Maintenance Cost Handbook

MAINTENANCE COST HANDBOOK
Prepared by: Department of Transportation Office of Maintenance Tallahassee, Florida
Effective March 27, 2012

TABLE OF CONTENTS
TABLE OF CONTENTS............................................................................................................................... i PREFACE .................................................................................................................................................. 1 WAREHOUSE ISSUES FOR ROUTINE MAINTENANCE ACTIVITIES............................................ 2 ROUTINE MAINTENANCE WAREHOUSE ISSUES TO HOLDING FINANCIAL PROJECT NUMBER .................................................................................................................................................. 4 ROUTINE MAINTENANCE WAREHOUSE ISSUES ........................................................................... 5 EMPLOYEE TIME AND EQUIPMENT UTILIZATION........................................................................ 6 ROUTINE MAINTENANCE ACTIVITIES ............................................................................................. 7 BRIDGE ROUTINE MAINTENANCE ACTIVITIES ............................................................................. 16 OTHER MAINTENANCE FUNCTIONS................................................................................................. 18 EMERGENCY MAINTENANCE FUNCTIONS ..................................................................................... 22 OVERHEAD FUNCTIONS FOR MAINTENANCE EMPLOYEES....................................................... 26 TABLE 1 - WAREHOUSE HOLDING FINANCIAL PROJECT NUMBERS........................................ 28 TABLE 2 - MAINTENANCE ACTIVITY/FUNCTION NUMBERS...................................................... 29 TABLE 3 - FINANCIAL PROJECT NUMBERS FOR FLORIDA'S TURNPIKE .................................. 30 TABLE 4 - FINANCIAL PROJECT NUMBERS FOR TOLL ROADS .................................................. 31 TABLE 5 - FINANCIAL PROJECT NUMBERS FOR TOLL PLAZAS................................................. 32 TABLE 6 - ORG CODES SORTED BY L5 (COST CENTER) ............................................................... 33 SPECIAL MAINTENANCE PROJECT NUMBERS ............................................................................... 37 DETERMINING VALID ACTIVITIES/FUNCTIONS RELATED TO PHASES ................................. 38
i

PREFACE
This handbook, in connection with associated Maintenance Management System guidance and procedure, will assist maintenance managers and supervisors in determining proper job costing and production reporting of maintenance personnel, equipment, and materials to the Department's Accounting System and the Maintenance Management System. The reported information is used for management purposes. To be properly utilized, all information must be accurate and complete. Information reported directly to the Department's Accounting System provides job cost information. Information is reported to the Maintenance Management System at a much greater level of detail. The Management System then allows information reflective of actual performance for specific activities to be reviewed. This detailed information is also transferred to the Department's Accounting System. Functions shown are acceptable for reporting to the Maintenance Management System. The Department's Accounting System will accept all functions shown plus others if properly established and associated with specific phase group/type. This handbook provides direction to capture maintenance activity information at the minimum level necessary for management purposes. This direction is shown as "must", "will" or "shall". It also allows for individual districts management to require a greater level of detail to be reported for their individual management needs. These areas are identified by "should" or "may" conditions.
THIS HANDBOOK IS INTENDED FOR EXCLUSIVE USE BY MAINTENANCE PERSONNEL AND OTHERS ASSIGNED TO MAINTENANCE.
1

WAREHOUSE ISSUES FOR ROUTINE MAINTENANCE ACTIVITIES
All materials used for Routine Maintenance should be issued through the Materials Supply Inventory (MSI).
Materials obtained from sources other than a Department warehouse and not recorded as an MSI issue will not be reflected in standard Maintenance Management System reports. To be properly considered in the MMS reports these materials (those purchased with warehouse and maintenance funds) should be recorded as MSI issues. To do so they should be purchased using financial project number 1909701A102, function 054; then received into a DOT warehouse using the same financial project number, function; and then issued through MSI to the correct crew, district holding financial project number (see table below for financial project numbers) and actual work activity. Materials purchased with and issued to numbers other than these job numbers will not be allocated to routine maintenance jobs but will remain as charged on the purchase instrument and may not appear in Unit Cost Reports.

