1. Utility Relocation Electronic Document Management System (UREDMS)
AASHTO R/W & Utilities Subcommittee Conference San Diego, California
April 2010
How do you improve the efficiency of the Utility Relocation process in preparation for roadway and highway structure construction?
With UREDMS, the Utility Relocation Electronic Document Management System.
Utility Relocation
Electronic Document Management System

2. HW-09-23 Survey: GCEDMS/UREDMS
But how much do we really know about this technology?
A recent AASHTO member survey asked State DOTs have familiar they are with UREDMS. As you can see from the chart, 44.7% of those responding considered themselves somewhat to very knowledgeable while 55.3% were not familiar with the technology.
When asked about the level of interest in using UREDMS, 60.5% of those responding indicated no interest in having a system and have no plans to implement a system in the near future % of respondents have a system in place, are developing one or have plans to implement a UREDMS system.
Utility Relocation
Electronic Document Management System

3. HW-09-23 Survey: GCEDMS/UREDMS
At the same time, when asked if you would like to be informed about UREDMS, 91.9% of those responding indicated an interest to learn more about this cutting-edge technology.
So here we are today. Let’s take a closer look at the Utility Relocation Electronic Document Management System (UREDMS)
Utility Relocation
Electronic Document Management System

4. 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
EDMS functions as an electronic filing cabinet using computer hardware and software tools that capture, store and index paper documents ranging from application forms and engineering drawings to checks and photos - promoting easier search and retrieval, document transfer, better revision control and saves on storage space. It also eliminates lost and misplaced files.
Electronic documents are imported into UREDMS. Paper documents are scanned and imported as electronic images. Then Indexing organizes documents for quick retrieval.
UREDMS workflow permits interaction with UR data and documents to perform specific tasks related to utility relocation. Work items move through a series of work ques. When the user completes a step, the system removes the work item from the current queue and creates a work item in the next work queue. For example, when the district completes the step to initiate a cost-sharing utility request, the system creates a work item for central office to process the request.
The system displays and permits data from MPMS, ECMS and from the UREDMS database to be used to assist in completion of workflow tasks.
Utility Relocation
Electronic Document Management System

5. What is UREDMS?
Web-based Project Planning and Construction Facilitator
Internal Utility-Related Communications
External Communications
State DOT
Municipalities
Utility Companies
UREDMS facilitates both internal utility-related communications and external communications between the State DOT, Municipalities and Utility Companies as projects are planned and constructed.
Utility Relocation
Electronic Document Management System

6. Electronic Document Management System
Why UREDMS?
Security
Communications
Document Submissions
Access to Stored Documents
Web-based Report Generation
These communication and document management systems allow secure communications, document submissions, access to stored documents and report generation wherever web access is available.
Utility Relocation
Electronic Document Management System

7. 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
UREDMS also streamlines utility coordination and utility relocation processes with –
Expedited project delivery
And, in times of economic challenge, UREDMS saves both time and money as a result of reduced delays in processing and approving utility relocation planning; more efficient utility section office operation; and, a reduction in the number of change orders required for active projects.
Utility Relocation
Electronic Document Management System

8. 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
Standard processes as a result of implementation of UREDMS result in efficiencies throughout the agency, promoting faster completion for reviews, reduction in inappropriate permitting of new facility placement on existing projects; and, faster document submissions and revisions.
Utility Relocation
Electronic Document Management System

9. Preconstruction Benefits
Facilitated Invoicing and Payments
One-Stop Shop for Utility Information
Reduced Unplanned Relocations and Encounters with Unknown Utilities
The UREDMS system is a one-stop shop for utility information, facilitating invoicing and payments and reducing the number of unplanned relocations and encounters with unknown utilities.
Utility Relocation
Electronic Document Management System

10. Electronic Document Management System
Utilities Benefits
24/7 Access to Templates and Forms
Expedited Document Submission and Revision Processes
Electronic Signature Approval
Reduced Potential for Legal Challenges
And, we can’t forget Utility Company benefits:
24/7 access to templates and forms;
Faster completion times for reviews and issuing documents and agreements;
Time and cost savings that result from online correspondence versus “snail mail”
Electronic document storage capability; and,
Electronic signature capabilities and access to pre-populated forms.
Utility Relocation
Electronic Document Management System

11. 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
UREDMS also improves inventory/storage document retention –
Mapping, photography and all file types are available through a comprehensive information package.
The UREDMS process is transparent and, as a result, improves tracking and asset management capabilities.
Utility Relocation
Electronic Document Management System

12. Electronic Document Management System
Future Benefits
Improved Management and Project Applications Reporting
Promotes Paperless Processes and “Greener” Agencies
Reduced Physical Storage Space Requirements
With UREDMS, your agency will experience improved management and project applications reporting.
Search and retrieval will be easier, document transfer faster, more efficient revision control and you’ll save storage space. UREDMS also eliminates lost and misplaced files.
Greener agencies will appear across the Nation because the “electronic filing cabinet” promotes paperless processes.
UREDMS takes an existing business workflow that involves routing, distribution and approval – and automates the whole process, decreasing turnaround time and improving overall efficiency.
Utility Relocation
Electronic Document Management System

