Utility Relocation Electronic Document Management System (UREDMS)

Utility Relocation Electronic Document Management System (UREDMS)

AASHTO TECHNOLOGY IMPLEMENTATION GROUP Utility Relocation Electronic Document Management System (UREDMS) Presenter Title Agency/Affiliation Event

Session Title Date AASHTO TECHNOLOGY IMPLEMENTATION GROUP We spend millions of dollars each year to adjust and or relocate our facilities for Department projects. Its 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 Relocation process in preparation for roadway and highway structure construction? 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 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 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 AASHTO TECHNOLOGY IMPLEMENTATION GROUP Preconstruction Benefits Facilitated 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 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 AASHTO TECHNOLOGY IMPLEMENTATION GROUP

Future Benefits Improved Management and Project Applications Reporting Promotes Paperless Processes and Greener Agencies Automates routing, distribution and approval process

Reduced Physical Storage Space Requirements The Lead States Team AASHTO TECHNOLOGY IMPLEMENTATION GROUP Larry Ditty Chief Utility Relocation Administrator Pennsylvania DOT

717-214-8762 [email protected] JoAnn Kurts Utility Relocation Engineer Louisiana DOTD 225-379-1427 [email protected] Michael Bolden Assistant State Utilities Engineer

Georgia DOT 404-631-1379 [email protected] Chuck Schmidt, P.E. Chief of Design Services New Hampshire DOT 603-271-2297 [email protected] Mollie Zauner

Assistant Utilities Engineer Minnesota DOT 651-366-4704 [email protected] Jesse Cooper, R.P.L.S. Mapping, Survey and Utility Section Director Texas DOT 512-416-2874 [email protected]

Nick Lefke Utility Coordinator Michigan DOT 517-335-2208 [email protected] Eric Felty Acting Section Chief of System Project Development Pennsylvania DOT 717-214-8751 [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 PennDOTs AASHTO TECHNOLOGY IMPLEMENTATION GROUP

PennDOTs 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 PENNDOTS INTERNAL UREDMS HOMEPAGE

PENNDOTS INTERNAL UREDMS WORK MANAGER SCREEN PENNDOTS UREDMS EXTERNAL (WEB BASED) HOMEPAGE PENNDOTS EXTERNAL UREDMS CURRENT PROJECT WORK SCREEN UREDMS E-TRAINING ftp://ftp.dot.state.pa.us/transfer/UREDMS/eTraining/ Note: The next 4 slides are GaDOTs

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 LaDOTs AASHTO TECHNOLOGY IMPLEMENTATION GROUP AASHTO TECHNOLOGY IMPLEMENTATION GROUP

AASHTO TECHNOLOGY IMPLEMENTATION GROUP Note: The next 4 slides are MDOTs 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 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 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 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 X X Lack of focus on transparency Training requirements Accepting a new way of doing business

Internal External Users see no value X X X 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 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 AASHTO TECHNOLOGY IMPLEMENTATION GROUP AASHTO TECHNOLOGY IMPLEMENTATION GROUP

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

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) The Lead States Team AASHTO TECHNOLOGY IMPLEMENTATION GROUP

Larry Ditty Chief Utility Relocation Administrator Pennsylvania DOT 717-214-8762 [email protected] JoAnn Kurts Utility Relocation Engineer Louisiana DOTD 225-379-1427 [email protected]

Michael Bolden Assistant State Utilities Engineer Georgia DOT 404-631-1379 [email protected] Chuck Schmidt, P.E. Chief of Design Services New Hampshire DOT 603-271-2297

[email protected] Mollie Zauner Assistant Utilities Engineer Minnesota DOT 651-366-4704 [email protected] Jesse Cooper, R.P.L.S. Mapping, Survey and Utility Section Director Texas DOT

512-416-2874 [email protected] Nick Lefke Utility Coordinator Michigan DOT 517-335-2208 [email protected] Eric Felty Acting Section Chief of System Project Development

Pennsylvania DOT 717-214-8751 [email protected]

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