Utility Conflict Management –Results and Recommendations

from SHRP 2 R15(B)

Edgar Kraus & Cesar QuirogaTexas Transportation Institute

Joint AASHTO Right of Way and Utilities and Design Subcommittee Meetings

St. Louis, Missouri, May 9-13, 2011

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SHRP 2 R15(B) Research Team

• Texas Transportation Institute (prime)

– Cesar Quiroga (PI), Edgar Kraus

• Cardno TBE

– Paul Scott, Nick Zembillas

• Utility Mapping Services

– Phil Meis, Tom Swafford

• Ash Engineering

– Gary Monday, Janice Sands Ash

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Research Objectives

• Review trends and identify best practices for the use of UCMs

• Develop a recommended UCM approach and document related processes

• Develop training materials

• Develop implementation guidelines

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Why Manage Utility Conflicts?

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What We Did

• Online survey of 50 states

– 103 responses from 34 states

• Follow-up interviews

– 38 interviews with representatives from 23 states

• Feedback workshops

– Texas, California, Georgia

• Pilot training workshops

– Arkansas and South Dakota

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Sample from Alaska DOT&PF

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Sample from Caltrans

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Sample from Florida DOT

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Sample from Georgia DOT

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Sample from Michigan DOT

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Sample from South Dakota DOT

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Picture PCN Picture City or Hwy. No. Description

No. Looking Town

6.JPG 02BF N Platte 44 Water valve in the SE quadrant of Hwy 44 & Indiana

7.JPG 02BF W Platte 44 Power Pole in the SW quadrant of Hwy 44 & Indiana

8.JPG 02BF N Platte 44 Power Pole in the SW quadrant of Hwy 44 & Indiana

9.JPG 02BF N Platte 44 Power Pole in the SW quadrant of Hwy 44 & Indiana

10.JPG 02BF E Platte 44 Power Pole (Transmission w/ riser) in the SE quadrant of Hwy 44 & Ohio

11.JPG 02BF E Platte 44 Power Pole (Transmission w/ riser) in the SE quadrant of Hwy 44 & Ohio

12.JPG 02BF N Platte 44 Power Pole, Fire hydrant & water valve in the SE quadrant of Hwy 44 & Ohio

13.JPG 02BG S Platte 45 Light Pole in the SW quadrant of Hwy 45 & 4th St

14.JPG 02BG E Platte 45 Light Pole in the NE quadrant of Hwy 45 & 4th St

15.JPG 02BG S Platte 45 Light Pole in the SW quadrant of Hwy 45 & 6th St

16.JPG 02BG E Platte 45 Power Pole in the NE quadrant of Hwy 45 & 6th St

17.JPG 02BG E Platte 45 Power Pole in the NE quadrant of Hwy 45 & 6th St

18.JPG 02BG W Platte 45 Power Pole & Fire hydrant in the NW quadrant of Hwy 45 & 6th St

19.JPG 02BG W Platte 45 Power Pole w/ riser in the NW quadrant of Hwy 45 & 6th St

Sample From Texas DOT

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What We Found

• Tables/spreadsheets are common utility conflict management tools

• Wide range of styles and content

– 26 sample tables received

– 144 different data items in total

– 4 to 39 data items per table (average: 14)

• UCMs are not simple 2-D table products

• One size does not fit all

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What We Developed

• Prototype 1: UCM spreadsheet

– Compact, standalone, Microsoft Excel

• Prototype 2: Utility conflict database and data model

– Microsoft Access

• Training materials

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Products are ready for use/implementation

Product Benefits

• Tracking of utility conflicts

• Tracking of estimated costs

• Standardization and optimization of utility coordination process

• Data exchange among stakeholder

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Prototype 1: UCM Spreadsheet

• Header: 8 data items

• Body: 15 data items

• Includes drop-down lists

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Prototype 1 Sample Utility Conflict Record

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Prototype 1: Cost Estimate Analysis

• At least one sheet per conflict

• Includes drop-down lists

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Prototype 1: Cost Estimate Analysis

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Prototype 1:Benefits and Limitations

• Benefits

– Easy to use

– Simple to implement

– Inexpensive implementation

– No IT involvement required

• Limitations

– No relational data structure

– Not designed for data querying

– Not designed for complex reports

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Prototype 2:Utility Conflict Database

• Flexible design & structure

– Based on large number of diverse UCMs

– Uses state-of-the-art data model

– Enterprise database support (Oracle, SQL Server,…)

• Relational

– Can link to existing DOT data systems

• Scalable

– Add records in lookup tables as needed

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How to Use the Database:Create Reports

• Review/define your requirements

• Enter data

• Develop queries

• Develop report(s)

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Prototype 2: Example Report

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Prototype 2:Example Cost Estimate Analysis

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Alaska DOT&PF Report

Caltrans Report

Georgia DOT Report

Powerful Reports:Manage the Project

• Show me all conflicts associated with company X

• Show me all water utilities in conflict

• Show me all conflicts with an estimated resolution date after letting date

• Create customized UCM for individual utility owner

• Create utility certification for PS&E package

• …

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Powerful Reports:Evaluate Performance

• What’s the average conflict resolution time for electric utilities?

• Average conflict resolution time for company X?

• Average conflict resolution cost for company X?

• Average conflict resolution cost on project Y?

• Show me all conflicts with resolution time >100 days

• …

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Powerful Reports:Provide Management Statistics

• What’s the number of statewide utility conflicts in FY 2011?

• Number of conflicts resolved in FY 2011?

• Average statewide resolution time and cost?

• Average project utility relocation cost by district?

• Total utility conflict resolution cost by project, district, or statewide?

• …30

Database Benefits

• Powerful reports

• Adapts to DOT needs and business process

• Link to existing DOT data

• Avoids redundancies

• Built-in tracking&archiving

• Simple customization

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UCM Training Course

• One day training course for

– Utility coordinators

– Project designers, engineers, and directors

– Consultants

• Comprehensive treatment of utility conflicts

• Extensive hands-on utility conflict exercise

• NHI standard

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UCM Training Materials

• Presenter notes and participant handouts

– Sample project plans

– UCM templates

• Companion CD

– All training materials

– UCM (spreadsheet)

– Utility conflict database (Microsoft Access)

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How To Get Started

• Request products

– Currently under review by SHRP 2

– Check SHRP 2 website

http://apps.trb.org/cmsfeed/TRBNetProjectDisplay.asp?ProjectID=2561

• Start pilot implementations

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How To Get Involved

• Contact us:

Chuck Taylor, Transportation Research Board

ctaylor@nas.edu, 202-334-2065

Cesar Quiroga, Texas Transportation Institute

c-quiroga@tamu.edu, 210-979-9411 x 17203

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Questions?

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