Framework for a National Database System for Maintenance Actions on Highway Bridges (2010)

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66 NBMD collects data on bridge inventory, bridge conditions and bridge maintenance work. Sources for bridge inventory and condition data are standardized both by regulation and by common use of the Pontis bridge management system. Main- tenance data formats, field names and content vary among U.S. state DOTs. Bridge Inventory Data Bridge inventory data are standardized as the content and format of the NBI Standards. Inventory data are available from the U.S. FHWA website and also from the bridge and roadway tables of the Pontis bridge database. The data sources, NBI and Pontis, are equally convenient for collection of bridge inventory data. Bridge Condition Data Bridge condition data, like inventory data, are standardized. The NBI record contains condition ratings for deck, super- structure, substructure, channel and culvert, as well as appraisal ratings for bridge geometry, alignment, and railings. Many DOTs collect element-level condition data com- patible with the Pontis bridge management system. State DOTs modify or add some bridge elements, and may mod- ify condition states. The general format, though, is uniform among DOTs. Bridge Maintenance Data Bridge maintenance data are not standardized. There has been no federal regulation and no national-level development of systems for bridge maintenance identification, recording, and reporting. There is no dominant software package for reporting maintenance activities and accomplishments. DOTs perform bridge maintenance with DOT crews and with contractors. Often, crews perform maintenance of lesser cost or duration. Larger projects and longer durations are executed through contracts. The two types of work use differ- ent data reporting systems. Crew work is reported though systems that are variously identified as crew-card, day-card, or work order systems. The usual record is a report for crew activities for one day. The record, typically, will contain a bridge ID, a date, a work activ- ity, and some information on costs. Costs may be presented as itemized lists of the equipment, materials, and personnel used at the project, or only the hours for labor, or only as overall costs. Expenditures are reported. Production, often, is not. These are systems adapted to accounting for DOT bud- gets for labor, materials, fleet equipment, etc. Contract work presents a different type of data record. Data for contracts are presented as sets of bid items. Poten- tially, this is a great level of detail in work, and precise infor- mation on costs. Moreover, direct costs for materials and installations can be separated from indirect costs for mobi- lization and traffic control. A common limitation is that con- tracts cover all site, pavement, and bridge work required for an overall project; bridge repairs are one part of a larger proj- ect. As a result, the identification of the bridge work among a complete list of bid items, and the allocations of some quan- tities within bid items that provide for both bridge work and pavement work, is not apparent from the public records. That is, the list of bid items does not offer sufficient information to isolate bridge work quantities and costs. Bridge staff at DOTs tracks contract maintenance on bridges. Many DOTs keep spreadsheets that list bridges, the contracts that deliver work on bridges, and the cost alloca- tions to bridge work. In addition, the type of work, and year of work are recorded. NCHRP Project 14-15 uses the bridge work spreadsheet provided by Michigan DOT in preparation of the Michigan dataset for NBMD. C H A P T E R 4 Data Sources for NBMD

