Cambridge DPW: Technology & Snow Clearing

1. Cambridge DPW: Technology & Snow Clearing Alice Yang, Nathalie Bloch, & Tyler Jaeckel

2. DPW’s Job:Clear snow and ice from public streets and sidewalksOur Task: Explore the use of technology in the snow clearing process

3. 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

4. Each salter covers 1 of 14 routes Road or Sidewalk Snow falls Supervisor deploys salters Superintendent Of Streets checks weather forecast Each operator supplements salters on 1 of 3 routes Supervisor deploys DPW drivers Road Road or Sidewalk Each supervisor takes charge of 1 of 5 sections Small (1-5”) How big is the storm? Supervisor deploys other DPW workers Yes Is snow plowing required? Sidewalk Superintendent determines # of contractors needed Big (5”+) No action No Each supervisor takes charge of 1 of 5 sections Decision Making Process

5. 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 Is work satisfactory? Yes Contractor reports back to supervisor with completed work slip Contractor continues work until satisfactory No

6. Payroll Data Entry Clerk Does invoice time match completed work slip? Receives completed snow work slips from supervisors Enters data into payroll Receives invoices from contractors Speaks with supervisor and checks original work order to reconcile No Yes Does invoice equipment match completed work slip? Speaks with supervisor and contractor to reconcile Requests payment No Yes

7. Receives actual sign-in/out of DPW staff and contractors’ completed work slips with clock-in/out times DPW employee or contractor time record? Obtains snow work slips from support staff who called in contractors Enters work order info for contractors into snow database Enters employee time into snow database Employee Contractor Applies employee hourly rates and obtains total Do the work slip hours and equipment match the original work order? Updates the database with new hours and equipment No Yes Applies contractor hourly rates and equipment rates and obtains total Snow Database Data Entry Clerk Obtains grand total and reports to superintendent

8. Who/What of the Snow Clearing Efficiency Administrative Ease Performance Management

9. Funneling Through Technological Ideas • Sensor • Spray • Integrated Data System • Service Management Systems • GPS

10. Products Explored: Service Management Systems

11. Potential Savings Administrative Savings • Data Entry (Payroll, Contractor Slips, Snow Database) Employee/Contractor Management • Resource Distribution • Quality and Time Tracking Range Estimates

12. Potential Savings Estimates

13. Potential Costs Upfront • Hardware (Tablet, Cell Phone) • User Training (Staff) Yearly • Software • User Fees (Mobile Service and Product Fee) Range Estimates

14. Potential Cost Estimates • Reminder: • Conservative Savings Estimate: $ 45,257 • Industry Savings Estimate: $ 218,187

15. Recommendations Immediate: • Begin a pilot program in at least one district or with existing DPW trucks Medium-Term: • Conduct data analysis using new technology • Explore uses outside snow clearing Long-Term: • Evaluate uses within an integrated date system