13. Electronic Document Management System
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
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
Our Lead States Team has an array of success stories to share.
Let’s begin with my Agency’s experience with UREDMS …
Utility Relocation
Electronic Document Management System

14. 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 EDMS functions as a virtual filing cabinet.
The electronic storage and indexing of documents promotes easier search, faster retrieval, better revision control, and reclamation of valuable office space.
UREDMS is, quite simply, a part of EDMS used for Utility Relocations.
UREDMS Internal is intranet-based .
UREDMS External is Internet based.
Utility Relocation
Electronic Document Management System

15. PENNDOT’S INTERNAL UREDMS WORK MANAGER SCREEN
Our Work Manager screen allows us to use data from MPMS, ECMS and from the UREDMS database to assist in completion of the workflow tasks.

16. PENNDOT’S UREDMS EXTERNAL (WEB BASED) HOMEPAGE
At PennDOT, you must be a registered partner to access the UREDMS system to meet your business needs. That includes maintaining user IDs for both employees and any consultants that assist the organization on utility projects.
Two user groups are available to Utility Business Partners within UREDMS:
External Utility Administrator – Users assigned to this security group have the ability to update information for all of the organization’s PennDOT utility projects. These users also have the ability to reassign projects to other users. At least one person in the organization must be assigned to this group.
External Utility User – Those assigned to this security group have the ability to view information for all of the organization’s PennDOT utility projects. These users will only be able to update those projects that have been assigned to them by an administrator.

17. EXTERNAL UREDMS CURRENT PROJECT WORK SCREEN
Workflow occurs when work items move through a series of work queues. When the user completes a step, the system removes the work item from the current queue and creates a work item in the next work queue.
For example, when the district completes the step to initiate a cost-sharing request for a utility, the system creates a work item for central office to process the request.

18. UREDMS E-TRAINING ftp://ftp.dot.state.pa.us/transfer/UREDMS/eTraining/
On the UREDMS home page, business partners have access to training materials that include a course introduction, training manual and downloadable E-training.
The Department’s letting schedule, a contact list of Department utility relocation personnel, a link to ECMS registration, a UREDMS help screen and the PennDOT homepage can also be accessed from this page.

19. Simple On-Screen Tutorial
So let’s take a closer look at the system
Workflow occurs when work items move through a series of work queues. When the user completes a step, the system removes the work item from the current queue and creates a work item in the next work queue.
For example, when the district completes the step to initiate a cost-sharing request for a utility, the system creates a work item for central office to process the request.
Utility Relocation
Electronic Document Management System

20. Combines Existing Data
Down the left side of this screen, you’ll see all data bases that are required as part of the pre-permit search process – everything at your fingertips.
And UREDMS checks itself – if a line already exists, you’ll know … and the system will not permit another line.
Utility Relocation
Electronic Document Management System

21. Promotes Uploads and Standardization
Again, you’ll notice that everything is contained in one place, on one screen. This time, all special provision documents can be accessed with the click of a mouse.
And all districts use the same data, in the same way – eliminating concerns for one or more districts to “go rogue.”
Utility Relocation
Electronic Document Management System

22. Easier Search and Information Retrieval
This screen provides the opportunity to perform multiple searches – from permit number and county to PI number and permit type.
Utility Relocation
Electronic Document Management System

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

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

25. Status of key dates for the selected utility operator

30. Electronic Document Management System
Success To-Date
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
How far have we come?
We know, from experience that –
UREDMS standardizes utility permitting and coordination;
On-time projects instill confidence
Transportation programs are stabilized
UREDMS provides reliable information to the Agency and its utility partners
Utility Relocation
Electronic Document Management System

31. Electronic Document Management System
Success To-Date
Integrated Cost Process
Planning
Engineering
Right-of-Way
Utility Offices
Advanced Cost Estimation
And, an integrated cost process leads to more accurate, advanced cost estimation.
Utility Relocation
Electronic Document Management System

32. Electronic Document Management System
Success To-Date
Program Standardization
DOTs
Local Governments
Consultants
Utilities
Early and frequent coordination, cooperation and communication among State DOTs and utility personnel result in more timely and efficient utility relocation activities.
Utility Relocation
Electronic Document Management System

33. Looking Forward Coordination – Cooperation – Communication
Timely, Efficient Relocation
Platform for Success
Good Project
Reasonable Cost
Timely Completion
UREDMS provides a platform to enhance the “three C’s” process among all stakeholders to ensure that a project is successful, is completed in a timely manner, and at reasonable cost.
Utility Relocation
Electronic Document Management System

34. Questions and Comments?
Utility Relocation Electronic Document Management System (UREDMS)
Let’s open the floor for questions and comments …
Utility Relocation
Electronic Document Management System

35. Electronic Document Management System
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
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 UREDMS Lead States Team is available to provide guidance and answer any of your questions at any time.
Feel free to give any of us a call.
Thank you for your time. We look forward to working with you as you implement UREDMS.
Utility Relocation
Electronic Document Management System