Revenue Vehicles Owned by agency, not owned but have direct capital responsibility, and owned by 3rd party agencies Equipment (Non-Revenue Vehicles) Only those that are owned by agency and/or have direct capital responsibility over, regardless of cost. 3rd party owned equipment not included Equipment (Other Equipment) Only those equipment with an acquisition value of over $50K that are owned by agency and/or have direct capital responsibility over. 3rd party owned equipment not included All Facilities Owned by agency, not owned but have direct capital responsibility, and owned by 3rd party agencies (regardless of capital responsibility)

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Asset Inventory – Revenue Vehicle Types

NTD Code Revenue Vehicle Type NTD Code Revenue Vehicle Type AR Articulated Bus MV Minivan AO Automobile SB School Bus BR Over the Road Bus SV Sport Utility Vehicle BU Bus TB Trolley Bus CC Cable Car TR Aerial Tramway CU Cutaway Bus VN Van DB Double Decked Bus VT Vintage Trolley / Streetcar MB Minibus

Note: Rail vehicles and other revenue vehicles operated by larger transit agencies classified as Tier I are not included in the table above.

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Asset Inventory – Equipment Types

Equipment:

Automobiles Trucks and other rubber tire vehicles Steel wheel vehicles Software Wash bays Vehicle lifts

Only over $50,000

• And you have capital responsibility
• And if your budget / capital program IDs it as an item (single

asset / group?)

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Asset Inventory – Facility Types

Facilities: Administrative and Maintenance

Maintenance Facility (Service and Inspections) Heavy Maintenance and Overhaul General Purpose Maintenance Facility / Depot Vehicle Washing Facility Vehicle Blow-Down Facility Vehicle Fueling Facility Administrative Office / Sales Office Revenue Collection Facility Combined Administrative and Maintenance Facility Other

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Asset Inventory – Facility Types (Cont’d)

Facilities: Passenger/Parking Facility Inventory

Bus Transfer Center Elevated Fixed Guideway Station At-Grade Fixed Guideway Station Underground Fixed Guideway Station Simple At-Grade Platform Station Surface Parking Lot Parking Structure Other

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Condition Assessment

• Condition assessment is required for those

inventoried assets for which a provider has direct capital responsibility

• Condition assessment must generate

information in a level of detail sufficient to monitor and predict the performance of the assets and to inform the investment prioritization

Refer to 49 CFR § 625.25

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Condition Assessment

• The condition assessment is a systematic

process of inspecting and evaluating the visual and/or measured condition of your assets

• A well-established condition assessment

process can help predict failure, identify unacceptable safety risks, initiate an evaluation of their root causes, and integrate directly with proactive planning for SGR investments

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Facility Condition Assessment

Facility Condition

Substructure Shell Interiors Conveyance Plumbing HVAC Fire Protection Electrical Equipment/ Fare Collection Site

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Facility Condition Assessment

Minimum Facility Components Sub-Components

Substructure

• Foundations: Walls, columns, pilings other structural components
• Basement: Materials, insulation, slab, floor underpinnings

Shell

• Superstructure / structural frame: Columns, pillars, walls
• Roof: Roof surface, gutters, eaves, skylights, chimney surrounds
• Exterior: Windows, doors, and all finishes (paint, masonry)
• Shell appurtenances: Balconies, fire escapes, gutters, downspouts

Interiors

• Partitions: Walls, interior doors, fittings such as signage
• Stairs: Interior stairs and landings
• Finishes: Materials used on walls, floors, and ceilings

Draft Guidebook downloadable at: https://www.transit.dot.gov/regulations-and-guidance/asset-management/proposed- facility-condition-assessment-guidebook

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Facility Condition Assessment (Cont’d)

Minimum Facility Components Sub-Components

Conveyance

• Elevators, escalators, lifts

Plumbing

• Fixtures, water distribution, sanitary waste, rain water drainage

HVAC

• Energy supply
• Heating and cooling generation and distribution systems
• Testing, balancing, controls and instrumentation
• Chimneys and vents

