1. NM Department of Transportation (NMDOT) Performance Dashboard
Executive Sponsor: Tom Church, Cabinet Secretary
Business Owner: Tamara P. Haas, NMDOT Asset Management & Planning Division
Project Closeout
September 26, 2018

2. Overview
Project Goals: Infrastructure Condition Analytics for Pavement and Bridges at New Mexico Department of Transportation.
Business Problem:
The existing NMDOT performance dashboard was limited in the service it could provide. Due to the regulations implemented by FHWA, federal transportation funding legislation (FAST Act), ARNOLD and HPMS, the existing system was unable to provide the necessary real-time roadway system condition data (pavement, bridge, safety, freight movement, CMAQ) to either the administration, MPOs or public.
The new NMDOT Performance Dashboard addressed the above business problem, and allowed NMDOT to represent additional source system data, such as maintenance data, to provide a more comprehensive visualization solution.
Desired Project Outcomes:
An Analytics System that supports the Transportation Asset Management Program:
Improve service delivery to constituents
Improve productivity
Achieve cost savings
Make data driven decisions

3. Business & Technical Objectives
Results
Fully Satisfied?
Performance dashboard that provides transparency for NMDOT executive staff on website
Website launched and in production
Yes
Optimize business process, decreasing number of steps and saving time
Lower the cost of government by having a more efficient work activity reporting
Improve reporting capability to executive management and to FHWA
Several previously manual reports are now fully automated within the system, saving significant staff hours per month
Ad-hoc data research requests available via intuitive drill-down functions
Provide a performance reporting system for tracking asset condition to ensure that current data is utilized in the decision-making process to ensure a State of Good Repair
Dashboard associates data not easily accessible across different source systems for easy, intuitive visualization
Performance dashboard solution is able to connect to identified source systems
Data is refreshed in performance dashboard per BSD reporting frequency
Data made available in performance dashboard matches with data in identified source systems data per the KPI logic identified in the BSD documents
Production cadence of data refreshes is in place for specified source systems

4. Business & Technical Objectives
Results
Fully Satisfied?
Improve accuracy and availability of transportation performance management data to comply with federal requirements
Relationships and inconsistencies amongst data, within and across systems, easier to identify given visualization capabilities of dashboard
Yes
Provide an externally hosted, web-based application which provides the capacity for 24/7 access for up to 50 concurrent users
Website launched and in production
Provide capability to meet business, functional and technical requirements via configurability of key performance indicators
Dashboard is fully configurable to incorporate additional source system data and new/modified KPIs
Provide capability for role-based secure access to application workflows and data, and meet NMDOT standards for password security
System meets all applicable access and security requirements

5. Appropriation History:
FFY 2017
NMDOT Federal State planning and research (SP&R) funds
$475,000.00
FFY 2018
$100,000.00
Total Appropriation:
$575,000.00
Certification History:
Date
Certification Phase
Amount
November 21, 2017
Initiation
$390,000.00
February 28, 2018
Planning and Implementation
$149,524.87
September 26, 2018
(This Request)
Closeout $0
Total Certified:
$539,524.87
Total Funding Expended: $510, (under budget, $29,265.31)

6. Total Cost of Ownership:
Description
FY18
FY19
FY20
FY21
Total
Project Management
Services
Initiation through GoLive
$15,252.53
Business Analysis Services
Vendor Scoping Session
$5,495.40
Implementation Services
Design, Configuration, Build out, Testing, Deployment and User Training
$79,042.20
Other Services
Yearly Hosting
$21,312.45
$60,107.78 
$201,635.79
IV&V
Planning through GoLive
$13,825.78
Software
Purchase
$375,331.20
$56,750.00
$56,750.00 
$545,581.20
Total:
$510,259.56
$116,857.78 
$860,832.90

7. Project Accomplishments/Benefits
Business goals Achieved
FHWA Previously required compilation of different sets of data across the organization, taking roughly 2-3 people for 3-4 months costing the agency > $14,000
Many ad-hoc requests for maintenance data are received from NMDOT districts. The dashboard now provides a quick, intuitive way for district analysts to pull this data themselves. Examples of this type of request would be distribution of work across vendors during a given time period, or for a given district.
External hosting of the platform allows for more flexibility in access moving forward.

8. NMDOT expects significant savings in:
Staff time for Pavement Management staff
In order to compile the FHWA Performance Measures for Interstate Pavements from other data sources. It took over 160 man hours to access each tenth mile of data for cracking, rutting and IRI costing >$4,
Staff time for Bridge Management staff
Bridge staff is doing manual computations of square footage of deck area.
% SQ Ft deck area / All bridge decks = % Poor.
Reporting capabilities
Expect considerable improvements, especially for report and data communication with FHWA, Legislators and Transportation Commission.
Return on investment
Project in production we will save $111, year.
NMDOT will have paid for the project in 4.5 years.

9. Lessons Learned
Project team alias managed by NMDOT ensured all team members including project sponsors were kept informed. This was a highly complex project with many stakeholders and participants. The alias prevented accidental miscommunication.
Due to the use of off shore resources the time zone differences produced some difficulties. In future projects with this staffing makeup, NMDOT will require more frequent on-site checkpoints to allow in-depth interaction amongst project team members.
Project currently requires a separate hosting agreement, and so requires periodic coordination work to renew. Team noted this is more than made up for, given the business process overhead that has been eliminated.

10. Major Deliverables by Project Phase
Completion Date
Project Phase
Scoping Session with Vendor (Discovery)
8/15/17
Initiation
IV&V
4/30/18
Planning - Closeout
Hosting
2/28/17
On-Going
Software Acquisition
8/14/17
Planning
Planning and Installation
2/28/18
Design Document
11/17/17
Configuration and Building
1/31/18
Implementation
Testing
3/2/18
Training
3/15/18
Deployment – Go-Live
6/13/18
Project Management

11. Next Steps
Process to refresh the source data on the system currently requires several steps to complete a refresh, and is only able to be partially automated. The teams will look for opportunity in the future to automate further.
NMDOT staff will handle training of management and executive staff.
ARNOLD All Roads Network of Linear Data is in the process of going live and with that we are able to get our Performance Dashboard public facing for transparency.

12. NMDOT Performance Dashboard
Questions?