RIDOT’s Performance MEASUREMENTS, Management & MESSAGING APPROACH

1. RIDOT’sPerformance MEASUREMENTS, Management & MESSAGING APPROACH

2. Background 2008 – Scan Tour Missouri, North Carolina – Best Practices 2009 – Educational Phase ARRA interruption 2010 – Phase I Research Project University of Rhode Island & RIDOT Team 2011 – Governor Lincoln Chafee’s Initiative Performance based budgeting & management for all state agencies

3. Phase I Research Project Update • Review of DOT Literature & Dashboards/Websites • Meetings with RIDOT Senior Management • Idea Generation • Polling of RIDOT Key Personnel • Gathering of Metrics/Measures at Section Level • Transportation Research Board • National Perspective – AASHTO, BPC NTTP • Executive/Legislative Levels, International

4. Phase I Research Project Update • Recommendations to RIDOT Executive Management • Feedback on Priorities & Resources • Develop Final Recommendations to RIDOT Senior Management • Approval to Implement • Organizational Structure – Performance Management Team, Policy Group, & Steering/Implementation Team • Mission/Vision Statement

5. RIDOT Mission & Vision MISSION: (approved) To provide, maintain, and secure an Intermodal Transportation Network that increases the mobility opportunities for the movement of people and goods with the goals of enabling economic development & quality of life. VISION: (needs approval) RIDOT will be viewed as a responsive, innovative, performance-based steward of the Rhode Island Transportation System adding value to all stakeholders.

6. Phase IThe Identification of Stakeholders State User Goals (Quality of Life factors) NTPP Federal Strategy (Goals: Preserve or Expand) Economic Growth National Connectivity Metro Accessibility Energy Security & Environmental Protection Safety AASHTO Goals Safety Preservation (NTPP Goal) Congestion Systems Operations (Unique) Environment Freight/Economics • Safety & Security • Healthcare • Education • Work • Recreation • Commerce (stores, banks) • Community (Socialization) • Services (MRO) • Home • Business (Commercial) • Justice (Government) • Aesthetics & Cleanliness • Markets (Commercial) • In-state • Out-of-State

7. Phase I Mapping the Stakeholders R.I. Stakeholder Goals AASHTO Goals NTPP Goals Economic Growth Freight/Economics Healthcare, Education, Work, Commerce, Services, Markets Work Recreation Services Markets Commerce National Connectivity Freight/Economics Metro Accessibility Congestion Work Education Recreation Justice Energy Security/ Environment Environment Safety/Security Aesthetics Safety Safety Safety & Security

8. Phase I Focus Areas • Systems Operations • Administrative systems that manage resources used for planned and non-planned activities, including human resources • Congestion (Freight/Economics) • Transit time & variability on peak versus non-peak periods affecting commercial & personal travel, especially in metro areas • Safety • Minimizing Loss & Damage of Life or Property • Infrastructure Preservation • Asset repair & replacement • Environment • Minimizing Waste, Emissions, & Maximizing Resource Reuse

9. Current Status • Performance Management Team • Investigate status of proposed measures • What data exists • What data needs to be collected • Identify optimal storage properties • Where to store data • What format to store data in • What software to manage system • Normalize data

10. THE PM 3 APPROACH • Performance Measurements, Management & Messaging Approach

11. Performance Management ElementsPerformance Measures – How Many Are Needed? • A key issue and policy decision in developing a performance management program • Tradeoff between capturing all aspects of performance and cost and complexity • Understanding the audience is key • Fewer measures at strategic level • More at operational level • Different needs for internaland external audiences FewerMeasures Messaging Public Management MoreMeasures Measurements Operating Units

12. Infrastructure Preservation Maintain transportation network in good condition % of bridges rated in good condition IRI rating - % of highway/roads in good condition Lane miles reconstructed Lane miles resurfaced # of complaints about road condition

13. NEED FOR PBP&P • WHY PERFORMANCE BASED PLANNING and PROGRAMMING

14. GARVEE GO Bonds Federal Funds ResidualGas Tax Debt Service $ 98.0 M* State Match Highway Program $208.6 M Operations & Maintenance $41.9 M* 2011 RIDOT Highway and Bridge Program Funding Sources and Uses General Obligation (GO) Bonds $ 40 M Gas Tax $ 91.5 M Federal Funds $217 M Sources Uses * In FY 11, the General Fund Paid $7.5 Million of the GO Debt Service Giving RIDOT $7.5 Million More for Operations and Maintenance

15. Infrastructure Preservation Maintain transportation network in good condition % of bridges rated in good condition IRI rating - % of highway/roads in good condition Lane miles reconstructed Lane miles resurfaced # of complaints about road condition

16. THE END • THE END (?)

17. NOT REALLY … PERFORMANCE MANAGEMENT IS A PROCESS OF CONTINUOUS IMPROVEMENT

18. Current Status • Performance Management Team & Policy Group • Adopt mission statement (Completed) • Adopt vision statement (New Version) • Determine strategic initiatives to deliver on mission (Based on Vision) • Determine which “model” for performance management to adopt (AASHTO-based)

19. Phase II Research Project (2012-2013) • Interviews - Present Recommendations to Middle/Lower Managers • Final Selection of Metrics • Implementation of Performance Measurement System • Measurement to Management shift • Dashboard Implementation

20. GOVERNOR’s INITIATIVE • GOVERNOR’s INITIATIVE

21. Performance Management 2011 State of Rhode Island and Providence Plantations Governor Lincoln D. Chafee

22. Why Performance Management? • Shift Rhode Island state government’s efforts toward producing meaningful results rather than completing processes. • Establish an in-depth form of data analysis within and between departments and agencies, creating a more informed process for resource allocation so that we may best meet the needs of our citizens.