Fire Protection

• Sprinklers, standpipes, hydrants and other fire protection specialties

Electrical

• Electrical service and distribution
• Lighting and branch wiring (interior and exterior)
• Communications and security
• Other electrical system-related pieces such as lightning protection,

generators, and emergency lighting

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Facility Condition Assessment (Cont’d)

Minimum Facility Components Sub-Components

Equipment (For M&A Facilities)

• Equipment related to the function of the facility, including

maintenance or vehicle service equipment

• For clarity, includes only items valued above $10,000 and

related to facility function Fare Collection (For Passenger Facilities)

• Turnstiles, ticket machines, and any other major equipment

requiring capital request for replacement Site

• Roadways/driveways and associated signage, markings, and

equipment

• Parking lots/pedestrian areas and associated signage,

markings, and equipment

• Site development such as fences, walls, and miscellaneous

structures

• Landscaping and irrigation
• Site utilities

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Facility Condition Aggregation Approaches

• Facilities must be evaluated by component and then

aggregated to determine the overall facility

• condition. Three approaches include:

Approach Description Notes Weighted Average Condition Based on replacement cost for each facility component Best if component replacement costs exists Median Value Based on median value across components Good if limited data on replacement costs Alternative Weighting Custom (e.g., average, weighted by criticality or proxy for asset value, etc.) Calculation approach and rationale for its use must be documented For more detail, please refer to FTA Facility Condition Assessment Guidebook.

Downloadable at: https://www.transit.dot.gov/regulations-and-guidance/asset- management/proposed-facility-condition-assessment-guidebook

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Vehicle and Equipment Condition Assessment

• Simple. It’s age based.
• Age of your assets is put into TERM
• TERM gives a 1-5 condition score
• Equations are based on national averages
• Think that may not suit you?
• Many (large) agencies have their own, technically driven,

inspection based measures…

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Prioritization and Decision-Making

• Includes analytical processes or tools used to

support:

• Capital and/or operating decisions
• Investment prioritization
• The tool does not have to be software. It can

be a documented process; prioritization framework; worst-first, red/amber/green, or index approach, etc.

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Example – Prioritization Framework

• Set prioritization

factors and indicators

• Assign scoring

definitions and weightings

• Determine

prioritization index score

Prioritization Factor Description Criticality Scores the criticality of each asset based on the nature of impact on the system, location, and service provision Strategic Objective Scores the impact of each asset (or proposed capital intervention) on agency’s key strategic cornerstones Condition Scores based on the condition of each asset Risk Scores based on the risk of asset failure, including the probability and impact magnitude of failure

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Example – Prioritization Framework

Prioritization Index Scoring Sheet (Sample)

Factor No. --> Factor Name --> Factor Weight --> Indicator --> System Impact Network Location Service Provision Factor Ave Planning Investment Delivery Factor Ave Proposed SGR Project A 5 5 5 5 5 5 5 5 Proposed SGR Project B 4 3 3 3.3333333 4 4 4 4 Proposed SGR Project C

2 2 2

2

2 1 2

1.6666667 0.25 0.25 Factor 1 Criticality Factor 2 Strategic Objective Factor No. --> Factor Name --> Factor Weight --> Indicator --> Age Visual Condition Reliability Measured Condition Mtce Condition Factor Ave Strategic Operational Financial Factor Ave Proposed SGR Project A 5 5 5 5 5 5 5 5 5 5 Proposed SGR Project B 4 3 3 3 3 3.2 4 3 3 3.3333333 Proposed SGR Project C

2 2

2

3 1 1

1.6666667 Factor 4 Risk 0.25 0.25 Factor 3 Condition

Prioritization Index Score 5 3.466666667 1.833333333

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Investment Prioritization

• Ranked project-based prioritization of

investments over the TAM Plan horizon period

• Should consider those that pose an identified

unacceptable safety risk

• Only required for those that the agency has

direct capital responsibility for

• Should consider all funding sources reasonably

expected in each fiscal year over the horizon period

73

Refer to 49 CFR § 625.25 and § 625.33

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Example #2 – 10-Year Cost Schedule

• Capital and fleet costs (partial snapshot)

