Uses of Mobile Information Technology Devices in the Field for Design, Construction, and Asset Management (2016)

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18 CHAPTER FIVE MOBILE INFORMATION TECHNOLOGY USE CASE STUDIES INTRODUCTION Outside the use of surveys for data collection, some respon- dents were selected for interviews as case studies, to add rich- ness and detail to the feedback garnered through the surveys. The selection process involved a systematic approach with the goal of collecting feedback from states at various adop- tion and implementation levels. Feedback from STAs at dif- ferent levels provides a snapshot of implementation and use across the spectrum of adopters. The interviews covered the benefits, challenges, and approaches at different levels, which can help adopters plan for the next appropriate step rather than simply an end goal. This chapter summarizes the find- ings from the case studies and presents a detailed account of the information relayed during the interviews. The questions asked of each STA are included in Appendix E. OVERVIEW As noted earlier, STAs were chosen for case studies according to an adaptation of Everett Rogers’ Diffusion of Innovations classifications (12). Table 7 shows the alignment of the study’s adaptation index, with the STAs’ self-assessments from the survey and a summary of notes from the case studies. The self-assessment score was the average of multiple survey responses, with 1 denoting a low-level implementer and 3 a high-level implementer. Although the index is not an exact match to the study assessment, there is some similarity, and the case study notes appear to support the study assessment score. This assessment is not presented as a judgment but is meant to illustrate what various levels of adoption might look like at an STA. With this knowledge, an STA can understand its own adoption level and set goals for the future. DETAILS The following are summaries of interview responses accord- ing to the objectives of the case studies. The initial interview questions focused on the objective findings of the survey; follow-up questions sought to garner more detail on the uses of mobile IT at a particular STA. Some respondents were able to provide more detail than others, but in all instances useful information was provided because of the willingness and generosity of the participants. North Carolina The North Carolina Department of Transportation (NCDOT) responses to the survey indicated that the agency was a high- level (one response) or medium-level implementer (one response); however, further analysis using the logic applied in this synthesis identified the agency as an innovator. With the goal of gleaning details of mobile IT use at this adoption level, all innovator states were contacted with a request for an interview. NCDOT generously agreed to be interviewed for this case study. Mobile Device Selection NCDOT began a handheld device program for highway maintenance functions in the late 2000s, only to have the program cut as a result of budget shortfalls. The program has recently been revived, and mobile IT devices have been implemented in other functions as well. NCDOT has users with smartphones and some with regular mobile phones. For the standard uses of phone calls, e-mail, and web access, NCDOT will either provide a smartphone (typically an Apple iPhone, based on the agency’s ability to support these devices) or will allow users to use their own devices with a set monthly reimbursement. These programs are contin- gent on manager approval of need. NCDOT construction inspectors have also used Apple iPads and Microsoft Win- dows–based devices in the field, through integration with Microsoft SharePoint. Procurement of devices for more innovative uses has been by bulk purchase. NCDOT uses specifications and standards to put a bulletin out for bid for these devices. The business units begin the process by requesting the devices, in coordination with IT staff for support. An IT project-level cost-benefit analysis is completed for the request, generat- ing an ROI figure. This analysis is difficult, as the devices and prices might change in response to the bids submit- ted. Changing devices from procurement to procurement is another concern with the bulk contract purchase method. Application Adaptation and Development NCDOT’s current focus is on the adaptation of web-based applications for compatibility with mobile IT screen sizes. Rather than recreate applications for the mobile environ-

19 ment, NCDOT begins with web-accessible applications and modifies them to conform to a mobile-sized screen. The agency uses two tools to help with this effort: Visual Studio to develop multiplatform products functional for Android, iOS, and Windows systems; and Xamarin, a cross-platform development tool that allows virtual views across multiple devices. In-house development is just beginning and has typically been in native applications. NCDOT has relied on consultant, vendor, and in-house services for mobile application devel- opment and customization. One current project involves a vendor developing a mobile multimedia messaging service application for asset management. Standards or Specifications on Applications, Hardware, or Support Systems NCDOT adheres to the standards developed by the North Carolina state IT group. These standards apply to both mobile and nonmobile devices and applications, and the security must match the architecture of the enterprise system. This approach requires encryption of mobile devices, although iPhone users may request a waiver. NCDOT also allows employees to use their own devices, which can add complexities. Policies and Procedures Related to Storing, Securing, and Sharing Data Collected by Mobile Devices Again, NCDOT applies the same standards for storing, securing, and sharing data to mobile devices and nonmo- bile devices. There are no