Cambridge DPW: Technology & Snow Clearing

Alice Yang, Nathalie Bloch, & Tyler Jaeckel

DPW: SNOW CLEARING TECH.

DPWs Job: Clear snow and ice from

public streets and sidewalks

Our Task: Explore the use of technology

in the snow clearing process

DPW: SNOW CLEARING TECH.

What happens when a snow storm hits?

Decision making:

Salting or plowing? Size of crew, contractors

Implementation:

Snow clearing Quality & time management

Administrative Work:

Data entry Payment

DPW: SNOW CLEARING TECH.

Snow falls
Supervisor deploys salters
Each salter covers 1 of 14 routes Superintendent Of Streets checks weather forecast Each operator supplements salters on 1 of 3 routes Each supervisor takes charge of 1 of 5 sections

Road or Sidewalk

Supervisor deploys DPW drivers

Supervisor deploys other DPW workers

Road
Road or Sidewalk

Small (1-5)
How big is the storm?

Sidewalk
Superintendent determines # of contractors needed

Yes
Is snow plowing required?

Big (5+)
No action

No

Each supervisor takes charge of 1 of 5 sections

Decision Making Process

DPW: SNOW CLEARING TECH.

Contractors Deployed
Support staff calls contractors & prepares work order slips Support staff keeps copy of work slip and gives supervisor original Contractors report to work and receive work slip Contractor records time and equipment on work slip Contractor starts snow clearing

Supervisor signs off work slip

Yes
Is work satisfactory?

Contractor continues work until satisfactory

No

Contractor reports back to supervisor with completed work slip

DPW: SNOW CLEARING TECH.

Payroll Data Entry Clerk

Receives completed snow work slips from supervisors Enters data into payroll Receives invoices from contractors Does invoice time match completed work slip?

No

Speaks with supervisor and checks original work order to reconcile

Yes
Speaks with supervisor and contractor to reconcile

No

Does invoice equipment match completed work slip?

Yes

Requests payment

DPW: SNOW CLEARING TECH.

Obtains snow work slips from support staff who called in contractors

Enters work order info for contractors into snow database

Receives actual signin/out of DPW staff and contractors completed work slips with clock-in/out times

DPW employee or contractor time record?

Employee

Enters employee time into snow database

Contractor
Applies employee hourly rates and obtains total

Updates the database with new hours and equipment

No

Do the work slip hours and equipment match the original work order?

Yes
Applies contractor hourly rates and equipment rates and obtains total

Snow Database Data Entry Clerk

Obtains grand total and reports to superintendent

DPW: SNOW CLEARING TECH.

Who/What of the Snow Clearing

Who Residents Interests Snow cleared quickly and as often as needed Streets and sidewalks are safe Complaints addressed Efficiency DPWs good reputation maintained Verifiable measures of performance Less paper work Ease of entry of data Minimize errors Administrative Workers show up on time Ease Quality work done in a timely manner Ease of work Less micromanagement Equipment in good working order Performance Correct hours paid Management More work during the season Paid accurately and on time Easy scheduling and access to job orders

DPW Superintendent of Streets

DPW Admin and Support Staff

DPW District Supervisors

DPW Drivers

Contractors

DPW: SNOW CLEARING TECH.

Funneling Through Technological Ideas

Applicability Effectiveness
Ease of Implementation Cost Service Management Systems GPS Sensor Spray

Integrated Data System

DPW: SNOW CLEARING TECH.

Products Explored: Service Management Systems

DPW: SNOW CLEARING TECH.