Example courtesy of Akron METRO Bus

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Example #2 – 10-Year Cost Schedule

• Operations cost (partial snapshot)

Example courtesy of Akron METRO Bus

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Tier I Additional Requirements

• TAM and SGR Policy
• TAM Plan implementation strategy
• Description of key TAM activities over the TAM

Plan horizon period

• Summary or list of resources, including

personnel, that a provider needs to develop and carry out the TAM Plan

• Outline of how a provider will monitor,

update, and evaluate its TAM Plan and related business practices, to ensure continuous improvement of TAM practices

Refer to 49 CFR § 625.25

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TAM Plan Considerations

• TAM Plan must cover a horizon period of at

least four years

• Providers must update its entire TAM Plan at

least once every four years

• Amendments to TAM Plan may take place at any

time during the TAM Plan horizon period, especially if significant changes to:

• Asset inventory
• Condition assessments
• Investment prioritization

Refer to 49 CFR § 625.29

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TAM Plan Demonstration

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TAM Plan Demonstration Objectives

• Demonstrate how to apply the Asset

Management Guide and fill out the TAM Plan Template

• Identify the technical resources are available

for the development of TAM Plans and implementation of the FTA TAM Final Rule

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TAM Guide for Small Providers (2016)

• The guide serves as a

supplement to the 2012 FTA TAM Guide, applying the asset management framework for small providers

• NOT a surrogate for FTA’s

federal regulations – but incorporates the rules to provide guidance for a baseline, good practice asset management plan

Small Providers:

• Fewer assets and asset

classes

• Fewer resources for

asset management

• May be rural, tribal, or

urban

• FTA’s Tier II providers

Refer to page 6 of TAM Guide for Small Providers

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TAM Guide Parts I and II

The TAM Plan Primer provides information for developing and implementing a TAM plan, with examples of effective practices, and answers to frequently asked questions. The TAM Plan Template is a menu-driven Excel tool that can support the development of a TAM Plan for small providers.

While the Primer can be used as a reference document on its own, the Template should be used with the guidelines provided in the Primer.

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TAM Plan Primer Highlights (Part I)

• Section 1: Transit Asset Management 101
• Section 2: Introduction
• 2.1 Who is This Guide Intended For?
• 2.2 What is a Transit Asset?
• 2.3 What is Transit Asset Management (TAM)?
• 2.4 Why Asset Management?
• 2.5 How Does This Guide Align with MAP-21

Requirements for Small Providers?

• Section 3: Transit Asset Management Plans
• 3.1 Overview of TAM Plan and Structure
• 3.2 Other TAM Plan Considerations: Reporting,

Updates, and Continual Improvements

• Section 4: Frequently Asked Questions
• Section 5: Resources

Downloadable at: https://www.transit.dot.gov/regulations-and-guidance/asset-management/asset- management-guide-small-providers-fta-report-no0092

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How Federal Requirements are Met

Requirement Reference Requirement Part I Guide Reference

49 U.S.C. 5326(b)(2) 5326(a)(2)(A) Develop TAM Plan that includes capital asset inventories Section 3.1.2 49 U.S.C. 5326(b)(2) and 5326(a)(2)(A) Develop TAM Plan that includes condition assessments Section 3.1.4 49 U.S.C. 5326(b)(2) and 5326(a)(2)(A) Develop TAM Plan that references use of decision support tools Section 3.1.5 49 U.S.C. 5326(b)(2) and 5326(a)(2)(A) Develop TAM Plan that includes investment prioritization Section 3.1.6 49 U.S.C. 5326(b)(3) Report on condition of system Sections 3.1.3 and 3.2 49 U.S.C. 5326(b)(3) Provide description of any change in condition since last report Sections 3.1.3 and 3.2 49 U.S.C. 5326(c)(2) Provide performance targets in relation to SGR performance measures Sections 3.1.1 and 3.2 49 U.S.C. 5326(c)(3)(A) Report on progress toward meeting performance target Sections 3.1.1 and 3.2 49 U.S.C. 5326(c)(3)(B) Provide subsequent fiscal year performance targets Sections 3.1.1 and 3.2

Refer to page 10 of TAM Guide for Small Providers

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Five TAM Plan Core Elements

The purpose of a TAM Plan is to specify the activities (maintenance, overhaul/renewal, replacement, etc.), resources, and timescales required for a group of assets to achieve the agency’s service and asset management objectives.