Data Collection Collection of data from U.S. DOTs produced complete datasets from eight DOTs, and incomplete datasets from four other DOTs. Datasets from Alabama, Colorado and Ohio DOTs were collected in 2007, and these are formatted for an earlier version of NBMD data tables. These three sets have not yet been updated to the newer format developed in 2009. Datasets from California, Michigan, Oregon, Pennsylvania and Tennessee are in the newer format. Datasets from Min- nesota, Wisconsin, and Virginia lack maintenance data. Data sources include NBI files, Pontis BMS tables in vari- ous formats, spreadsheets of maintenance work, and tab-text files of maintenance work (Table 48). The counts of bridges, maintenance events and inspections are shown in Table 49. Instances of DOT Maintenance Data NBMD data tables for maintenance production and main- tenance resources are created by identifying the correspon- dences between DOT data fields and NBMD data fields, and then transferring data from DOT tables to NBMD tables. DOT data headings for maintenance records and their correspon- dence to NBMD data fields are reported are provided in the following sections. Alabama DOT Maintenance Data Alabama bridge maintenance work is collected from the Alabama Bridge Information Management System (ABIMS) in reports for work by DOT crews on state-owned bridges (ABIMS report BI-10), for contract work on state-owned bridges work (ABIMS report BI-12) and for work performed on non-state bridges (ABIMS report BI-11). The contents of the reports are similar. The relation of Alabama data fields to NBMD data fields is shown in Table 50. California DOT Maintenance Data California maintenance data are collected in two spread- sheets: a Production spreadsheet and an Expense spreadsheet. Data fields in California’s Production spreadsheet are mapped to NBMD Production_Table (Table 51). Data fields in Cali- fornia’s Expense spreadsheet are mapped to NBMD Resource_ Table in Table 52. 67 DOT Inventory Condition Maintenance Alabama Spreadsheet from ABIMS Spreadsheet from ABIMS Tab-text files from ABIMS California Pontis tables as MS Access Pontis tables as MS Access Spreadsheet from IMMS Colorado NBI files Pontis bridge database Spreadsheet from LOS system Michigan Pontis bridge database Pontis bridge database Spreadsheet from BridgeOperations Unit Ohio NBI files NBI files Spreadsheet from TMS Oregon Pontis PDI files Pontis PDI files Spreadsheet from MMS Pennsylvania Spreadsheet fromBMS2 Spreadsheet from BMS2 Spreadsheet from BMS2 Tennessee Pontis PDI files Pontis PDI files Spreadsheet from MMS ABIMS = Alabama Bridge Information Management System IMMS = Integrated Maintenance Management System LOS = Level of Service management system TMS = Transportation Management System PDI = Pontis Data Interchange BMS2 - PaDOT’s BMS2 has modules for bridge inspection data, bridge work recommendations, and work completion. Table 48. NBMD data collection formats. Table 49. Counts of bridges, maintenance events, and inspections. DOT Bridges Events Inspections Alabama 2915 4851 5800 California 1152 1578 4218 Colorado 3522 7034 8800 Michigan 434 444 1511 Ohio 2187 2462 4400 Oregon 1322 2475 3815 Pennsylvania 9100 12057 930 Tennessee 550 626 1857 Inspections = Counts of NBI inspections plus element-level inspections Colorado data include years 2000 to 2007 Oregon data include years 2005 to 2008

68 Alabama Data Field BI report Note NBMD Field Production_Table NBMD Field Resource_Table BIN 10,11,12 Bridge identification number NBMD_Bridge_ID NBMD_Bridge_ID Year 10,11,12 Start_Date Start_DateMonth 10,11,12 Day 10,11,12 Card Number 10,11 ID for work report DOT_RefA DOT_RefA Activity 10,11 work ‘B’ code for maintenance DOT_Activity_ID DOT_Activity_ID Responsible 11 Maintenance responsibility Crew Size 10 Labor 10 Identifies DOT personnel hours and convict hours DOT_Resource_QuantityDOT_Resource_Category11 I = in-house, C = contract Accomplishment 10,11,12 Work production DOT_Production Amount 10,11,12 Cost in dollars DOT_Total_Cost DOT_Total_Cost Complete 10,11,12 Y/N Table 50. Alabama DOT maintenance data. California Data Field Note NBMD Field Production_Table DIST California DOT district WORKDATE Date of report Start_Date ACTIVITY Work action listed in California’s ‘H’ series DOT_Activity_ID ACTIVITY DESCRIPTION Title of work action DOT_Activity_Title WO# Work Order Number DOT_RefA UNITID Bridge ID DOT_Bridge_ID PROD. UNIT Quantity produced (Accomplished) DOT_Production PROD. U.O.M. Unit of measurement DOT_Production_Unit Table 51. California DOT maintenance production spreadsheet. California Data Field Note NBMD Field Resource_Table DIST California DOT district WORKDATE Date of report Start_Date ACTIVITY Work action listed in California’s ‘H’ series DOT_Activity_ID ACTIVITY DESCRIPTION Title of work action DOT_Activity_Title WORK ORDER # Work Order Number DOT_RefA UNITID Bridge ID DOT_Bridge_ID COST TYPE* Token identifying equipment, labor material or other NBMD_Resource_Category IDCLASS Identifying number for resource DOT_Resource_ID DESCRIPTION Title for resource DOT_Resource_Description HOURS Hours of usage DOT_Resource_Quantity TOTAL $'s Total Cost DOT_Total_Cost Table 52. California DOT maintenance expense spreadsheet.

