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AASHTO TECHNOLOGY IMPLEMENTATION GROUP Utility Relocation Electronic Document Management System (UREDMS) Presenter: Larry Ditty AASHTO TECHNOLOGY IMPLEMENTATION GROUP Utility Relocation Electronic Document Management System (UREDMS) Presenter: Larry Ditty Title: Utility Relocation Administrator Agency: Penn. DOT Event: 48 th Educational Conference on Right-of-Way & Utilities Date: Friday, September 10, 2010

AASHTO TECHNOLOGY IMPLEMENTATION GROUP “We spend millions of dollars each year to adjust and AASHTO TECHNOLOGY 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

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

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

AASHTO HW-09 -23 Survey: GCEDMS/UREDMS FALL 2009 TECHNOLOGY IMPLEMENTATION GROUP AASHTO HW-09 -23 Survey: GCEDMS/UREDMS FALL 2009 TECHNOLOGY IMPLEMENTATION GROUP

AASHTO TECHNOLOGY IMPLEMENTATION GROUP HW-09 -23 Survey: GCEDMS/UREDMS FALL 2009 AASHTO TECHNOLOGY IMPLEMENTATION GROUP HW-09 -23 Survey: GCEDMS/UREDMS FALL 2009

AASHTO TECHNOLOGY IMPLEMENTATION GROUP HW-09 -23 Survey: GCEDMS/UREDMS FALL 2009 AASHTO TECHNOLOGY IMPLEMENTATION GROUP HW-09 -23 Survey: GCEDMS/UREDMS FALL 2009

AASHTO TECHNOLOGY IMPLEMENTATION GROUP The Electronic Filing Cabinet • Captures, Stores and Indexes Paper AASHTO TECHNOLOGY 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

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

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

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

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

AASHTO TECHNOLOGY IMPLEMENTATION GROUP Preconstruction Benefits • Standardized Agency Processes • Faster Review Completion AASHTO TECHNOLOGY 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

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

AASHTO TECHNOLOGY IMPLEMENTATION GROUP Utilities Company Benefits • Easy Access to Templates and Forms AASHTO TECHNOLOGY 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

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

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

The Lead States Team AASHTO TECHNOLOGY IMPLEMENTATION GROUP Larry Ditty Chief Utility Relocation Administrator The Lead States Team AASHTO TECHNOLOGY IMPLEMENTATION GROUP Larry Ditty Chief Utility Relocation Administrator Pennsylvania DOT 717 -214 -8762 lditty@state. pa. us Jo. Ann Kurts Utility Relocation Engineer Louisiana DOTD 225 -379 -1427 Jo. Ann. Kurts@la. gov Michael Bolden Assistant State Utilities Engineer Georgia DOT 404 -631 -1379 mbolden@dot. ga. gov Chuck Schmidt, P. E. Chief of Design Services New Hampshire DOT 603 -271 -2297 cschmidt@dot. state. nh. us Mollie Zauner Assistant Utilities Engineer Minnesota DOT 651 -366 -4704 Mollie. Zauner@state. mn. us Jesse Cooper, R. P. L. S. Mapping, Survey and Utility Section Director Texas DOT 512 -416 -2874 Jcoope 2@dat. state. tx. us Nick Lefke Utility Coordinator Michigan DOT 517 -335 -2208 lefken@michigan. gov Eric Felty Acting Section Chief of System Project Development Pennsylvania DOT 717 -214 -8751 efelty@state. pa. us

AASHTO TECHNOLOGY IMPLEMENTATION GROUP Penn. DOT’s Electronic Document Management System (EDMS) EDMS functions as AASHTO TECHNOLOGY IMPLEMENTATION GROUP Penn. DOT’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 HOMEPAGE

PENNDOT’S INTERNAL UREDMS WORK MANAGER SCREEN PENNDOT’S INTERNAL UREDMS WORK MANAGER SCREEN

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

PENNDOT’S EXTERNAL UREDMS CURRENT PROJECT WORK SCREEN PENNDOT’S EXTERNAL UREDMS CURRENT PROJECT WORK SCREEN

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

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

AASHTO TECHNOLOGY IMPLEMENTATION GROUP Actual and Perceived Barriers to Overcome to Adopt Technology Barrier AASHTO TECHNOLOGY IMPLEMENTATION GROUP Actual and Perceived Barriers to Overcome to Adopt Technology Barrier Management buy in Cost Type Actual Perceived X 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 Training requirements X Accepting a new way of doing business Internal External X X Users see no value X

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

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

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

AASHTO TECHNOLOGY IMPLEMENTATION GROUP Success To-Date • Program Standardization • DOTs • Local Governments AASHTO TECHNOLOGY IMPLEMENTATION GROUP Success To-Date • Program Standardization • DOTs • Local Governments • Consultants • Utilities

AASHTO TECHNOLOGY IMPLEMENTATION GROUP AASHTO TECHNOLOGY IMPLEMENTATION GROUP

AASHTO TECHNOLOGY IMPLEMENTATION GROUP AASHTO TECHNOLOGY IMPLEMENTATION GROUP

AASHTO TECHNOLOGY IMPLEMENTATION GROUP Looking Forward • Timely, Efficient Relocation • Platform for Success AASHTO TECHNOLOGY IMPLEMENTATION GROUP Looking Forward • Timely, Efficient Relocation • Platform for Success • Reasonable Cost • Timely Completion

AASHTO TECHNOLOGY IMPLEMENTATION GROUP Summary on UREDMS • Utility Relocation Electronic Document Management System AASHTO TECHNOLOGY IMPLEMENTATION GROUP Summary on UREDMS • 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

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

The Lead States Team AASHTO TECHNOLOGY IMPLEMENTATION GROUP Larry Ditty Chief Utility Relocation Administrator The Lead States Team AASHTO TECHNOLOGY IMPLEMENTATION GROUP Larry Ditty Chief Utility Relocation Administrator Pennsylvania DOT 717 -214 -8762 lditty@state. pa. us Jo. Ann Kurts Utility Relocation Engineer Louisiana DOTD 225 -379 -1427 Jo. Ann. Kurts@la. gov Michael Bolden Assistant State Utilities Engineer Georgia DOT 404 -631 -1379 mbolden@dot. ga. gov Chuck Schmidt, P. E. Chief of Design Services New Hampshire DOT 603 -271 -2297 cschmidt@dot. state. nh. us Mollie Zauner Assistant Utilities Engineer Minnesota DOT 651 -366 -4704 Mollie. Zauner@state. mn. us Jesse Cooper, R. P. L. S. Mapping, Survey and Utility Section Director Texas DOT 512 -416 -2874 Jcoope 2@dat. state. tx. us Nick Lefke Utility Coordinator Michigan DOT 517 -335 -2208 lefken@michigan. gov Eric Felty Acting Section Chief of System Project Development Pennsylvania DOT 717 -214 -8751 efelty@state. pa. us