2016 APWA Snow Conference. Web-based GIS for Municipal Snow Operations

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Mark Burns
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- Director of Public Works, Springfield, MA Bob Houldson -

1 2016 APWA Snow Conference Web-based GIS for Municipal Snow Operations Christopher M. Cignoli, P.E. - Director of Public Works, Springfield, MA Bob Houldson - Director IT Services for the Department of Public Works, Springfield, MA R. Shawn Shepard P.E., Systems Development Engineer, Tighe & Bond Presentation Agenda Springfield, MA Basic Data Who we are!! The basics of our snow operations! How we used to do it! Why did we want to change? GIS 101 GIS for Snow Removal Web-Based GIS for Snow How our system works! What's Next?? 1

FEMA declared Snow Related Disasters in Last 8 years City Snow Budget - $1.

2 Springfield, MA Who we are! 25 Miles north of Hartford Population: 153,000+/- 3rd Largest City in Massachusetts Average 3-4 of snow per year Have had 5 FEMA declared Snow Related Disasters in Last 8 years City Snow Budget - $1.6 million usually go into deficit spending $400K in salaries (city staff) Rest split between Materials (Sand & Salt) and Hired Equipment Salt prices are now $78 per ton (50% increase in recent years) Springfield, MA Who we are! Directly bordered by 5 towns and the Connecticut River 2

3 Springfield, MA Who we are! State Highways & Roads I-91& I-291 -MassDOT Route 20 Route 20A Route 21 Route 83 Route 141 City is Responsible Maintenance and Snow Removal for all State Roadways except I-91 and I-291 Springfield, MA Who we are! City Contracts separately for Schools, Parks, and other City owned Facilities DPW has no responsibility for these locations----- however, coordination is critical especially for school closings, delayed opening / early dismissal, after school programs, etc. DPW also has plowing responsibilities for over 7 miles of sidewalks DPW responsible for initiating snow event parking bans 3

Springfield, MA Who we are! 2,000 Streets 500 Centerline Miles 1,100 Lane Miles City only has 20 pieces of equipment for sanding / salting and plowing Must hire contractors for snow plowing!

4 Springfield, MA Who we are! 2,000 Streets 500 Centerline Miles 1,100 Lane Miles City only has 20 pieces of equipment for sanding / salting and plowing Must hire contractors for snow plowing! City Sets Contractor rates and advertises for contractors every year City hires pieces of equipment of all sizes minimum 6,000 GVW- we do not turn away many contractors who apply All hired equipment goes through a detailed inspection City staff utilized for Inspection of snow routes Springfield, MA Who we are! Plowing Spreading Snow Hauling 4

5 Our Roads???? Reality of our Roads!!! 5

Each inspector has the responsibility of 1 of 20 sections in the City Contractors usually stay in same section of the City from storm-to storm &

6 Reality of our Roads!!! Springfield Parking Ban No Parking Even Side 7PM 7AM No Parking Odd Side 9AM 4PM How our snow operations work! Inspectors, staff and Contractors notified of a snow plowing event through CTY phone messaging system. Each inspector has the responsibility of 1 of 20 sections in the City Contractors usually stay in same section of the City from storm-to storm & year-to-year Inspectors meet contractors in the field at the start of a storm and each piece of equipment is signed in with a start time Usual snow removal process starts with Main Arterials then Residential Streets 6

inspectors to review sections for issues: Pavement condition Bad

Added Streets Construction Activities Unique Characteristics

7 How our snow operations work! City Divided into 20 Sections Seasonal Preparation requires inspectors to review sections for issues: Pavement condition Bad Utility Trenches / Patches Accuracy of Mapping / Street Numbering Added Streets Construction Activities Unique Characteristics How our snow operations work! Arterial Streets completed in each section prior to moving into residential streets 7

Snow Operations Process 20 Total Sections with

- Section 4 has Routes 9,10 & 11 150 Plows +/-

Plow a 6 +/- storm Snow Operations Process

8 Snow Operations Process 20 Total Sections with 50 Routes = 2-3 Routes per Inspector Ex. - Section 4 has Routes 9,10 & Plows +/- per Storm with 3 Per Route Avg. Cost of $13,000/ Hr. for hired equipment Takes us hours to Plow a 6 +/- storm Snow Operations Process Streets have been numbered by the City for peak efficiency Contractors must follow numbered routes 8

inspector to determine what equipment is in each section Maps were marked-up with highlighters

