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Honorable Mentions

STEWARDSHIP AWARD: California DOT (CALTRANS)

Division of Right-of-Way and Land Surveys
Integration of GIS into the Permit to Enter Process

Photograph of Winning Project
STATUS OF PERMITS IN GOOGLE
EARTH.

This award recognizes Ms. Karen Koklich and Mr. Steve Aragon of the Caltrans Division of Right-of-Way and Lands Surveys for their collaborative efforts in improving the ROW permit to enter process for Caltrans District Eleven.

In a time when increasing government austerity is the reality, operational efficiency is often the first solution to ever-decreasing budgets. Ms. Koklich and Mr. Aragon recognized the opportunity to improve a previously disjointed process and produce an effective work communication tool that benefits the project development process. With a total of over 40 years of experience with Caltrans, the two worked together to combine their knowledge of software and process to streamline workflow and improve information access for district personnel.

The division's permit to enter process has always been maintained as a tracking sheet to manage the owner's response status to the permit to enter the property. Ms. Koklich and Mr. Aragon joined that information to a parcel layer, displaying the status and property information through Google Earth. Rather than needing to contact ROW for the status of the entry permission, project team members now have ready access to imagery and supporting documentation with the Google Earth file.

The information is now available in an easy-to-use format, and the status of any parcel and all documents can be accessed through source computer desktop. Google Earth Street View aids the user in assessing safety and terrain, enabling the anticipation of site conditions before visiting the site. Three-dimension visualization aids drillers and technical personnel to better plan their on-site tasks. Historical imagery aids personnel in understanding how the parcel has developed over time. All of these features aid personnel in deciding where and when to conduct their tests or surveys. Overall, users estimate that the process saves them roughly 5 to 10 hours per project.

This project, which integrated software technology with established processes, is an excellent example of the ways in which efficiency gains can be made in the communication of project details.

Contributors: Karen Koklich, Steve Aragon, George Schuh, and Mark Phelan.

TECHNICAL SPECIALTY AWARD: Arizona DOT (ADOT)

ROW Group Property Management Section
Demolition Database Development

Photograph of Demo Database Team from left to right: Mr. Raul Torres, Ms. Paula Gibson, Mr. Brian Rockwell, Mr. Ben Black, Mr. Greg Rodriguez, and Mr. Harry DePrins standing in front of a Arizona DOT maintenance truck.
DEMO DATABASE TEAM FROM LEFT
TO RIGHT: MR. RAUL TORRES, MS.
PAULA GIBSON, MR. BRIAN
ROCKWELL, MR. BEN BLACK, MR.
GREG RODRIGUEZ, AND MR. HARRY
DEPRINS.

This award recognizes ADOT's ROW Group Property Management Section for developing a comprehensive, interactive database with electronic storage, tracking, and oversight of all information specifically related to the Section's demolition functions and responsibilities.

The database internally serves as a custom application for ADOT's needs, readily allowing for changes and/or enhancements and avoiding the significant expense of purchasing an 'off-the-shelf' program not customized to ADOT's needs or functions. It tracks and stores all the necessary types of information, including owners, contractors, bid amounts, dates, and total costs, including cost to cure figures, documents, and comments. Additionally, it is linked to Global Positioning System (GPS) and ArcGIS systems, enabling users to "see" where the demolition parcels are located, and contains all the forms required in the demolition process.

DEMOLITION DATABASE: ARCGIS AERIAL MAP SCREEN LINKED TO THE DEMOLITION DATABASE
DEMOLITION DATABASE: ARCGIS AERIAL
MAP SCREEN LINKED TO THE DEMOLITION
DATABASE

Not only is the database useful to Property Management Section staff, but it is also readily accessible internally within ADOT and to other state and Federal agencies in "read only" format. This vastly improves the accessibility of the information and avoids disruption to internal staff. The database is continuously being linked to various other internal databases within ADOT, enabling cross referencing with ADOT's Excess Land database, the Dust Management database, and the Water Wells database.

The property management database is an excellent tool for the Property Management Section, containing a highly efficient management system with a multitude of information and functioning as a tracking mechanism.

Contributors: Paula Gibson, Raul Torres, Brian Rockwell, Ben Black, Greg Rodriquez, and Harry DePrin.

Updated: 04/02/2013
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