ROUTINE MAINTENANCE MATERIALS OBTAINED FROM SOURCES OTHER THAN DOT WAREHOUSES

Purchase by L.P.O./P.O./ETC.

Receipt into Warehouse Inventory

Issue to Maintenance Projects

Financial Project Function

Financial

Number

Project Number

Function

Financial Project Number

Function

1909701A102

054

1909701A102

See Note

054

XXXXXXXXXXX

XXX

|

|

V

|

#1

V

#2

Notes:

1. FINANCIAL PROJECT NUMBER - An eleven digit number that can be obtained from Table 1, Page 28.

2. FUNCTION - The appropriate ACTIVITY/FUNCTION can be obtained from Table 2, Page 29.

2

Material issues must be recorded to the activity/function they are intended to be used on when the materials are issued.
All warehouse issues must record the crew identification number of the crew assigned to utilize the issued materials. This requirement applies to Department of Correction contract crews, contract maintenance crews, or others performing maintenance functions for the Department and utilizing Department furnished materials. The MMS USERS MANUAL should be referenced for the proper identification/numbering convention of different type crews.
Warehouse issues to maintenance contract crews also require that a phase 71 be properly established with the contract job number. Materials for contract use will be charged directly to the contract job number with a phase 71. Instructions for establishment of the material phase for contract jobs is found in procedure number 375-020-002, Contract Maintenance Inspection and Reporting.
Non project specific issues such as hammers, shovels, safety vests and other activity related items should be charged to the primary activity of the crew receiving the materials.
Maintenance Management System reports capture the total value of items issued by activity/function, by cost center, and by crew type from MSI for a specified period of time. This total value is then matched with total units of production reported in the same period of time by activity/function, crew type and cost center. The value is then used to represent the average material cost per unit of activity for the level shown within the report. A similar process is used to allocate warehouse costs to properly established jobs in the accounting system (JCR). All maintenance warehouse issues without corresponding production in the Maintenance Management System will be allocated to the overhead job number. MSI charges made to job numbers other than the holding job number shown in this handbook will remain charged to the issue job number. Any charges made to specific routine maintenance job numbers should be done so completely. Partial use of the holding job number shown and partial use of routine job numbers within a cost center will distort the allocation process. This would mean that a given cost center must charge all routine maintenance activity warehouse issues to the routine maintenance holding job number (see table on previous page) or all to specific routine maintenance job numbers. Specific numbers such as betterment or emergency job numbers can be mixed with the holding job number and should be used when required and properly established.
To be properly considered in MMS reports and to allow JCR material cost allocations, all materials issued through MSI must be recorded as indicated.
3

ROUTINE MAINTENANCE WAREHOUSE ISSUES TO HOLDING FINANCIAL PROJECT NUMBERS
ISSUES FOR OTHER THAN TURNPIKE, TOLL FACILITIES OR CONTRACT CREWS

ORG-CODE

XXXXXXXXXXX

|

See

V

Note #1

FINANCIAL PROJECT NUMBER
XXXXXXXXXXX
| | V #2

FUNCTION
XXX
| | | V #3

Notes:

1. ORG-CODE - The Org-Code is an eleven digit number containing the cost center and can be obtained from Table 6, Page 33.

2. FINANCIAL PROJECT NUMBER - An eleven digit number that can be obtained from Table 1, Page 28.

3. FUNCTION - The appropriate ACTIVITY/FUNCTION can be obtained from Table 2, Page 29.

All warehouse issues must record the crew identification number of the crew assigned to utilize the issued materials. This requirement applies to Department of Correction contract crews, contract maintenance crews, or others performing maintenance functions for the Department and utilizing Department furnished materials. The MMS USERS HANDBOOK should be referenced for the proper identification/numbering convention of different type crews.