9 How We Use To Do It Old Style Route Maps & Lists How we use to do it Contractor / Vehicle Location Magnet Board Contractors / City Equipment assigned to sections Phone call to each inspector to determine what equipment is in each section Maps were marked-up with highlighters to show completed streets Magnets were moved to show what equipment was in each section VERY non-scientific!! 9

Information was not centrally located and was not electronic City has a 311 system that is actively working during many snow events----they

10 Why did we want to change???? Needed to provide up to the minute answers to the Media, Mayor and Citizens Wanted to be more proactive on providing information Information was not centrally located and was not electronic City has a 311 system that is actively working during many snow events----they want answers! Needed better electronic reporting system for contractor billing, historic records and re-creation of FEMA events GIS 101 Geographic Information System (GIS) is a computer system used to manage information about anything that has a place GIS Database 10

and relationships Using GIS Big step forward from the paper-based system Data stored electronically and viewable

11 GIS 101 Common Coordinate System Data is added in layers Each layer of data contains similar features Each layer of data is backed by a table of attributes Displaying tabular data graphically Ability to analyze and view trends and relationships Using GIS Big step forward from the paper-based system Data stored electronically and viewable on a map Cumbersome to update Record keeping was limited Only editable/viewable on a single computer Early GIS System 11

12 Web-Based GIS Traditional GIS vs. Web-Based GIS Used for creating and publishing data/maps Powerful Geoprocessing/Analysis Requires special hardware/software Licensed per user Requires training Accessible on many devices Doesn t require a license for each user Lightweight and customizable Easily updated Can be private as well as public What else do we use it for? 12

13 Start of a Snow Event! Start of a Snow Event! Section # City Truck Number City Inspector Arterial Routes Residential Routes 13

Web-Based GIS When contractors show up in the field and are checked-in, they get placed where they have been assigned Trucks get moved as necessary to balance out work load amongst sections Vehicles

Very easy to see why sections are taking longer than others Move from Arterial to Residential Vacant Routes? Signed Out / No show Out of Service How do we make it work!

14 Web-Based GIS When contractors show up in the field and are checked-in, they get placed where they have been assigned Trucks get moved as necessary to balance out work load amongst sections Vehicles also placed in out of service field Background data for each vehicle includes inspection data, photos, size of truck, etc. Very easy to see why sections are taking longer than others Move from Arterial to Residential Vacant Routes? Signed Out / No show Out of Service How do we make it work! Inspectors in the field report completed streets Map is accessible by 311 operators to see status of work At a glance we are able to see if streets have been missed or completed out of order Able to pinpoint an exact time when a street was completed Able to ensure that inspectors are doing their job accurately The local Media loves to visit the City as our system looks VERY professional Able to show what has been completed and when we will be done---very important for school closings / delays 14

15 Tracking Snow Removal % Complete of Mains and Overall!! Tracking Snow Removal 15

16 Tracking Issues Tracking Issues 16

? Able to address other in-storm issues quickly Able to develop a

17 What other Technology do we have?? Why are we happy with this technology?? Immediate access to accurate information! Able to address complaints / concerns are they real?? Able to address other in-storm issues quickly Able to develop a post-storm plan to address issues! Billings for contractors completed with 24 hours after storm! Able to gather accurate storm costs quickly! The Media loves it! The Mayor loves it! 17

used to send position to central server Allows for communication directly with driver

18 What s Next Smartphone App Driver checks-in with the app by taking a picture of the truck and logging in with an ID number Image and check-in are geo-tagged Phone s GPS is used to send position to central server Allows for communication directly with driver What s Next Thank you from the City of Springfield and Tighe & Bond QUESTIONS AND ANSWERS! 18

Town of Barnstable. Department of Public Work. Snow and Ice Control Operations Plan

Town of Barnstable. Department of Public Work. Snow and Ice Control Operations Plan Town of Barnstable Department of Public Work Snow and Ice Control Operations Plan I. Mission: The mission of the Department of Public Works is to remove accumulations of snow and ice from town, county