Utility Relocation Electronic Document Management System (UREDMS)

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AASHTO TECHNOLOGY 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

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“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

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So how do you improve the

efficiency of the Utility

Relocation process in

preparation for highway

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The Answer

Utility Relocation Electronic

Document Management

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HW-09-23 Survey: GCEDMS/UREDMS FALL 2009

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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

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What is UREDMS?

Web-based Project Planning and Construction Facilitator

• Internal Utility-Related Communications

• External Communications

• State DOT

• Municipalities

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Why UREDMS?

• Secure Communications

• Electronic Document Submissions

• Access to Stored Documents

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Preconstruction Benefits

Streamlined Processes

Expedited Project Delivery

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Preconstruction Benefits

Time and Cost Savings

• Reduced Utility Relocation Planning Delays

• More Efficient Utility Section Office Operation

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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

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• Facilitates Invoicing and Payments

• One-Stop Shop for Utility Information

• Reduced Unplanned Relocations and Encounters with Unknown Utilities

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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

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Future Benefits

• Improved Inventory/Storage Document Retention

• Improved Decision-Making with Electronic Document Storage

• Improved Tracking Capability

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• Improved Management and Project Applications Reporting

• Reduced Physical Storage Space Requirements

• Promotes Paperless Processes and “Greener” Agencies

• Automates routing, distribution and approval process

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The Lead States Team

Larry Ditty

Chief Utility Relocation Administrator Pennsylvania DOT

717-214-8762

[email protected]

Michael Bolden

Assistant State Utilities Engineer Georgia DOT

404-631-1379

[email protected]

Mollie Zauner

Assistant Utilities Engineer Minnesota DOT 651-366-4704 [email protected] Nick Lefke Utility Coordinator Michigan DOT JoAnn Kurts

Utility Relocation Engineer Louisiana DOTD

225-379-1427

[email protected]

Chuck Schmidt, P.E.

Chief of Design Services New Hampshire DOT 603-271-2297

[email protected]

Jesse Cooper, R.P.L.S.

Mapping, Survey and Utility Section Director Texas DOT

512-416-2874

[email protected]

Eric Felty

Acting Section Chief of System Project Development Pennsylvania DOT

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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

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PENNDOT’S EXTERNAL UREDMS CURRENT PROJECT WORK SCREEN

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UREDMS E-TRAINING

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Information Needed to Adopt Technology

Information Interest Level

Critical Desirable

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

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Actual and Perceived Barriers to Overcome to Adopt Technology Barrier Type Actual Perceived Management buy in X Cost _X

Adequacy of existing internal IT infrastructure to handle

the system X

Reluctance or inability to automate _X _X Lots of data entry/re-entry will be needed for initial set

up X X

Lack of focus on transparency X X

Training requirements _X

Accepting a new way of doing business

 Internal

 External X

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Success To-Date

• Systematic Process Standardizes Utility Permitting and Coordination

• Senior Management Confidence through On-Time Projects

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Success To-Date

• DOT Transportation Programs

Stabilized

• Reliable Information Provided to DOT and Utilities

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Success To-Date

• Integrated Cost Process

• Planning

• Engineering

• Right-of-Way

• Utility Relocations

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AASHTO TECHNOLOGY IMPLEMENTATION GROUP • Program Standardization • DOTs • Local Governments • Consultants • Utilities

Success To-Date

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Looking Forward

• Timely, Efficient Relocation

• Platform for Success

• Reasonable Cost

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• 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

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Questions and Comments?

Utility Relocation Electronic

Document Management

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The Lead States Team

Larry Ditty

Chief Utility Relocation Administrator Pennsylvania DOT

717-214-8762

[email protected]

Michael Bolden

Assistant State Utilities Engineer Georgia DOT

404-631-1379

[email protected]

Mollie Zauner

Assistant Utilities Engineer Minnesota DOT 651-366-4704 [email protected] Nick Lefke Utility Coordinator Michigan DOT 517-335-2208 [email protected] JoAnn Kurts

Utility Relocation Engineer Louisiana DOTD

225-379-1427

[email protected]

Chuck Schmidt, P.E.

Chief of Design Services New Hampshire DOT 603-271-2297

[email protected]

Jesse Cooper, R.P.L.S.

Mapping, Survey and Utility Section Director Texas DOT

512-416-2874

[email protected]

Eric Felty

Acting Section Chief of System Project Development Pennsylvania DOT

717-214-8751

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