separate policies or procedures for mobile devices, although the area is beginning to attract attention. NCDOT is a creating a data management group to set standards in that area and is creating a data/com- munication classification system. The system will classify correspondence such as e-mail as classified, unclassified, or private, although the boundaries for these classifications are difficult to determine. One specific application for data sharing from mobile tablets (specifically iPads) is Microsoft SharePlus. NCDOT invested in SharePlus to allow iPad users to collect data that could be integrated with the enterprise SharePoint system. SharePlus allows the user to work offline and synchronize data later, which is useful when connectivity is not available. Challenges Experienced Using Mobile IT Devices NCDOT noted several challenges it has faced. The biggest one was overcoming a paper-based culture; for example, convincing construction managers to trust a mobile device over their tried-and-true field notebooks for documentation. NCDOT used a 20-device (iPad) pilot effort to troubleshoot and field questions. The pilot enabled the rollout team to be more successful when it issued 1,000 devices. NCDOT has also dealt with multiple device types. The use of a bulk purchasing system has led to different devices being procured from one purchase to the next. This system causes many issues: IT support for multiple devices, vary- ing updating needs, and training on different devices for the same application. Purchasing rules would have to be modi- fied to resolve this issue. Some platform-specific challenges have also surfaced, such as versioning issues between Windows 7 and 8, updat- ing applications with compatibility across platforms, and dealing with the security aspects of pushing updates for some devices (e.g., Apple allows only one contact point for sending updates to the app store). The final challenge involved questions about the costs of purchasing mobile devices and the data plans required to serve them. This challenge was easy to resolve by dem- onstrating that the time savings in driving alone more than covered these costs. Benefits Experienced Using Mobile IT Devices More than any other benefit, NCDOT has seen savings in time and money, especially with the use of iPads in construction management. Personnel can carry manuals and specifica- tions electronically and update them easily using SharePoint, which saves on printing costs. Another savings has been in the monitoring or documentation of personnel, materials, and equipment. For example, in the past, timesheets were trans- ported from field locations and entered into an enterprise sys- tem. Mobile IT has allowed these processes to be automated. NCDOT embraces the efficiencies of mobile IT and pro- vides users with the tools and accessories to increase these efficiencies. The agency maintains a list of approved accesso- ries users may request, such as cases and Bluetooth keyboards. NCDOT views many of these mobile devices (such as iPads) as commodities; rather than purchasing more expensive tab- lets and laptops, it purchases low-cost devices that meet speci- fications and allows field use to test their ruggedness. Specific Uses of Mobile IT NCDOT uses mobile IT to access and use many of its legacy web-accessible applications; hence, the current focus on screen compatibility of these systems. One such system is HiCAMs. This construction management system was developed nearly a decade ago in-house and is web-accessible through Citrix. The system tracks construction quantities, materials management, pay records, and similar construction management documen- tation. Field staff use mobile devices (iPads) to input informa- tion into this system when connectivity is available. SharePlus allows them to connect to the SharePoint server for access or entry of project information, inspector field notebooks, plans, photos, real-time access to material test results, and countless

20 other specifications and manuals. SharePlus allows them to work with or without connectivity; if the latter, it synchronizes information once the connection is restored. NCDOT is also piloting the use of RFID tags and readers for cost-effectiveness in materials and later asset management. In asset management, NCDOT recently invested in a large number of tablets for a vendor-developed multimedia messaging system. With GPS-enabled devices, staff can track operations, equipment, and personnel; the information is automatically entered into enterprise systems at the end of each day. The GPS feature also allows for quicker location times, as coordinates are much more accurate than the previously used mile points. Other business units of NCDOT are also embracing mobile technology. Design has begun to use mobile applica- tions for total stations in surveying, and the ferry services are allowing reservations through mobile technology. All in all, NCDOT views mobile technology as an important tool for increasing the efficiency of personnel and providing the public with the services it expects. Ohio The Ohio Department of Transportation (ODOT) rated itself as a medium-level (three responses) or low-level implementer (one response). Further analysis established the agency as a mobile IT believer. ODOT is one of two mobile IT believers that generously agreed to be interviewed for this case study. Mobile Device Selection ODOT’s device selection process begins with the users. Typically, the potential user researches multiple devices and the administrator or manager makes a request after seeing the need and value of the proposal. The IT section makes the final determination on the basis of interoperability and security. There is usually no formal cost-benefit analysis, but ODOT uses trials to justify the purchases. ODOT typically issues devices to staff members, although some have been able to use personal devices with