AASHTOTECHNOLOGY IMPLEMENTATION GROUP Utility Relocation Electronic Document Management System (UREDMS) Presenter: Larry Ditty Title: Chief Utility Relocation Administrator Agency: PennDOT Event: 2011 Joint AASHTO Right-of-Way and Utilities and Design Subcommittee Meeting Date: Thursday, May 12, 2011

AASHTOTECHNOLOGY IMPLEMENTATION GROUP “We spend millions of dollars each year to adjust and or relocate our facilities for Department projects. It’s very important for us to know as soon as possible about utility relocations so we can plan our budgets and allocate our resources accordingly.” Terri Rosamond, Manager Outside Plant, Planning & Design AT&T

AASHTOTECHNOLOGY IMPLEMENTATION GROUP So how do you improve the efficiency of the Utility Relocation process in preparation for highway construction?

AASHTOTECHNOLOGY IMPLEMENTATION GROUP The Answer Utility Relocation Electronic Document Management System (UREDMS)

AASHTOTECHNOLOGY IMPLEMENTATION GROUP HW Survey: GCEDMS/UREDMS FALL 2009

AASHTOTECHNOLOGY IMPLEMENTATION GROUP HW Survey: GCEDMS/UREDMS FALL 2009

AASHTOTECHNOLOGY IMPLEMENTATION GROUP HW Survey: GCEDMS/UREDMS FALL 2009

AASHTOTECHNOLOGY IMPLEMENTATION GROUP The Electronic Filing Cabinet Captures, Stores and Indexes Paper Documents Promotes easier search Save Storage space Eliminates lost and misplaced files Work Items and Queues Promote Timely Task Completion

AASHTOTECHNOLOGY IMPLEMENTATION GROUP What is UREDMS? Web-based Project Planning and Construction Facilitator Internal Utility-Related Communications External Communications State DOT Municipalities Utility Companies

AASHTOTECHNOLOGY IMPLEMENTATION GROUP Why UREDMS? Secure Communications Electronic Document Submissions Access to Stored Documents Report Generation

AASHTOTECHNOLOGY IMPLEMENTATION GROUP Preconstruction Benefits Streamlined Processes Expedited Project Delivery Reduced Design and Construction Time

AASHTOTECHNOLOGY IMPLEMENTATION GROUP Preconstruction Benefits Time and Cost Savings Reduced Utility Relocation Planning Delays More Efficient Utility Section Office Operation Reduced Number of Change Orders

AASHTOTECHNOLOGY IMPLEMENTATION GROUP Preconstruction Benefits Standardized Agency Processes Faster Review Completion Time Reduction in Inappropriate Permitting of New Facility Placement on Existing Projects is Reduced Faster Document Submissions and Revisions

AASHTOTECHNOLOGY IMPLEMENTATION GROUP Facilitates Invoicing and Payments One-Stop Shop for Utility Information Reduced Unplanned Relocations and Encounters with Unknown Utilities Preconstruction Benefits

AASHTOTECHNOLOGY IMPLEMENTATION GROUP Utilities Company Benefits Easy Access to Templates and Forms Faster completion times for reviews and issuing documents and agreements Time and cost savings Electronic Signature Approval Access to pre-populated forms Electronic document storage capability

AASHTOTECHNOLOGY IMPLEMENTATION GROUP Future Benefits Improved Inventory/Storage Document Retention Improved Decision-Making with Electronic Document Storage Improved Tracking Capability Improved Asset Management

AASHTOTECHNOLOGY IMPLEMENTATION GROUP Improved Management and Project Applications Reporting Reduced Physical Storage Space Requirements Promotes Paperless Processes and “Greener” Agencies Automates routing, distribution and approval process Future Benefits

AASHTOTECHNOLOGY IMPLEMENTATION GROUP The Lead States Team Larry Ditty Chief Utility Relocation Administrator Pennsylvania DOT Michael Bolden Assistant State Utilities Engineer Georgia DOT Mollie Zauner Assistant Utilities Engineer Minnesota DOT Nick Lefke Utility Coordinator Michigan DOT JoAnn Kurts Utility Relocation Engineer Louisiana DOTD Chuck Schmidt, P.E. Chief of Design Services New Hampshire DOT Jesse Cooper, R.P.L.S. Mapping, Survey and Utility Section Director Texas DOT Eric Felty Acting Section Chief of System Project Development Pennsylvania DOT

