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The Power of Data Integration “Building a Quality Crash Record through Data Collaboration, Coordination and Integration” 2014 Traffic Records Forum October.

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Presentation on theme: "The Power of Data Integration “Building a Quality Crash Record through Data Collaboration, Coordination and Integration” 2014 Traffic Records Forum October."— Presentation transcript:

1 The Power of Data Integration “Building a Quality Crash Record through Data Collaboration, Coordination and Integration” 2014 Traffic Records Forum October 28, 2014 – St. Louis, Missouri Warren Stanley Crash Data and Reporting Systems Project Manager Nadine Jobe Crash Data and Reporting Branch Manager Cam Gilmour Deputy Secretary Lynn Peterson Secretary

2 “ Collect Data Once, Share With Many..” In 2003, the Washington State Traffic Records Committee (WSTRC), a statewide stakeholder forum that shared a vision of “collecting data once and sharing it with many” launched the Electronic Traffic Records Information Processing initiative known as eTRIP. The initiatives goals were to: Replace paper-based data collection with an electronic data collection and submittal tool Develop a statewide network for exchanging data; reducing redundant data entry Improve the timeliness, utility, and accessibility of data Improve data quality 2

3 Achieving a Shared Vision... Multiple agencies require collision and ticket data to conduct business functions Collision reports and tickets contain common data A ticket is often written as a result of a collision Over 1 million paper tickets and 160,000 collision reports were being manually entered by multiple agencies. 3

4 Prioritizing and Coordinating Projects... Department of Licensing Complete multi-year project to bar- code driver’s licenses and car registrations Modify systems to intake electronic data Administrative Office of the Courts Change RCWs and WACs enabling the courts’ acceptance of electronic records and signatures Modify systems to intake electronic data On-board local courts Department of Transportation Modify systems to intake and process both paper and electronic collision records Department of Enterprise Services Build statewide message broker Traffic Safety Commission/TRCC Maintain Strategic Plan Assist with funding Provide law enforcement incentives in the form of field equipment State Patrol Establish infrastructure and staffing to maintain electronic data collection system eTRIP Team Work with contractor to develop Statewide Electronic Collision and Ticket On Line Records System Provide governance and coordination of agency projects and readiness Provide outreach and training to law enforcement 4

5 Statewide Electronic Collision and Ticket Online Records (SECTOR) comes online The first electronic reports are sent and received March 4, 2007 SECTOR creates electronic citations & collision reports Captures and populates personal information from barcoded driver’s license and vehicle registrations (minimize data entry and improve data quality) Supports data edits and business rules (improves data quality) Supports supervisor review of collision report (officer performance and data quality) Maintains ticket inventory (accountability) 5

6 State Administrative Office of the Courts: Receives citation and creates a record Sends citation disposition to DOL State Department of Licensing: Receives collision report number from transportation Receives collision record from SECTOR Receives dispositions from court State Department of Transportation: Receives collision report, validates data and assigns electronic collision report number Sends numbered collision report to Licensing and SECTOR Message Broker Sends/Receives collisions, tickets and dispositions Statewide Law Enforcement Officer: Receives software updates Creates ticket and/or collision report Law Enforcement Supervisor: Reviews collision report Shared Vision Realized... “Collect Data Once, Share with Many” SECTOR Software and Database Sends SECTOR software to law enforcement laptops Receives collisions and citations from law enforcement Sends completed collision/citation to message broker 6

7 eTRIP Benefits... Law Enforcement Officer SECTOR utilizes barcoded driver licenses and vehicle registrations eliminating hand entry of data, allowing officers to clear the scene and complete the report in a safer environment SECTOR populates common data on collision and ticket SECTOR provides an integrated diagramming tool SECTOR has built in data edits and applies business rules SECTOR shortens the amount of time an officer is exposed to traffic Electronic signatures reduce contact with offender Law Enforcement Officer cont. The time to create a ticket reduced from 10 minutes to 3 The time to create a collision report reduced from 30 minutes to 10 Law Enforcement Supervisors SECTOR notifies a supervisor of pending collision reports for review Administrative Office of the Courts 75% of citations come in electronically Reduced number of errors on tickets Electronic infractions and citations can be processed 80% faster than paper 7

8 eTRIP Benefits Cont... Department of Transportation Receives electronic reports within one work day vs. as much as three weeks by mail 75% of collision reports are electronic Eliminated redundant data entry and the possibility of data entry errors Electronic record data is more legible Diagram is more legible Eliminated data entry allowing staff to focus on their analysis function, substantially decreased processing time Reduced the number of records being returned to officers for data corrections or clarification from 10% to less than 1% Department of Licensing 98% of electronic dispositions automatically posted to driver database 69% of collisions electronically posted to driver record, error rate less than 2% 66% of tickets electronically posted to driver record, error rate less than 3% Electronic records supported automation of sending over 10,124 claims for damages forms to victims in 2013 8