Colorado DOT Maintenance Data Maintenance data from Colorado DOT are presented in spreadsheets that list work activity codes and costs (Table 53). The spreadsheet is an output from Colorado’s Level of Ser- vice Maintenance Management System (15). Michigan DOT Maintenance Data Michigan maintenance data are collected in a spread- sheet listing bridge contracts, work types, and allocated costs (Table 54). The spreadsheet is kept by Michigan’s central bridge operations unit. Ohio DOT Maintenance Data Ohio DOT data are reported in a spreadsheet that contains accomplishments and resources (Table 55). Oregon DOT Maintenance Data Oregon DOTs crew maintenance accomplishments are reported in a spreadsheet (Table 56) obtained as output from Oregon’s maintenance management system. Pennsylvania DOT Maintenance Data Maintenance work from Pennsylvania DOT is presented in a spreadsheet that is output from PaDOT’s bridge manage- ment system (7). The PaDOT fields for maintenance work and the correspondence of PaDOT fields to NBMD data fields are shown in Table 57. Tennessee DOT Maintenance Data Tennessee DOT maintenance data are reported in three spreadsheets: Maintenance labor, maintenance equipment, 69 Colorado Data Field Note NBMD Field Production Table NBMD Field Resource_Table Record ID Green Sheet DOT unique identifier for the work record DOT_RefA DOT_RefA Work Date Date of work Start_Date Start_Date Change Date Date of data entry or revision Maintenance Section DOT section Maintenance Patrol DOT crew number Supervisor DOT ID Structure ID Bridge ID DOT_Bridge_ID DOT_Bridge_ID Site Frontage Route Route number Begin Reference Point Linear reference End Reference Point Linear reference Action Number Maintenance activity number DOT_Activity_ID DOT_Activity_ID Group Number Action Description Maintenance activity title DOT_Activity_Title DOT_Activity_Title Work Accomplished Production DOT_Production Unit Unit of production DOT_Production_Unit Crew Size Number or personnel DOT_Resource_Quantity, DOT_Quantity_Unit Regular Hours Crew hours Crew Notes Notes Notes Table 53. Colorado DOT maintenance data.

70 Michigan Data Field Note NBMD Production_Table district DOT district brkey Structure number DOT_Bridge_ID strc_num Short ID for bridge DOT_RefB facility Route carried featint Route intersected job_id Contract ID DOT_RefA let_date Contract letting Start_Date Year Contract let year strc_wk_desc Text description DOT_Activity_Title rel_const_cost Cost of bridge work DOT_Total_Cost Table 54. Michigan DOT maintenance data. Ohio Data Field Note NBMD Production_Table NBMD Resource_Table Dist. DOT District County Alpha abbreviation Program Activity Programmed activity code DOT_Activity_ID DOT_Activity_ID SFN Structure File Number DOT_Bridge_ID DOT_Bridge_ID Route SLM Linear reference Old Bridge # Bridge Suffix R/L Record Type LB - labor DOT_Resource_Category Transaction Date Start_Date Start_Date Equipment Number DOT_Resource_ID Material Code Resource Description DOT_Resource_Description Resource Quantity DOT_Resource_Quantity Resource UM DOT_Quantity_Unit Employee Number DOT_Resource_ID Employee Name Job Classification Hours DOT_Resource_Quantity Labor UM RG – regular, OT - overtime Work Accompl. Work accomplished DOT_Production WA UM Work unit of measurement DOT_Production_Unit Table 55. Ohio maintenance data. Oregon Data Field Note NBMD Production_Table NBMD Resource_Table Chrge Unit DOT crew ID Activity Activity ID DOT_Activity_ID DOT_Activity_ID Activity Description Title DOT_Activity_Title DOT_Activity_Title Transaction Amount Cost DOT_Total_Cost DOT_Total_Cost Fiscal Year Start_Date Start_Date EA/SJ Subjob ID DOT_RefA DOT_RefA EA Description Linear reference DOT_RefB DOT_RefB Transaction Qty Resource quantity DOT_Resource_Quantity Trans Code Resource ID DOT_Resource_ID Trans Code Description Resource title DOT_Resource_Description Table 56. Oregon DOT maintenance data.