AASHTOTECHNOLOGY IMPLEMENTATION GROUP PennDOT’s Electronic Document Management System (EDMS) EDMS functions as a virtual filing cabinet; the electronic storage and indexing of these documents allows for easier search, faster retrieval, better revision control, and reclamation of valuable office space. UREDMS is part of EDMS used for Utility Relocations. UREDMS Internal is intranet based UREDMS external is internet based

PENNDOT’S INTERNAL UREDMS HOMEPAGE

PENNDOT’S INTERNAL UREDMS WORK MANAGER SCREEN

PENNDOT’S UREDMS EXTERNAL (WEB BASED) HOMEPAGE

PENNDOT’S EXTERNAL UREDMS CURRENT PROJECT WORK SCREEN

UREDMS E-TRAINING ftp://ftp.dot.state.pa.us/transfer/UREDMS/eTraining/ ftp://ftp.dot.state.pa.us/transfer/UREDMS/eTraining/

AASHTOTECHNOLOGY IMPLEMENTATION GROUP Information Needed to Adopt Technology Information Interest Level CriticalDesirable System benefits  Expedited project delivery  Resolves physical storage area issues  This is a move to “green”  Others X System costs  Initial costs (Internal Infrastructure)  Maintenance costs X Are there political implications? (What do utility companies think about this?) X Will new Full Time Employees resources be needed?X Are Full Time Employees reductions possible?X Are other business processes improved or otherwise affected? X Who will use the system?X What are training requirements?X

AASHTOTECHNOLOGY IMPLEMENTATION GROUP Actual and Perceived Barriers to Overcome to Adopt Technology Barrier Type ActualPerceived Management buy inX Cost X Adequacy of existing internal IT infrastructure to handle the system X Reluctance or inability to automate XX Lots of data entry/re-entry will be needed for initial set up XX Lack of focus on transparencyXX Training requirements X Accepting a new way of doing business  Internal  External XXXX Users see no value X

AASHTOTECHNOLOGY IMPLEMENTATION GROUP Success To-Date Systematic Process Standardizes Utility Permitting and Coordination Senior Management Confidence through On-Time Projects

AASHTOTECHNOLOGY IMPLEMENTATION GROUP Success To-Date DOT Transportation Programs Stabilized Reliable Information Provided to DOT and Utilities

AASHTOTECHNOLOGY IMPLEMENTATION GROUP Success To-Date Integrated Cost Process Planning Engineering Right-of-Way Utility Relocations Advanced Cost Estimation

AASHTOTECHNOLOGY IMPLEMENTATION GROUP Program Standardization DOTs Local Governments Consultants Utilities Success To-Date

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AASHTOTECHNOLOGY IMPLEMENTATION GROUP Looking Forward Timely, Efficient Relocation Platform for Success Reasonable Cost Timely Completion

Utility Relocation Electronic Document Management System Reduce Physical Storage Space Expedite Project Delivery Decrease Design & Construction Costs Manage Assets, and Applications & Reporting More Efficiently Save time and Money AASHTOTECHNOLOGY IMPLEMENTATION GROUP Summary on UREDMS

AASHTOTECHNOLOGY IMPLEMENTATION GROUP Questions and Comments? Utility Relocation Electronic Document Management System (UREDMS)

AASHTOTECHNOLOGY IMPLEMENTATION GROUP The Lead States Team Larry Ditty Chief Utility Relocation Administrator Pennsylvania DOT Michael Bolden Assistant State Utilities Engineer Georgia DOT Mollie Zauner Assistant Utilities Engineer Minnesota DOT Nick Lefke Utility Coordinator Michigan DOT JoAnn Kurts Utility Relocation Engineer Louisiana DOTD Chuck Schmidt, P.E. Chief of Design Services New Hampshire DOT Jesse Cooper, R.P.L.S. Mapping, Survey and Utility Section Director Texas DOT Eric Felty Acting Section Chief of System Project Development Pennsylvania DOT