Refer to pages 12-21 of TAM Guide for Small Providers Investment Prioritization

• What does your

program of projects look like over your TAM Plan horizon?

• In what priority
• rder and in which

year(s) will these investments occur?

• Do any of the

projects address identified safety- related risks?

• Does it consider

reasonably estimated funding levels?

Decision- Support

• What tools or

processes are used to estimate capital investment needs?

• How are they

prioritized and who is involved?

Condition Assessment

• What condition are

those assets in to run the services required?

• How do they

compare to the condition targets set for the asset class?

Introduction

• What services are

you running?

• TAM/SGR goals?

Performance targets?

• Recent or

foreseeable challenges that may affect your agency and ability to provide transport services? (e.g. population growth, inheritance of major assets, etc.)

Asset Inventory

• What assets do you
• wn or lease to

deliver public transportation services

• What data do you

maintain on these assets? and how?

(Section 3.1.1) (Section 3.1.3) (Section 3.1.4) (Section 3.1.5) (Section 3.1.6)

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Overview of the TAM Plan Template (Part II)

• 9 Parts:
• Instructions
• Getting Started
• Introduction
• Capital Asset Inventory
• Condition Assessment
• Decision Support
• Investment Prioritization
• Fleet Replacement Module
• TAM Plan and Appendices

UPDATED SINCE FINAL RULE!

April 2017

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Template User Instructions

• Who should use the template?
• State DOTs or MPOs developing plans

for subrecipients

• Small transit providers developing

their own plans

• Guidance on how to navigate

through the tool

• Comprehensive vs. basic plans:

provides the option to hide all comprehensive questions

TAB COLOR KEY Data Entry Output Intro/Reference DATA ENTRY KEY: Input Cell Error

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Key Instructions to Remember

Title of the page/worksheet This bar denotes sections required by the FTA TAM Final Rule Information should

• nly be entered in

these yellow boxes Information in blue boxes differentiates Group Sponsor use of the template from Small Provider use. Answer these questions to complete the template.

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Getting Started

Note: Getting Started information is not included in final output

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Introduction Sheet – Establishes Plan

Context

Basic Comprehensive

Refer to page 12 of TAM Guide for Small Providers

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Capital Asset Inventory Sheet –

Primary Data Entry

• Data collected includes:
• Characteristics (manufacturer, quantity,

age, mileage, etc.)

• Historical Data
• Valuation (replacement cost)
• Asset owner

Refer to page 14 of TAM Guide for Small Providers

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Condition Assessment Sheet

Refer to page 15 of TAM Guide for Small Providers

Generates a summary of asset condition

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Decision Support Sheet

• Documents strategies, processes, and

activities needed over asset lifecycles

Basic Comprehensive

Refer to page 18 of TAM Guide for Small Providers

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Investment Prioritization Sheet

• Documents

specific activities and projects to maintain a state

• f good repair

Refer to page 20 of TAM Guide for Small Providers

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Fleet Replacement Module

• Uses inventory data to recommend fleet

replacement schedules

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A Complete Template Produces Output in the Form of a Draft TAM Plan

Red cells indicate missing information for a basic plan.

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TAM Template Demonstration Geauga County Transit

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Frequently Asked Questions

Can the output be used as a complete TAM Plan?

• The tool is not a step-by-step guide on achieving FTA

compliance

• However, the output produces a draft TAM Plan which

will include Federally required parts

• This should be reviewed to ensure accuracy and fit for

purpose What if I already collect data from my subrecipients another way?

• The template is a resource that should be used to

augment existing processes

• Some agencies may find this more useful than others

What is the benefit of using this to collect information for a group plan?

