MMS Functional Requirements

Maintenance Management System Functional Requirements Document

Consulting services provided by Majestic Systems Integration Company

Tarra Barnes (Project Manager) Kevin Stelter (Systems Analyst)

May 30, 2000

TDOT MMS Functional Requirements Document 1 of 69

TABLE OF CONTENTS

1. EXECUTIVE SUMMARY............................................................................................................................................2

2. BACKGROUND ............................................................................................................................................................5

2.1 THE INTEGRATED MODEL .........................................................................................................................................5 2.2 INFORMATION TECHNOLOGY ....................................................................................................................................6

3. METHODOLOGY.........................................................................................................................................................8

3.1 PROJECT INITIATION .................................................................................................................................................8 3.2 SUBJECT MATTER EXPERT INTERVIEWS....................................................................................................................8 3.3 BEST PRACTICES SURVEY .........................................................................................................................................8

4. ANALYSIS ...................................................................................................................................................................10

4.1 SYSTEM OBJECTIVES...............................................................................................................................................10 4.1.1 MAINTENANCE MANAGEMENT ...........................................................................................................................10 4.2 TECHNICAL ENVIRONMENT.....................................................................................................................................12

4.2.1 TDOT Desktop Hardware Standards............................................................................................................12 4.2.2 TDOT LAN Equipment .................................................................................................................................12 4.2.3 State of Tennessee Telecommunications Network .......................................................................................13 4.2.4 Communications............................................................................................................................................13 4.2.5 Number of Users............................................................................................................................................13 4.2.6 Geographic Distribution................................................................................................................................14

4.3 OTHER INFORMATION SYSTEMS..............................................................................................................................14

5. RESULTS .....................................................................................................................................................................15

APPENDIX 6.1 – FUNCTIONAL REQUIREMENTS.....................................................................................................17

APPENDIX 6.2 – PROJECT PLAN...................................................................................................................................40

APPENDIX 6.3 – PROJECT SCOPE ................................................................................................................................41

APPENDIX 6.4 – KICK-OFF MEETING PRESENTATION.........................................................................................44

APPENDIX 6.5 – ATTENDANCE LISTINGS..................................................................................................................46

APPENDIX 6.6 – EMPLOYEE QUESTIONNAIRE........................................................................................................49

APPENDIX 6.7 – SURVEY INSTRUMENT.....................................................................................................................53

APPENDIX 6.8 – SUMMARY OF BEST PRACTICES SURVEY FINDINGS.............................................................62


1. Executive Summary

The Tennessee Department of Transportation (TDOT) tasked a Project Team in January 2000 to assist TDOT in collecting, analyzing, and documenting its Maintenance Management System functional requirements (Appendix 6.1).

This report represents a culmination of a five-month effort and conveys the TDOT Maintenance Management System’s functional requirements. TDOT’s primary goal in this effort is to determine the MMS requirements to be used in the development of a request for proposal (RFP). TDOT believes that the MMS will create a more effective and efficient process-based organization.

The following goals have been identified for the Maintenance Management System:

• Development and analyzation of yearly work plans to project manpower, equipment and material needs.

• Provide a level of service throughout the State highway system, which is consistent and meets the overall funding goals.

• Budget manpower, equipment and materials based on estimated work effort. • Provide for Work Scheduling. • Track the work effort of the various maintenance work units. • Provide for the tracking of Contract Maintenance projects. • Compare contract versus in-house unit cost. • Support managerial decisions (comply with TCA code requirements).

An integrated MMS will allow TDOT to capture and leverage the knowledge of its rich organizational experience base. This will serve to enhance the organization’s effectiveness by taking advantage of maintenance management planning and execution and allowing tasks to be performed in an organized, systematic manner, so that predictable results and service levels can be achieved and the process better controlled.

TDOT employees involved in maintenance management are, like those in many other Departments of Transportation (DOT), confronted with insuring that the public has a safe, well maintained facility to travel on. These employees are charged with the responsibility to ensure that the roads are maintained effectively and efficiently.

In the Maintenance Division, managers are to accomplish work in a manner that places continuing emphasis on the economical utilization of personnel, equipment and materials. There are limits to the number of personnel, pieces of equipment, and money available to each maintenance division. This makes it necessary for maintenance to plan and schedule work so that resources are fully utilized.

The MMS capabilities are an appropriate solution that provides a structured approach to:

• Plan o Defining objectives and priorities o Defining Work Functions and Guidelines (procedures) o Developing Work Programs and Budgets


o Establishing levels of Service o Defining necessary resources

• Organize o Leveling Labor Resources o Allocating Resources

• Direct o Authorizing the Work o Scheduling Planned Work o Supervising the Work o Issue policy

• Control o Reporting Accomplishments and unit cost o Evaluating Performance o Taking Corrective Action o Making System Refinements

If implemented correctly, this MMS will become an effective tool for managers to use in setting objectives, preparing programs, and carrying out those programs. This will also give managers the ability to set service levels for their activities and determine performance measures as defined by the Governmental Accounting Standards Board (GASB), which “strongly encourages” state and local governments to develop indicators of “service efforts and accomplishments.” GASB calls for measures in four categories including (1) inputs, (2) outputs, (3) outcomes and service quality, and (4) efficiency. (NCHRP 110, October 1984).

One of the most important benefits TDOT could realize from deploying an MMS is the ability to reduce costs, increase productivity, provide uniform levels of service, improve the quality of maintenance work and the development of work programs and budget requests based upon factual information.

The process by which a system is developed and implemented can affect how maintenance personnel within the organization accept it. In acquiring/developing a Maintenance Management System, there are a number of recommendations that should be followed. It is recommended that TDOT make its selection of utilizing existing software packages or custom-built systems based on the best match of the desired functionality to match the maintenance management business processes.

It is also recommended that TDOT take advantage of software applications available today. In some instances, acquiring and building upon a specialized software package (as opposed to developing a customized application) will allow an organization to save money, and leverage best practices and business process improvements already built into the application. However, integrating such an application with TDOT’s other processes, applications, enabling technologies and IT infrastructure will require careful planning and implementation management. In order to implement a quality system, the software should be tailored to meet the departments specific needs of the MMS.


TDOT has an opportunity to capitalize on several of the industry’s leading applications. By acquiring and implementing an MMS that satisfies the functional requirements outlined in this report, TDOT will be positioned to provide its customers a significantly better level of service and support than it is able to today.


2. Background

TDOT has the responsibility of maintaining and managing an integrated maintenance management system. TDOT’s concern is to fulfill its obligations to the public by providing an efficient, functional and cost-effective system. Technological advances, the desire to shift from a function-oriented environment to process-oriented, and an increasing workload to be addressed by the current staff, are some of the issues that the Department is currently addressing with the Business Process Reengineering (BPR) Project for the project development process (PDP). TDOT recently completed Phase I of the BPR of their project development process. The project development process encompasses all business processes involved in:

o Creating and maintaining long-range plan; o Developing and maintaining medium-an-short-range programs based on the long-range

plan; o Defining, developing, and managing the projects that make up the program; o Managing construction of the projects

Phase 2 implementation of the BPR is currently underway which will include the maintenance management system.

2.1 The Integrated Model

As part of the Business Process Reengineering effort, TDOT developed an integrated model to serve as the basis for reengineering the process of developing programs and projects. This model, shown in Figure 2.1, includes changes and enhancements to 4 areas: the project development process, human resources requirements, organization restructuring, and information technology support needed as a result of these process enhancements.

Figure 2.1 The Integrated Model

Process Process Design Model Integrated

Model

Human Resources Major Staffing Change, Competency Gaps

Training and Hiring Needs HR Process Changes

Organization Organizational Structure

Information Technology Applications

Enabling Technology Infrastructure


The project development process is at the core of the reengineering effort at TDOT. The development of a new and improved process will eliminate the current functional mindset and will help TDOT become more process-oriented. The re-design of the project development process would not be successful without considering the impacts of Human Resources, Organizational Structure, and Information Technology.

The second area, Human Resources, improvements will be made to meet the requirements of the new process. Various gaps have been identified between existing staffing capabilities and what the new process will require; these gaps consist of both deficiencies in the number of available positions, as well as competencies required to support the new process. The MMS should help the department define those gaps. TDOT has also identified improvements needed in performance management, including the institution of performance measures.

TDOT has assessed the third area, organizational structure, and a re-design was initiated, adding several new offices in support of the new process.

2.2 Information Technology

The fourth area, Information Technology, involves the development of new applications, enabling technologies and changes to the underlying technical infrastructure to support the new project development process. Six new applications and four enabling technologies were identified as being required to support the new process. The six new applications, which have been identified, are listed below:

• Program, Project & Resource Management System • Construction Management System • Right-of Way & Utilities System • Environmental Permit System • Consultant Management System • Executive Information System

Since the completion of the BPR, other applications have been identified as being a necessary part of the newly re-designed project development process:

• Maintenance Management System • Outdoor Advertising

Four enabling technologies have been identified:

• Document Management • Geographic Information System (GIS) • CADD • Internet/Intranet


Figure 2.2 shows the target systems architecture that will be implemented in Phase 2 of the BPR. The current system architecture doesn’t include the two new systems that have been identified, however, they are in the process of being added.

Figure 2.2 Target System Architecture

Business Develop 5-Year Program, Manage Project, Develop Project,

Processes Manage Construction

Program, Project & Resource Management System, Construction

Application

Systems

Management System (includes Bid Letting & Award System and

Cost Estimation System), Right of Way and Utility Information

System, Environmental Permit System, Consultant Management

System, Executive Information System

Enabling

Technologies

Document Management, GIS (Geographic Information System),

CADD, Internet/Intranet

Technical Servers, LAN, WAN, Desktops, Laptop/Palmtop Clients, Windows

Infrastructure NT, ORACLE, Crystal Reports, etc.

The real value of the newly designed process will be realized when TDOT can make use of the entire MMS to:

• Plan and schedule work so as to ensure probability of success. • Organize the work effort to ensure that the right resources are in the right place at the right

time, doing the right things. • Direct and control the work to ensure the desired results are within the allocated time and

budget. • Provide information that will support the making of sound decisions. • Communicate and coordinate with others regarding plans, status, and accomplishments.


3. Methodology

An analysis of the Functional Requirements Document (FRD) was accomplished in several phases: the determination of the functional requirements for the MMS, subject matter expert (SME) interviews, follow-up joint requirements definition (JRD) and a Best Practices Survey.

This approach was developed in order to optimize and facilitate TDOT’s ability to collect and document its MMS requirements. Extensive SME interviews and follow-up JRDs were instrumental in the development of TDOT’s requirements. State surveys complemented this process by providing valuable lessons learned from other state DOT’s that have pursued similar initiatives.

3.1 Project Initiation

Development of Project Scope and Project Plan

The first phase of the analysis was initiated by a meeting with TDOT to discuss the deliverables. From this meeting, a project scope and project plan was developed. The project plan is presented in Appendix 6.2 and the project scope is presented in Appendix 6.3. These documents were presented and approved by Jim Allen, Manager of the I.T. Project Management Section.

A kick-off meeting was held February 10th to discuss the system description, project goals, methodology, project schedule, and deliverables. A copy of the presentation is included in Appendix 6.4 and a list of kick-off meeting attendees and SME interviews are included in Appendix 6.5.

3.2 Subject Matter Expert Interviews

In-depth Interviews with Subject Matter Experts (SMEs)

In-depth interviews with subject matter experts were completed. These interviews were essential for gaining an understanding of the MMS requirements from daily TDOT activities. TDOT personnel were asked several questions regarding their job functions. The interview instrument in Appendix 6.6 was used to gather relevant information so that possible MMS requirements could be obtained.

Interviews consisted of participants from each office that would be affected by the new MMS. From the interviews, several requirements were gathered to use as a foundation for the final requirements. These actual requirements are listed in Appendix 6.1.

