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AASHTO TECHNOLOGY IMPLEMENTATION GROUP

Utility Relocation Electronic Document Management System (UREDMS)

Presenter: Larry DittyTitle: Utility Relocation AdministratorAgency: PennDOT

Event: 48th Educational Conference on Right-of-Way & UtilitiesDate: Friday, September 10, 2010


“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


So how do you improve the efficiency of the Utility Relocation process in

preparation for highway construction?


The Answer

Utility Relocation Electronic Document Management

System (UREDMS)


HW-09-23 Survey:GCEDMS/UREDMSFALL 2009


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


What is UREDMS?Web-based Project Planning and Construction Facilitator

• Internal Utility-Related Communications

• External Communications• State DOT• Municipalities• Utility Companies


Why UREDMS?

• Secure Communications

• Electronic Document Submissions

• Access to Stored Documents

• Report Generation


Preconstruction Benefits

Streamlined Processes

Expedited Project Delivery

Reduced Design and Construction Time



Time and Cost Savings

• Reduced Utility Relocation Planning Delays

• More Efficient Utility Section Office Operation

• Reduced Number of Change Orders



• 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


• Facilitates Invoicing and Payments

• One-Stop Shop for Utility Information

• Reduced Unplanned Relocations and Encounters with Unknown Utilities



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


Future Benefits• Improved Inventory/Storage Document Retention

• Improved Decision-Making with Electronic Document Storage

• Improved Tracking Capability

• Improved Asset Management


• Improved Management and Project Applications Reporting

• Reduced Physical Storage Space Requirements

• Promotes Paperless Processes and “Greener” Agencies

• Automates routing, distribution and approval process

Future Benefits


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]

mailto:[email protected]









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/

ftp://ftp.dot.state.pa.us/transfer/UREDMS/eTraining/


Information Needed to Adopt Technology

Information Interest Level

Critical DesirableSystem benefitsExpedited project deliveryResolves physical storage area issuesThis is a move to “green”Others

X

System costsInitial 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? XAre other business processes improved or otherwise affected?

X

Who will use the system? X

What are training requirements? X


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 businessInternalExternal

XX

Users see no value X


Success To-Date

• Systematic Process Standardizes Utility Permitting and Coordination

• Senior Management Confidence through On-Time Projects


Success To-Date

• DOT Transportation Programs Stabilized

• Reliable Information Provided to DOT and Utilities


Success To-Date• Integrated Cost Process

• Planning• Engineering• Right-of-Way• Utility Relocations

• Advanced Cost Estimation


• Program Standardization• DOTs• Local Governments• Consultants• Utilities

Success To-Date


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


Summary on UREDMS


Questions and Comments?

Utility Relocation Electronic Document Management

System (UREDMS)


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]

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Documents

utility relocation process

utility relocations

utility information

faster document submissions

project applications

easy access

highway construction

webbased project planning