ohio dot’s online ce system presented by kevin e. davis environmental supervisor office of...
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Ohio DOT’sOnline CE System
Presented by Kevin E. Davis
Environmental Supervisor
Office of Environmental Services
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Why Did We Go Online? Way past due entering the 21st Century!
Save paper – after all, we are Environmental Services…
Improve consistency, and reduce review times, revisions needed, and costs
Eliminate redundant documentation
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The Old Way Impractical and inefficient
CE form existed in two formats Both supported in Word
Time intensive process Multiple reviews/revisions Numerous hard copies Numerous mailings between
consultants, districts, OESand reviewing agencies
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We Finally Had Enough…
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…And Embraced the Future
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Aims Comply with FHWA/ODOT Programmatic CE Agreement
Streamline & standardize preparation of CEs
Expedite review and approval process
Create data reporting and querying capabilities
Eliminate printing and mailing costs
Improve project delivery time
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Timeline Submitted request to IT Governance Council in Feb. 2010
Initially approved in late Spring 2010 – began March 2011
Deployed in May 2012
Phase 2 Enhancements deployed April 2015
Phase 3 Enhancements have begun – deploy Dec. 2015
Continual enhancements anticipated…
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System Interactions
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System Highlights Designed in wizard-type format
TurboTax for CEs
Security Groups Users are placed in one of five groups Registration process for external users
Integrates specific data from ELLIS
Review and Approval Process
Re-evaluation Process
Electronic Signatures
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System Highlights Home page
Create Project View Standard Reports Start Re-evaluation Recently Viewed Projects Task Queue
Project file Supported by SharePoint
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System Highlights Form Adminstration Tab
Identifies ODOT, FHWA, and consultant personnel Controls access to a project
Specific disciplines are included P&N, Alternatives, Section 4(f), Ecological, EJ, etc.
Automatic e-mail notifications When a task is assigned and documents are uploaded
User can comment and respond to comments
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Project File All documentation related to a project
Reports, technical documents, mapping, ROW plans, etc.
Documents electronically uploaded No size limitations User can “name” documents or select from menu
provided Check-out/check-in feature
Facilitates track changes and comments Avoids versioning
Documents can be designated as Part of CE or Not For Public Use
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Review and Approval In-house CEs
Majority prepared, reviewed, and approved by district staff
Typically lower level (C1, C2 and possibly D1)
Higher level CEs Tasked out to consultants Submitted to districts for review Districts will assign to appropriate OES Policy Liaison OES Policy Liaison will assign, as appropriate, to SMEs
(Subject Matter Experts) for each discipline
This process includes providing comments within the system and facilitating revisions needed
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Prepare-Review-Approve
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What’s Next? Currently developing additional enhancements (Phase
3) Primarily to comply with NEPA Assignment Correct minor bugs/issues Provide user friendly tools for data reporting and
querying purposes
Integrate with existing databases within ODOT
Public access
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Lessons Learned Develop a Communication Plan
Updates via email can be ineffective Business rules initially developed are not always
followed OES Policy develop a website dedicated to Online CE
Comprehensive Training Go beyond train the trainer Develop on-line modules for consultants and DOT
staff