WisDOT: Alison S. Lebwohl, Nanda Velu WI Counties: Jen ...
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WisDOT: Alison S. Lebwohl, Nanda Velu WI Counties: Jen Holub, Mary Rosensprung, Michelle Uitenbroek, John Wilson October 25, 2018 CHEMS Conference
Transcript of WisDOT: Alison S. Lebwohl, Nanda Velu WI Counties: Jen ...
WisDOT: Alison S. Lebwohl, Nanda Velu
WI Counties: Jen Holub, Mary Rosensprung,
Michelle Uitenbroek, John Wilson
October 25, 2018
CHEMS Conference
Share impacts from changes to WisDOT internal
maintenance program management (MPM) system
What does this mean for counties?
What does this mean for CHEMS?
How are counties involved in creating this?
Why is WisDOT doing this?
Next steps?
Questions?
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Share impacts from changes to WisDOT internal
maintenance program management (MPM) system
What does this mean for counties?
What does this mean for CHEMS?
How are counties involved in creating this?
Why is WisDOT doing this?
Next steps?
Questions?
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Counties have direct access to the system
Changes how counties: ▪ submit & track county annual financial reports & surveys
▪ submit & track invoices
▪ review & sign RMAs, DMAs, TMAs, PbM contracts
▪ report on budgets & balances
Automates data flows between
CHEMS & WisDOT
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Secure, role-based system
Direct submission of financial info & invoices
Let the system do the work▪ Electronic review & retrieval of documents
▪ Email reminders for what’s coming due
▪ Behind-the-scenes workflows route documents to right
place at right time for editing, approval & submission
▪ Escalation if deadlines pass or positions are vacant.
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Validation to ensure all required fields are filled in.
Data flow so you only enter things one time – and
they show up in the right places downstream.
Protections to alert you to more common errors
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Run reports directly from the system▪ Including other counties’ charges to your RMA
▪ Choose among pre-built reports or build your own
Track RMAs and invoices thru approval▪ View workflow in real time
▪ Receive notification upon completion
Retrieve and print docs anytime
Customized dashboard
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Challenges
Non-CHEMS counties
have to key data
Learning something new
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Strategies
Key only high-level data.
Easy upload for detail.
Make screens intuitive.
Provide training and
support.
Share impacts from changes to WisDOT internal
maintenance program management (MPM) system
What does this mean for counties?
What does this mean for CHEMS?
How are counties involved in creating this?
Why is WisDOT doing this?
Next steps?
Questions?
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No changes to entering or using data in CHEMS
No changes to CHEMS support▪ Jon Gray remains lead developer & contact
Automatic data flow between CHEMS & WisDOT▪ The same way equipment cost analysis (ECA) form flows
into WisDOT equipment systems
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As part of this project, evaluate moving CHEMS to
a web-based system.
Counties will be involved at every step!
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Share impacts from changes to WisDOT internal
maintenance program management (MPM) system
What does this mean for counties?
What does this mean for CHEMS?
How are counties involved in creating this?
Why is WisDOT doing this?
Next steps?
Q&A
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County involvement in:▪ Needs identification
▪ Testing
▪ Training
▪ Decisions & escalation
Ongoing communication
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County subject experts & testers
SWR Steph Neumann, Sauk Co.
SER David Owens & Michelle Suprenant, Washington Co.
NER John Wilson, Outagamie Co.*
Michelle Uitenbroek, Outagamie Co.
NCR Mary Rosensprung, Marathon Co.*
NWR Sally Ellison & Sandy Perry, Barron Co.
Jen Holub, Barron Co.*
Carrie Heath, Chippewa Co.
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* Also serving on MPM governance team
Share impacts from changes to WisDOT internal
maintenance program management (MPM) system
What does this mean for counties?
What does this mean for CHEMS?
How are counties involved in creating this?
Why is WisDOT doing this?
Next steps?
Q&A
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WisDOT uses an old mainframe system to create
and process payment for RMAs & other contracts.
There are seven systems running databases,
processes, reporting to manage WisDOT’s
contracts with counties.
Many processes are
highly manual.
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Updating the mainframe and related systems▪ moving to the web
▪ automating processes
▪ adding features
Providing direct, secure county access.
Adding features to benefit counties – including
automated data flow between CHEMS & WisDOT.
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Share impacts from changes to WisDOT internal
maintenance program management (MPM) system
What does this mean for counties?
What does this mean for CHEMS?
How are counties involved in creating this?
Why is WisDOT doing this?
Next steps?
Q&A
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Jan-Feb 2019: Training!
Spring 2019: Financial reports & surveys
Summer 2019: Equipment classification workflow
Fall 2019: 2020 RMA contracts
January 2020: RMA invoices & reporting
2020: Enhanced data flow between CHEMS &
WisDOT systems
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Phased development. Phased roll out.
Training & support for every step.▪ Pre-programmed with easy-to-follow workflows
▪ Online training videos & resources
▪ In-person training
▪ IT support by phone
▪ Ongoing improvements
Secure login through WAMS-ID.
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