Outline

• Problem identification

• Solution

• Steps taken toward implementation

• Next steps

• Necessary to resolve design issues noted during construction

• Time needed to issue UOC’s depends on…

– complexity of changes

– environmental permit modifications

– coordination of offices involved

• Contractors’ schedules can be impacted by UOC’s

– Including overhead costs in time ext. requests

• Laurens County (Blackshear Ferry Rd. over Oconee R.)

• Pile driving & foundation revision

Problem Identification (II)

• Bartow County (“Cloverleaf” Interchange)• Stage I detour design incomplete

Problem Identification (III)

• Clinch and Ware Counties (US 84/SR 38)• Raise profile grade through wetlands

Problem Identification: UOC Plan Revision Process

Area OfficeOffice of Program Delivery

Design Office/

Consultants

Office of Program Delivery

Office of Enviro.

Services

Office of Program Delivery

Area Office

Process lacks ACCOUNTABILITY and VISIBILITY

Solution

• Develop tracking system for UOC revisions

– Manage

– Monitor

– Measure

• “Remedy” identified as best option

– Previous use by Office of Environmental Services

Steps Taken Toward Implementation

• Presented to Division Directors

– Useful feedback and input

– Support to move forward

• Submitted request to IT

– Request to modify Remedy software to track UOC’s

• Define workflow

• Identify responsible parties

• Provide IT with workflow and expectations

• Refine workflow as needed

• Develop and distribute educational materials

To Make GDOT:

• Faster

• Better

• More efficient

Vehicle Usage Report (DOT 9497)

Fuel Card Purchase Log (DOT 1738)

All of these programs have replaced paper forms.

• GDOT Can Save Almost $500,000 Per Year

• There Were no Legal Impediments to Electronic Records

• Not Doing Repetitive Work Would Improve Employee Morale

1. Supply/ Storage Cost Savings

2. Labor Cost Savings

3. Intangibles

– Employee Morale

– Giving People Their Time Back

• Electronic records

• Keeps equipment information centralized

• Official equipment usage record

• Information entered on paper 9497 Forms is already captured in GAMS

• Can be replaced with Wright Express Data from GDOT fuel cards

• Simple Reconciliation of Receipts by Driver

• No Paper Forms to Sign

• Affected Division Directors and Office Heads were in attendance

• Received comments and buy in to move project forward

• Found a champion in Jeff Hill, Director of Information Technology

• On August 25, 2017, Deputy Commissioner Mike Dover implemented this as official GDOT policy

• GDOT has used this new policy throughout September 2017 without incident

• Improve efficiency

• Eliminate paper redundancy

• Use existing IT resources

• All without adding new work

Highway AvengersKyle Copeland

D5 Construction

Frank FlandersDesign Policy &Support

David JaredResearch

Jason JoseyOperations - HERO

Wesley KennedyD3 Maintenance

Caleb LordD2 Construction

Karen OaksProcurement

Lisa WesleyD6 Construction

The HiveMehdi Bashirian

Roadway Design

William EastinPlanning

Damon FrostD2 Construction

Bob O’DanielsBridge Maintenance

Olufemi OloweEngineering Services

Helen Pinkston-PopeLegal Services

Jeremy ScottD6 Construction

Kevin VanHoutenProgram Delivery