restrictions owing to security concerns. ODOT is using devices such mobile phones, smartphones (iPhones), tablets, and mini-laptops. Many are Microsoft Windows–based for interoperation and consistency with other systems, although Android devices are also in use. The need for a smartphone and data services is assessed by managers. Application Adaptation and Development ODOT determines adaption and development on the basis of the needs and goals of the IT project. Applications are off the shelf, adapted off the shelf, vendor developed, and in-house developed. One of the most interesting aspects of ODOT is its developer-engineers. The agency is fortunate to have two engi- neers with interests and capabilities in mobile application devel- opment. Without careful communication and coordination between developer and user group, IT-developed applications can vary from end user expectations. When end users develop the applications themselves, they are more likely to be specific to user needs and directly integrated with existing procedures. But although there are numerous benefits to having end user developers, this combination of skills is rare in STAs, and such a skill set cannot be easily maintained with changing technology and the ongoing need to develop secure applications. Standards or Specifications on Applications, Hardware, or Support Systems ODOT does not have specific standards and specifications for mobile applications, hardware, or support systems, although many nonmobile specifications apply. The agency attempts to work through mobile solutions with its IT section. The IT sec- tion has a council that evaluates ideas and builds consistency in devices and cross-applications among business units. Policies and Procedures Related to Storing, Securing, and Sharing Data Collected by Mobile Devices Security, especially with personal mobile devices, is a major concern for ODOT. Personal devices have been limited to access of e-mail and web-based materials; they are not used for data entry or to store project files. ODOT does not have specific mobile policies and procedures, but there is overlap with the policies for nonmobile technology. The agency also has concerns about inconsistent storage locations and nam- ing conventions; it is undertaking a major effort in standard- ization and enterprise architecture. Challenges Experienced Using Mobile IT Devices ODOT noted that one of its major challenges is dealing with connectivity issues in rural areas, as many of the mobile applications rely on decent broadband or cellular service. Also noted was the amount of capital required to apply mobile technology to business processes. Although an FHWA grant for e-construction has helped, costs for devices, applica- tions, and data services can be dramatic. Efficiencies have been hard to capture, but time savings versus mobile data costs clearly show a positive ROI. Perhaps an even more significant challenge is overcoming the existing culture, specifically in construction. Field staff who were hired on the basis of their nontechnical skills have been asked to develop technical skills; in some cases, they are resistant. Technological abilities, resistance to change, security concerns, and uncertainty have all played a role in field staff’s reluctance to embrace mobile technology in construction. The paradigm change from paper documentation to a paperless sys- tem is up against the inertia of the long-established, documen- tation-heavy process of construction management.

21 Benefits Experienced Using Mobile IT Devices ODOT noted that a major benefit in mobile technology has been a reduction in the amount of erroneous data, not only in direct entry of information instead of risking transcrip- tion errors, but mainly in location information. With GPS tagging, ODOT has noticed much more accuracy in field locations of assets and less chance for error. An additional benefit is a reduction in redundant data; again, as a result of data directly entering the systems. Another benefit is the ability to enter data and access resources from the field rather than needing office connections, which builds efficiency and saves travel time. ODOT noted that it is not as mobile as it would like to be, but it is going in that direction. Specific Uses of Mobile IT ODOT is incorporating mobile IT heavily in construction management field use. Although the agency chose not to jump into the first iteration of web-based AASHTOWare products for construction management, it is using the mobil- ity of AASHTOWare Field Manager. Additionally, it has in-house-developed applications for access to specifications and manuals that are helping it move toward paperless proce- dures. It reports field buy-in for features such as talk-to-text for writing reports and field notes, as well as videotelephony (Skype or FaceTime) for communication and resolution of field issues with office or offsite management. Mobile IT use in the field has improved asset manage- ment: GPS tagging allows for fast and accurate identifica- tion, locations, and condition reporting. Another benefit is in the management of tower lighting: ODOT has a GIS-based system that allows it to remotely control lighting and to review maps that indicate their operation. Kentucky The Kentucky Transportation Cabinet (KYTC) rated itself as a medium-level (one response) or low-level implementer (one response). Further analysis established it as a mobile IT believer. KYTC is one of two believers that generously agreed to be interviewed for this case study. Mobile Device Selection KYTC device selection often begins with an end user busi- ness unit request to the IT group. The IT group assesses the technology and accuracy needs of the customer (as they refer to the end user) and suggests devices. The IT group always assumes that the device will operate disconnected in the field, because there is no failsafe when connections are