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

  2. 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

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

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

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

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

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

  8. 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

  9. 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

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

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

  12. 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

  13. 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

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

  15. 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

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

  17. 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

  18. The Lead States Team AASHTO TECHNOLOGY IMPLEMENTATION GROUP 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.ga.gov 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 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

  19. 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

  20. PENNDOT’S INTERNAL UREDMS HOMEPAGE

  21. PENNDOT’S INTERNAL UREDMS WORK MANAGER SCREEN

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

  23. PENNDOT’S EXTERNAL UREDMS CURRENT PROJECT WORK SCREEN

  24. UREDMS E-TRAININGftp://ftp.dot.state.pa.us/transfer/UREDMS/eTraining/

  25. AASHTO TECHNOLOGY IMPLEMENTATION GROUP Information Needed to Adopt Technology

  26. AASHTO TECHNOLOGY IMPLEMENTATION GROUP Actual and Perceived Barriers to Overcome to Adopt Technology

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

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

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

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

  31. AASHTO TECHNOLOGY IMPLEMENTATION GROUP

  32. AASHTO TECHNOLOGY IMPLEMENTATION GROUP

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

  34. AASHTO TECHNOLOGY IMPLEMENTATION GROUP • 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 Summary on UREDMS

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

  36. The Lead States Team AASHTO TECHNOLOGY IMPLEMENTATION GROUP 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.ga.gov 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 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