January 26, 2001 Self Assesmsnts of Operations and Management 1 Self-Assessment Process for Roadway Operations Prepared for TexITE Meeting San Antonio, Texas January 26, 2001

Self Assesmsnts of Operations and Management 2 Agenda History of the Effort Scope of Work Options Events The Process Next Steps

January 26, 2001 Self Assesmsnts of Operations and Management 3 History of the Effort A part of the contract between FHWA and ITE Phil Tarnoff and Walter Kraft are contractors An action of the National Steering Committee on Operations Purpose: To develop a self-assessment prototype to be used by government entities to assess and improve their roadway operations

January 26, 2001 Self Assesmsnts of Operations and Management 4 Scope of Work Survey current programs used by transportation agencies Survey programs used in other fields Develop a prototype Hold internal vetting of prototype Present to the Fall Committee Meeting

January 26, 2001 Self Assesmsnts of Operations and Management 5 Objective of Self-Assessment To guide an agency’s management and operations of its existing transportation system so that the system’s performance meets or exceeds customer expectations.

January 26, 2001 Self Assesmsnts of Operations and Management 6 Self Assessment Questions What am I doing? How am I doing Could I do better? What should I do better? How are my services viewed by my customers?

January 26, 2001 Self Assesmsnts of Operations and Management 7 What are the options? Do nothing Benchmarking Quality improvements

January 26, 2001 Self Assesmsnts of Operations and Management 8 Current Examples Incident Management INFORM Traffic Signal Maintenance Manual ISO 9000 Baldrige Criteria Sterling Quality Challenge The DST WAY

January 26, 2001 Self Assesmsnts of Operations and Management 9 The Bottom Line Will it make a difference? Is there a process that is best? What is the best process? How detailed should the process be? What level of resources are reasonable to use for the process?

January 26, 2001 Self Assesmsnts of Operations and Management 10 Events Vetting PTI Meeting National Steering Committee Meeting

January 26, 2001 Self Assesmsnts of Operations and Management 11 Vetting Event October 19, 2000 University of Maryland

January 26, 2001 Self Assesmsnts of Operations and Management 12 Vetting Options Basic Baldrige Leadership Strategic Planning Customer and Market Focus Information and Analysis Human Resource Focus Process Management Business Models “Hybrid” Baldrige Organizational Business Results Monitoring Change

January 26, 2001 Self Assesmsnts of Operations and Management 13 Vetting Participants Vince Pearce – FHWA Debra Chappell – FHWA Jim Wright – MnDOT Jihad El Eid – Broward County, FL Emil Wolanin – Montgomery County, Md Tony Tramel – Lafayette, LA Beth Ramirez – Dallas, Tx Ed Stoloff – Institute of Transportation Engineers Phil Tarnoff – University of Maryland Walter Kraft – Parsons Brinckerhoff Steve Lockwood – Parsons Brinckerhoff

January 26, 2001 Self Assesmsnts of Operations and Management 14 PTI Meeting October 26, 2000 Miami Beach, Florida 46 attendees Presented the Vetting Selection Requested Field Tests

January 26, 2001 Self Assesmsnts of Operations and Management 15 PTI Meeting Comments Involve decision makers and public. Include external and internal assessment. Local vs. national standards. Don’t raise false expectations. What resources are needed? Who provides resources? Everyone involved must attend training. Needs field testing by local and state agencies

January 26, 2001 Self Assesmsnts of Operations and Management 16 The Self-Assessment Process Steps Scoring Two Categories Organizational Business Results

January 26, 2001 Self Assesmsnts of Operations and Management 17 Steps Gain management and political acceptance Select a representative team Designate a facilitator Provide training at the first meeting Hold multiple meetings to score List deficiencies Tally scores Analyze results and select corrective areas Present to key players Schedule next meeting

January 26, 2001 Self Assesmsnts of Operations and Management 18 Scoring “Yes” or “No” answers Record the Percent “Yes” Three Levels Category Area Agency

January 26, 2001 Self Assesmsnts of Operations and Management 19 Format of Questions – Organization Customer Relationships – Rate how well the agency manages and evaluates relationships with its customers. Are customer surveyed on a yearly basis? It it easy for customers to contact the appropriate individual within the agency? Is feedback provided to customers in a timely manner? Are complaints monitored to identify trends?

January 26, 2001 Self Assesmsnts of Operations and Management 20 Format of Questions – Business Results Area-wide Traffic Signal Operations Are the signal systems retimed every three years? Does the retiming include the use of signal optimization software, simulation, and field evaluation? Are the retimings evaluated after they are installed? If adaptive control is used, art the parameters reviewed every three years? Is traffic pre-emption or priority used to accommodate the flow of transit and/or emergency vehicles?

January 26, 2001 Self Assesmsnts of Operations and Management 21 Analyze Results Develop an Action Plan Large range of scores Score less than 90 Select top 3 to 5 Present to Key Policy Players

January 26, 2001 Self Assesmsnts of Operations and Management 22 Next Steps Finalize Draft Process Perform Field Tests Finalize Process Develop Training Modules

January 26, 2001 Self Assesmsnts of Operations and Management 23 Self-Assessment Process for Roadway Operations Prepared for TexITE Meeting San Antonio, Texas January 26, 2001