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Posted by: rjrobinson@dot.state.nc.us	7/25/2008
CURRENT AND PROPOSED ORGANIZATIONAL ACTIVITIES INFRASTRUCTURE (DESKTOP, NETWORKING, SERVER/STORAGE/ETC.) LADOTD current infrastructure includes an IBM z/890-230 mainframe, an IBM 2105-F20 Enterprise Storage System, an IBM 3494 Automatic Tape Library, an IBM DS6800 Enterprise Storage System and an IBM 3995 Optical Library. NEW SYSTEMS (JUST COMPLETED, IN PROGRESS, OR PREPARING TO START) SiteManager – LaDOTD has implemented SiteManager 3.78a statewide in all districts and will be upgrading the system with enhancements that include using Oracle Enterprise Server. LaDOTD has granted Contractors and Consultants access to the Site Manager system through CITRIX and no longer stores documents in Site Manager. Instead, documents are stored in the document management system and accessed in Site Manager via URLs. SiteManager / Materials – LaDOTD is currently working with InfoTech to replace the mainframe Materials System (MATT) with Site Manager Material. Part of this project involves changing the Master Item List, developing new procedures, and defining the Sampling and Testing requirements. Trns*port Pre-Construction and Estimating – LaDOTD is currently using mainframe systems to manage its bid and letting systems; and Expedite and Bid Express for Electronic Bidding. LaDOTD is working on implementing web Trns.port, BAMS/DSS, and Estimator. Existing systems make it difficult to detect bid collusion and other irregular bidding. Contractors Certified Payrolls – This project allows Contractors to submit required payrolls electronically, via email, to the Project Engineer’s offices. Since the payrolls contain sensitive information, Contractors are required to encrypt the payroll using the Project Engineer’s Public Key and GPG Software before emailing the documents. Electronic copies of the payroll are stored in LaDOTD’s Electronic Document Management System, IBM Content Manager. ITS (Traffic Cameras) – LaDOTD has continued to improve ITS operations. The 511 system has been announced to the public, and the system is being put to better use. Thirty-two new traffic cameras were made available over the past year on our internet page, and we are looking at Microsoft Virtual Earth to provide better mapping for the traffic cameras. LaDOTD is considering the possibility of posting ADT for the 60 traffic monitoring stations on its web site. ITS systems are currently being planned and installed in several other municipalities. ISIS HR Payroll – LaDOTD was one of the last state agencies in Louisiana to run its own payroll system. Effective June 18, 2007, LaDOTD started using the State’s ISIS HR payroll system. Over 500 timekeepers enter the payroll, and nightly LaDOTD receives a file from the ISIS HR payroll system to update the Maintenance Management and Daily Journal systems. Electronic Bidding (EBID) – LaDOTD is using Expedite and Bid Express for its electronic bidding system. LaDOTD is currently trying to change State Law, which requires the distribution of paper bid documents. After this law is changed, LaDOTD will develop and implement a web site that will allow Prospective Bidders and Information-Only contractors to register and download the bidding documents. Enterprise Resource Planning (ERP) – LaDOTD was selected as the pilot agency to implement a statewide financial system. LaDOTD is working with the Division of Administration (DOA) to develop an RFP. Work began on May 12, 2008. Along with the ERP, LaDOTD is looking at developing a comprehensive Maintenance Management System to replace the legacy maintenance system (MOPS). Enterprise Document Management System (EDMS) – In September 1997, LaDOTD implemented the IBM Visual Info electronic document management system (later renamed to Content Manager) in Design Offices. In the last 10 years, the system has grown from archiving just design documents to archiving over 100 different documents types, including Construction, Crash Data, Right-of-Way permits, Railroad, Bridge Inspection, and Chief Engineer’s Orders. Over the past year, there were requests for 12 additional documents types. This system is viewed as LaDOTD’s Electronic Document Archive system. Over the next year, we will be looking at implementing On-Demand and Document Manager. Consultant Rating System (RNTG) – LaDOTD uses this system to assign performance ratings to engineering consultants for their work on LaDOTD engineering contracts. These ratings are used in the selection of consultants for future projects. The current system rates each contractor on five factors (Knowledge, Quality, Completion, Cooperation, and Communication). Each factor is rated on a scale of 0-4. Zero being unsatisfactory and 4 being outstanding. LaDOTD is working on a new web-based application to rate each contractor on many different factors based on the type of work. The new system will have multi-tiered security to allow for peer review for each rating. Electronic Signatures – LaDOTD is implementing Electronic Signatures in several processes using Silanis ApproveIt. The pilot application selected for the web portal is Driveway Permits and Mailbox permits. We will be implementing Electronic Signatures as part of our plan submittal process in 2009. DESIGN AUTOMATION SYSTEMS (JUST COMPLETED, IN PROGRESS, PREPARING TO START) Electronic Standards for Plans – LaDOTD released a comprehensive set of electronic standards for plan development effective in January 2007. Standards for CADD tools, drafting workspaces, drafting symbology and data formats were established for both LaDOTD and consultant designers after an evaluation process involving LaDOTD and consultant technical experts, a multi-CAD consultant (Aarhus Associates) and Altiva Software. CAD Drafting – LaDOTD uses Bentley MicroStation V8.5 and will move to MicroStation XM in early 2009. LaDOTD consultants are currently allowed to use MicroStation V8.5 or AutoCAD 2005-2008. AutoCAD drawings must be created to LaDOTD data standards and translated to MicroStation format deliverables using standard mapping tables. Deliverables must be certified LaDOTD