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74 A P P E N D I X A State Questionnaire Definitions The following definitions are provided to avoid confusion with key terms that may have slightly different meanings to individuals from different agencies. These definitions are taken directly from 23 CFR 667 and convey the meanings of these terms as they are used both in that regulation and this survey. ⢠Catastrophic failure: the sudden failure of a major element or segment of a road, highway, or bridge due to an external cause. The failure must not be primarily attributable to gradual and progressive deterioration or lack of proper maintenance. ⢠Evaluation: an analysis that includes identification and consideration of any alternative that will mitigate, or partially or fully resolve, the root cause of the recurring damage, the costs of achieving the solution, and the likely duration of the solution. The evaluations shall consider the risk of recurring damage and cost of future repair under current and future environmental conditions. These considerations typically are a part of the planning and project development process. ⢠Emergency event: a natural disaster or catastrophic failure resulting in an emergency declared by the governor of the state or an emergency or disaster declared by the president of the United States.
State Questionnaire 75 A. Respondent Information Name: ________________________________________________ Title: ________________________________________________ Agency: (State dropdown menu including PR and DC) Unit within the Agency: Asset Management Emergency Response Engineering Information Technology Maintenance and/or Operations Planning and/or Programming Other: __________________ Phone: ______________________ Email: ______________________
76 Asset Management Approaches to Identifying and Evaluating Assets Damaged Due to Emergency Events B. Part 667 Analysis Status 1. Use the table below to identify your agencyâs current status regarding identifying and evaluating facilities damaged by emergency events. Highway Network Percentage of the system that has been reviewed to identify facilities damaged by multiple emergency events Percentage of locations identified for which evaluations of alternative strategies have been completed NHS Complete > 75% Complete 50 to 75% Complete 1 to 50% Complete Not started Complete > 75% Complete 50 to 75% Complete 1 to 50% Complete Not started N/A (None identified) Non-NHS Federal Aid System Complete > 75% Complete 50 to 75% Complete 1 to 50% Complete Not started Complete > 75% Complete 50 to 75% Complete 1 to 50% Complete Not started N/A (None identified) Other: ____________ Complete > 75% Complete 50 to 75% Complete 1 to 50% Complete Not started Complete > 75% Complete 50 to 75% Complete 1 to 50% Complete Not started N/A (None identified)
State Questionnaire 77 C. Data Sources 2. Please use the table below to provide information regarding the data sources used to identify locations damaged by emergency events for the November 23, 2018 deadline. In each cell, please select the option that best describes your agencyâs data. Data Set Availability Format (skip if not available or have not started the analysis) President-declared events (These options will be provided for each data set.) Have not started analysis Fully available from internal sources Fully available using internal and external sources Partially available from internal sources only Partially available from external sources only Partially available with internal and external sources Not available (These options will be provided for each data set.) Have not started analysis GIS Enterprise tabular database (e.g., Oracle) Desktop databases or spreadsheets Hardcopy records Other (please specify) Governor-declared events Locations of damage on the NHS Locations of damage on the non-NHS federal-aid network Locations of damage off the federal-aid network (Comment box for Other)
78 Asset Management Approaches to Identifying and Evaluating Assets Damaged Due to Emergency Events 3. What internal IT systems were used in the analysis? GIS Maintenance management system Statewide Transportation Improvement Program (STIP) Construction/contracting records Plans of Projects developed for FHWA Emergency Relief funding Other: ____________________________ 4. What external IT systems or data sources were used in the analysis? FHWA Financial Management Information system (FMIS) Transportation Improvement Programs (TIPs) Other federal agency data system(s): ___________________________ Other state agency/authority data system(s): _____________________ County/municipal data system(s): _____________________________ 5. What data elements were used to identify damage locations? Asset ID Route/mile point Physical mile posts or benchmarks Coordinates Other: ______________
State Questionnaire 79 Type of damage Type of repair Cost to repair Limits of repair/project Opportunity for betterments Repair delivery mechanism (e.g., contract or agency crews) Other(s) __________________________ 7. What was the earliest year for which you had complete records of emergency events and damage locations? (Dropdown list) None 2017 â¦[Ellipses indicate that the user can only select one of the available answers whereas in the questions above with boxes the user can select all that apply.] 1997 Earlier than 1997 8. Did you encounter any other data gaps or missing data not captured in the questions above? Yes No (Respondent advances to next question.) 8a. Please indicate the type of data gaps or missing data you encountered: _____________. (Only seen if respondent answers âyesâ to question 8.) 6. What data elements other than location were included in your data collection or analysis efforts?
