Current ECM/OnBase Solutions

Project: NDOT 240 Work From Home:
Primary Contact: Diane Holthus

Project: Agreements, Audits, and Consultant Evaluation
Primary Contact: Dawn Knott
User Guides: CONSULTANT EVALUATIONS - OnBase Form Guidelines Document; CONSULTANT EVALUATION - Areas of Performance Guidelines; Work Category Evaluation Illustration

A workflow solution to handle the approval, internal routing, tracking, and distribution requirements of agreements.  The solution pulls data from the mainframe (Agreement Contract Tracking system, ACT) to populate document keywords reducing the quantity of data provide by the user.

Project: Accident Reporting Lifecycle
Primary Contact: Sean Owings

This numerous workflow solution provides for crash reporting processing, for fatalities, data entry, work zone, state property damage, and truck/bus crashes.  The OnBase system interfaces with the Highway Safety information database, this allows for the reduction in errors, increases efficiencies, ease of retrieval, cross-agency data sharing, and driver to investigator image matching. 

Storefront has increased the efficiency of vehicle crash law enforcement report purchasing by the general public.  By providing a user-friendly, web-based user interface, the general public can quickly search for a vehicle crash report and make a purchase without having to come into the Highway Safety – Accident Report office.  

Project: BTSD Project Proposal
Primary Contact: Phanel Petit
User Guides: IT Project Proposal

This workflow solution has given NDOT staff the capability to submit a BTSD Project Proposal.  This workflow handles all routing, approvals, provides tracking, plus assures all stakeholders are kept informed of the process of the project. This has improved business process, allows everyone to retrieve all current, and historical project proposals. 

Project: City Lane Mile Report
Primary Contact: Bob Jaeger
User Guides: City County Lane Mile

WorkView solution allows NDOT to communication and document management tool between local city government officials and the Nebraska Department of Transportation for the purpose of reporting any additions, removals, or changes to city roadways.  In addition, City Clerk’s information is updated and maintained.

Project: Construction Project Planning (CPP)
Primary Contact: Steve Moore & Damion Stern

The Construction Project Planning (CPP) WorkView solution exist within the OnBase application is the NDOT process for submittal, planning and approval of highway construction projects. The primary deliverable is the Final NDOT-73 Planning Document which consists of cover sheet and planning report. This solution replaces the Agility system.

Project: District Incident Reporting Knowledgebase (DIRK)
Primary Contact: Donna Hosick
User Guides: DIRK CONTROLLER INSTRUCTIONS; DIRK DISTRICT INSTRUCTIONS;  DIRK LEGAL INSTRUCTIONS; DIRK SPD COORDINATOR INSTRUCTIONS

The DIRK system tracks all incidents, and state property damages paperless through the OnBase WorkView solution in OnBase. The solution provides notification and documentation of work needed and completed. All cost and collection of these cost is tracked within the DIRK system used statewide.

Project: DMV
Primary Contact: Sean Owings

Allows for the Nebraska Department of Motor Vehicles office access to driver and investigator vehicle crash reports to assist in their efforts to verify insurance compliance.

Project: Employee Accident
Primary Contact: Diane Holthus
User Guides:  “Electronic DOT 82: Supervisor Accident/Loss Report Form”, videos DOT 82 “Supervisor’s Accident/Loss Report – Vehicle/Equipment Accident” and DOT 82 “Supervisor’s Accident/Loss Report  Introduction/Personal Injury” exist in OnBase.

Developed a workflow solution converting from a paper version of the DOT82 to an electronic version. This will allow for the streamlining of processes, along with reduction in paper. 

Online training is also available on the EDC.

• Electronic DR82: Personal Injury
• Electronic DR82: Equipment/Motor Vehicle Accident, which includes the Drawing Tool for accidents

Project: Final Pavement Determination
Primary Contact: Brandon Varilek

A workflow solution created with review, revision and approval processes. This has eliminated the need for printing, hand signing, and routing pavement design documents through surface mail as well as the associated costs.  An electronic tracking system was created to quickly assess where an individual document is in the approval process.  The occasional loss of hard copy documents and time required to resubmit them has been eliminated.

Project: Human Resources
Primary Contact: Diane Holthus

Document storage in OnBase has allowed HR to store and track documents for HR Personnel and Recruitment files along with other various types of documents. OnBase has saved time for retrieval with being able to view a document and forward if necessary.  We are also able to utilize OnBase for searching vouchers and Legislative Bills. Going paperless and time saved for retrieval has been an efficiency gain.

Project: Invoice
Primary Contact: Dawn Knott

A workflow solution to gather invoices submitted by “external” consultants through a web client, route invoices through various approval queues, create payment forms from data pulled from the mainframe (ACT) to populate document keywords.  Having all invoice documents paperless and stored in OnBase allows for easy tracking, retrieval, and review.

Project: LB429
Primary Contact: Numerous NDOT Staff
User Guide: LB429 User Guide

This workflow solution took a manual process to obtain project information, agreements and direct purchases, to integrate and automate the process to the State LB429 website. The current solution ensure that we comply with all legal requirements, and has saved time for all personal involved.

Project: MS4
Primary Contact: Nathan Sorben

This workflow solution provided a single source document due to prior configuration that had one created in PPD, and then duplicated in RDD. MS4Workflow provides the ability to track projects and route Form A from PPD to RDD for real time tracking, and link with the MS4 Form B, and update the existing PIH report. Efficiencies gained include the decision being automatically loaded into the PIH Workflow, and reduced time scanning, printing, and uploading approved documents.

 Project: Plan In Hand
Primary Contact: Nathan Sorben

This workflow solution provided Designers the ability to create the PIH report, track comments for the final report, and allow each section/division/district to route internally for review. This saved printing the report, allowed Designers to continue with the next phase of a project in a timely manner, and reported on the routing duration in each reviewer’s queue. The next step in this workflow is to reduce review time, and integrate duplicated sections, and documents within OnBase.  

Project: Right of Way Permit
Primary Contact: Nathan Sorben
User Guides: ROW Permit Review Instructions for Permit Coordinator

Right of Way (ROW) Permit System is a workflow within the OnBase application that allows for assigning permit requests for internal review and receiving information and comments from the divisions to understand the effort and assess what needs to be done to complete the permit.

Project: Request for Qualifications (RFQ)
Primary Contact: Randy ElDorado
User Guide: RFQ WORKFLOW Document; RFQ Reviewers Guide

Request for Qualifications (RFQ) WorkView solution resides in OnBase application is the NDOT process for sending out Request for Qualification (RFQ) to outside firms, receiving the firms Statements of Qualifications (SOQ), and receiving internal “scores” based on firms ability to complete the project.

Project: Roads Payments System (RPS)
Primary Contact: JeanE. Pilhal

Provides NDOT Controller Division a means for electronic routing of all invoices, initiate approvals for payment, tracking of submitted invoices, and interface from Roads Payment System (RPS) to reduce duplication of data entry, eliminate paper routing of these documents, and cross reference all documents to continue the electronic filing. User Guide is located here: RPS Invoice Payment Process.

Project: Shop Drawing
Primary Contact: Mike Ondrak

The Construction Division has streamlined, and standardize the routing of Shop Drawings through an electronic routing and approval process. This will allow for easy retrieval, review and tracking of all Shop Drawing documents. With the overall goal to reduce labor required to process shop drawings, improve turnaround time, and increase accuracy.