4

ROUTINE MAINTENANCE WAREHOUSE ISSUES
TOLL FACILITIES, TURNPIKE AND CONTRACT CREWS ONLY

ORG-CODE

XXXXXXXXXXX

|

See

V

Note #1

FINANCIAL PROJECT NUMBER
XXXXXXXXXXX
| | V #2

FUNCTION
XXX
| | | V #3

Notes:

1. ORG-CODE - The Org-Code is an eleven digit number containing the cost center and can be obtained from Table 6, Page 33.

2. FINANCIAL PROJECT NUMBER - An eleven digit number.

ROUTINE MAINTENANCE FINANCIAL PROJECT NUMBER is the number that the conversion created and was found using the crosswalk table related to the old job number.
TURNPIKE FINANCIAL PROJECT NUMBER can be obtained from Table 3, Page 30. TOLL FACILITIES FINANCIAL PROJECT NUMBER can be obtained from Table 4, Page 31. TOLL PLAZAS FINANCIAL PROJECT NUMBER can be obtained from Table 5, Page 32.

Other situations that require charging to the actual financial project number are EMERGENCY JOBS, BETTERMENT JOBS, PERIODIC MAINTENANCE, WORK FOR OTHER AGENCIES or other appropriately established job numbers within the Department's Accounting System. These job numbers and instructions for charging materials to them, must be provided by District Management.

3. FUNCTION - The appropriate ACTIVITY/FUNCTION can be obtained from Table 2, Page 29.

Report overhead activity/functions to one Financial Project Number as a holding number (use the Primary Financial Project number for the County which the maintenance yard is located).

All warehouse issues must record the crew identification number of the crew assigned to utilize the issued materials. This requirement applies to Department of Correction contract crews, contract maintenance crews, or others performing maintenance functions for the Department and utilizing Department furnished materials. The MMS USERS MANUAL should be referenced for the proper numbering convention of different type crews.

5

EMPLOYEE TIME AND EQUIPMENT UTILIZATION
Employee time and equipment utilization for all Activities/Functions are reported to the Maintenance Management System and the Department's Accounting System.
Other Financial Project numbers that require direct charging are EMERGENCY JOBS, BETTERMENT JOBS, PERIODIC MAINTENANCE, WORK FOR OTHER AGENCIES or other appropriately established job numbers within the Department's Accounting System. These Financial Project numbers and instructions for charging materials to them, must be provided by District Management.

ORG-CODE

XXXXXXXXXXX

|

See

V

Note #1

FINANCIAL PROJECT NUMBER
XXXXXXXXXXX
| | V #2

FUNCTION
XXX
| | | V #3

Notes:

1. ORG-CODE - The Org-Code is an eleven digit number containing the cost center and can be obtained from Table 6, Page 33.

2. FINANCIAL PROJECT NUMBER - An eleven digit number.

ROUTINE MAINTENANCE FINANCIAL PROJECT NUMBER is the number that the conversion created and was found using the crosswalk table related to the old job number.
TURNPIKE FINANCIAL PROJECT NUMBER can be obtained from Table 3, Page 30. TOLL FACILITIES FINANCIAL PROJECT NUMBER can be obtained from Table 4, Page 31. TOLL PLAZAS FINANCIAL PROJECT NUMBER can be obtained from Table 5, Page 32.

Other Financial Project numbers that require direct charging are EMERGENCY JOBS, BETTERMENT JOBS, PERIODIC MAINTENANCE, WORK FOR OTHER AGENCIES or other appropriately established job numbers within the Department's Accounting System. These Financial Project numbers and instructions for charging materials to them, must be provided by District Management.

3. FUNCTION - The appropriate ACTIVITY/FUNCTION can be obtained from Table 2, Page 29.

Report overhead activity/functions to one Financial Project Number as a holding number (use the Primary Financial Project number for the County which the maintenance yard is located).