80 Asset Management Approaches to Identifying and Evaluating Assets Damaged Due to Emergency Events 9. Please use the following tables to indicate the internal and external organizations involved in identifying and evaluating facilities damaged by emergency events. Lead Unit Network Not Applicable Asset Management Emergency Response Engineering Information Technology Maintenance and/or Operations Planning and/or Programming Other (please specify) NHS Non- NHS Federal- Aid system Other (Comment box for Other) Internal Support Units Network Not Applicable Asset Management Emergency Response Engineering Information Technology Maintenance and/or Operations Planning and/or Programming District/ Field Offices Other (please specify) NHS Non- NHS Federal- Aid system Other (Comment box for Other) D. Resources
State Questionnaire 81 External Support Organizations Network Not Applicable FHWA FEMA Other Federal Agency State Police State Emergency Management Other State Agency MPO County/ Municipal Other (please specify) NHS Non- NHS Federal- Aid system Other (Comment box for Other) 10. Did your agency augment its staff to conduct this analysis for the NHS network? Yes No (Respondent advances to next question.) 10a. Please indicate the type of support that was utilized. (Only seen if respondent answers âyesâ to Question 10.) University Consultant Temporary workers Interns Other ________________________________ 11. Has or is your agency planning to augment its staff to conduct this analysis for the non-NHS network? The agency conducted the analysis for the non-NHS network and used additional resources. The agency plans to use additional resources. No. (Respondent advances to next question.)
82 Asset Management Approaches to Identifying and Evaluating Assets Damaged Due to Emergency Events 11a. Please indicate the type of support that was utilized. (Only seen if respondent picks one of the first two responses to Question 11.) University Consultant Temporary workers Interns Other____________ E. Approach 12. Did you establish criteria for determining whether damage from different events occurred at the same location? Yes No (Respondent advances to next question.) 12a. Can you share the criteria with the research team? (Only seen if respondent answers âyesâ to Question 12.) Yes No 13. What techniques did you use to identify locations damaged more than once? GIS (standard tools) GIS (custom scripts) Database queries
State Questionnaire 83 Manual records search Judgment Other ________________ 14. Please use the table below to indicate the number of locations you have identified to date that have been damaged by more than one emergency event. Owner NHS Network Non-NHS FA Network Other Roads State DOT (number) (number) (number) Toll authority (number) (number) (number) Municipal/county (number) (number) (number) 15. To whom are the results available? Internal staff FHWA MPOs Toll authorities Municipal/county agencies Public
84 Asset Management Approaches to Identifying and Evaluating Assets Damaged Due to Emergency Events F. Procedures 16. Has your agency developed written procedures for identifying facilities damaged by emergency events? Yes No (Respondent advances to next question.) 16a. Would you be willing to share the procedures with the research team? (Only seen if respondent answers âyesâ to Question 16.) Yes (An upload option appears.) No 17. Were the results of evaluations performed to comply with 23 CFR 667 used in developing your agencyâs initial TAMP submitted in April of 2018? Yes. (Respondent advances to 17a.) No, but they will be in the 2019 TAMP submission. (Respondent advances to 17b.) No, and they will not be in the 2019 TAMP submission. (Respondent advances to next question.) N/A, no locations were identified. (Respondent advances to next question.) 17a. Please indicate elements of the TAMP in which the results were used. (Only seen if respondent answers âyesâ to Question 17.) Risk management Investment strategies Life-cycle planning Other: ______________
State Questionnaire 85 17b. Please indicate elements of the TAMP in which the results will be used in the future. (Only seen if respondent answers âNo, but they will be â¦â to question 17.) Risk management Investment strategies Life-cycle planning Other: ______________ 18. Has your agency completed evaluations of alternative strategies for the sites identified as being damaged by more than one emergency event? Yes (Respondent advances to 18a.) No (Respondent advances to 18a.) No locations identified (Respondent advances to Question 19.) 18a. Have the results (partial or complete) been used in any of the following processes? STIP development TIP development Project scoping Project selection Preliminary engineering, including NEPA Final design
86 Asset Management Approaches to Identifying and Evaluating Assets Damaged Due to Emergency Events 19. What was your greatest challenge in meeting the regulation requirements? Data availability Data quality Resources/staffing Analysis tools Lack of guidance Other: ______________ 20. Please indicate the types of enhancements to your data, systems, or processes that you have in place by (or you expect to have in place after) the November 23, 2020 deadline to support compliance with 23 CFR 667. Please include a brief (1 to 2 sentences) description of each enhancement. Type of Enhancement In place by deadline Expected after deadline Description Data collection (process improvement or training) Data collection (hardware) Data collection (software) Data governance Data structure Analysis tools Organizational changes Increases staffing Increased external support Other (please specify) None