3.3 Best Practices Survey

The purpose of the Best Practices Survey was to obtain any relevant and available information and documents related to efforts undertaken by other state transportation agencies in procuring and/or installing a similar maintenance management system.


The results of the survey were used to determine “best practices” as well as any “lessons learned” by other state transportation agencies so that TDOT can leverage those experiences to its advantage, and that of the survey participants.

Numerous states were contacted and where appropriate, interviewed about their maintenance management system. The interview instrument in Appendix 6.7 was used to gather relevant information so that possible MMS requirements could be obtained. A summary of the Best Practices survey findings is attached in Appendix 6.8.


4. Analysis

During the course of defining the requirements for the MMS, the definition team conducted interviews and JRD reviews with subject matter experts throughout the Department. The issues identified by the subject matter experts have led to the functional requirements identified in Appendix 6.1. The functional requirements are based on supporting the maintenance management process flow prepared by the Department and presented in the following section.

4.1 System Objectives

The functional requirements identified in Appendix 6.1 are based on supporting the maintenance management process flow presented in Section 4.1.1. The maintenance management process flow was based upon information collected from subject matter experts. The objectives, along with the maintenance management process are indicated in the following paragraph.

4.1.1 Maintenance Management

Figure 4.1.1 shows the Maintenance Management process. The following business goals and objectives have been identified for the maintenance management process.

• Development and analysis of yearly work plans to project manpower, equipment and material needs.

• Provide a level of service throughout the State highway system, which is consistent and meets the overall funding goals.

• Budget equipment and materials based on estimated work effort • Provide for Work Scheduling. • Track the work effort of the various maintenance work units. • Provide for the tracking of Contract Maintenance projects • Compare contract versus in-house unit cost. • Support managerial decisions. • Provide for a single data entry point. • Provide an Ad-hoc reporting tool to satisfy administrative queries. • Measure preventative maintenance.


Figure 4.1.1 Maintenance Management Process Flow

Planning Schedule Work

Data Capture

Data Validation MMS Reporting

Interface w/other systems?

Perform Work

Data input using desktops, laptops, hand-helds, etc.

STARS TRIMS GIS CMS DM PPRM EIS

YES

Work Program and Budget Determined

System Validation

Performed by selected

personnel


4.2 Technical Environment

TDOT maintains a combination of mainframe applications, specialized information systems, customized PC applications, and off-the-shelf PC-based applications. The TDOT Information Technology Division supports the major system-wide applications, but does not support or control the smaller specialized or custom developed applications. Many of these smaller systems store redundant information for lack of the ability to transfer information to and from other systems. The transfer of information varies between systems and often consists of customized applications developed by individual users or manually re-entering data. Consequently, there is no guarantee of consistency and validity of data transfer between systems.

4.2.1 TDOT Desktop Hardware Standards

All TDOT servers are hosted in the computer room on the fifth floor of the James K. Polk Building and are connected to the rest of the network through an Ethernet Fast Switch backbone. The servers are currently a mix of Compaq and HP servers.

IPX/SPX and TCP/IP are the two main protocols used by the network while SNA is used to connect to the mainframe applications. There are approximately 2000 nodes on the TDOT network and the number is expected to grow to about 2500 by the end of 2000.

TDOT’s higher end desktop PC is designed for departments using TRIMS or GIS applications. It currently consists of:

• 500 MHz Pentium III processor • 8 MB video card • sound card • 64 MB RAM • 10 GB hard drive • 32x CD-ROM drive • 21” monitor • 3.5” floppy drive

4.2.2 TDOT LAN Equipment

The headquarters building maintains a network of 10/100 baseT-Ethernet connections running from the 350 T switches on each floor. TDOT is moving towards 100 baseT Connections for all regional offices. TDOT also currently provides some remote access to the network through an NT dial-in server, which provides 24 concurrent connections to the LAN.

The TDOT headquarters building Ethernet backbone runs at 1.2 gps through a number of switches hosted on each floor of the headquarters building. The backbone is connected through the


headquarters building with a fiber optic network. All wiring is CAT5 specification at the headquarters building, regional offices, and field offices.

4.2.3 State of Tennessee Telecommunications Network

The state of Tennessee telecommunications network consists of the following:

• Circuits (Data) 705 total • Communications Controllers – 1 IBM 3725, 3 IBM 3745 • Local Communications Controllers – 15 (3274 Type) • Remote Communications Controllers – 911 (3274/T1 74 Type) • Mini computers with Host Accessibility 17Y – 110 Total

• IBM System 36 • 1 Honeywell Model 400 • 9 IBM AS 400 • 1 UNISYS System 2200/500 • 90 Motorola 3840/3640

• Backside Workstations/PCs attached to MINIS 2,894 Network Devices – 25,405 Total • 12.970 Inquiry/Data Entry Type CRT’s (Various Models) • 2,180 Hardcopy Printers (Various Models) • 10,525 Personal Computers (Various Models)

• Network Monitoring System • AT&T Model 6830 Network Monitoring System with full analog and digital T-1 support

consisting of: • 5 full function workstations • 1 basic function workstation

4.2.4 Communications

The Tennessee Office for Information Resources (OIR) operates TNII, which covers most of the State of Tennessee with a network of mainly T1 lines. The OIR is planning to upgrade TNII to a level of OC-3 and OC-12. Currently, two separate networks carry IP and SNA traffic.

4.2.5 Number of Users

The total number of system users is initially estimated as follows:

Total Users Concurrent Users Maintenance Management 500 200


4.2.6 Geographic Distribution

Maintenance Management System users will be located throughout the entire TDOT system. They will be located in Region 1 (Knoxville), Region 2 (Chattanooga), Region 3 (Nashville), and Region 4 (Jackson). Each regional office has approximately 5-6 District offices, totaling 22 District offices. The majority of the users will be located in the county field offices (approximately 95 county offices). The Maintenance Management System will need to be accessible to any and all authorized users within the TDOT network.

4.3 Other Information Systems

Design of the Maintenance Management System must consider, not only the other existing TDOT systems, but systems planned for future development. The current and proposed systems for which the MMS is expected to interact include:

• STARS and TDOT STARS • TDOT Intranet/Internet • State of Tennessee Web Pages • Geographic Information System (GIS) • Document Management System (DMS) • Executive Information System (EIS) • Tennessee Roadway Information Management System (TRIMS) • Construction Management System (CMS) • Program, Project & Resource Management System (PPRM)

STARS, TDOT STARS, TRIMS, the TDOT Intranet, and the State of Tennessee Web Pages are current information systems in which the Maintenance Management System may interact. The Document Management System, Geographic Information System, Program, Project & Resource Management System and Construction Management System are proposed systems for which the functional requirements have been previously defined or are in the process of being defined. The functional requirements identified in Appendix 6.1 address the interaction with each of these systems.

The remaining systems are proposed and their functional requirements have not been defined, however, design of the MMS should consider possible integration with these systems to facilitate the timely and cost-effective management of information throughout the Department.


5. Results

This document presents the objectives, approach, methodology, analysis, and results of a five-month effort to collect, analyze, and document the functional requirements for TDOTs proposed Maintenance Management System. Based on research of existing applications and discussions with other state DOTs, the project team identified several vendors that may satisfy TDOTs core functional requirements (none of these systems include a maintenance rating index program which is highly desired by TDOT). Although by no means an all-inclusive list, these vendors consist of the following:

• Highways Maintenance Management System (HMMS) by Booz-Allen & Hamilton • Maximo by Project Software & Development, Inc. (PSDI) • RMC Consulting Maintenance Management System • Hansen Information Technologies Maintenance Management System • Highways by Exor by Selfware

Given TDOTs stated functional requirements and desired objectives, it is highly unlikely that these applications represent an “out-of-the-box” solution that will completely satisfy TDOTs functional requirements without some level of customization and integration. TDOT must weigh the advantages and disadvantages of each application in order to determine the level of customization and integration needed.

In addition, integration with TDOTs other processes, applications, enabling technologies, and IT infrastructure may significantly increase the level of integration and customization required for an “out-of-the-box” solution. It will be necessary to ensure that the MMS is designed to meet TDOT’s overall goals and will require careful planning and implementation.

It is recommended that TDOT develop a steering committee, consisting of members representing various levels throughout the department, to assist in the implementation so that each level can voice their opinions and make decisions on various functions and processes. The key is to design a system that is useable. It must furnish useable information and provide user benefits. Simplicity is the key to success for any software application. If the tool is not simple, easy to use and accepted by the field user community, then the organization will receive little benefit from its implementation.

TDOT should also develop a plan to “market” the MMS to TDOT personnel. The purpose of this marketing plan is to gain system acceptance and use by TDOT personnel. Getting buy-in from potential users of an integrated MMS would go far in smoothing system implementation and gaining acceptance of the system.

Extensive training of personnel on the system is recommended. The users should be given basic computer training prior to introducing them to the MMS. TDOT must take into consideration that many of the end users have never been exposed to a computer. Basic computer training will somewhat decrease the fear of using the new MMS.

As part of the vendor selection during the RFP process, it is recommended that TDOT require the vendor to support training of selected personnel on software use, a technique similar to a train-the-trainer approach. Training of TDOT system administrators must be considered so that the

Suggested Milestone


administrators can achieve the required competencies in supporting software customizations and maintenance. The use of instructor guides, user’s manuals or on-line help features should also be considered in this process.

A controlled, carefully planned and executed implementation will benefit TDOT in numerous ways. By implementing a pilot program in one district, TDOT will have the opportunity to evaluate the system’s intended performance and functional capabilities and approve portions of the system and processes before making a commitment to roll out the system throughout the agency. While this approach may delay some TDOT users gaining access to maintenance management functionality, it is a worthwhile trade-off to obtain benefits associated with a controlled and carefully planned implementation. Before and during the pilot program, specific training will be provided and assessed for any special equipment, devices or software used in conjunction with the MMS system.

A comprehensive acquisition strategy should be developed to procure necessary components to satisfy requirements. The development of an RFP will be completed as soon as TDOT finalizes the requirements and decides to implement a system. TDOTs Subject Matter Experts have shown great interest in support of an automated Maintenance Management System, and it would be to TDOT’s advantage to capitalize on the existing interest generated from this requirements analysis effort.

Given the necessary steps that TDOT must complete between now and system contract award, and depending on how TDOT decides to proceed, the following recommended schedule should be followed:

Suggested Timeframe Finalize/accept MMS functional requirements April - May 2000 Cost Benefit Analysis Development/Approval April – August 2000 RFP Review September 2000 - February 2001 Vendors develop proposal March – April 2001 Evaluate responses May - June 2001 Conduct live test demonstrations June 2001 Negotiate/award contract July 2001 Design/develop system August 2001 – August 2002 System Testing/pilot training September – October 2002 Begin Pilot November – December 2002 Evaluate pilot functionality January – February 2003 End-user training March – June 2003 Full Implementation – Beginning of Fiscal Year July 2003


Appendix 6.1 – Functional Requirements

1. Planning and Scheduling No. Title Requirement 1. Project Planning The system must be capable of creating and adjusting work plans based

on budget, manpower, material, equipment, desired accomplishment and level of service variables. The output will include printable work plans for long term maintenance programs, maintenance projects, special projects, and seasonal and routine maintenance activities.

2. Work Planning The MMS shall provide the functionality to create, simulate, project and balance maintenance activities under varying scenarios and ultimately to develop yearly work plans based on the following criteria:

1. Inventory 2. Activities 3. Levels of Service 4. Performance Standards 5. Available Funding 6. Availability of Resources

These planning values represent the “base” for the calculations of the work plans and the subsequent budgets, resource requirements and performance evaluation processes.

