Utility Relocation Electronic Document Management System (UREDMS) AASHTO R/W & Utilities Subcommittee Conference San Diego, California April 2010 Utility Relocation Electronic Document Management System

Utility Relocation Electronic Document Management System HW Survey: GCEDMS/UREDMS

Utility Relocation Electronic Document Management System HW Survey: GCEDMS/UREDMS

Utility Relocation Electronic Document Management System 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

What is UREDMS? Web-based Project Planning and Construction Facilitator Internal Utility-Related Communications External Communications State DOT Municipalities Utility Companies Utility Relocation Electronic Document Management System

Utility Relocation Electronic Document Management System Why UREDMS? Security Communications Document Submissions Access to Stored Documents Web-based Report Generation

Preconstruction Benefits Streamlined Processes Expedited Project Delivery Time and Cost Savings Reduced Utility Relocation Planning Delays More Efficient Utility Section Office Operation Reduced Number of Change Orders Utility Relocation Electronic Document Management System

Utility Relocation Electronic Document Management System Preconstruction Benefits Standardized Agency Processes Faster Review Completion Time Inappropriate Permitting of New Facility Placement on Existing Projects is Reduced Quicker Document Submissions and Revisions

Utility Relocation Electronic Document Management System Preconstruction Benefits Facilitated Invoicing and Payments One-Stop Shop for Utility Information Reduced Unplanned Relocations and Encounters with Unknown Utilities

Utilities Benefits 24/7 Access to Templates and Forms Expedited Document Submission and Revision Processes Electronic Signature Approval Reduced Potential for Legal Challenges Utility Relocation Electronic Document Management System

Future Benefits Improved Inventory/Storage Document Retention Improved Decision-Making with Electronic Document Storage Transparency Improved Tracking Capability Improved Asset Management Utility Relocation Electronic Document Management System

Utility Relocation Electronic Document Management System Future Benefits Improved Management and Project Applications Reporting Promotes Paperless Processes and “Greener” Agencies Reduced Physical Storage Space Requirements

Larry Ditty Chief Utility Relocation Administrator Pennsylvania DOT Michael Bolden Assistant State Utilities Engineer Georgia DOT Mollie Zauner Assistant Utilities Engineer Minnesota DOT Nick Lefke Utility Coordinator Michigan DOT The Lead States Team JoAnn Kurts Utility Relocation Engineer Louisiana DOTD Chuck Schmidt, P.E. Chief of Design Services New Hampshire DOT Jesse Cooper, R.P.L.S. Mapping, Survey and Utility Section Director Texas DOT Eric Felty Acting Section Chief of System Project Development Pennsylvania DOT Utility Relocation Electronic Document Management System

Utility Relocation Electronic Document Management System PENNDOT ELECTRONIC DOCUMENT MANAGEMENT SYSTEM (EDMS) EDMS Functions as a Virtual Filing Cabinet UREDMS is part of EDMS used for Utility Relocations UREDMS Internal is Intranet Based UREDMS External is Internet Based

PENNDOT’S INTERNAL UREDMS WORK MANAGER SCREEN

PENNDOT’S UREDMS EXTERNAL (WEB BASED) HOMEPAGE

EXTERNAL UREDMS CURRENT PROJECT WORK SCREEN

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

Simple On-Screen Tutorial Utility Relocation Electronic Document Management System

Combines Existing Data Utility Relocation Electronic Document Management System

Promotes Uploads and Standardization Utility Relocation Electronic Document Management System

Easier Search and Information Retrieval Utility Relocation Electronic Document Management System

Summary of all utilities located in the DOTD right-of-way on the selected project

Invoice information for payment voucher to reimburse DOTD liability in utility relocation

Status of key dates for the selected utility operator

Success To-Date Utility Relocation Electronic Document Management System Systematic Process Standardizes Utility Permitting and Coordination Senior Management Confidence through On-Time Projects DOT Transportation Programs Stabilized Reliable Information Provided to DOT and Utilities

Utility Relocation Electronic Document Management System Success To-Date Integrated Cost Process Planning Engineering Right-of-Way Utility Offices Advanced Cost Estimation

Utility Relocation Electronic Document Management System Success To-Date Program Standardization DOTs Local Governments Consultants Utilities

Looking Forward Utility Relocation Electronic Document Management System Coordination – Cooperation – Communication Timely, Efficient Relocation Platform for Success Good Project Reasonable Cost Timely Completion

Questions and Comments? Utility Relocation Electronic Document Management System Utility Relocation Electronic Document Management System (UREDMS)

Larry Ditty Chief Utility Relocation Administrator Pennsylvania DOT Michael Bolden Assistant State Utilities Engineer Georgia DOT Mollie Zauner Assistant Utilities Engineer Minnesota DOT Nick Lefke Utility Coordinator Michigan DOT The Lead States Team JoAnn Kurts Utility Relocation Engineer Louisiana DOTD Chuck Schmidt, P.E. Chief of Design Services New Hampshire DOT Jesse Cooper, R.P.L.S. Mapping, Survey and Utility Section Director Texas DOT Eric Felty Acting Section Chief of System Project Development Pennsylvania DOT Utility Relocation Electronic Document Management System