9 eTRIP Enhancements “Collect Data Once, Share with Many” 2010 - Prosecutors’ Offices subscribe to eTRIP Message Broker: Receives citations from law enforcement for review and recommendation on charges 2012 - Local Jurisdiction Records Management Systems subscribe to eTRIP Message Broker: Receives jurisdictional collisions and citations from transportation and the courts New Tool, Vehicle Related Violations, subscribes to eTRIP Message Broker: Sends parking ticket and red light camera violations from law enforcement to courts 2014 - SECTOR Enhancement Add Vehicle Impound Forms FUTURE - SECTOR Enhancements Add Marine Vessel Inspection Form Coast Guard Collision Form New Tool, Electronic Warrants, subscribing to eTRIP Message Broker: Sends warrants from law enforcement to courts 9

10 The Evolution from a Law Enforcement Collision Record to a Safety Crash Record In Washington State, law enforcement submits data about a collision on the Police Traffic Collision Report (PTCR). Prior to the eTRIP Initiative in 2003, WSDOT received only the PTCRs that occurred on state routes, performed data analysis and provided data reports, primarily to WSDOT engineers and safety research analysts. With implementation of the eTRIP systems, WSDOT became the statewide repository for all crashes. 10

11 The content of the Crash record is driven by different initiatives, such as: customer data needs, funding requirements, performance measures, legislative actions, etc. Consequently, the records stored in the WSDOT data stores are initiated by WSDOT’s receipt of a law enforcement submitted PTCR and, through the analysis done by our Crash Data Analysts, includes additional data elements defined or required by: The Minimum Model Uniform Collision Criteria (MMUCC) MAP-21’s data-driven performance measures Target Zero (Washington’s Strategic Highway Safety Plan) 11

12 Location Information added to Crash Record by WSDOT Location references based on the linear referencing methodology used by the jurisdiction the collision occurred in (e.g., state route milepost, county road log number and milepost, and city addressing) Mapped-based tribal jurisdiction, city and county boundaries and geospatial coordinates (x,y) Lane placement (e.g., lane 1 being most right lane) Impact locations (e.g., off the roadway vs. off the travel way) Relationship to intersections (e.g., at intersection but not related) Type of intersection (e.g., 2-leg, 4-leg, Y-conn) 12

13 Other information added to Crash Record by WSDOT Collision Type (e.g., rear-end one vehicle moving and one not, head- on, strikes fixed object) Object Struck (e.g., guardrail, cable median barrier, utility pole, utility box) Sequence of Events (e.g., collision involving pedestrian, collision involving animal, down-hill runaway) Driver Miscellaneous Actions (e.g., avoiding other object in roadway, slowing prior to making a turn, avoiding another vehicle Vehicle Type (e.g., passenger car, truck and trailer, farm equipment) 13

14 Collision vs. Crash Data Collision Data is data submitted by Law Enforcement Officers on the Police Traffic Collision Report (PTCR). Collision data and copies of PTCRs are available through law enforcement’s public disclosure process. Crash Data contains collision data submitted by law enforcement on the PTCR and data linked from other systems or derived from analysis of the record by the WSDOT Crash Analyst. The crash record added or derived data provides valuable information used in research and to determine highway safety improvement projects. This data is protected by Federal law 23 USC § 409. Crash data is available through WSDOT’s public disclosure process. Federal law 23 USC § 409 prohibits the discovery or admission into evidence of “reports, surveys, schedules, lists or data” compiled or collected for the purpose of highway safety improvement and projects that might qualify for federal safety improvement funding. 14


16 “The only thing worse than having a process or system that fails is one that succeeds!” Nothing stays the same and change has subtle to profound impacts to data, people, processes and systems. Laws change Policies change Leadership changes Technology changes Budgets change Customer needs change Performance measures change Staff changes Knowledge workers change Decision makers change 16

17 Knowledge Integration...... before Data Integration Knowledge integration is a process of understanding a given subject from different perspectives and incorporating new information into existing knowledge with an interdisciplinary approach: How does the new information and the existing knowledge interact? How should existing knowledge be modified to accommodate the new information? How should the new information be modified in light of the existing knowledge? Do not start budgeting, changing and integrating changes in a process or system without actively investigating the consequences of new or outdated information: Include the right people Identify the need and what success looks like Resolve knowledge conflicts and gaps Acquire knowledge beyond the content of the new information Explore options and consequences 17