3. Annual Work Plan

The system must provide a mechanism to develop an annual work plan (by unit/crew) to anticipate work that can be completed by available manpower and equipment. The annual work plan should be capable of documenting goals set by the department and become the basis for evaluation of the maintenance program.

4. Budget Preparation/ Planning

The MMS shall provide a mechanism to generate and calculate an annual budget (by unit/crew) and integrate it with the overall work plan for estimated costs for labor, equipment and materials required for each activity in the work plan.

5. Plan versus Actual Accomplishment

The system must be capable of comparing the work planned versus the actual work completed. The resulting comparison reports are used to modify work plans, add resources to the higher priority projects, adjust the standard accomplishment units based on local conditions or take other actions as appropriate to manage the projected accomplishment goals.

6. Establishment of Work Requirements

The system must be able to calculate and predict the amount of time, labor, equipment and costs required to perform maintenance activities at various levels of service. (i.e. the ability to perform “what if” scenarios).

7. Work Scheduling

The system must provide the ability to prioritize and schedule work by activity for long-range planning. The system must produce printed work schedules containing the suggested crew make up, equipment, time and materials required for each scheduled activity. The scheduling system must be flexible enough to allow adjustments to budget, cost of work, and

8. Emergency

Work (Schedules)

The MMS must provide a mechanism to create work schedules for demand-responsive maintenance. Demand-responsive maintenance includes: • Emergencies • Work requests • Problems identified in daily patrols.

9. Emergency Work (Resources)

10. Crew Schedules The system should allow designated personnel the ability to develop daily, weekly, bi-weekly and monthly crew work schedules. Printed crew work cards could be used to drive daily work activities.

11. Crew Assignment

12. Suggested Crew

13. Preliminary Work Schedule

14. Work Calendar/Work Load Leveling


level of service variables. The system may interface with the PPRM for resource assignment and scheduling functions.

The system should allow for immediate scheduling or re-scheduling of required personnel, equipment and materials needed to perform emergency maintenance activities.

The system must be flexible and allow designated personnel the ability to make real-time assignments and adjustments for personnel, equipment, activities and work crews. The system should have the ability to assign labor resources based on the individual function, role, or skill required to perform the particular activity. The system should be capable of providing a preliminary work schedule, based on statewide budget, goal and resource parameters. The system should allow designated personnel the ability to define and create a work calendar. The planning calendar will display all planned activities in a weekly, monthly, or yearly calendar format. The system should also provide the ability to spread workload across the months based on user defined parameters for seasonality, resource utilization and priority of the objective.

15. Automated Progress Status

The system must have the ability to automatically compare completed work accomplishments versus scheduled work. The system should monitor and create a percent complete report. The system should also generate notifications regarding work progress and alerts on activities that are off schedule.

16. Reassignment of Work

The system should be able to track and reassign work not completed.

17. Activity Level The system should be able to track, report, evaluate and schedule work based on the type of activity being performed.

18. Work Days The system should allow designated personnel the ability to define work periods and non-work periods (weekends, holidays) for a job, which automatically determines the days available for the system to schedule work.

22. Cost Estimates


19. Field Inspections The system must track, report, and maintain a history of field maintenance inspections. The system shall also track inspection due dates, date performed and the associated condition or status.

20. Equipment The system must be able to track, schedule and report equipment usage. The location, availability, and downtime of equipment will be maintained along with the average cost by hours, miles or use.

21. Materials The system will have access to the cost of materials associated with maintenance activities. The unit cost of the material along with the estimated quantity needed will determine the estimated cost of materials for each project or activity. (i.e. unit cost x quantity = estimated cost of material). The system will have the ability to create cost estimates for activities. The estimate must include time and cost for labor, equipment and materials. Estimates will be based on data from similar accomplishments combined with user input and current rates for labor, equipment and materials.


2. Data Capture No. Title Requirement 23. Single Source

Data Entry The MMS shall provide a single source data entry point to avoid duplication of effort, and provide the information necessary for reports (accomplishments, resource usage, time, roadway feature inventory updates, etc.) to be generated from this single source of data.

24. Data Entry (Devices)

The MMS must be capable of providing specified personnel the ability to record daily work documentation (labor, equipment, and material) into the system using the following devices: (Need to identify device to be used)

1. Desktop. 2. Laptop or hand-held computers. 3. Scanners. 4. Electronic clipboards. 5. Tablets with handwriting recognition. 6. Voice recognition systems.

25. Unique Document Identifier

The system shall provide a mechanism to create a unique document number or identifier when documents are indexed. (i.e. creating an identifier for the online crew day card, equipment log and materials for access when pulling historical information).

26. Online Crew Day Card

The system must provide a user-friendly mechanism for entering crew day (daily work report) information electronically. Crew Day information includes:

• Assigned Crew Member Names • Hours Worked (regular and overtime) • Activity Description • Activity # • Crew Size • Equipment (vehicle tag #, hours, mileage, and description) • Material (description, unit, amount used) • Accomplishment • Date • District/County • Location and Special Instructions

27. Work Report Updates

The MMS must allow authorized users the ability to enter daily work report data for prior workdays. (i.e. if personnel does not enter data on the day of record, they must be given an option to select a date from a calendar, or equivalent to enter data for the missed date).

28. Printing of on-line crew day card

The system must give the user the capability to print the following information from the equivalent on-line crew day card or daily work report.


o Crew day cards for activities from the monthly work calendar. o A specified number of crew day cards for a specific period. o User created crew day cards.

29. Employee Payroll

The MMS should facilitate the automated tracking of employee payroll records. Information to be tracked includes:

1. Employee name 2. Employee Identification number 3. Hours worked (regular and overtime) 4. Date Work Performed 5. Job Title 6. Pay Rates 7. Leave information (annual, sick leave, etc.) 8. Leave availability 9. Expenditure Account (cost center) 10. Sub Job 11. Activity Number 12. Pay Period 13. Position Number 14. Position Status 15. Unit Number

Employee payroll information will be entered and tracked within the MMS and then transferred to STARS for payroll and accrual purposes.

30. Employee Payroll (STARS Interface)

The system must be capable of uploading payroll information to the STARS financial accounting system in accordance with specified departmental standards.

31. Payroll Leave Codes Table

The MMS provide a mechanism to maintain a payroll leave codes table. The table should include the following leave codes:

1. Annual 2. Admin Leave 3. Maternity Leave 4. Sick Leave 5. Military Leave 6. Family Medical Leave (sick, annual, & AWOL) 7. Civil Leave (federal & other) 8. AWOL Leave 9. Educational Leave 10. Comp Leave

32. Average Hourly Wage Table

The system must provide a mechanism to maintain an average hourly wage table by position classification. (i.e. county supervisor @ $12.50 per hour).

34. Employee Personal Data


33. New Employee Updates

The MMS must provide the capability to acquire new hire information prior to upload/download of information to/from STARS. (i.e. if a new employee’s start date is prior to the STARS update to MMS, there must be a mechanism to temporarily track/hold employee information). The MMS must be capable of tracking, maintaining and updating employee specific personal information. (i.e. home phone, address, etc.). The system must provide the capability of uploading updated information (address changes, equivalent to form PMF 201) to the appropriate departments.

35. Electronic Signatures

The MMS should provide a mechanism to use, accept, and maintain electronic signatures in accordance with departmental standards.

36. Equipment usage The system shall be designed to track equipment usage by specification data. Specification data to be tracked should include but are not limited to:

1. Vehicle identification number (license number) 2. Vehicle description 3. Date 4. Number of hours/miles used 5. Beginning and ending mileage 6. Activity number vehicle used against 7. Expenditure Account 8. Sub Job 9. Miscellaneous Services Account (MSA) 10. Unit number

37. Equipment Log The MMS should automatically generate an equipment log showing tracked information. (i.e. the equivalent of a form DT-0498).

38. Equipment Data (STARS Interface)

The MMS should provide the capability to upload equipment data to the STARS financial accounting system in accordance to departmental standards.

39. Loaned Equipment

The MMS shall provide the capability to track equipment loaned to other districts.

40. Equipment Rate Table

The system must provide a mechanism to maintain average equipment cost of operating equipment. (i.e. dump truck =$.50 per mile).

41. Materials Management

The system shall provide the capability to capture, track and manage material costs (Direct Purchase, Statewide Contract or Local Purchase) for each maintenance work activity by unit, dollar amount and description.

42. Materials (STARS Interface)

The MMS should provide the capability to upload materials data to the STARS financial accounting system in accordance to departmental standards.

43. Data Verification The MMS should provide the ability to allow all input fields the capabilities of basic verification checks for accuracy at time of input. When the user enters information in a field, the system must check the data against the table. If the entry is within the acceptable limits, the system processes the entry, if not, the system must display a warning or


error message and the user must change the entry before proceeding. 44. Automatic Data

lookups The system must provide for the linking of data fields where possible (i.e. activity number automatically linked with activity description).

45. Data Input Edits The system must provide notification capabilities to alert personnel of when incorrect data has been entered (i.e. if any data is outside of a preset limit, the system alerts the user to questionable or incorrect entries by displaying a warning or error message).

46. On-line help The system must provide on-line help to assist the end-user during data entry. The system must have context sensitive and “how to” functionality.

47. Menu Selection The MMS must make use of drop-down menus, combo boxes, value lists, and standard widows hot keys where available for ease of use.

The drop-down menu is an entry field in which the program displays values from a system table or combination of tables in a drop-down list.

A combo box is an entry field similar to a pop list in which the user can either select a displayed value, or type in the code of the value to make the selection.

A list of values is also similar to a drop-down menu but may display values for more than one data entry field, thereby allowing the user to populate several fields with one selection.

51. Availability of Data


3. Data Validation No. Title Requirement 48. Database

Integrity The system must support the use of primary and foreign keys to maintain referential data integrity between tables. The system will require the use of primary key fields and constraints on these fields to further control and maintain database integrity.

49. Triggers and Stored Procedures

The system must allow and support the use of triggers and stored procedures to automatically launch various reports, auditing programs, or user messages based on preset, pre- defined criteria. (i.e. a stored procedure could run before the end of each pay period to ensure all active employees are accounted for. If not a message is generated to notify appropriate personnel otherwise.

50. Rules Table The system must allow for an administrator maintained rules table to define data relationships, functional logic and basic data integrity (i.e. hours entered must relate to a specific activity, or beginning and ending miles must be in range for a specific segment of roadway). The system must allow authorized personnel the ability to control the timing, availability and posting of data. (e.g. activities and hours worked are entered into the MMS real time however, payroll/timesheet data is batched and submitted at the end of the pay period after review by authorized personnel).

52. Inactive Project Status

The system must provide the ability to flag a project as inactive. (i.e. keeping a projects information on file but not including it in current scheduling or projections).

53. Exception Reporting

The system will provide automated exception reporting for selected personnel. The reports can be used to audit critical data that is outside known ranges. The criteria for the exception reports must be user defined and modifiable. The areas of automatic exception reporting should include but are not limited to:

1. Payroll timesheet 2. Equipment Log 3. Materials Cost 4. Activity Data

Additional exception reporting requirements listed in Section 6. 54. Synchronization

and Update Validation

The system must provide for Interface Control Files to be designed and used to facilitate the exchange of data between the MMS and other TDOT systems.

55. Access Control The system must provide the capability to set and administer access to the system at varying user group levels. The appearance of the menus, lists of available menu options, visibility of certain data and update/delete capabilities should be restricted through the use of user and or group permission settings.

56. Data Audit Trail The system shall be capable of creating an audit trail including logging


the time, date and user ID for adds, changes and deletes made to critical data.

57. Data Entry Verification

The system must provide a mechanism to perform validity checks of data entered by field personnel at the time of data entry. Real time field edits, data ranges and relationships shall provide the equivalent of manually reviewing data entry and checking for errors.

