The National Academies

NCHRP Synthesis 20-05/Topic 54-22 [Final (Synthesis)]

Practices for Capturing and Integrating Cost Data in Maintenance Systems
[ NCHRP 20-05 (Synthesis of Information Related to Highway Practices) ]

  Project Data
Funds: $55,000
Authorization to Begin Work: 4/29/2022 -- estimated
Staff Responsibility: Jo Allen Gause
Effective Date: 10/18/2022
Fiscal Year: 2023

State departments of transportation (DOTs) face considerable challenges in implementing, enhancing, or replacing their existing maintenance management systems (MMSs). These processes are not only expensive and time-consuming but also involve considerable risk, because these systems have usually been in place for many years. One of the fundamental objectives of an MMS is to capture maintenance costs at an appropriate level for analysis. Factors such as where labor, equipment, and materials usage costs are captured can make a big difference in the level of detail, accuracy, and timeliness of the cost information collected.

The objective of this synthesis is to document current DOT practice for capturing maintenance costs in an MMS. The synthesis looks at the level of detail captured, the quality of the data, the level of integration with other agency systems, and the operational and business value of the data.

Information for this study was gathered through a literature review, a survey of state DOTs, and follow-up interviews with selected DOTs. Case examples from four state DOTs provide additional 
information on capturing cost data in MMSs.

Omidreza Shoghli and Sepehr Sabeti, Works Consulting LLC, and Charles Pilson, Mott MacDonald, collected and synthesized the information and wrote the report. The members of the topic panel are acknowledged on page iv. This synthesis is an immediately useful document that records practices that were acceptable within the limitations of the knowledge available at the time of its preparation. As progress in research and practice continues, new knowledge will be added to that now at hand.

Final report can be found at NCHRP Synthesis Report 629.

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