Using a Gap Analysis to Enhance Asset Management Practices · Using the Gap Analysis Tool Developed...
Transcript of Using a Gap Analysis to Enhance Asset Management Practices · Using the Gap Analysis Tool Developed...
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Using the Gap Analysis Tool Developed Under NCHRP 08-90
Presented by: Katie Zimmerman, P.E.
For the 2014 IHEEP Conference
Using a Gap Analysis to Enhance Asset Management Practices
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Overview - Background
• AASHTO TAM Guide – A Focus on Implementation includes a Gap Analysis Tool– Provided a framework for identifying and
prioritizing gaps between current and desired performance
Starting State
Desired End State
Improvement Plan
Plan Implementation
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Overview – Project Objectives
• NCHRP 08-90 sought to:– Develop a more useful tool– Retain the spreadsheet format– Improve the functionality, user-friendliness,
and flexibility– Incorporate federal legislative requirements
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How A Gap Analysis Tool Can Help
Where are you today?
Where do you want to be?
What gaps exist between
the two?
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Gap Analysis Process
Decide What to Rate, How Important Each Factor Is, & Who Will
Participate Ask Participants to Rate the Agency’s Current
Performance
Ask Participants to Rate Desired Performance or
Set It Centrally
Review Results – Assess Gaps Between Current &
Desired Performance
Identify Areas Needing Improvement & Establish
Priorities
Develop An Improvement Plan With Short- & Long-Term
Action Items
Implement the Improvement Plan
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Gap Analysis Rating Areas• Evaluate agency performance against best
practice in 8 areas:– Policy goals & objectives– Asset management practices– Planning, programming, & project delivery– Data management– Information systems– Transparency & outreach– Results– Workforce capacity & development
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Data Structure
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Assessment Areas, Elements, & Criteria
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Comparing to Best Practice
• Example: Agency policies encourage a business-oriented, customer-focused approach to asset management– Current rating?– Desired rating?
Best Practice
Initial Stages
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Outputs Identify Gaps in Practice
Large Gap
Small Gap
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Gaps Inform Your Implementation Plan (taken from the Colorado DOT Draft TAMP)
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Sample Implementation Plan Content (taken from the Colorado DOT Draft TAMP)
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Introduction to the Tool - Features
• Microsoft Excel development platform• Form-based user interface• Dual workbook/user approach
– Master workbook – used by master user to create surveys, manage data, & view results
– Rater survey workbook – used by individual raters to rate assigned criteria
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Introduction to the Tool - Organization
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Master Workbook
• Add/delete/modify survey criteria• Determine approach to set target scores• Define survey groups• Create/save surveys for each survey group
(unique combination of survey criteria)• Import/monitor survey results• View/export results
Modify the surveys here
Set up & distribute surveys here
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Rater Survey
• Each survey group rating sheet includes only the criteria selected for that group
• Criteria can be included in as many survey groups as desired
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Rater Surveys With Status Bars
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Import Survey Screen
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Results Groups
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Assessing Results
• Graphs• Spider Charts• Export Tables
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Compare Results Between Years
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Same Comparison – Different Format
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Same Comparison – Gaps Only
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User’s Guide Assistance – Survey Setup
• Helps evaluate what portions of the survey should be sent to each group
Assessment Areas Elements This Element Evaluates:
At a Minimum, Send This Element to These Groups:
1: Policy Goals and Objectives
1.a. Goals and Objectives
The extent to which agency goals & objectives are based on quality data, are monitored, and are aligned with good asset management practices
• Executive leadership • Asset managers • Asset management • Policy • Performance measurement
1. b. Agency Policies The existence and use of policies supporting asset management practices
Same as 1.a.plus:
• Planning and programming • Finance
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Assessment Area Elements Included Improvements to Consider Helpful Resources
Policy Goals and Objectives
• Goals and Objectives
• Agency Policies
• Review the process used to establish agency goals and look for ways to better incorporate asset management practices
• Evaluate whether performance measures are tied to agency objectives
• Establish an asset management policy
• Chapter 2, AASHTO Transportation Asset Management Guide – A Focus on Implementation
• National Highway Institute (NHI) Course 131106A, An Introduction to Transportation Asset Management
Asset Management Practices
• TAM Framework
• Leadership Support for TAM
• Asset Management Plan Development
• Lifecycle Management
• Document existing business processes and look for areas of improvement
• Confirm agency objectives for asset management
• Establish links between asset management and executive leadership
• Prepare/update an asset management plan
• Identify strategies for accounting for maintenance trade-offs associated with capital investments
• AASHTO Transportation Asset Management Guide – A Focus on Implementation
• National Highway Institute (NHI) Course 131106A, An Introduction to Transportation Asset Management
• NHI Course 131106B, Developing a Transportation Asset Management Plan
• FHWA Asset Management Website (http://www.fhwa.dot.gov/asset/)
User’s Guide Assistance - Results
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Distribution Through AASHTO
• Excel Spreadsheet• User’s Guide• Quick Setup Guide• Reference Files