When personnel enter conflicting or out of range data they will receive a message indicating why the information is outside of the acceptable range. The system must then suggest a solution if possible or suggest where to search for additional help on that topic.

58. Payroll Validation and Submittal

The system must allow authorized personnel the ability to perform a final validation check on payroll/timesheet data prior to submittal.

59. Error Correction The MMS must provide a mechanism to correct errors entered by field personnel, if applicable. If data validation passes at the time of data entry however, specified personnel performs a manual validation, personnel performing the check must be given authorization to correct the error.

60. Error Log The system shall keep a log of the most common query, spelling and typing errors. The error log can be referenced by the user during input (i.e. the user can’t find all incidents on ‘State Route #1’, the common error log would display the syntax and results of previous iterations of that query showing ‘State Route 1’, ‘State Rt. 1’, ‘State Route 01’, etc.) to assist the user.


4. Maintenance Management No. Title Requirement 61. Funding (Financial

Resources) The MMS should allow an authorized program manager the ability to create and maintain a funding database, capable of tracking funds by source, status (whether allocated or not), constraints, amounts by year, and other possible authorized user defined fields as needed.

62. Funding Expenditure

The system should provide the capability of tracking funding expenditures.

63. Allocation of Funding

The MMS shall provide the capability of allocating funding resources.

64. Budget Tracking The MMS must track project budget and cost status and history of budget and cost data.

65. Quantity and Costs The system must provide the capability to estimate the quantity and unit cost for labor, equipment, and material. This is especially important when determining Annual Work Programs and Budgets.

66. Costing by unit/ class

The MMS should provide the ability to determine the cost of performing an activity by location. The Roadway costs can be determined by summarizing the costs associated with the user-defined unit and roadway classification.

67. Maintenance Rating Index

The system shall allow the Maintenance Rating Index to be manipulated and applied to activities. The index is derived from values assigned for roadway classification, priority of activity and a factor for level of importance for each facility type.

68. Activities and Activity Standards

The system must provide the ability to easily filter activities based on multiple user defined/selected activity database field. Filters enable users to focus on specific activities that match the criteria the user specifies.

69. Activity Numbers The system must allow the number of activities to be increased or decreased as deemed necessary.

70. Activity Description

The MMS shall allow the activity title/descriptions field the ability to expand to clearly describe the work involved.

71. Inventory The MMS should be capable of maintaining inventory of all maintenance activities. These activities include but are not limited to:

1. Roadway 2. Roadside 3. Drainage 4. Signs 5. Applicable bridge information

72. Inventory The system shall provide for roadway feature inventory with location (county route mileposts or GPS reference points), type, quantity, date installed, and condition of the feature.

73. Inventory Updates The system shall provide the capability of adding and deleting feature inventory throughout the year and also allow for updating of re-


inventoried items. 74. Pavement Rating The MMS shall provide the capability of rating the condition of

pavement. The Pavement Management (PMS) will provide the data to TRIMS. The MMS must interface with TRIMS to obtain this information.

75. Equipment Management

The system shall provide a mechanism to track. The system shall also provide a means to examine which equipment/labor/material combinations are most cost-effective.

76. Equipment Usage (Storage)

The MMS must allow specified users the ability to store and access equipment inventory by organizational unit and location and provide the capability to assign the equipment to a specific task. (i.e. proactive scheduling system).

77. Equipment Usage (Availability)

The system shall provide the capability to show the available equipment and what job the equipment was used for. (i.e. integration of equipment scheduling and work scheduling).

78. Equipment Management

The MMS shall provide the capability to record the usage, cost and location of equipment and provide for review of equipment activity and downtime.

79. Level of Service The system must provide the ability to set service levels. Service levels relate to the condition of the maintainable elements and specify the levels to be maintained for each element. The system must also provide a mechanism to track when a specific element falls below the level specified.

80. Level of Service (Budget)

The MMS must provide a mechanism to assist appropriate personnel in developing a maintenance program. (i.e. the level of service must be capable of assisting in budget development).

81. Adjustment of Service Levels

The MMS shall provide the capability of adjusting service levels to those that can be realized with appropriated funds.

82. Performance Standards

The system must provide the capability to set performance standards for each work activity. Performance standards tie together the work accomplishment units for an activity, and the inventory units of the specific roadway feature that corresponds to that activity. The system must also provide the ability to base budgets, programs, and fund allocation formulas on a specific condition and actual/desired level of service elements.

83. Performance Measures

The MMS shall provide the capability to measure performance that reflects actual conditions encountered and reported in the field.

84. Performance Monitoring

The system should provide the capability of performance standards to test the comparative efficiencies, productivities, and cost–effectiveness of various work procedures, equipment, material types, and crew sizes.

85. Threshold Standards

The system should provide the capability to set pre-defined threshold standards (condition standards). Threshold standards are standards that can be allowed to exist before a specific highway feature is considered not to meet the expectations of the agency, and when corrective action should be taken to improve the situation.


86. Workload Distribution

The MMS should provide a mechanism to measure workload for allocation of the total annual work program to the months the work will or should be performed.

87. Materials Management (Vendor Purchases)

The system must provide a mechanism to track material purchases from vendors on an emergency basis. (i.e. miscellaneous or extra items that are not on a statewide contract).

88. Materials Management (Sources)

The MMS should provide the capability to list the sources or vendors of various materials and the costs associated with their procurement.

89. Materials Management (Statistics Reports)

The system shall provide the capability to generate statistics and summary reports pertaining to material usage, costs, and other information needed for accounting and budgeting.

90. Communication with Suppliers

The MMS should provide for communication with materials suppliers including information regarding current material stores, shipping time, production capability, and quality control data.

91. Deferred Maintenance (Missed Work)

The MMS shall provide the capability to re-schedule planned work that has been missed.

92. Deferred Maintenance

The MMS shall provide the capability to track re-scheduled work.

93. Deferred Maintenance

The system must provide a mechanism to document and report the causes of re-scheduling the work. These causes include but are not limited to:

1. Bad Weather Conditions 2. Equipment Breakdown 3. Emergencies/Accident Repairs

94. Deferred Maintenance (Notifications)

The MMS should be capable of notifying specified personnel of missed work. (i.e. if a project has been re-scheduled due to unforeseen circumstances).

95. Security (Revisions and Data Entry)

The MMS must provide user level security to authorized personnel to restrict access for making revisions and entering information.

96. Security (Access and Permissions)

The MMS must provide categorized access and permissions based on specific users/groups.

97. Security (Concurrent Logins)

The MMS must provide data entry safeguards to prevent data loss due to multiple concurrent logins.

98. Security (User Name and Password)

The system should maintain security by requiring users to enter a user name and password at log in.

99. System Administrators

The MMS shall allow system administrators access to all system functions, information, and devices. The MMS must also provide a mechanism for the system administrator to make updates to the system.


These items include but are not limited to:

• Change label names and field lengths. • Add push buttons, table views, pictures, tabs, and icons. • Hide and edit fields. • Modify drop down menus. • Create “cloned” applications and new screens. • Create a dynamic link to data dictionary, which allows end-users to

display any field added to the data dictionary by the system administrator.

• Modify and add values to lookup tables.

100. Floating Crews The MMS must allow for the tracking of floating crews (individuals assigned to an activity outside of their county) and ensure that time, equipment, and material usage is tracked at the county of where the work is performed.

101. Comparison of actual versus planned work

The MMS must allow for the tracking of actual versus planned maintenance expenditures. This will allow for tracking the percent of total maintenance funds expended on each set of maintenance functions, as well as the percent of labor hours and the percent of materials and equipment hours spent on each group.

102. Crew Day Card (form DT-0022)

The MMS must generate and track the equivalent documentation of a TDOT form DT-0022 to track crew information. The form must track:

• Assigned Crew Members Names • Hours Worked (regular and overtime) • Activity • Activity # • Crew Size • Equipment (vehicle tag #, hours, mileage, and description) • Material (description, unit, amount used) • Accomplishment • Date • District/County • Location and Special Instructions

103. Communication The system should provide standard email capabilities for effective communication between field and office personnel.

104. Interface Capability

The MMS must allow interface with other systems to share data and avoid duplicate data entry. System interfaces include but are not limited to:

1. Tennessee Roadway Information Management System (TRIMS) 2. Geographic Information System (GIS) 3. Construction Management System (CMS)


4. State of Tennessee Accounting Report System (STARS) 5. Document Management System (DM) 6. Program, Project & Resource Management System (PPRM) 7. Executive Information System (EIS)

(Section 7 provides a description and brief overview of these components).

105. “What If” The MMS shall provide the capability to perform “what if” analysis of funding requirements vs. funding availability by manipulating various funding sources and amounts. The system should provide the option to save the results of the “what if” analysis for programming purposes or keep for further considerations.

106. Contract versus State work

The system must have the capability to differentiate contracted versus internal work and also provide the ability to allow cost comparison.

107. Contract Maintenance

The MMS shall provide the capability to establish and track the progress of maintenance work performed by contract. The system must provide the ability to perform the following:

1. Determine the exact location and quantity of work to be performed. 2. Provide performance of standards and specifications for contracted

activities. 3. Has a complete database of potential contractors and all the related

information (e.g. types of services, unit costs of work). Optional. 4. Performs cost-benefit analysis of in-house versus contracted work. 5. Identify peak periods of maintenance needs when the available

resources (personnel, equipment, etc.) are not adequate to perform required activities simultaneously.

6. Generates drawings and maps of maintenance elements to help the contractor understand the nature and scope of the problem.

7. Allocates staff and resources to inspect and evaluate the quality of contract work.

108. Contract Analysis The MMS shall provide a mechanism to support contract analysis and management.

109. Modification of plans and budgets

The MMS must provide the capability of modifying the annual work program and budgets during the year.

110. Budget Versions The MMS shall be capable of creating multiple budget scenarios. (i.e. original, current, actual, and simulated plan).

111. Modification of Work Plans

The system must provide the capability to modify contracted and privatized work plans during the year.

112. Training Program The MMS must provide training to selected personnel on the use of the system. This must include training on commercial and non-commercial software. The following training should be considered:

• Train-the-trainer • One-on-one training


• Classroom training • Computer-based training (CBT) • Video-based training • Procedure manual • System manual • On-line training

113. Training Database The system must provide an instance (copy/dummy) database set up and available to all users as a “training” database. (i.e. similar to a test database).

114. Archival Capabilities

The system shall provide the capability of archiving and storing historical data for future reference. The data shall be archived/stored according to governmental regulations. (i.e. the equivalent of storing crew day cards for seven years).

115. Audit Trail The MMS shall provide audit trail capabilities. The system shall store all posted information. It should include when that record was created, last updated, date, time, and name of user who modified the record.

116. Threshold Limits The MMS shall provide the capability of placing threshold limits on each activity. When an activity reaches or exceeds a specified amount or percentage, a flag should alert designated personnel that they are reaching/exceeding the amount/percentage.

117. Tracking of Over-runs

The system shall track over-runs on maintenance projects that are performed by construction or other entities. Over-runs are projects that exceed the amount allotted. (ex: maintenance project completed by construction team. Maintenance allocated $1 million however the cost to complete the project by construction totaled $1.2 million. The amount (over-run amount) will come out of the maintenance budget).

118. Explanation of Over-runs

The MMS must provide a mechanism to provide explanations for item over runs for each project.

119. Printable Accounting Documents

The MMS should provide maintenance personnel with the ability to electronically complete and print the following accounting forms on-line:

1. DT-600 ( STARS Invoice Transmittal) 2. DT-604 (STARS Certificate of Purchase Summary) 3. DT-0587 (STARS Project Action Form) 4. DT-0015 (STARS Receiving Report) 5. P4 (Departmental Purchase Order) 6. P5 (Emergency Explanation/Bid Abstract)

120. CMS Interface (Project letting)

The MMS should have the capability to link to the Construction Management System (CMS) to obtain maintenance project letting information.