Potential Savings
Administrative Savings Data Entry (Payroll, Contractor Slips, Snow Database) Employee/Contractor Management Resource Distribution Quality and Time Tracking
5 Year Average Total Cost DPW Administrative Time DPW Overtime Snow Contractors $ 10,796 $ 355,442 $ 495,715 $ 861,952 Hours/Year 311 10,534 4,252 15,097 1% Total Time Savings Hours Savings 5% Total Time Savings Hours Savings 540 15% Total Time Savings Hours 47 1,580 Savings $ 1,619 25% Total Time Savings Hours 78 Savings $ 2,699 $ 88,860 $ 123,929 $ 215,488 50% Total Time Savings Hours 155 5,267 2,126 7,548 Savings $ 5,398 $ 177,721 $ 247,857 $ 430,976

3 $ 108 105 $ 3,554

16 $ 527

$ 17,772

43 $ 4,957 151 $ 8,620

213 $ 24,786 755 $ 43,098

$ 53,316 2,634 Range Estimates 638 $ 74,357 1,063 $ 129,293 3,774

2,264

DPW: SNOW CLEARING TECH.

Potential Savings Estimates

Conservative Prediction
Hours DPW Administrative (25%) 78 $ Savings 2,699

DPW Overtime (5%)

Snow Contractors (5%)

527
213 818

$ 17,772
$ $ 24,786 45,257

Industry Prediction
Hours DPW Administrative Time (50%) DPW Overtime (25%) Snow Contractors (25%) 155 2,634 1,063 3,852 $ $ Savings 5,398 88,860

$ 123,929 $ 218,187

DPW: SNOW CLEARING TECH.

Potential Costs
Upfront Hardware (Tablet, Cell Phone) User Training (Staff) Yearly Software User Fees (Mobile Service and Product Fee)
5 Field Users Upfront Operasoft High Low High Verizon $ 3,650 $ $ 3,650 $ $ 1,900 $ Yearly Year 1 $ $ $ $ $ $ $ $ Upfront 10,400 $ 10,400 $ 3,400 2,400 1,400 3,400 2,400 1,400 $ $ $ $ $ $ 20 Field Users Yearly Year 1 $ $ $ $ $ $ $ $ Upfront 23,900 $ 23,900 $ 6,400 3,900 1,400 $ 50 Field Users Yearly Year 1 $ $ $ $ $ $ $ $ Upfront 46,400 $ 46,400 $ 6,400 6,400 1,400 6,400 6,400 1,400 $ $ $ $ $ $ 100 Field Users Yearly Year 1

6,900 $ 10,550 3,450 $ 5,400 $ 2,700 $ 750 $ 7,100 7,300 4,350 2,150 7,600 4,500 2,300

18,600 $ 29,000 9,300 $ 19,700

42,000 $ 65,900 21,000 $ 44,900 54,000 $ 60,400 30,900 8,900 63,400

81,000 $ 127,400 40,500 $ 86,900

21,600 $ 25,000 10,800 $ 13,200 3,000 $ 4,400

Medium $ 1,650 $ Low High $ 1,400 $ $ 1,900 $

5,700 $ 2,850 $ 900 $

22,800 $ 26,200 11,400 $ 13,800 3,600 $ 5,000

$ 27,000 $ Range $ 7,500 $ Estimates 6,400 $ 57,000 $ 3,900 1,400 $ $

108,000 $ 114,400 54,000 $ 15,000 $ 60,400 16,400

114,000 $ 120,400 57,000 $ 18,000 $ 63,400 19,400

Xora

Medium $ 1,650 $ Low $ 1,400 $

28,500 $ 32,400 9,000 $ 10,400

DPW: SNOW CLEARING TECH.

Potential Cost Estimates

Operasoft Verizon 50 Field Users Yearly High $ 42,000 Low $ 21,000 High $ 54,000 Medium $ 27,000 Low $ 7,500 High $ 57,000 Medium $ 28,500 Low $ 9,000

Xora

$ $ $ $ $ $ $ $

Year 1 65,900 44,900 60,400 30,900 8,900 63,400 32,400 10,400

Reminder: Conservative Savings Estimate: $ 45,257 Industry Savings Estimate: $ 218,187

DPW: SNOW CLEARING TECH.

Recommendations
Immediate:

Begin a pilot program in at least one district or with existing DPW trucks Conduct data analysis using new technology Explore uses outside snow clearing

Medium-Term:

Long-Term:

Evaluate uses within an integrated date system