and maintenance materials. The labor spreadsheet reports work production along with labor job titles, labor hours, and labor cost. The equipment spreadsheet reports fleet IDs, hours of use and costs. The materials spreadsheet reports material IDs, units of measurement, usage and costs. The relation of these fields to NBMD data tables are shown in Table 58 for TnDOT’s labor spreadsheet, in Table 59 for the equipment spreadsheet and in Table 60 for the materials spreadsheet. Applications of NBMD Data NBMD data are used to compute element-level unit costs of maintenance actions. Demonstrations of use of NBMD were prepared with data from DOTs in Alabama, Colorado and Ohio; these are presented in Appendix D. Subsequently, changes were made to NBMD tables to improve their per- formance such that some initial details on data table contents and data field names have become obsolete. 71 Pennsylvania Data Field Note NBMD Field Production_Table 5A03 BRKEY BMS bridge key 5A01 Structure ID Structure Number DOT_Bridge_ID IM02 Element (not used in PaDOT{2008 dataset) IM01 Scope One of Bridge, Element, Flexaction IM03 Action Code A743101 DOT_Activity_ID IM03 Action Description CLEAN/FLUSH DK DOT_Activity_Title IM07 Status of Work Candidate Work is planned, scheduled or completed IM11 Work Assignment Agency or Contractor IM14 Date Completed Date presented as MM/DD/YYYY End_Date IM18 Quantity Quantity completed DOT_Production IM19 Cost Cost of work DOT_Total_Cost 3A02 Candidate ID DOT internal reference DOT_RefA 3A12 Assigned Indicator Yes / No Table 57. Pennsylvania DOT maintenance data. Tennessee Data Field Note NBMD Production_Table NBMD Resource_Table Work Date Bridge ID NBMD_Bridge_ID NBMD_Bridge_ID Actvity # DOT_Activity_ID DOT_Activity_ID Activity Description DOT_Activity_Title DOT_Activity_Title Reported Accomplishment Quantity and units DOT_Production DOT_Production_Unit County Supervisor Hours by job title DOT_Resource_Description DOT_Resource_Quantity Assist County Supervisor Floating Crew Supervisor 2 Floating Crew Supervisor 1 Highway Maintenance Worker 3 Highway Maintenance Worker 2 Highway Maintenance Worker 1 Carpenter 2 Carpenter 1 Other Cost $ DOT_Total_Cost DOT_Total_Cost Table 58. Tennessee DOT labor spreadsheet.

72 Tennessee Data Field Note NBMD Production_Table NBMD Resource_Table Work Date Start_Date Start_Date Bridge ID DOT_Bridge_ID DOT_Bridge_ID Activity # DOT_Activity_ID DOT_Activity_ID Activity Description DOT_Activity_Title DOT_Activity_Title Equip Tag # DOT_Resource_ID Equipment Description DOT_Resource_Description Tied-Up Time (Hrs) DOT_Resource_Quantity Cost ($) DOT_Total_Cost DOT_Total_Cost Table 59. Tennessee DOT equipment spreadsheet. Tennessee Data Field Note NBMD Production_Table NBMD Resource_Table Work Date Start_Date Start_Date Bridge ID DOT_Bridge_ID DOT_Bridge_ID Activity # DOT_Activity_ID DOT_Activity_ID Activity Description DOT_Activity_Title DOT_Activity_Title Material # DOT_Resource_ID Material Description DOT_Resource_Description QTY DOT_Resource_Quantity UOM Unit of measurement DOT_Quantity_Unit Cost ($) DOT_Total_Cost DOT_Total_Cost Table 60. Tennessee DOT materials spreadsheet.