121. Read-Only Access The system should be capable of allowing read-only access to parties requiring access to view information.

122. Inter Agency The MMS should provide the ability to track work completed for other


Agreements agencies (i.e. work done for city, county or other non state highway systems). This will aid in comparing work performed by TDOT for other agencies.

123. Modifications to archived data

The system must provide the capability of preventing modifications to a record once it has been archived.

124. On-line Help The MMS shall provide on-line help, tutorial, training mode or other on-line training method.

125. System Enhancements

The system must be flexible enough to allow for future enhancements and modifications. (i.e. bar code recognition and Web enabled server pages).

126. Special Programs The MMS must provide the ability to coordinate scheduling with Highway Beautification for litter pick-up prior to scheduling mowing projects.

127. Work Requests The system should use methodology similar to work order tracking systems to identify, document, and track resolutions of problems, changes, and revisions encountered during maintenance.

128. Duplicate Work Requests

The system must be capable of merging work request or allowing for database triggers or the ability to query for duplicate items entered.

129. Resources and Unit Costs

The MMS shall provide a mechanism to determine productivity of inputs (resources) in terms of work accomplishments per resource unit.

130. Maintenance Activity Bundling

The MMS must provide a mechanism to add or subtract various activities from one contract to another. (i.e. maintenance activity bundling).

131. Traffic Related Accidents

The system must be capable of interfacing with the TRIMS database for reporting on traffic-related incidents and the actions performed by maintenance personnel.

132. Data Back-up The system should be capable of performing backup functions automatically at certain times of the day while still on-line or at the end of each day.

133. Architecture The system should be designed to work in a client-server network environment

134. Front End Application

The system should be designed to work in a Powerbuilder or equivalent client application.

135. ODBC Compliant The system should be Open Database Compliance (ODBC). ODBC is a standard for relational databases, which comply with an ODBC specification and protocol level to ensure the portability of data.

136. Operating System The system must be capable of running in Windows NT and Novel Netware environments.

137. Network Connections

The system should be able to communicate with the central databases maintained by TDOT via LAN, WAN, Dial-Up, and Virtual Private Network Connections.

138. Bandwidth For isolated offices, the system must be capable of transferring pertinent information between desktops, laptops, and the central database in a timely and cost-effective manner using 28.8 kpbs dial-up connections.

139. Intranet/Internet Connectivity

The system should be capable of providing a web-based interface. (Personnel should be given the opportunity of accessing TDOT’s


Maintenance Division Intranet site in order to gain access to the MMS system).

140. Web Technology The MMS must provide the use of web browser technology. (i.e. the ability to launch the application via the internet). This may not be an immediate need for TDOT however, may be used in future endeavors.

141. Security The MMS must be capable of providing user and group level security. 142. Document

Management Interface

The system must provide a mechanism of interfacing with the TDOT Document Management System (under development) to facilitate the centralized management of documentation (forms, letters, etc.) associated with maintenance projects. The system must provide authorized personnel with access to all documents associated with the project.

143. Geographic Information System Interface

The system must provide the capability of interfacing with the TDOT GIS system (under development) to allow personnel to see data presented in a geographic manner and to provide personnel with the ability to access information through a geographic interface.

144. Linear Referencing System

The MMS must provide an interface with the Linear Reference System (LRS), which resides within the GIS system. The LRS consists of coordinates used to determine a specific location. All roadway features, work and accomplishments must tie to a specific location or roadway classification.

145. Document Protection

The MMS must provide functionality to protect the integrity of project documentation (support multiple logins, etc.) to facilitate the input of information across distributed resources (i.e. desktops, laptop, hand held computers, etc.).

146. Communication Pathways

The system should be capable of outlining appropriate lines of communication for problem resolution regarding specific activities on each maintenance project.

147. Graphical User Interface (GUI) Standards

The system should operate in a GUI environment. The following should be provided but not at all conclusive:

1. Standard tabs 2. Full mouse capability 3. Vertical and horizontal scrolling 4. Drop-down selection windows (where possible). 5. Response messages 6. Informative prompts 7. Warning messages 8. Help button

148. Shadowing Capability

The MMS shall provide system administrators the ability to login at the same time as the user to view data entry information. This is primarily used when an end user is experiencing problems, an administrator can login and view the exact information as the user to identify the problem.

149. Project Documentation

The MMS must store project documentation in a centralized location with user level security control for access by departmental personnel.


150. Real-time Data Capabilities

The system shall provide the ability to generate real-time summary information on maintenance activities.

151. History Conversion

The MMS should provide the capability to convert historical data when changes are introduced to the system. (i.e. ability to change history when new roadway characteristics have been added or if several snow and ice activity codes are combined into one, then the new code should be applied to the past activity history).

152. Descriptive Tables The system shall allow the user the ability to print description tables such as the Activity Table, showing the activity name, number and description.

153. Table Maintenance The system must provide the ability to load update tables with data provided from other TDOT systems.

154. Safety Warnings The MMS shall provide the ability to print safety warnings, special handling and special operating instructions specific to the equipment and materials involved in specific tasks. (i.e. safety goggles required).

155. Accident Flag The MMS shall provide the ability to flag, track and report on maintenance activities specifically related to accidents.


5. Reporting No. Title Requirement

156. Exception Reporting

The system should be capable of automatically generating and delivering exception reports, based on predefined ranges of response and exception criteria.

157. Summary Reports

The MMS must provide the ability to furnish detail and summary level reports.

158. Work Calendar Report

The MMS must provide the ability to create and print work calendars projecting work scheduled versus available resource.

159. Status Report The system must provide the ability to automatically generate status reports indicating complete, on time and ongoing for work based on the projects scheduled work dates. The system must also provide the capability to forward the report to specified users.

160. Maintenance Activity Reports

The MMS must allow report generation down to the activity level based on activity, date, cost, road system, road segment or county.

161. Report Scheduler The system must allow end users the ability to set up and schedule reports to run automatically based on pre-defined criteria.

162. Funding Reports The system must be capable of creating funding profiles as well as actual obligations (commitments) of funds reports.

163. Work Performance Reports

The MMS must provide appropriate reports for each organizational level so that it may determine work progress, financial status, productivity rates, and service levels accomplished.

164. Report Updates The MMS shall be flexible enough to allow for changes and adjustments to reports.

165. Pre-defined reports

The MMS shall allow for the querying and creation of reports at the headquarters, regional, district, and county levels.

166. Ad-hoc Report Writing

The system shall have the capability to create ad-hoc reports that can be readily designed by end-users for special inquiries. (i.e. user may create an ad-hoc report by selecting specific information from the database for inclusion in the report).

167. Ad-hoc query tool

The MMS shall be flexible enough to query data on “what if” scenarios.

168. Trend Analysis Reporting

The system shall generate a trend analysis report on budget versus actual data for all organizational levels (Headquarters, Region, District, and County).

169. Historical Data The MMS must provide the capability of reporting historical data. (i.e. history of crew day card information, equipment log information, material usage and history or projects.

170. Work Program and Budget Report

The MMS must provide the ability to create a report which compiles and summarizes management decisions and objectives relative to the type and amount of work to be completed; the productivity of the work force; and the costs of the planned work. This report should play an important role in supporting the manager’s planning and information needs.


171. Material Usage Reports

The MMS shall provide the capability to generate a material usage report by class and quantity used.

172. Equipment Usage Reports

The system must provide the capability to generate an equipment usage report that shows equipment used for a specific activity, mileage (beginning and ending), organizational unit, and any equipment downtime.

173. Report Presentation

The MMS should allow for the delivery of report outputs to hard copy, digital formatting and viewing on screen and printable by page range.

174. Report Generation

The MMS shall allow users the ability to create reports at any time to retrieve and display information in response to their needs. The system must allow the reports to be produced once and discarded or saved and reused.

175. Third Party Report Writer

If a third party report writer is used (Crystal reports Developer 2000, Infomaker, etc.) report launching should reside within the MMS. (i.e. the user isn’t required to exit the MMS to obtain a report).

176. Report Export Capabilities

The MMS must provide the capability to define and export report data for use in spreadsheets and other applications. (i.e. Microsoft Excel).

177. Sorting The system must be capable of sorting by any combination of data fields. (i.e. most to least expensive, most to least work hours, etc.).

178. Graphical Reports

The MMS shall provide the capability to present reports in graphical format. (i.e. bar charts, histograms, s-curves, etc.).


6. System Interface Components No. Title Description

179. TRIMS The Tennessee Roadway Information Management System (TRIMS) is an enterprise transportation database owned and maintained by the Tennessee Department of Transportation.

TRIMS' Oracle database contains information on each public road in Tennessee, over 85,000 miles. The PowerBuilder interface allows users to query data in the form of inventory data, digital photographs, road mileage, documents, digital plans and scanned documents. TRIMS also offer a graphic interface, which offers map-based queries, and displays information on maps, providing a more effective tool for planners and engineers.

TRIMS Features

• Accidents • City Boundaries • County Boundaries • Elevation Alignments • Geometrics • Horizontal Alignment • Maintenance Features • Maintenance Inventory • Railroad Crossings • Rivers • Road history • Road Segments • Road Descriptions • Route Features • State Boundaries • Structures • Surface Conditions • Traffic • Urban Boundaries • Vertical Alignments

180. STARS STARS is an on-line, integrated, table-driven accounting system that runs in an IBM mainframe environment using IMS and VSAM files. It has five primary files, eight secondary files, and nine tables. It was put into production in April 1988 and processes about 500,000 transactions monthly.


The MMS must interface with STARS to acquire and/or exchange employee payroll, equipment costs, and materials information.

181. GIS The system must be capable of interfacing with the TDOT Geographic Information System (GIS) to allow personnel the ability to see data presented in a geographic manner and provide personnel with the ability to access information through a geographic interface.

The GIS is currently under development and will assemble, store, manipulate and display geographically referenced information from Department systems. It will be used to graphically access information through spatial relationship to roadway location or GPS values. The system will provide a fully integrated process to obtain information from all applicable Department systems for users without requiring expertise and access to each individual system. The system will automate the translation and extraction of information to create graphic displays and data queries. It will facilitate the strategic and daily operation by providing electronic data from all applicable systems to do analysis, searches, and ad hoc reporting capabilities.

182. PPRM The MMS system must be capable of interfacing with the TDOT Program, Project Resource Management System (PPRM) to allow TDOT project managers access to maintenance project schedules and resource availability. System under development.

183. DM The MMS must be capable of interfacing with the TDOT Document Management System (DM). Document management technology serves as a viable tool in increasing efficiency in day-to-day work processes, reducing the amount of paper generated and increasing the availability of data on an enterprise level.

The majority of TDOT’s current and planned systems will utilize document management technology to index, store, query, retrieve and display numerous types of documents, including bridge inspection photos, material certifications, plans and environmental drawings. Through the implementation of a document management system, TDOT will gain the capability to electronically capture documents (information) at the point of creation or entry into the Department. This technology will also be used to develop workflows for the multitude of functions used in the project development process. System under development.

184. CMS The MMS must be capable of interfacing with the Construction Management System (CMS) to obtain project letting and contract/unit cost and accomplishment information.

The CMS is comprised of three components (CMS, Bid Letting, and Cost Estimation) that are integrated but can work in a standalone mode if


necessary. The CMS will be used to manage projects during construction. It will be capable of monitoring and managing construction progress, contractor payments, both progress and final, document daily work reports, administration of contract records, civil rights and subcontractor monitoring and materials management. The system will provide a fully integrated process to obtain project information from all Department systems, report current project information in various formats, and be able to record documentation related to changes to the project schedule and payments.

The Bid Letting System will be used to manage projects for the contract letting process. The system would provide a fully integrated process to obtain letting information from all Department systems. The system will automate the creation of proposals, distribution of pre-letting information to potential contractors, and the process of receiving bids from contractors.

