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AASHTO TECHNOLOGY IMPLEMENTATION GROUP
Utility Relocation Electronic Document Management System (UREDMS)
PresenterTitleAgency/Affiliation
EventSession TitleDate
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, ManagerOutside Plant, Planning & Design
AT&T
AASHTO TECHNOLOGY IMPLEMENTATION GROUP
So how do you improve the efficiency of the Utility Relocation process in
preparation for roadway and highway structure
construction?
AASHTO TECHNOLOGY IMPLEMENTATION GROUP
The Answer
Utility Relocation Electronic Document Management
System (UREDMS)
AASHTO TECHNOLOGY IMPLEMENTATION GROUP
HW-09-23 Survey:GCEDMS/UREDMSFALL 2009
AASHTO TECHNOLOGY IMPLEMENTATION GROUP
HW-09-23 Survey:GCEDMS/UREDMSFALL 2009
AASHTO TECHNOLOGY IMPLEMENTATION GROUP
HW-09-23 Survey:GCEDMS/UREDMSFALL 2009
AASHTO TECHNOLOGY IMPLEMENTATION GROUP
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
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
• Access to Stored Documents
• Report Generation
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 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 Time
• Reduction in Inappropriate Permitting of
New Facility Placement on Existing Projects is Reduced
• Faster Document Submissions and Revisions
AASHTO TECHNOLOGY IMPLEMENTATION GROUP
• Facilitated Invoicing and Payments
• One-Stop Shop for Utility Information
• Reduced Unplanned Relocations and Encounters with Unknown Utilities
Preconstruction Benefits
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 with Electronic
Document Storage
• Transparency
• Improved Tracking Capability
• Improved Asset Management
AASHTO TECHNOLOGY IMPLEMENTATION GROUP
• Improved Management and Project Applications Reporting
• Promotes Paperless Processes and “Greener” Agencies
• Automates routing, distribution and approval process
• Reduced Physical Storage Space Requirements
Future Benefits
AASHTO TECHNOLOGY IMPLEMENTATION GROUP
The Lead States Team
Larry DittyChief Utility Relocation AdministratorPennsylvania [email protected]
Michael BoldenAssistant State Utilities EngineerGeorgia [email protected]
Mollie ZaunerAssistant Utilities EngineerMinnesota [email protected]
Nick LefkeUtility CoordinatorMichigan [email protected]
JoAnn KurtsUtility Relocation Engineer Louisiana [email protected]
Chuck Schmidt, P.E.Chief of Design ServicesNew Hampshire [email protected]
Jesse Cooper, R.P.L.S.Mapping, Survey and Utility Section Director Texas [email protected]
Eric FeltyActing Section Chief of System Project Development Pennsylvania [email protected]
Note: The next 21 slides are examples of the Lead States processes. It is suggested to select 3 to 5 of these examples to discuss during your presentation and remove the rest.
Note: The next 6 slides are PennDOT’s
AASHTO TECHNOLOGY 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-TRAININGftp://ftp.dot.state.pa.us/transfer/UREDMS/eTraining/
Note: The next 4 slides are GaDOT’s
AASHTO TECHNOLOGY IMPLEMENTATION GROUP
Combines Existing Data
AASHTO TECHNOLOGY IMPLEMENTATION GROUP
Promotes Uploads and Standardization
AASHTO TECHNOLOGY IMPLEMENTATION GROUP
Easier Search and Information Retrieval
AASHTO TECHNOLOGY IMPLEMENTATION GROUP
Note: The next 3 slides are LaDOT’s
AASHTO TECHNOLOGY IMPLEMENTATION GROUP
AASHTO TECHNOLOGY IMPLEMENTATION GROUP
AASHTO TECHNOLOGY IMPLEMENTATION GROUP
Note: The next 4 slides are MDOT’s
AASHTO TECHNOLOGY IMPLEMENTATION GROUP
AASHTO TECHNOLOGY IMPLEMENTATION GROUP
AASHTO TECHNOLOGY IMPLEMENTATION GROUP
AASHTO TECHNOLOGY IMPLEMENTATION GROUP
AASHTO TECHNOLOGY IMPLEMENTATION GROUP
Information Needed to Adopt Technology
Information Interest Level
Critical DesirableSystem 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
AASHTO TECHNOLOGY IMPLEMENTATION GROUP
Actual and Perceived Barriers to Overcome to Adopt Technology
BarrierType
Actual Perceived
Management buy in XCost XAdequacy of existing internal IT infrastructure to handle the system X
Reluctance or inability to automate X XLots of data entry/re-entry will be needed for initial set up X X
Lack of focus on transparency X XTraining requirements XAccepting 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
• Senior Management Confidence through On-Time Projects
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• Right-of-Way• Utility Relocations
• Advanced Cost Estimation
AASHTO TECHNOLOGY IMPLEMENTATION GROUP
• Program Standardization• DOTs• Local Governments• Consultants• Utilities
Success To-Date
AASHTO TECHNOLOGY IMPLEMENTATION GROUP
AASHTO TECHNOLOGY IMPLEMENTATION GROUP
AASHTO TECHNOLOGY IMPLEMENTATION GROUP
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
• 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
AASHTO TECHNOLOGY IMPLEMENTATION GROUP
Summary on UREDMS
AASHTO TECHNOLOGY IMPLEMENTATION GROUP
Questions and Comments?
Utility Relocation Electronic Document Management
System (UREDMS)
AASHTO TECHNOLOGY IMPLEMENTATION GROUP
The Lead States Team
Larry DittyChief Utility Relocation AdministratorPennsylvania [email protected]
Michael BoldenAssistant State Utilities EngineerGeorgia [email protected]
Mollie ZaunerAssistant Utilities EngineerMinnesota [email protected]
Nick LefkeUtility CoordinatorMichigan [email protected]
JoAnn KurtsUtility Relocation Engineer Louisiana [email protected]
Chuck Schmidt, P.E.Chief of Design ServicesNew Hampshire [email protected]
Jesse Cooper, R.P.L.S.Mapping, Survey and Utility Section Director Texas [email protected]
Eric FeltyActing Section Chief of System Project Development Pennsylvania [email protected]