6

ROUTINE MAINTENANCE ACTIVITIES

ACTIVITY

DESCRIPTION

411

Asphalt Repair - Manual: Repair of roadway pavement depressions, edge

raveling, potholes, and leveling of pavement irregularities with hot or cold plant mix

material by hand labor method. Other areas of asphalt repairs which are to be reported to

this standard are as follows: Paved shoulders, paved turnouts, edge widening, roadway

ditches, under guardrail, constructing or maintaining drainage flumes, etc.

UNIT OF MEASURE: TONS

412

Asphalt Repair - Mechanical: Repair of severe depressions and leveling of

irregularities with hot or cold plant mix material by mechanical means on roadway

surfaces and paved shoulders. Includes major efforts by mechanical means in

constructing paved turnouts, edge widening and paved aprons. (Not to include

construction projects, such as crossovers, turn lanes, parking lots, etc., as these are

betterment type projects, Function 993).

UNIT OF MEASURE: TONS

414

Base Repair: Repair of base or subgrade failures with suitable material under paved

surfaces. Includes construction base for paved turnouts, edge widening and paved

aprons. Not to include construction projects, such as crossovers, turn lanes, parking lots,

etc., as these are betterment projects. Full depth asphalt repair and surface repair should

be reported to 411 or 412.

UNIT OF MEASURE: TONS

421

Pressure Grouting: Raising or leveling of concrete pavement slabs using

hydraulic pressure grouting. Filling cavities beneath concrete slabs (pavement or slope),

box culverts, pipelines, etc.

UNIT OF MEASURE: CUBIC FEET

423

Concrete Pavement Joint Repair: Cleaning and sealing joints and cracks in

concrete pavement and longitudinal joints between concrete pavement and asphaltic

concrete shoulders with joint sealant.

UNIT OF MEASURE: LINEAR FEET

424

Concrete Slope Pavement Joint Repair: Clean all open joints and weep holes

in concrete slope pavement. Fill all vertical joints and all open horizontal joints and

cracks with sealant material.

UNIT OF MEASURE: LINEAR FEET

7

ROUTINE MAINTENANCE ACTIVITIES

ACTIVITY

DESCRIPTION

425

Concrete Pavement Surface Repair: Repairing concrete pavement surfaces.

Includes spalls, pop-outs and partial slab replacement. Entire slab replacement should

be reported as minor betterment (Function 993). Asphalt patching of concrete is to be

reported to activity 411 or 412.

UNIT OF MEASURE: SQUARE FEET

431

Motor Grader Operation: To operate a motor grader on various roadsides that

are not reportable to the Maintenance Management System as any other activity. Does

not include work done in maintenance yard. Examples include the grading of unpaved

roads, the blading of pavement edges prior to edge striping and maintenance of roadside

areas and shoulders.

UNIT OF MEASURE: SHOULDER MILES

432

Repairing Non-paved Shoulders, Front Slopes, and Roadside Ditches

- Manual: Repairing non-paved shoulders by adding suitable material, or by

lowering high areas to include minor work on slopes, ditches, and turnouts. This activity

should only be performed in situations requiring attention which are not practical to be

corrected by mechanical means. Includes small areas mulched by hand.

UNIT OF MEASURE: SQUARE YARDS

433

Sodding: Placing sod in areas along the roadside associated with reworking

non-paved shoulders, slopes, ditches, median islands, utility strips and repairing

washouts. Sod should be used in areas where seeding, fertilizing, and mulching

operations have failed to provide desirable turf. This activity would also include the

cutting of sod.

UNIT OF MEASURE: SQUARE YARDS

435

Seeding, Fertilizing, and Mulching: Seeding, fertilizing, and mulching of the

roadside. (To include seeding, fertilizing, and mulching associated with reworking

non-paved shoulders and slope repair, standard 436 and ditch repair, standard 461.)

UNIT OF MEASURE: ACRES

8