DOT acquires a new Video Van to collect video and road information while driving down the highway at normal driving speeds – provides higher resolution allowing DOT to save funds be eliminating staff to view sections of highway without traveling to the actual site.

Every year, new information is collected on roughly 8,300 miles of highway (both directions). The new cameras capture four to five times the resolution of the current video van. This higher resolution allows users back in the central office to zoom in and view parts of an image that weren’t possible in the past. Road profile, surface, and GPS information are also collected. This information allows DOT personnel to view a section of highway without spending time and money traveling to the actual site.

 Developed a DOT report to track equipment for Emergency Management purposes – saves agency time by eliminating a manual process.

The DOT had been maintaining a spreadsheet in order to report equipment information to Emergency Management organizations.  The report provides the exact location and description of the equipment as well as the FEMA classification if one exists for the equipment. The information is extracted directly from the State's Equipment Management System.  There will no longer be a need for the DOT to manually maintain a spreadsheet.

 Improved the method of distribution of the DOT Transportation Inventory Surfacing Log –

saving staff time, paper and postage costs, and space needed to store multiple copies of a very large report.

The DOT staff will now use EOS (Electronic Output System) to create a PDF of the report.  The PDF can then be viewed not only by other state employees but also interested parties outside of state government.  Until now, they have been spending many hours scanning the report to create the PDF.  This new process should take less than 10 minutes to create the PDF

 Developed a program that calculates and prints a one page summary of DOT certified mileages – eliminating the need to manually collect summary information from many different reports and create an excel spreadsheet.

The Transportation Inventory Management office had several users request bits and pieces of different totals from different reports.  This new summary report shows all the different mileages so that one report can satisfy many requests. Some people would ask for centerline mileage, some for lane mileage, and some for roadway (highway) mileage. This report also gives the Transportation Inventory Management office all of these mileage breakdowns for rural and municipal roads within urban boundaries or outside of urban boundaries as well as state trunk, non-state trunk-state owned, and non-state trunk-not state owned roads.

 Simplified and improved the payment process to DOT Construction Contractors – Fewer errors will occur saving BIT (Bureau of Information and Telecommunications) and DOT staff time.

Daily transactions are obtained from the Construction Management & Payment (CM&P) system. Information from the Construction Billing system and the MSA system are added to the daily transactions. Once all of the pertinent information is assembled, vouchers are added to the MSA system. This used to be a very complicated process. When an error occurred, it often took 4 different people to resolve the issue.  Reducing these errors speeds the contractor payment process.  

 Created a Construction Project Information web site to show DOT staff a summary of essential Construction Project information – provides a “one-stop” site for construction project information saving DOT staff time while replacing an outdated system.

The old HY21 Project Master system that contained much of this information will soon be obsolete. The intranet C2C (Concept to Contract) application is a replacement and enhancement to portions of HY21. DOT will be able to get a quick read on construction projects from one screen rather than searching through multiple screens.

It's a "one-stop" application where project information is displayed from various systems, such as

·          General project information (location, type, dates, structures, related projects, etc.)

·          What types of work have been authorized (both current and historic)

·          Construction status

·          Any negotiated contracts that may be associated with the project

·          Project costs to date

 Created a data extract from the Statewide Transportation Improvement Program (STIP) database to feed the DOT Cash Forecasting system – allows the DOT to forecast revenue earlier and more often.

With the new C2C STIP system, many version of the STIP can exist. There are historic versions, any number of tentative versions, and the current approved version.  Previously, only final numbers from the current approved version would be used to forecast cash. Now, the DOT Finance staff may select any version of the STIP, including tentative versions, so that cash forecasting can begin earlier in the process.  Information such as the project's estimated costs and the split between state and federal funds is extracted and passed on.  The new process is now written in .NET so that it complies with BIT (Bureau of Information and Telecommunications) standards. In addition, the information is now passed to the cash forecasting system in a more efficient method.

 Completed GIS work that will allow the DOT to analyze severe accidents on all public roads in the state - fulfilling a mandatory Federal law for safety funds.

By completing this 5 Percent Report, DOT will avoid the penalty of losing up to half of their Federal highway funding for safety projects. The main focus of this analysis is to focus on only the severe accidents - the fatal and incapacitating injury accidents. Analysis takes into account the segment length and the average daily traffic. In addition, accidents that occurred in rural areas are analyzed separately from urban accidents. 

 Replaced the DOT Construction Project Master System with a comprehensive system called C2C (Concept to Contract) – provides more information and is tightly integrated with other sources of project information.

The old Project Master System was a mainframe system and was 25 years old. The new C2C system contains additional information while being tightly integrated with other sources of project information. The C2C system reached a point in its development where all of the Project Master functionality could be taken over by C2C.  

Completed GIS work on the DOT ADA Sidewalk project – puts the DOT in compliance with a Federal Mandate.

The 1990 federal disabilities law requires local governments to overhaul existing sidewalks to make them more accessible to the disabled. Sidewalk information was collected in the summer of 2007. This information can now be queried by DOT to identify locations that are not in compliance.

Updated the DOT 1099 IRS reporting process – saves DOT staff time, printing costs, and refreshes technology.

By streamlining the process, it is less likely that the 1099 reporting could be late which could result in penalties by the IRS. The DOT no longer needs to print paper reports. An electronic file is now generated and submitted to the IRS. Reports can be created and viewed in their electronic format if necessary. The previous process consisted of several components that utilized out-dated and non BIT (Bureau of Information and Telecommunications) supported technology. All components now comply with current BIT standards.