• Information collected would be standardized and based
• n Federal requirements
• The template can provide a useful summary of sub-

recipient information

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TAM Guide Acknowledgements

Providers:

• Clay County Transportation
• Ki Bois Area Transit System
• Malheur Council on Aging & Community

Services

• Roaring Fork Transit Authority
• Sandusky County Public Transportation:

TRIPS (A Division of WSOS Communication Action) National Industry Groups/Technical Assistance Centers:

• National Rural Transit Assistance Program
• National Transit Institute
• AASHTO SCOPT/MTAP

State Departments of Transportation:

• Illinois Department of Transportation
• Maryland Department of Transportation
• Michigan Department of Transportation
• Mississippi Department of Transportation
• New Mexico Department of Transportation
• Ohio Department of Transportation
• Pennsylvania Department of Transportation
• Washington Department of Transportation
• Wisconsin Department of Transportation

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Technical Resources

• FTA Asset Management Guide for Small Providers

https://www.transit.dot.gov/regulations-and- guidance/asset-management/asset-management-guide- small-providers-fta-report-no0092

• FTA Facility Condition Assessment Guidebook (Proposed)

https://www.transit.dot.gov/regulations-and- guidance/asset-management/proposed-facility-condition- assessment-guidebook

• NTD Asset Inventory Modules and Information

https://www.transit.dot.gov/ntd/ntd-asset-inventory- modules-and-information

• FTA Transit Asset Management

https://www.transit.dot.gov/TAM

• Transit Cooperative Research Program (TCRP) Report

172: Guidance for Developing a Transit Asset Management Plan http://www.trb.org/Main/Blurbs/171285.aspx

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Technical Resources (Cont’d)

• Transportation Research Board (TRB) Public

Transportation Research www.trb.org/PublicTransportation/PublicTransportati

• n2.aspx
• The Institute of Asset Management (IAM)

www.theiam.org

• International Infrastructure Management Manual

(IIMM)/New Zealand Asset Management Support (NAMS) http://www.nams.org.nz/pages/273/international- infrastructure-management-manual-2011-edition.htm

• ISO Standards Catalog – ISO/PC 251 Asset

Management www.iso.org/iso/home/store/catalogue_tc/catalogue _tc_browse.htm?commid=604321

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Preliminary Performance Baseline Review

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Data Collection

• The preliminary performance baseline

summaries are comprised of data from:

• BlackCat and PTMS data exports
• 5310 and 5311 surveys
• Follow-up phone calls

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Revenue Vehicles Performance Summary

Asset Class (NTD) Asset Class Code (NTD) Asset Class (ODOT) # of Assets ULB # Past ULB % of Past FTA Default ULB Automobile AO Automobile (AO) Bus BU Heavy Duty Bus (B30-HD, B35- HD, B40-HD, B45-HD, B60-HD); Medium Duty Bus (B30-MD, B35- MD); Light Duty Bus (B30-LD) Cutaway Bus CU LTL/LTN, LTV , LTV-FS, LTV-HC, LTV-N, LTV-S Sport Utility Vehicle SV Sport Utility Vehicle (SV) Van VN Accessible Vans (AV); (BSV); Converted Vans (CV) MV Modified Mini Van (MMV); (MV-1); Mini Vans (SMV) Total

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Equipment Performance Summary

Asset Class (NTD) Asset Class (ODOT) # of Assets ULB # Past ULB % Past FTA Default ULB N/A Software N/A Generator N/A Vehicle Lift Total

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Facility Performance Summary

Asset Class (NTD) Asset Class (ODOT) # of Assets ULB # of Facilities below ‘3’

• n TERM

Scale % of Facilities below ‘3’

• n TERM

Scale Passenger N/A Passenger Parking N/A Maintenance N/A Administrative N/A Combined Administrative and Maintenance N/A Total

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Next Steps

• Complete/update inventory data where

needed

• Conduct facility condition assessments
• Initiate FY 2018 performance target setting

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Q&A

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Thank You

For additional questions/comments, please contact:

Heather Byers

Data Coordinator

Heather.Byers@dot.ohio.gov 614-752-6951

Tom Goodyer

Principal

Thomas.Goodyer@wsp.com 312-803-6658

Tiffany Batac

Consultant

Tiffany.Batac@wsp.com 202-661-5330