The Cost Estimation system will provide for parametric as well as item level cost analysis. Cost analysis will utilize both historical bid based data and cost based techniques. The cost estimation system will provide cost projections for developing the 20-Year Plan, it will provide cost estimating for funding in the 5-Year Program, for design decisions during project development and bid award decisions at bid letting. The system will maintain a historical database and provide ad hoc reporting capabilities. System under development.

185. EIS The MMS must be capable of interfacing with the TDOT Executive Information System (EIS) which will provide access to information at the level that meets the needs of various levels of executives in TDOT. Information from multiple databases, hosts, servers and PC platforms and operating environments will be delivered to the EIS platform to provide a standardized visual display to the user. Information from many TDOT internal and external sources will be merged together to provide answers for today’s data driven information based management decisions. The EIS will be robust enough to adapt to the changing needs of TDOT Managers and intuitive enough for users to absorb change without constant retraining. System under development.


Appendix 6.2 – Project Plan

ID Task Name Start Finish 1 Project Management Mon 1/10/00 Thu 2/24/00

12 Confirm MMS Project Scope Thu 1/13/00 Wed 1/19/00

16 Conduct Best Practices/Lessons Le Thu 1/13/00 Wed 2/16/00

20 System Requirements Analysis Thu 1/20/00 Mon 2/7/00

21 Establish Requirements Thu 1/20/00 Mon 2/7/00

27 Vendor Product Demonstrations Tue 2/8/00 Wed 4/19/00

32 Validate Requirements Wed 3/1/00 Mon 4/17/00

37 Document Requirements Wed 3/1/00 Mon 4/17/00

43 Deliverable Documents Wed 2/16/00 Mon 6/12/00

44 Submit Best Practices Survey Docu Wed 2/16/00 Wed 2/16/00

45 Submit Functional Requirements Do Fri 3/31/00 Fri 3/31/00

46 Submit Cost Benefit Analysis Docum Tue 5/23/00 Tue 5/23/00

47 Submit Request for Proposal Mon 6/12/00 Mon 6/12/00

48 Cost Benefit Analysis Fri 3/31/00 Wed 5/31/00

54 Request for Proposal Tue 5/23/00 Tue 6/20/00

2/16

3/31

5/23

6/12

Jan Feb Mar Apr May Jun Jul January Februar March April May June July


Appendix 6.3 – Project Scope

The objective of the MMS is to provide TDOT with a sound, cost effective, upwardly integrateable solution to manage maintenance expenditures, labor, equipment, and materials in an effort to provide efficient utilization of funds and budget in order to plan for the future. It is anticipated that the MMS can be developed and implemented by utilizing existing applications and customizing the integration of these products with each as well as existing and proposed IT infrastructure and systems.

The initial primary goals of the MMS have been identified as:

• Improve the effectiveness of inventory tracking to streamline associated costs. • Provide a system of measuring and monitoring budget and performance. • Provide a system to develop yearly work plans for measuring manpower and equipment

needs.

The MMS is initially expected to interface with the following existing and proposed systems:

• STARS and TDOT STARS • TDOT Intranet • State of Tennessee Web Pages • Geographic Information System (GIS) • Document Management System (DMS) • Executive Information System (EIS) • Tennessee Roadway Information Management System (TRIMS) • Construction Management System (CMS) • Program, Project & Resource Management System (PPRM)

The MMS may later be expanded to interface with additional proposed systems.

APPROACH AND PROJECT SCOPE

The project approach has been divided into three major categories:

• Functional Requirements • Cost/Benefit Analysis • Request for Proposal

The activities completed in each of these categories will be oriented toward the final objective of developing a request for proposal for the Maintenance Management System.

Functional Requirements

To determine the functional requirements of the maintenance management system we will address the following:


1. Evaluate data collected to compare existing practices with scheduled, planned, and potential information technology improvements.

2. Prepare a functional requirements document consisting of the following sections: Executive Summary, Background, Methodology, Analysis, Results, Recommendations and Appendices. The functional requirements document will include discussion on the following topics:

• Proposed system functional overview and description. • Summary of current relevant TDOT information technology infrastructure. • Summary of findings from other state DOT maintenance management systems. • Required, recommended and desired system functional requirements (in tabular format).

Cost/Benefit Analyses

Upon completion of the functional requirements document, a detailed cost/benefit analysis will be completed to evaluate the feasibility and optimal design requirements of the maintenance management system and prepare financial justification for development of the system. To complete the cost benefit analysis we will:

1. Develop multiple system implementation scenarios based upon desired and required functionality, existing and proposed information systems and network architecture

2. Estimate the projected expenditure to implement each scenario.

3. Estimate the potential hard and soft dollar service and financial benefits for each scenario.

4. Estimate the potential year-of-payback for each scenario based on the proposed implementation, estimated expenditure and estimated benefits.

5. Prepare cost benefit analysis documentation of each scenario analyzed.

6. Work with TDOT information technology and maintenance personnel to determine the optimum implementation scenario for the Maintenance Management System.

7. Update Project Proposal and Cost/Benefit Summary of information for inclusion in the TDOT Information Technology 3-Year Plan.

Request for Proposal

Upon completion of the functional requirements and the cost/benefit analysis, a request for proposal (RFP) will be prepared for design bidding. To prepare the RFP we will:

1. Prepare a description of the project background and TDOT information technology objectives.


2. Define the goals and objectives of the Maintenance Management System in a clear and concise manner.

3. Outline the functionality requirements of the Maintenance Management System.

4. Outline interface and platform requirements of the Maintenance Management System with regard to the current and planned information technology architecture.

5. Outline interface and electronic data interchange requirements regarding existing and proposed information systems with which the Maintenance Management System will be required to interact.

6. Outline the requirements regarding integration of enabling technologies into the Maintenance Management System.

7. Outline customized application interface requirements including specification of programming languages, degree of seamless integration expected, and degree of reliance upon background support software allowed.

8. Develop an implementation timeline including requirements for proposal submission and evaluation, system design, troubleshooting and correction, system installation, end-user training, and full implementation.

9. Prepare a formal request for proposal for submittal to design bidders.


Appendix 6.4 – Kick-off Meeting Presentation

Overview Maintenance Management System

Kick-off Presentation February 14, 2000

• Project Team • System Concepts • Goals • Methodology • Schedule • Status • Questions

Slide 1 Slide 2

Project Team MMS Concepts

Directing

Mitch Stephens Application. Dev. Mgr.

TDOT

Dave Doyle CIO

TDOT

Jim Allen IT Manager

TDOT

Gerald Gregory Maintenance Director

TDOT

Alan Pinson Transportation Mgr. 2

TDOT

Joe Holt Transportation Mgr. 1

TDOT

Chris Harris Program Operations.

Project Manager

Planning

MMS Concepts

Organizing ControllingTarra Barnes Kevin Stelter

Project Manager Systems Analyst Majestic Systems Majestic Systems

Slide 3 Slide 4

MethodologyProject Goals Functional Requirements Document

• Functional Requirements Document

• Cost Benefit Analysis

• Request for Proposal (RFP)

Evaluate best business practices • Survey other State DOTs for similar initiatives • Evaluate existing applications • Evaluate current and proposed IT infrastructure

Study maintenance processes

Conduct interviews with subject matter experts • Direct users • Indirect users

Facilitate group sessions with subject matter experts

Prepare Functional Requirements Document

Slide 5 Slide 6


Methodology Con’t Methodology Con’t Request For Proposal Cost/Benefit Analyses

Define goals and objectives of the MMS Analyze multiple system implementation scenarios

Outline functionality, interface and platform requirements of the MMS

Outline requirements regarding interface with other

Estimate projected implementation expenditures

Estimate the potential service and financial benefits applications

Estimate the potential year-of-payback based on the Prepare a formal Request For Proposal for submittal estimated expenditures and estimated benefits to design bidders

Prepare Cost Benefit Analysis document

Slide 7 Slide 8

Project Schedule ID Task Name 1 Project Management

12 Conduct Best Practices/Lessons Learned Survey

13 Identify potential states to survey

14 Contact states & conduct surveys

15 Review and assemble findings from Best Practices Survey

16 System Requirements Analysis

17 Establish Requirements

23 Validate Requirements

29 Document Requirements

35 Deliverable Documents

36 Submit Best Practices Survey Documentation

37 Submit Functional Requirements Document

38 Submit Cost Benefit Analysis Documentation

39 Submit Request for Proposal

40 Cost Benefit Analysis

46 Complete Request for Proposal

2/3

3/29

4/20

5/22

Jan Feb Mar Apr May Jun January Februar March April May June

Status - Where we are?

Determined Project Scope

Established Project Schedule

Evaluating Best Practices of other State DOTs

Investigating potential Vendors and software packages

Evaluating IT Architecture and existing applications

Meeting with Subject Matter Experts

Slide 9 Slide 10

Questions

Slide 11

Name Division

Name Division

Name Division


Appendix 6.5 – Attendance Listings

Kick-off Meeting 2/14/2000

Phone

Gerald Gregory Maintenance Division 741-2027 Alan Pinson Maintenance Division 741-2027 Chris Harris Maintenance Division 532-3453 Mitch Stephens Information Technology 741-3576 Jim Allen Information Technology 741-3576 Ben Tolar Information Technology 741-3406 Pat Champlin Information Technology 741-0868 Tom Eldridge Planning 741-34-29 Mike Shinn TDOT 741-5376 Janice Marston Finance Division 741-2261 Alan Little Finance Division 741-2261 Neal Ham Finance Division 741-8985 Ken Becker Human Resources 741-3461 Ron Carter Commissioners Office 741-5616 Tarra Barnes IT-Consultant/Project Manager 532-3436 Kevin Stelter IT-Consultant/Systems Analyst 741-6896

Region 1 Knoxville 2/17/2000 – SME Interviews

Phone

Fred Corum Maintenance Division/Regional Director

865-594-9105

Paul Corum Maintenance Division 865-594-9165 Don Bridges Maintenance Division 865-673-6328 Christine Carson Maintenance Division 423-566-9631 Jim Phillips Maintenance Division 865-594-6258 Chris Harris Maintenance Division 615-532-3453 Tarra Barnes IT-Consultant/Project Manager 615-532-3436 Kevin Stelter IT-Consultant/Systems Analyst 615-741-6896

Region 2 Chattanooga 2/11/2000 – SME Interviews

Phone

Bob Brown Maintenance Division/Regional Director

423-510-1204

Name Division

Name Division

Name

Division


Ray Rucker Maintenance Division 423-510-1132 Jim Wyatt Maintenance Division 931-526-4522 Janice Brewington Maintenance Division 931-526-4522 Chris Harris Maintenance Division 615-532-3453 Tarra Barnes IT-Consultant/Project Manager 615-532-3436 Kevin Stelter IT-Consultant/Systems Analyst 615-741-6896

Region 4 Jackson 2/23/2000 - SME Interviews

Phone

Stan Reynolds Maintenance Division 901-935-0175 E.L. Call Maintenance Division 901-234-0064 David Pickard Maintenance Division 901-257-0257 David Cavaness Maintenance Division 901-627-0146 Kenneth Tolley Maintenance Division 901-935-0281 Teresa Wall Maintenance Division 901-935-0277 Venida Jackson Maintenance Division 901-935-0174 Dana Burnham Maintenance Division 901-352-4925 Randy Carter Maintenance Division 901-644-7374 Melba Joe Kendall Maintenance Division 901-935-0254 Virginia Tipton Maintenance Division 901-627-0146 Greg Scotchie Maintenance Division 615-350-4253 Chris Harris Maintenance Division 615-532-3453 Tarra Barnes IT-Consultant/Project Manager 615-532-3436 Kevin Stelter IT-Consultant/Systems Analyst 615-741-6896

