Cambridge DPW: Technology & Snow Clearing Alice Yang, Nathalie Bloch, & Tyler Jaeckel

DPW: S NOW C LEARING T ECH. DPW’s Job: Clear snow and ice from public streets and sidewalks Our Task: Explore the use of technology in the snow clearing process

DPW: S NOW C LEARING T ECH. What happens when a snow storm hits? Decision making:  Salting or plowing?  Size of crew, contractors Implementation:  Snow clearing  Quality & time management Administrative Work:  Data entry  Payment

DPW: S NOW C LEARING T ECH. Snow falls Supervisor deploys salters Each salter covers 1 of 14 routes Road or Sidewalk Each operator supplements salters on 1 of 3 routes Superintendent Of Streets checks weather forecast Is snow plowing required? How big is the storm? No action Yes No Each supervisor takes charge of 1 of 5 sections Superintendent determines # of contractors needed Small (1-5”) Big (5”+) Road or Sidewalk Supervisor deploys DPW drivers Supervisor deploys other DPW workers Road Sidewalk Each supervisor takes charge of 1 of 5 sections Decision Making Process

DPW: S NOW C LEARING T ECH. Support staff calls contractors & prepares work order slips Support staff keeps copy of work slip and gives supervisor original Contractors report to work and receive work slip Contractor records time and equipment on work slip Contractor starts snow clearing Contractor reports back to supervisor with completed work slip Is work satisfactory? Contractor continues work until satisfactory Yes No Supervisor signs off work slip Contractors Deployed

DPW: S NOW C LEARING T ECH. Receives completed snow work slips from supervisors Enters data into payroll Receives invoices from contractors Does invoice time match completed work slip? Yes No Does invoice equipment match completed work slip? Speaks with supervisor and checks original work order to reconcile Requests payment No Speaks with supervisor and contractor to reconcile Yes Payroll Data Entry Clerk

DPW: S NOW C LEARING T ECH. Obtains snow work slips from support staff who called in contractors Enters work order info for contractors into snow database Receives actual sign- in/out of DPW staff and contractors’ completed work slips with clock-in/out times DPW employee or contractor time record? Enters employee time into snow database Employee Contractor Do the work slip hours and equipment match the original work order? Applies employee hourly rates and obtains total Applies contractor hourly rates and equipment rates and obtains total No Yes Updates the database with new hours and equipment Obtains grand total and reports to superintendent Snow Database Data Entry Clerk

DPW: S NOW C LEARING T ECH. Who/What of the Snow Clearing WhoInterests Residents  Snow cleared quickly and as often as needed  Streets and sidewalks are safe  Complaints addressed DPW Superintendent of Streets  DPW’s good reputation maintained  Verifiable measures of performance DPW Admin and Support Staff  Less paper work  Ease of entry of data  Minimize errors DPW District Supervisors  Workers show up on time  Quality work done in a timely manner DPW Drivers  Ease of work  Less micromanagement  Equipment in good working order  Correct hours paid Contractors  More work during the season  Paid accurately and on time  Easy scheduling and access to job orders Efficiency Administrative Ease Performance Management

DPW: S NOW C LEARING T ECH. Funneling Through Technological Ideas Applicability Effectiveness Ease of Implementation Cost Sensor Spray Integrated Data System Service Management Systems GPS

DPW: S NOW C LEARING T ECH. Products Explored: Service Management Systems

DPW: S NOW C LEARING T ECH. Potential Savings 5 Year Average 1% Total Time Savings 5% Total Time Savings 15% Total Time Savings 25% Total Time Savings 50% Total Time Savings Total CostHours/YearHoursSavingsHoursSavingsHoursSavingsHoursSavingsHoursSavings DPW Administrative Time $ 10, $ $ $ 1, $ 2, $ 5,398 DPW Overtime $ 355,442 10, $ 3, $ 17,772 1,580 $ 53,316 2,634 $ 88,860 5,267 $ 177,721 Snow Contractors $ 495,715 4, $ 4, $ 24, $ 74,357 1,063 $ 123,929 2,126 $ 247,857 $ 861,952 15, $ 8, $ 43,098 2,264 $ 129,293 3,774 $ 215,488 7,548 $ 430,976 Administrative Savings  Data Entry (Payroll, Contractor Slips, Snow Database) Employee/Contractor Management  Resource Distribution  Quality and Time Tracking Range Estimates