18 Leveraging Data Integration to Improve Data Access and Timeliness Recovering Damages: Regional Maintenance and Operations offices work closely with Enterprise Risk Management to recover the cost of damages to state appurtenances. The maintenance engineers use their Highway Activity Tracking System (HATS) to identify, cost and schedule maintenance activities. In 2013, web services were developed allowing HATS to read the crash transactional database by location and date range to identify any crashes within the entered location and date range that reported damage to a state appurtenance. “This is important because traditionally, the quicker the collision damage information can be turned over to the recovery specialists, the more likely we are to recover on this damage.” Streator Johnson, WSDOT Administrative Risk Manager The integration of HATS and the crash database connects a collision to damages within 48 hours of an electronically submitted crash record and within three weeks of a paper submitted crash record 18

19 Leveraging Data Integration to Improve Data Access and Timeliness Recovering Medicaid Costs: Washington State Health Care Authority (HCA) accesses and integrates crash data in order to recover the costs paid to a Medicaid recipient that has been reimbursed by insurance for medical costs incurred as a result of a crash. Timing is very important. The ability to recover costs diminish when the insurance dollars are disbursed and a match has not been identified before the disbursal. Typically, these are not catastrophic injuries but an accumulation of costs averaging around $5,000 for doctor’s appointments, x-rays, lab work, etc. October 2014 - HCA had 193 open files with total claims of $971,589 or an average of $5,000 per case. 19

20 Improving Crash Location Data WSDOT Analysts read reports submitted by law enforcement and used paper or computer-based map products to establish jurisdiction and a general location for a collision. The final crash record contained minimal location information and could vary depending upon the tools used by the analyst. Nearly 9% of the yearly reports, or 9,000 reports per year, had to be returned to the officer to add or clarify location information. 20

21 Integration of a Standardized Map-Based Incident Location Tool In 2012, a WSDOT developed Incident Location Tool was integrated into the crash analysis process. The tool is a geographic information system that presents Washington State spatial data to assist the crash analyst in identifying higher quality location information for crashes. 21

22 Integration of a Standardized Map-Based Incident Location Tool The crash analyst uses the Incident Location Tool, the location information provided by law enforcement (including the diagram of the crash and the narrative), and orthophotos (aerial photography that has been geometrically corrected) to establish an accurate location of the crash including x,y coordinates. The tool automatically integrates data into the crash record, such as, the jurisdiction, whether or not the crash occurred on tribal lands, etc. Other fields are entered by the analyst, such as lane placement, Impact locations, junction relationship and type of intersection. 22

23 Enhancements to the Incident Location Tool With integration of the ortho layer from WSDOT’s Geo Portal, the Crash Analyst can visually see the actual interchange. Crash Analyst places crash at desired location using a base map. VS. 23

24 Enhancements to the Incident Location Tool Adding more WSDOT Linear Referencing System information allows Crash Analyst to visually see the characteristics of the roadway. Crash Analyst places crash at desired location automatically populating the crash record. VS. 24

25 Enhancements to the Incident Location Tool Integration of WSDOT’s Interchange Viewer Increased search capabilities Easily assign Primary and Secondary Traffic Way Integration of County Road Administration Board maintained linear referencing layer Integrated the Census and BIA Tribal layer All Service Available Non-Critical Services Errors Critical Services Errors Integration of systems status 25 The integration of a tribal lands layer resulted in a 38% increase in capturing crashes on tribal lands.

26 Future Enhancements to the Incident Location Tool Integration of Federal Functional Class Layer Integration of WSDOT’s Future Unique Intersection Identifier Database Ability to Identify Ancillary Location Ability to Identify Related Intersection Integration ILT with County Road Location Web Page Interface with WSDOT’s Roadside Feature Repositories Feasibility of interfacing with WSDOT’s Work Zone Database 26

27 WSDOT Data Customers Over the past year, WSDOT has experienced a 70% increase in crash data requests. 27

28 WSDOT Crash Data Partners 28

29 Other Data Access Methods WSDOT Work Bench Collision Image Viewer – images of PTCR Oracle Search Tool – images of PTCR Highway Activity Tracking System (HATS) Law Enforcement Database – PTCR data Annual Collision Summary (multi-agency) WSDOT Engineering Reports Crash Data Portal Project – Coming in September 2015 29

30 WSDOT Contact Information Nadine Jobe, Manager Crash Data and Reporting Branch Washington State Department of Transportation PO Box 47380, Olympia, WA 98504-7380 360-570-2398 Warren Stanley, Crash Systems PM Crash Data and Reporting Branch Washington State Department of Transportation PO Box 47380, Olympia, WA 98504-7380 360-570-2497 30

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