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Texas Department of Transportation – Electronic SubmissionCrash Reporting and Analysis for Safer Highways and Submission Services

February 2013

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AGENDA• Electronic Submission• Production Statistics• Introduction to CRASH • Agency Support• Future• Follow Up Questions

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Electronic SubmissionTxDOT offers two free applications for electronic

submission:1. CRASH – developed for investigators to provide crash data

via the secure public internet and includes over 800+ business rules and edits.

2. Submission Services – developed for agencies with an existing application and requires a web services client and adherence to the 800+ business rules and edits.

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Electronic Submission

There are approximately 1,800 law enforcement agencies in Texas; 800 of the 1,800 agencies have 2 or less officers and 12 agencies represent over 50% of the volume and 120 agencies represent 89% of the volume. TxDOT has spent the majority of their funding developing and deploying CRASH. However, TxDOT realized there would be some agencies who had already invested in a custom or third party vendor application used for capturing crash data. TxDOT built Submission Services to serve those agencies; allowing the agencies to submit their crash data electronically.

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CRASH and Submission Services ConsiderationsNo. Topic CRASH Submission Services

1 CRASH and Submission Services Costs

The CRASH application, maintenance and data are free. The Submission Services application and maintenance are free.

2 Modifying Business Rule Costs Any changes to business rules, edits or the 1/1/2010 CR-3 form are free.

Requires custom development to adhere to modifications and updates to business rules, edits and 1/1/2010 CR-3. TxDOT commits to providing advance notice to agencies using Submission Services.

3 Submission Services Implementation Costs

Not applicable. Requires custom programming to build a web services client. The cost of the web services client is the agency’s responsibility. Houston built their web services client and can be contacted directly to discuss the effort. Fort Worth is paying a third party vendor to build their web services client and can be contacted directly to discuss associated costs.**

4 Easy Street Draw The integrated diagramming tool, license and the associated maintenance are free.

Not applicable.

5 MicroStrategy MicroStrategy (MSTR), the business intelligence reporting tool, license and the associated maintenance are free.

Not applicable.

6 Data Warehouse Access to the TxDOT data warehouse for reporting and dashboards is free.

Not applicable.

7 Help Desk The 24 hour, 7 days a week, 365 days per year Help Desk is free. The 24 hour, 7 days a week, 365 days per year Help Desk is free.

8 Technical Assistance to Establish Identity Provider (IdP)

Technical assistance in establishing the identity provider (IdP) in test and production is free.

Not applicable.

9 Agency Set Up Configure, which is the module developed for agency set up, training is free.

Not applicable.

10 Training CRASH training is free, whether the agency elects to have TxDOT provide all training or the agency selects a train the trainer model. The officers receive TCLEOSE credit for attending CRASH training.

Different per agency application.

11 Template Assistance TxDOT assistance with agency intersection or stretch of road templates is free.

Not applicable.

12 Time to Complete Report Officers are reporting a CR-3 completion time of 10-15 minutes using CRASH for over 90% of the crash reports, which have 2 vehicles and 4 persons.

Different per agency application.

13 Data Agency crash data returned within a timeframe set by agency; 24 hours is the smallest timeframe offered by TxDOT.

Not applicable, since agency already has data from their internal application.

**TxDOT does not have funds to assist agencies with Submission Services. The costs associated with the custom programming required to develop the web services client are the responsibility of the agency.

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CRASH Production Statistics• Electronic crashes are being submitted, on average, in 2 days or less compared to the

20+ days for submitting paper crash reports.• For 2013, as of 1/23/13:

• TxDOT is paying $0.96 to process a CRASH record compared to $4.00 – $8.00 for processing a paper crash report.

• No crash records are returned when an agency uses CRASH compared to 33% of records returned to officers when the 1/1/2010 CR-3 crash report form was first introduced.

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Introduction to CRASH

• Log On - using Agency IDs and Passwords• Touch Screen, Keyboard and Mouse Enabled• Night Mode• My Notifications and Alerts and My Recent Crash Reports• My Actions

Create a New Crash ReportView CrashesConfigure Data

Landing Page Overview

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Introduction to CRASH

• NotificationsApplication maintenance schedule is provided on an

annual basis and release notes are published 6 weeks prior to release deployment.