DPW: S NOW C LEARING T ECH. Potential Savings Estimates Conservative Prediction HoursSavings DPW Administrative (25%)78 $ 2,699 DPW Overtime (5%)527 $ 17,772 Snow Contractors (5%)213 $ 24, $ 45,257 Industry Prediction HoursSavings DPW Administrative Time (50%)155 $ 5,398 DPW Overtime (25%)2,634 $ 88,860 Snow Contractors (25%)1,063 $ 123,929 3,852 $ 218,187

DPW: S NOW C LEARING T ECH. Potential Costs Upfront  Hardware (Tablet, Cell Phone)  User Training (Staff) Yearly  Software  User Fees (Mobile Service and Product Fee) 5 Field Users20 Field Users50 Field Users100 Field Users UpfrontYearlyYear 1UpfrontYearlyYear 1UpfrontYearlyYear 1UpfrontYearlyYear 1 Operasoft High $ 3,650 $ 6,900 $ 10,550 $ 10,400 $ 18,600 $ 29,000 $ 23,900 $ 42,000 $ 65,900 $ 46,400 $ 81,000 $ 127,400 Low $ 3,650 $ 3,450 $ 7,100 $ 10,400 $ 9,300 $ 19,700 $ 23,900 $ 21,000 $ 44,900 $ 46,400 $ 40,500 $ 86,900 Verizon High $ 1,900 $ 5,400 $ 7,300 $ 3,400 $ 21,600 $ 25,000 $ 6,400 $ 54,000 $ 60,400 $ 6,400 $ 108,000 $ 114,400 Medium $ 1,650 $ 2,700 $ 4,350 $ 2,400 $ 10,800 $ 13,200 $ 3,900 $ 27,000 $ 30,900 $ 6,400 $ 54,000 $ 60,400 Low $ 1,400 $ 750 $ 2,150 $ 1,400 $ 3,000 $ 4,400 $ 1,400 $ 7,500 $ 8,900 $ 1,400 $ 15,000 $ 16,400 Xora High $ 1,900 $ 5,700 $ 7,600 $ 3,400 $ 22,800 $ 26,200 $ 6,400 $ 57,000 $ 63,400 $ 6,400 $ 114,000 $ 120,400 Medium $ 1,650 $ 2,850 $ 4,500 $ 2,400 $ 11,400 $ 13,800 $ 3,900 $ 28,500 $ 32,400 $ 6,400 $ 57,000 $ 63,400 Low $ 1,400 $ 900 $ 2,300 $ 1,400 $ 3,600 $ 5,000 $ 1,400 $ 9,000 $ 10,400 $ 1,400 $ 18,000 $ 19,400 Range Estimates

DPW: S NOW C LEARING T ECH. Potential Cost Estimates 50 Field Users YearlyYear 1 Operasoft High $ 42,000 $ 65,900 Low $ 21,000 $ 44,900 Verizon High $ 54,000 $ 60,400 Medium $ 27,000 $ 30,900 Low $ 7,500 $ 8,900 Xora High $ 57,000 $ 63,400 Medium $ 28,500 $ 32,400 Low $ 9,000 $ 10,400 Reminder:  Conservative Savings Estimate: $ 45,257  Industry Savings Estimate: $ 218,187

DPW: S NOW C LEARING T ECH. Recommendations Immediate:  Begin a pilot program in at least one district or with existing DPW trucks Medium-Term:  Conduct data analysis using new technology  Explore uses outside snow clearing Long-Term:  Evaluate uses within an integrated date system