not available. The IT group does a cost-benefit analysis for device selection. The group aims for cross-application of the same devices among business units, although end users’ needs drive the final selection. Currently, KYTC has about 1,500 mobile devices in use, primarily iOS types. High GPS accuracy needs are met with price contracts with Trimble devices using Microsoft Win- dows Mobile (often Junos). Tablets in use are Apple iPads, Dell Venues, Microsoft Surface Pros, and some Android- based devices. IT believes that Android is offering some bet- ter features and plans to replace Windows Mobile devices. With consumer-grade GPS chipsets approaching the accu- racy of survey-grade chipsets, the IT group hopes to see more standardization. Apple iOS devices are much more in demand by users; they are easy to support and have a good lifecycle. Device use often starts with trials. The trial of six iPads resulted in 600 being distributed to users. Application Adaptation and Development The IT group also assists business unit customers with the application needs of their IT solution. Applications may be out of the box, adapted out of the box, vendor developed, or in-house developed; decisions are made by project leaders and the IT group on the basis of needs. Most applications involve adapting out-of-the-box solutions or using in-house consultant contrac- tors, although some vendors and outside consultants are used. This activity is handled by the Application Development Branch or the SharePoint team—both units in the IT group. In some cases, the end users work directly with vendors for solutions (e.g., a business unit is currently working directly with Waze). Some applications have been adapted from existing non- mobile systems or web-based tools. KYTC uses AASH- TOWare and is in the process of moving to Web TrnsPort, which will use iOS devices. Other mobile devices access the systems via Virtual Proxy Network connections and Citrix. Standards or Specifications on Applications, Hardware, or Support Systems The KYTC IT group does not have official written standards for mobile hardware. Apple devices have become a de facto standard as the result of user demand. The group provides support for solutions and writes specifications on a project- by-project basis. The Application Development Branch does have some standards, but they are hard to maintain because technology changes so rapidly. The branch uses a code repository to build consistency for items developed in- house. Kentucky Commonwealth Office of Technology is working on more mobile-IT-friendly standards. Policies and Procedures Related to Storing, Securing, and Sharing Data Collected by Mobile Devices KYTC storage, security, and sharing of all data are managed by the Enterprise Data Management Branch within the IT group. A Microsoft SQL server is used to manage the data. No specific procedures are written for mobile devices, but nonmobile policies and procedures apply. Oracle and ESRI

22 ArcServer also house data. GIS applications developed in- house are stored and available through ArcServer; they are secure and protected by KYTC firewalls. Challenges Experienced Using Mobile IT Devices KYTC has faced several challenges in implementing mobile IT solutions in the field. As with most rural states, cellular service can be a problem. KYTC uses multiple cellular car- riers to provide users with the most effective coverage for their respective areas. KYTC also has faced challenges as a result of allowing the implementation of multiple devices. User demand for Apple products alleviates some of this problem, but incom- patibility of iOS devices with some systems is a concern. In the future, the IT group expects consolidation of mobile operating systems and customer demand to resolve some of the issues. The IT group also hopes the interest in iOS devices continues, as the costs for these devices are easy to calculate with device and data plan charges. Other mobile devices incur additional, unexpected costs. KYTC is moving past trials of several mobile IT proj- ects and into widespread distribution and implementation of devices. Learning from trials and previous implementa- tion, the IT group understands that interests and skill levels vary in the field. They provide end users with devices and training, and conduct field visits to ensure successful imple- mentation and service. When so many devices are distrib- uted, problems will arise in maintaining them. KYTC has addressed the issues of lost, broken, and stolen devices by developing a mobile device management plan to track prob- lems, as well as a replacement policy. Benefits Experienced Using Mobile IT Devices KYTC is embracing the movement toward mobile devices. Employees want the devices and are using them in numerous applications, including e-mail, photography, videotelephony, and data entry. The devices make employees more respon- sive and enable real-time data collection. Employees save time in numerous ways with these devices, which makes KYTC more efficient. Data entered are available in real time and data richness is maintained, compared with the data loss inherent in end-of-the-day transcription. Specific Uses of Mobile IT KYTC is using mobile IT in the field for asset management, design, and construction. Asset management is using mobile IT devices to conduct its Maintenance Rating Program, sign inventories, and other asset inventories. Applications streamline processes, GPS device functionality provides locations quickly and accurately, and real-time access to data improves office efficiency. The Maintenance Rating Program application uses Trimble Junos to capture data; conditions are reported within 1 week instead of three, with fewer staff involved. Design has attempted to enter into mobile fieldwork, but applications are lacking and the necessary conversions are cumbersome. This group has used Trimble Junos and the