• Alerts Investigator will receive after 5 days Investigator and Supervisor will receive after 10 and 20

days30 day alert will delete the web crash ID record

Notifications and Alerts

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Introduction to CRASH

• Configure My Default Fields– Show the defaulted information in create new crash

• Manage My Templates – Add a new intersection template– Discuss agency diagram template creator role

• Manage Agency Templates• Configure My Agency– TxDOT provides configure training via WebEx

Configure Data

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Introduction to CRASH

• Web Crash ID versus Crash ID• My Unsubmitted Crash Reports - Add, Edit and Delete• All Unsubmitted Crash Reports - Edit, Delete and Reassign• My Submitted Crash Reports• Agency Submitted Crash Reports• My Crash Reports to Approve• My Archived Crash Reports - Supplement• Agency Archived Crash Reports• Crash Report Search – Approve, Edit and Supplement and PDF of CR-3

available

View Crashes

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Introduction to CRASH• Bolded Fields = Mandatory Fields• Embedded Help

Validation help

Error help

• Pre-population and Copy Field Data• Drop Down Values

Identification and Location

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Introduction to CRASH

• Notepad Feature• Adding Units and Persons– Previous and Next– Importance of Next Versus Update

• Select Values using Dropdown Arrow• Close, Save, Validate, Submit and Delete

Units and Persons

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Introduction to CRASH

• 12,000 Characters allowed for Narrative• Create Diagram for the First Time• Using an Agency Template

Narrative and Diagram

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Introduction to CRASH

• Image Preview• Summary Information regarding Crash Record• System Generated Fields

Summary Page Overview

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Introduction to CRASH

• No Returns; however there is a chance TxDOT will request a supplement

• On Demand Validation– Reports are Validated within CRASH– Fatal and warning error messages– Fix It and Revalidate - Validation Click Through– Records must be Validated prior to Submission to TxDOT

Validation

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Introduction to CRASH

• None – Record is submitted to TxDOT when investigator submits the record

• One Level – Record is submitted to supervisor, then TxDOT after investigator submits the record

• Two Levels – Record is submitted to supervisor, another entity and then TxDOT after investigator submits the record

• Approve versus Reject

Approvals and Rejections

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Introduction to CRASHData Sharing and Reporting

• Reports are now available from TxDOT SCPDA Section Debra Vermillion, SCPDA Branch Manager (512) 416-3137 debra.vermillion@txdot.gov

• CRASH Data Sharing – XML or CSV format • Reports from TxDOT Business Intelligence Tool (MSTR)

Reports – Scheduled or Adhoc Dashboard and Report development

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Introduction to CRASHData Sharing and Reporting

• Reports from TxDOT Business Intelligence Tool (MSTR)The following are the TxDOT MSTR reports groups agency users may select.

Report Recipients – No training required, as they will be receiving reports via email through a subscription. TxDOT will take the lead on establishing and maintaining the subscriptions.Reports Users – This group will log on to MSTR and will only see the Investigating Agency folder and will only be able to run the reports that are available in that folder. This group of users will not be able to modify the reports in design mode or create ad-hoc reports. Minimal training is required for this group and the training will be handled during the regular CRASH User Group meetings, possibly via a CRASH website or by resources at the agency.Report Analysts – This will be a smaller number of power users that will be able to create ad-hoc reports. This group will be required to complete MSTR training, which includes a test at the end of the training.

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Introduction to CRASHReport and Dashboard Development

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Agency Support • Help Desk

TxDOT has a contract with Xerox to provide help desk support 24 hours, 7 days a week, 365 days per year

Agencies call 877-411-8389 or email TRF_CRASH@txdot.gov

• CRASH User Guide• CRASH, Configure, Report and Dashboard Training • CRASH User Group – 2nd Thursday of each month

from 10:00am-12:00noon, Webex Conference Call

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FutureTxDOT continues to:•Address CRASH enhancements received from CRASH User Group•Develop CRASH Mobile App; TxDOT received funding approval for a CRASH Mobile App in May 2012•Ensure agencies have reports and dashboards that assist with their missions

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Follow Up Questions

If you have any follow up questions or concerns, please contact one of the following:

Law Enforcement Support at (512) 486-5711 or TRF_CRASH@txdot.gov

Margo McCormick – CRIS Project Manager at (512) 416-3178 or mmccor-c@txdot.gov