1. Utility Relocation Electronic Document Management System (UREDMS) AASHTO R/W & Utilities Subcommittee Conference San Diego, California April 2010 Utility Relocation Electronic Document Management System

2. Utility Relocation Electronic Document Management System HW-09-23 Survey: GCEDMS/UREDMS

3. Utility Relocation Electronic Document Management System HW-09-23 Survey: GCEDMS/UREDMS

4. Utility Relocation Electronic Document Management System The Electronic Filing Cabinet Captures, Stores and Indexes Paper Documents Interacts with UR Data and Documents Work Items and Queues Promote Timely Task Completion Project Management Tool

5. What is UREDMS? Web-based Project Planning and Construction Facilitator Internal Utility-Related Communications External Communications State DOT Municipalities Utility Companies Utility Relocation Electronic Document Management System

6. Utility Relocation Electronic Document Management System Why UREDMS? Security Communications Document Submissions Access to Stored Documents Web-based Report Generation

7. Preconstruction Benefits Streamlined Processes Expedited Project Delivery Time and Cost Savings Reduced Utility Relocation Planning Delays More Efficient Utility Section Office Operation Reduced Number of Change Orders Utility Relocation Electronic Document Management System

8. Utility Relocation Electronic Document Management System Preconstruction Benefits Standardized Agency Processes Faster Review Completion Time Inappropriate Permitting of New Facility Placement on Existing Projects is Reduced Quicker Document Submissions and Revisions

9. Utility Relocation Electronic Document Management System Preconstruction Benefits Facilitated Invoicing and Payments One-Stop Shop for Utility Information Reduced Unplanned Relocations and Encounters with Unknown Utilities

10. Utilities Benefits 24/7 Access to Templates and Forms Expedited Document Submission and Revision Processes Electronic Signature Approval Reduced Potential for Legal Challenges Utility Relocation Electronic Document Management System

11. Future Benefits Improved Inventory/Storage Document Retention Improved Decision-Making with Electronic Document Storage Transparency Improved Tracking Capability Improved Asset Management Utility Relocation Electronic Document Management System

12. Utility Relocation Electronic Document Management System Future Benefits Improved Management and Project Applications Reporting Promotes Paperless Processes and “Greener” Agencies Reduced Physical Storage Space Requirements

13. Larry Ditty Chief Utility Relocation Administrator Pennsylvania DOT 717-214-8762 lditty@state.pa.us Michael Bolden Assistant State Utilities Engineer Georgia DOT 404-631-1379 mbolden@dot.state.ga.us Mollie Zauner Assistant Utilities Engineer Minnesota DOT 651-366-4704 Mollie.Zauner@state.mn.us Nick Lefke Utility Coordinator Michigan DOT 517-335-2208 lefken@michigan.gov The Lead States Team JoAnn Kurts Utility Relocation Engineer Louisiana DOTD 225-379-1427 JoAnn.Kurts@la.gov Chuck Schmidt, P.E. Chief of Design Services New Hampshire DOT 603-271-2297 cschmidt@dot.state.nh.us Jesse Cooper, R.P.L.S. Mapping, Survey and Utility Section Director Texas DOT 512-416-2874 Jcoope2@dat.state.tx.us Eric Felty Acting Section Chief of System Project Development Pennsylvania DOT 717-214-8751 efelty@state.pa.us Utility Relocation Electronic Document Management System

14. Utility Relocation Electronic Document Management System PENNDOT ELECTRONIC DOCUMENT MANAGEMENT SYSTEM (EDMS) EDMS Functions as a Virtual Filing Cabinet UREDMS is part of EDMS used for Utility Relocations UREDMS Internal is Intranet Based UREDMS External is Internet Based

15. PENNDOT’S INTERNAL UREDMS WORK MANAGER SCREEN

16. PENNDOT’S UREDMS EXTERNAL (WEB BASED) HOMEPAGE

17. EXTERNAL UREDMS CURRENT PROJECT WORK SCREEN

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

19. Simple On-Screen Tutorial Utility Relocation Electronic Document Management System

20. Combines Existing Data Utility Relocation Electronic Document Management System

21. Promotes Uploads and Standardization Utility Relocation Electronic Document Management System

22. Easier Search and Information Retrieval Utility Relocation Electronic Document Management System

23. Summary of all utilities located in the DOTD right-of-way on the selected project

24. Invoice information for payment voucher to reimburse DOTD liability in utility relocation

25. Status of key dates for the selected utility operator

30. Success To-Date Utility Relocation Electronic Document Management System Systematic Process Standardizes Utility Permitting and Coordination Senior Management Confidence through On-Time Projects DOT Transportation Programs Stabilized Reliable Information Provided to DOT and Utilities

31. Utility Relocation Electronic Document Management System Success To-Date Integrated Cost Process Planning Engineering Right-of-Way Utility Offices Advanced Cost Estimation

32. Utility Relocation Electronic Document Management System Success To-Date Program Standardization DOTs Local Governments Consultants Utilities

33. Looking Forward Utility Relocation Electronic Document Management System Coordination – Cooperation – Communication Timely, Efficient Relocation Platform for Success Good Project Reasonable Cost Timely Completion

34. Questions and Comments? Utility Relocation Electronic Document Management System Utility Relocation Electronic Document Management System (UREDMS)

35. Larry Ditty Chief Utility Relocation Administrator Pennsylvania DOT 717-214-8762 lditty@state.pa.us Michael Bolden Assistant State Utilities Engineer Georgia DOT 404-631-1379 mbolden@dot.state.ga.us Mollie Zauner Assistant Utilities Engineer Minnesota DOT 651-366-4704 Mollie.Zauner@state.mn.us Nick Lefke Utility Coordinator Michigan DOT 517-335-2208 lefken@michigan.gov The Lead States Team JoAnn Kurts Utility Relocation Engineer Louisiana DOTD 225-379-1427 JoAnn.Kurts@la.gov Chuck Schmidt, P.E. Chief of Design Services New Hampshire DOT 603-271-2297 cschmidt@dot.state.nh.us Jesse Cooper, R.P.L.S. Mapping, Survey and Utility Section Director Texas DOT 512-416-2874 Jcoope2@dat.state.tx.us Eric Felty Acting Section Chief of System Project Development Pennsylvania DOT 717-214-8751 efelty@state.pa.us Utility Relocation Electronic Document Management System