23. APPENDICES – ADDITIONAL INFORMATION • NTPP Recommended Federal Goals • Table 1 of NTPP Report • AASHTO Performance Measures • Stakeholder Goals • Other Stakeholder Goals • Goals Chart • NTPP Proposed Federal Funding Structure

24. NTPP Recommended Federal Goals Appendix 1 Economic Growth— Producing maximum economic growth per dollar of investment National Connectivity— Connecting people and goods across the nation with effective surface transportation Metropolitan Accessibility— Providing efficient access to jobs, labor, and other activities throughout metropolitan areas Energy Security and Environmental Protection— Integrating energy security and environmental protection objectives with transportation policies and programs. Safety— Improving safety by reducing the number of accidents, injuries, and fatalities associated with transportation

25. Appendix 2 Table 1 of NTPP Report: Three Major Factors Proposed Performance Metrics - Economic Growth, Energy and Environment, & Safety Economic Growth Access to jobs and labor (metropolitan accessibility) Access to non-work activities (metropolitan accessibility) Network utility (national connectivity) Corridor congestion (national connectivity) Energy Security & Environment Petroleum consumption CO2 emissions Safety Fatalities and injuries per capita Fatalities and injuries per Vehicle Miles Traveled (VMT) “…the metrics we have proposed, like the goals themselves, must be applied as a complete package, not in isolation.”

26. AASHTO Performance Measures Appendix 3 • Safety – annual fatalities/serious injuries • Metrics: Reduce fatalities by 50% in 20 years • Preservation – Int’l Roughness Index (IRI) for Structural Condition/Deficiency • No Goals or Metrics • Congestion – Travel Delay, Per Commuter, Congestion Cost • No Goals • Systems Operations – Planned Incident versus Non-Planned • No Goals • Environment – Reduction GHG’s, Storm Water, Ecosystem Interruptions, recycling, and timeliness • No Goals • Freight/Economics - Reliability on urban SFCs, Speed/travel time on SFCs, Roadway access measure • No Goals

27. Stakeholder Goals State User Goals (Q of L factors) Appendix 4 NTPP Federal Strategy (Goals: Preserve or Expand) Economic Growth National Connectivity Metro Accessibility Energy Security & Environmental Protection Safety AASHTO Goals Safety Preservation (NTPP Goal) Congestion Systems Operations (Unique) Environment Freight/Economics • Safety & Security • Healthcare • Education • Work • Recreation • Commerce (stores, banks) • Community (Socialization) • Services (MRO) • Home • Business (Commercial) • Justice (Government) • Aesthetics & Cleanliness • Markets (Commercial) • In-state • Out-of-State

28. Other Stakeholder Goals DOT Employee Goals Global Businesses Appendix 5 Job Security Valued Contributor Time-off (OT & Weekend) Be Challenged Positive Relationships w/boss Morale Travel time to work • Safe Accessibility to U.S. Markets from • Airports • Seaports

29. Appendix 6 AASHTO Goals Systems Operations* R.I. Stakeholder Goals NTPP Goals Economic Growth Freight/Economics Healthcare, Education, Work, Commerce, Services, Markets Work Recreation Services Markets Commerce National Connectivity Freight/Economics Metro Accessibility Congestion Work Education Recreation Justice Energy Security/ Environment Environment Safety/Security Aesthetics Safety Safety Safety & Security

30. NTPP Proposed Federal Funding Structure Appendix 7 • Consolidates all 108 current federal transportation programs into two categories – Preservation & New Expansion Programs: • Formula-based system preservation programs • 65% of funds distributed for Preservation • a) Sustaining National Connectivity, (35%) Distributed using US DOT Conditions and Performance Report (cost-based), freight value-ton-miles, & maintenance of effort • b) Sustaining Core Assets, (30%) Distributed based on metro area’s GDP and transit passenger miles travelled (> 200,000 people) • Assumptions: • Local infrastructure can be funded locally • Recreational infrastructure will not be a priority • DOTs must be reorganized – likely have a Perf. Measurement Dept. • Transportation planning must be changed to focus on national goals • Push toward urbanization rather than rural-ization • Grant writing expertise - staff

31. NTPP Proposed Federal Funding Structure Appendix 7.2 Consolidates all 108 current federal transportation programs into two categories – Preservation & New Expansion Programs: 2) Competitive capacity expansion programs that are 25% to New Infrastructure Programs, Multi-model, meet National Goals a) Improving Federal Connections (12.5%) Expansion of national network across all modes b) Improving Core Transportation (12.5%) Expansion of transportation capacity in metropolitan areas (> 500,000 people). (2% Essential Access Projects (EAP) + 8% Perf. Bonus for well-performing States) Assumptions: Local infrastructure can be funded locally Recreational infrastructure will not be a priority DOTs must be reorganized – likely have a Perf. Measurement Dept. Transportation planning must be changed to focus on national goals Push toward urbanization rather than rural-ization Grant writing expertise - staff

32. Performance Management Components Connecting Goals and Objectives to Resources and Results Goals/Objectives Performance Measures Quality Data Target Setting Evaluate Programs, Projects & Strategies Measure, Evaluate, and Report Results Actual Performance Achieved Allocate Resources Budget and Staff 32

33. The TPM Framework What do we need to focus on at the national level? What are the priorities and how will they be met? FOCUS PLAN Were expectations met? Why? Why not? ASSESS PROGRAM How will investments be made to achieve expectations? DELIVER Are we on track to meet expectations? ELEMENTS Measures – Targets – Investment Plans – Progress Tracking - Reports 33