CAD standards compliant or they will be rejected. Road Design and Survey– LaDOTD uses Bentley Inroads XM. Consultants are required to run Inroads on the MicroStation platform. LaDOTD made this decision because of potential inefficiencies and the related cost of maintaining separate Inroads standards for AutoCAD. Some problems were also encountered when running Inroads on AutoCAD. CAD Standards – LaDOTD requires Altiva CADconform V6.4 for management of CAD drafting standards. CADconform includes a standards database, drafting menus, interactive standards checker, report manager, certification tool and user manager. CADconform works on both MicroStation and AutoCAD, automatically mapping MicroStation drafting menus to support AutoCAD drafting as well. Altiva DeployCAD is used to deliver and set up MicroStation and AutoCAD workspaces for LaDOTD consultants. LaDOTD’s DeployCAD workspace downloads are hosted on Altiva’s web site, making incremental updates easier to administer. Offline Indexing – Altiva ControlCAD Indexer provides LaDOTD consultants with an offline tool to index plan deliverables that will be managed by DOTD’s ProjectWise system and Published by the Falcon system. For information on these systems, see Engineering Support Systems on page 3. This tool efficiently guides users through the indexing process and prevents the XML index file from being saved until the index is complete. ControlCAD Indexer is also integrated with Bentley ProjectWise so that DOTD users have an option to index documents using the Indexer interface for more effective quality control. Creating and Verifying Consultant Submittals – Altiva ControlCAD Submittal is used to create and verify electronic plan submittals. This tool enforces deliverable standards by checking MicroStation CAD drawings for the existence of associated PDF files, XML index files, reference files, digital signatures, CAD standards certification stamps and several other criteria. ControlCAD Submittal is also integrated with ProjectWise, enabling direct upload of consultant Submittal Archives and verification of the integrity of submittals as they are maintained in ProjectWise. ENGINEERING SUPPORT SYSTEMS (JUST COMPLETED, IN PROGRESS, PREPARING TO START) Electronic Plan Production and Collaboration System – LaDOTD proceeded to full-production using the Bentley ProjectWise system in August 2008. All new projects are now being created in and many existing projects are being moved into ProjectWise. This marked the completion of all pilot projects and resulting product integration. Bentley Systems consulting was instrumental in helping LaDOTD to integrate ProjectWise and LaDOTD’s plan development environment. Two major pilot projects road tested ProjectWise and identified needed improvements in product integration. The first included several design projects, including the I-10 Twin Span rebuild, a mega project to replace the five-mile bridge across Lake Ponchartrain that was destroyed by hurricane Katrina. The second included over 50 projects spread over most design groups. ProjectWise-GIS Integration – DOTD is integrating ProjectWise Geospatial to facilitate the exchange of information and data between its enterprise GIS and CAD systems. MicroStation users will be able to take advantage of geospatial data. GIS users will be able to use the ESRI Interoperability extensions to access and use CAD data. Electronic Plans Distribution System – The primary function of this system is to facilitate efficient electronic plans publishing for LaDOTD internal staff and external contractors (bidders). Primary components used for this system include several tsaADVET Falcon tools. Falcon SVP web publishing went live for LaDOTD contractors in January 2006. The Falcon SVP Q&A Extension, which was designed by tsaADVET according to LaDOTD specifications, collects, manages and publishes contractor questions and LaDOTD answers regarding bid plans. Some enhancements to the Q&A extension are scheduled for installation during August 2008. PROJECT MANAGEMENT SYSTEMS (JUST COMPLETED, IN PROGRESS, PREPARING TO START) Program & Project Management System (PPMS) – This system is a single, integrated application that centrally stores detailed program, project and task level cost and schedule information that Program Managers, Project Managers, and Task Managers need to plan, monitor and direct all project work performed by LaDOTD personnel and LaDOTD Consultants. Environmental Tracking System (ETS) – ETS is a PPMS module that tracks data for the Environmental process. It also maintains and produces various environmental control documents for all EAs, EISs, PCEs, CEs, and EEs. This system has been online since March, 2008. Appraisal, Acquisition, and Relocations System (AARS) – This system is a single, integrated application that centrally stores detailed appraisal, acquisition, and relocation level information that AARS Project Leads, HQ Agents, Appraisers, Review Appraisers, Field Agents and Relocation Agents need to track assigned LaDOTD Right of Way Projects. Utilities Relocation Tracking System (URTS) – This system is a single, integrated application that centrally stores details (agreement terms, invoices, payments, form letters, etc.) relating to Utility Contractors that have been or are currently under contract to work with LaDOTD to relocate utility facilities impacted by proposed LaDOTD Projects. Users include both LaDOTD personnel and LaDOTD Contractors who provide administrative support to the LaDOTD Utilities Group. RECORD OF EXCHANGE Alabama DOT provided LaDOTD with information regarding post-construction gathering of information for use in GIS. ALDOT also provided information about its “Virtual Alabama” system, which is an extension of Google Earth. INFORMATION WANTED LaDOTD is interested in: 1. How are other states managing internet access by contractors and consultants to DOT application, specifically concerning user id and password maintenance? 2. Does any state have an internet application for contractors to submit minority employee counts for the FHWA 1392 form (annual EEO report)?
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