District 34 Belfast 2/2/2000 – SME Interviews

Phone

Jack Miller Maintenance Division 931-276-2219 Dale Sanders Maintenance Division 931-276-2219 Darlene Webb Maintenance Division 931-276-2219 Chris Harris Maintenance Division 615-532-3453 Tarra Barnes IT-Consultant/Project Manager 615-532-3436 Kevin Stelter IT-Consultant/Systems Analyst 615-741-6896

Headquarters (Nashville) – SME Interviews

Phone

Donald Reid Pavement Management Carl Cobble Maintenance Division 532-3449

Ben Tolar IT Division (GIS) Lania Rivamonte IT Division (GIS)

Jim Allen IT Division


Tommy Willocks Maintenance Division 615-532-3437 Rod Boehm Highway Beautification 615-532-3459 Tom Eldridge Planning Division 615-741-3429 Janice Marston Finance Division 615-741-2261 Neil Ham Finance Division 615-741-2261 Alan Little Finance Division 615-741-2261 Pat Champlin IT Division 615-741-0868 Mike Tugwell Traffic Division 615-532-3414 Ken Anderson Traffic Division 615-532-3418 Charles King Traffic Division 615-532-3450

615-741-3406 615-741-3277

John Harper IT Division (GIS) 615-741-0953 Alan Pinson Maintenance Division 615-741-0995 Gerald Gregory Director, Maintenance Division 615-741-0800 Joe Holt Maintenance Division 615-532-3825 Chris Harris Maintenance Division 615-532-3453 Ronnie Wynne IT Division 615-741-0871

615-741-3576 Mitch Stephens IT Division 615-741-0654

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Appendix 6.6 – Employee Questionnaire

Maintenance Management System Employee Questionnaire

Contact Information:

Name: _____________________________ Department/Office: _____________________________ Title: _____________________________ Telephone: _____________________________ Internet E-mail: _____________________________ Date: _____________________________

Please answer as fully as possible (attach additional sheets if necessary):

1. What are the primary functions of your department/office?

2. What are your primary responsibilities within the organization?

3. What types of questions are you typically asked to answer?

4. What capabilities do you currently have to answer these questions?

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5. What information would you like to have access to for fulfilling your job responsibilities?

6. What would assist you in obtaining the information necessary to complete your job requirements in a timely and efficient manner?

7. How do you currently exchange information with TDOT Divisions and External organizations?

8. What types of data exchange capabilities would you like to see to assist in transferring information with other individuals and organizations?

9. How much of your time is spent each day completing activities that, in your opinion, could easily be automated or handled with an improved system?

10. What types of documents (internal and external) do you create or maintain?

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11. How do you currently create, distribute and store documents that are generated in conjunction with maintenance activities?

12. What would be your ideal automated Maintenance Management System?

13. List the types of information that would be helpful to you when accessing the Maintenance Management System.

14. What system does your department currently use/interface with in order to fulfill your job functions? (example: TRIMS). Give examples of what they are used for and how often they are used.

15. Describe significant conflicts, constraints or problems that prevent you from efficiently and effectively performing your work, as well as any thoughts you may have on solutions.

16. What type of reporting does your department currently perform? (examples: work reports, timesheets, etc.).

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17. What are the reports used for and do you feel they are a valuable resource?

18. Are the reports tailored to meet your specific needs? If not, what are some of the problems encountered?

19. What is an ideal data collection tool that can assist you in collecting data (examples: hand held computers, laptops, pen-based computers).

20. Would you be willing to use these tools?

21. What types of training, as it relates to the new maintenance management system, would you like to see in your department?

22. What types of data duplications, if any, exist in your department? (i.e. are you entering data that will also be entered by another dept./individual.). Please provide examples.

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Appendix 6.7 – Survey Instrument

Maintenance Management System State Questionnaire

Contact Information: Name: ___________________________ Title: ___________________________ Dept/Office: ___________________________ Telephone: ___________________________ Email: ___________________________ Date: ___________________________

Please answer as fully as possible (attach additional sheets if necessary):

System Functionality:

1. Does your agency currently have a Maintenance Management System? If so, what consulting firm/vendor was used? If not, have you started an RFP process or what are your intentions?

2. Is your system based primarily around a purchased package or was it in house developed? Does it contain any proprietary components?

3. Describe your current system platform? PC client-server mainframe other

4. What database, Relational Database Management System (RDBMS), language or package does your system operate under?

_________________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________

_________________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________

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5. Is your MMS system Open Database Compliant (ODBC)?

6. Is your system readily expandable in field, function, and component enhancements? (i.e. can modifications be made, what is the turnaround time and associated cost?)

7. How long has the system been in service?

8. Does the system have a Graphical User Interface (GUI)?

9. Does the system offer online help/tutorial?

10. Does the system provide real time data or what is the time lapse between data entry and data availability?

11. Is the data provided from the system audited, consistent and of good quality? Are data verification and quality control measures working? (i.e. data integrity).

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12. Does the system provide for: • Inventory management • Scheduling • Equipment and materials usage

13. Is the system linked with other systems such as finance, equipment, pavement and construction management or road information systems?

14. What are the internal and external sources of data for your system? Is it a data source for other systems?

15. How many maintenance activities does your system currently have? Is that enough, too many, too few? (i.e. have you experienced difficulties with the number of activities housed in your system?).

16. What is the backup process for your system and data?

17. How do field personnel access your MMS system? (i.e. type of mobile or remote computers, electronic clipboards, hand-helds, scanners, etc.)

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18. Can you combine, add and subtract various work activities from one contract to another? (i.e. maintenance activity bundling).

19. Does the system have automated English to Metric conversion capability?

20. Does the system provide for the tracking and management of contract maintenance work? If so, is it managed separately? (i.e. privatization).

21. What were the costs associated with the creation, purchase, and installation of the system?

22. How much does your system cost to operate/maintain on an annual basis?

System Interfaces:

23. Does your system have Internet/Intranet connectivity?

24. Does your system interface with a Geographic Information System (GIS)?

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25. Does your system have Ground Point Satellite (GPS) capability?

26. Does the system provide a single data entry point that fulfills the requirements of inventory, payroll and equipment reporting which is extracted for use in other systems?

Performance Measures:

27. Does the system provide a method for standardizing and measuring work and program performance?

28. Does the system have a method of measuring the ‘Levels of Service’ and performance by activity?

29. Can you easily compare the performance of planned and ongoing projects?

30. Does the system have a method for changing the ‘Levels of Service’ rules?

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31. Do you program your work based on the performance or ‘Level of Service’ achieved? (i.e. does the performance drive the budget?)

Budgeting:

32. Did your system improve your ability to do accurate budget projections? If so, how?

33. Does the system allow cost comparisons of work by internal sources versus outsourced/contract work?

34. Is your budget generated based on inventory criteria?

35. Can you easily compare the estimated cost of ongoing and planned projects?

36. Can you easily modify state run work plans and budgets during the year?

37. Can you easily modify contracted and privatized work plans and budgets during the year?

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38. How does the system report costs? • By fixed segment? • By user defined segment? • By roadway system or classification?

39. Can your system budget for ‘what if’ scenarios? (i.e. mowing 8 times vs. 10 times per year).

Reporting:

40. Does the system allow the user to make changes and adjustments to reports? How is it accepted by the report users?

41. Does the system have an automated exception reporting function? Describe the exception criteria.

42. Does the system have daily work reporting function?

43. Are pre-defined reports provided with the system? If so, at what levels? (i.e. regional, district, HQ level).

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44. Does the system have an ad-hoc report writing capability? What is the report-writing tool? (i.e. Infomaker).

45. Does the system have an ad-hoc query tool? What is the ad-hoc query tool? (i.e. can you query the data on ‘what if’ scenarios?)

User Acceptance:

46. Did your system significantly improve your ability to plan and compare different maintenance ‘what if’ scenarios?

47. Overall how satisfied are you with your current system?

48. If you could add one more component or functionality to your system what would it be? (i.e. what are some of the ‘lessons learned’ from your implementation?)

49. How do you solicit feedback from the public sector when making maintenance decisions? (i.e. snow an ice removal).

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50. What other states have you heard from or do you recommend as having a good Maintenance Management System?

51. How long did it take you to learn how to use the system? How was the training provided?

Security:

52. Does your system have sufficient levels of security and access protection? If so, what are the levels of security, how do they operate?

53. Does your system have categorized access and permissions based on specific users or group requirements?


Appendix 6.8 – Summary of Best Practices Survey Findings

Summary of Best Practices Survey Findings

The purpose of the Best Practices Survey is to obtain any relevant, available information and documents related to efforts undertaken by other state transportation agencies in procuring and/or installing a similar Maintenance Management System.

The results of the survey were used to determine “Best Practices” as well as any “Lessons Learned” by other state transportation agencies. This will allow TDOT to both leverage those experiences to its advantage and share the results of the survey with participants.

State Findings

The project began with a best practices survey of other state Department of Transportations (DOTs). The survey was conducted during the months of January and February and was accomplished by research through telephone contacts, email correspondence, web searches, various software vendor contacts, interviews with TDOT subject matter experts, and recommendations from other DOT’s.

The surveys were emailed to 48 states. Forty-seven of those 48 states either responded or completed the survey. The responses to the surveys provided several important facts regarding Maintenance Management Systems across the country. Most systems have been in place for several years and are running on outdated software. Many states are still using systems over 20 years old. While most of the systems are running on mainframe computers some states have converted to a PC-Client Server based system. There are a few states using customized or in-house development systems so that they can maintain and update the system internally. Other states that are currently in the process of updating their systems are using the following software vendors.

1. Hansen Technologies Software, partnered with Deloitte & Touche 2. Highways Maintenance Management System by Booz-Allen & Hamilton 3. Highways by Exor by Selfware 4. Maximo by PSDI 5. RMC Consulting

Results of the survey showed there are 12 states that have either relatively good systems or good ideas for a Maintenance Management System. Those states include:

• California • Colorado • Connecticut • Georgia • Indiana • Maryland • Minnesota • Nevada • New Jersey


• New Mexico • Vermont • Virginia

State Flexibility

Maintenance Drawbacks

Hurdles

Field Acceptance

Implementation

Time and Cost

Hardware Software

Compatibility

HQ /User Satisfaction

Applicability Concepts & Geography

Cost / Benefit Rating

Demonstrated Ease of Use

Comprehensive Interface

INV,PMS,EMS, DWR,AMS,GIS


Based on conversations with representatives at the DOT’s and surveys received, the following Scoring Matrix was created. 1 = least satisfied and 10 = most satisfied.

- Total Score

CA Design Design Design Design Design Design Design Design Design Design N/A CO 5 7 5 6 7 3 5 6 4 4 52 CT 8 10 7 7 10 8 6 7 7 6 76 GA 10 10 9 9 8 9 10 8 8 8 89 IN 10 10 8 8 10 In-progress 8 9 8 In-progress 71 MD RFP RFP RFP RFP RFP RFP RFP RFP RFP RFP N/A MN 7 7 6 8 7 6 6 7 5 5 64 NV 8 8 8 9 8 8 8 8 8 7 80 NJ RFP RFP RFP RFP RFP RFP RFP RFP RFP RFP N/A NM 10 10 8 8 10 8 8 5 7 5 79 VA RFP RFP RFP RFP RFP RFP RFP RFP RFP RFP N/A VT 10 10 8 9 10 8 7 9 8 7 86

Legend:

1. Flexibility & Maintenance = System adaptation to future enhancements and modifications; costs to maintain and upgrade. 2. Drawbacks/Hurdles = Over-riding drawbacks, risks, or liabilities (i.e. not ODBC compliant). 3. Field Acceptance = Field crews rating of the system; benefits to daily routine. 4. Implementation Time/Cost = Implementation completed on time; overall costs reasonable and acceptable. 5. Hardware/Software = Hardware, software, configuration applicable for Tennessee. 6. Headquarters satisfaction = Headquarters satisfied with “what if” and budgeting capabilities of the system. 7. Applicability/Concepts/Geo = DOT has same maintenance management concepts; geographically similar to Tennessee. 8. Cost Benefit Rating = Time it will take the system to provide a payback for the DOT. 9. Demonstrated Ease of Use = Amount of time it takes new users to learn the system. 10. Comprehensive Interfaces = Connectivity to other enterprise systems (i.e. Finance, GIS)

State Contact

Name Title Phone MMS Type

Vermont Paul Corti Project 802-828-2709 Client-Server


The following chart will provide more insight of the various states surveyed with plans to use a PC Based system and their responses.

Comments

California Kris Kuhl Project Manager

916-654-5789 Hansen Technologies

Software

The state completed a requirements study, Deloitte & Touche verified the requirements and are in the process of designing the system. Hansen Technologies off-the-shelf product meets 85% of California’s needs. Specifications must be written for the remaining 15%. Rollout is expected in 2001. Since the state is large in size, they will rollout in 3 phases.

Colorado Diane Jacoby Program Manager

303-273-1840 Client-Server Sybase/

Powerbuilder

Their new system was installed in July 1999. They have not been able to effectively use the system yet due to numerous programming bugs. Colorado will forward documentation so that we can review the lessons learned to avoid any pitfalls.

Connecticut Ouis Malerba Transportation Maintenance Administrator

860-594-2604 Client-Server Oracle

The state implemented a system, which was developed in house. They are very satisfied with the system. They also forwarded questionnaires to 50 states, only 9 states responded. Of those 9, 8 reported having an MMS but only 7 were in use.

Georgia Norm Cressman

System Administrator


Dev2000 Citrix

The state is currently under contract with Booz-Allen & Hamilton for a Highways Maintenance Management System (HMMS). The core piece of the system has been in production since July 1999. Enhancements to the system are still under development by Booz-Allen & Hamilton who is currently working on-site with them.

Indiana Mark Burton Maintenance Supervisor


Powerbuilder

The states system is brand new and not currently networked to the central server. They are working with RMC Consulting. They are very satisfied with the progress on the system so far.

Maryland Len Schultz Operations Maintenance Engineer

410-582-5569 Maximo Booz-Allen & Hamilton is currently reviewing their processes to determine whether Maximo’s off-the-shelf product will meet their needs. Booz-Allen & Hamilton is scheduled to complete the process in the Spring. The state has also used RMC Consulting to evaluate their processes.

Minnesota John Tubbesing

Resource Consumption

651-296-2984 Client-Server Paradox Oracle

Visual Basic

The state is in the process of converting from a Paradox Database to an Oracle Database. They are also converting all PC systems to windows-based. The system is not used for budgeting. They do have outcome-based measurements.

Nevada Kent Mayer Assistant Maintenance Engineer


Fox Pro

They are up and running in Phase I of a new Oracle based client server system. Phase I includes field testing and data entry. They are collecting data for Phase II, which will be completed in 18 months. This will include budgeting and deferred maintenance pieces of the system. The system won’t be used for budgeting until the completion of Phase II. The system was developed in-house using FoxPro as the front end and Oracle as the back end.

New Jersey Rod Roberson

Assistant Commissioner Operations

609-530-2589 Highways by Exor

Booz-Allen & Hamilton is currently reviewing their processes for a new system and will complete a proposal in February 2000. The proposal will include the requirements, cost of the new system and an implementation timeline.

New Mexico Kathy Ytuarte

Management Analyst


Dev2000

The state recently installed a pilot for Booz-Allen & Hamilton’s Highway Maintenance Management System (HMMS). The system looks very promising and they highly recommend it.

Booz-Allen & Hamilton (prior to HMMS) developed the system. The system has been in use

Manager Oracle Powerbuilder


for 3 years. They have used it to present a budget to the legislature. Vermont is very satisfied with the system.

Virginia Andy Olson Director IMMP

804-371-2314 RFP for Client-server

System

They are in the Request for Proposal (RFP) stage for a new client-server system. The RFP will be posted in February. The planned system sounds well advanced and outlines concepts very similar to those required by Tennessee. They have worked with Booz-Allen & Hamilton in the past for contracting services.

State Contact

Name Title Phone MMS Type

Idaho Dave Jones Maintenance Engineer

208-332-7893 In house Mainframe


The following chart will provide more insight of the states primarily using Mainframe applications.

Comments

Alabama John Lorentson

Maintenance Engineer

334-242-6535 Roy Jorgensen & Associates Mainframe

The state uses Roy Jorgensen & Associates mainframe system with some in-house modifications. They are contemplating updating the system to Client-server.

Alaska Frank Richards

Maintenance Chief

907-465-1784 None The state doesn’t currently have a Maintenance Management System however, they are beginning the process of looking at the benefits and virtues of instituting one.

Arizona James Dorre State Maintenance Engineer


Currently uses the Roy Jorgensen system however, updated their system twice in 1988. They are in the process of converting to a windows based process.

Arkansas Jim Barnett Maintenance Engineer


The state is using the system to account for time and money spent.

Delaware Charles Lightfoot

District Maintenance Engineer

302-323-4483 80’s Mainframe

The state uses the system very little. They are looking to Oracle or SAP for a new system.

Florida Kirk Hutchison

MMS Manager

850-488-8814 Mainframe / PC The system is a very functional reporting system and has been in use for 10 years. It has excellent LOS metrics and documentation. The drawback is that the system is mainframe based. The PC front end at each district site contains local data for that site only.

- In house mainframe COBOL system, not at all applicable to Tennessee. They plan to issue an RFP to develop a new system in 2001.

Illinois Covey Campbell

MMIS Manager (Operations Services).

217-782-9387 Mainframe DEC/VAX

System is a 10-year-old DEC/VAX based system.

Iowa Leland Smithson

Deputy Director, Maint. Division

515-239-1519 None State doesn’t currently have a system in place and do not have plans to implement a system in the near future.

Kansas Dean Testa Chief Bureau Of Construction &Maintenance

785-296-3576 In-house Mainframe

Janis Rowland Maintenance Management Coordinator. Not used to do budget or work scheduling. Coopers & Lybrand did CBA and Booz-Allen & Hamilton did original systems needs requirements in 1998. Janis Rowland will send Survey and any CBA FRD documents she can find.

Kentucky John Dade Project Manager 502-564-4556 None Currently in the process of selecting a consultant to develop a new Maintenance Management System for their Operations Management and Equipment Management System.

Louisiana Karl Finch Chief of Maintenance


The states system was developed in 1978. May begin the process of acquiring a new system later this year.

Maine Buddy Spaulding

Highway Maintenance

207-287-2661 None Tested Vermont’s system in December 1999 and were very pleased with it. They hope to purchase Booz-Allen & Hamilton’s (HMMS) system and customize it to fit their needs.


Engineer Massachusetts Dave Rock Director of

Operations 617-973-8822 Mainframe

Michigan Calvin Roberts

Engineer of Maintenance

517-322-3333 None Had a Roy Jorgensen system that went offline 1/1/2000. The state doesn’t have a system currently. They will review Indiana’s system with their contact Rob Carpenter.

Mississippi John Vance Maintenance Engineer

601-359-7111 Client -Server Their system was developed in-house. It uses LOS and is not report or budget friendly. They are in the early stages of their new MMS and are not very satisfied with it. The state is currently studying feasibility for a new system. Their present system is 20 years old.

Missouri Clif Jett Director General

573-751-3720 573-751-2785

None They do not have a Maintenance Management System in place and are not currently reviewing the possibilities of a new system.

Montana John Blacker

Administrator Maintenance


The state currently has a Maintenance Management System that was originally developed in the late 1970’s by Byrd, Tallamy, MacDonald and Lewis. The system has undergone many changes over the years and most recently was upgraded from a mainframe system to an Oracle based system. The Oracle based system has been in production since July 1999. They are currently developing a requirements document for further enhancements to the existing system. They are not satisfied with their system at this time.

Nebraska Joy Mullendore


402-479-4545 Mainframe The state has a 25 year old modified mainframe system. They are planning to start the replacement process in 2001.

New Hampshire

Stephen Gray

State Maintenance Engineer

603-271-2693 None The state does not have a Maintenance Management System in place or any plans to acquire one in the near future.

New York Steve Wilcox

Performance Management Program Engineer

518-457-2779 PC Dbase3

The state has an old PC based system and is in the Request for Proposal (RFP) process for a new system.

North Carolina

Tom Goebel State Road Maintenance Engineer

919-733-3725 Mainframe They are in the process of selecting a consultant to assist in purchasing and customizing a new Maintenance Management System.

North Dakota

Jerry Horner Maintenance Engineer

701-328-4443 None The state does not have a Maintenance Management System in place.

Ohio Keith Swearingen

Admin Office of Highway Management

614-466-3264 Mainframe The state has an older system and is researching the possibilities of upgrading.

Oklahoma Kevin Bloss Maintenance Division

405-521-2557 Mainframe COBOL

The state has a 20-year-old system.

Oregon Doug Tindall



They may decide to issue an RFP later this year for new system requirements.


Pennsylvania Robert Peda Director Bur of Maintenance & Operations

717-787-6899 Mainframe SAS

Starting the Request For Proposal (RFP) process later this year for a new Maintenance Management System.

Rhode Island

John Nicholson

Hwy & Bridge Maintenance & Operations

401-222-2378 None The state doesn’t currently have a Maintenance Management System in place and no plans to establish a system in the near future.

South Cole Page Assistant State 803-737-1290 None The state doesn’t currently have a system in place however, when they begin, they will Carolina Maintenance

Engineer attempt to customize it themselves then hire programmers. They want the ability to maintain the system themselves. They know what they want however, they need someone to write the requirements for them. Had a firm to do recommendations 6 years ago however, technology has changed since then.

South Norm Construction 605-773-3704 Roy Jorgensen The state currently uses Roy Jorgensen for the maintenance management needs. There are no Dakota Humphry Maintenance

Engineer & Associates plans to upgrade in the near future. Whenever changes are made that require additional work

from field forces there is a deafening roar all across the state therefore, they tend to make gradual changes that are not so noticeable.

Texas Joey Matesic

Maintenance Manager

512-416-3218 Mainframe Adabase

Very old modified mainframe system. They have been in contact with TRDI (software vendor) for further discussion but do not have a big push to move to a new system.

Utah Dave Stanworth


801-965-4469 DOS program, developed in-

house

The state is considering a new client-server Maintenance Management System. They must decide on the type of database they will select. Once that selection is made and if Oracle is chosen, they will use the same package adopted by New Mexico and Georgia. New Mexico adopted Utah’s core concepts and changed the system to an Oracle/windows environment.

Washington Rico Baroga Maintenance Engineer

360-705-7851 None Washington doesn’t have a Maintenance Management System in place currently however, they are using a MAP system. The state had an automobile excise tax they were planning to use to fund their MMS however, taxpayers voted against the tax and won. The legislature recently re-convened and hopefully they will restore the funds.

West Virginia

Joseph Deneault

State Highway Engineer

304-558-0191 Older Mainframe

System tracks work hours and are not used for budgeting.

Wisconsin Thomas Lorfeld

Chief Regional Maintenance Engineer

608-267-3149 None The state doesn’t have an MMS in place however, they do have a Pavement Management system. They are not considering a Maintenance Management System in the near future.

Wyoming Ken Schultz Maintenance Engineer

307-777-4051 Mainframe Character based

The state has a character based mainframe system developed by Price-Waterhouse. The system is working to fit their current needs. They are not pursing a new system at this time.

MMS Functional Requirements

Documents

Transcript of MMS Functional Requirements