DataEast CarryMap application with multiple conversions from Bentley MicroStation files to allow specific projects to capture design field data when requested, but owing to the complexity, this has only been implemented a few times with assistance from the IT group. Construction is implementing AASHTOWare Web Trn- sPort. The integration with Citrix is allowing improved implementation of mobile devices and field data entry for construction management. This system requires iOS devices; construction field staff are using iPads for construc- tion management functions and data entry. These devices also allow other opportunities, such as FaceTime to com- municate and resolve field issues. Vermont The Vermont Agency of Transportation (VTrans) rated itself as a medium-level implementer (one response). Fur- ther analysis established the agency as a leading majority in mobile IT. VTrans generously agreed to be interviewed for this case study. Mobile Device Selection VTrans has a very informal mobile device selection process. In 2011, Tropical Storm Irene damaged or destroyed many roads and bridges. Immediate field IT and communication were required, and the popularity of Apple products drove the decision to purchase and implement iPads and iPhones. This was an effective solution, as many people were familiar with the devices and ready to use them. Currently, VTrans is beginning to move toward Microsoft Surface Pros so it can use Microsoft DirectAccess. Switching to Microsoft Office365 will eliminate the need for Citrix and the use of virtual proxy networks, and will build consistency among the hardware and applications used. The VTrans IT group attempts to partner with end users for solutions. Currently, only state-issued devices have sys- tem access, and device allocation is typically assigned to a position. The job function determines which device and data services are provided. Application Adaptation and Development For data capturing, VTrans has relied on vendor-developed applications and support. The agency has also used Air- Watch, Citrix, and virtual proxy network (VPN), as well

23 as Xen Mobile for file sharing and work within its network. Limited success and user dissatisfaction are motivating the move to Microsoft Office365. Vendors will supply and sup- port these applications as well. VTrans IT is developing its own reporting and mapping applications for mobile use, such as with ArcGIS. These reporting applications have involved 511 and other read-only interfaces. Standards or Specifications on Applications, Hardware, or Support Systems VTrans standards and specifications for mobile applications, hardware, and support systems are informal and largely con- trolled by the local business offices. The agency attempts to maintain device consistency by keeping staff on the same device types and providing devices on the basis of function. It also attempts to assign the device to a position so public contacts do not change. VTrans is strategic in the devices and accessibility pro- vided according to job functions. For example, owing to their job functions, managers in maintenance can request the abil- ity for their phones to be able to provide a hot spot. Differ- ent levels of device and service combinations exist to match services with functions and at the same time mitigate costs. Policies and Procedures Related to Storing, Securing, and Sharing Data Collected by Mobile Devices Security concerns have led to a policy that only state-issued devices are supported for access to systems and data. Man- aging data through VPN connections mitigated risk, but there was a concern related to the Freedom of Information Act if personal devices were allowed. The VTrans IT group typically tries to serve the customer without creating any problems, and this was its solution: VTrans allows per- sonal use of state-issued devices as long as performance is not impacted. This policy resulted in many staff members giving up their personal devices and embracing the state- issued devices. There was some concern about data costs, but an unintended benefit to the agency has been after-hours responsiveness of staff. Challenges Experienced Using Mobile IT Devices Vermont is a rural state with large areas that have no cel- lular service; thus, VTrans has not relied on mobile IT but has used it to supplement functions. Additionally, some instances of international roaming on the Canadian border have caused unexpected problems. In addition to connec- tion issues, workforce use and training has presented chal- lenges. With Tropical Storm Irene, there was no time for formal education and training; peer-to-peer training was found to be sufficient. Some challenges have also presented themselves in updating devices. End users are responsible for updates, but they are not the administrators of their desktop devices. Depending on update requirements and operating systems, an update might require a coordinated effort between IT management and the end user. A final challenge mentioned by VTrans was device inventory. Management of devices, especially when they are distributed during an emergency, is challenging. The focus is on repairing and opening roads and bridges rather than on tracking devices. Benefits Experienced Using Mobile IT Devices Mobile IT has offered many benefits to VTrans. The iPads and iPhones used during Tropical Storm Irene enabled services, communication, and coordination that would otherwise not have been possible. Instant picture sharing was especially vital during and after the storm. Efficiencies and savings are difficult to quantify, but some offices have been able to eliminate their landlines, and travel costs have clearly been reduced. Pooled data and minutes have helped mitigate plan costs. Specific Uses of Mobile IT VTrans uses mobile IT in field applications for construc- tion and asset management. The InfoTech Mobile Inspector application is used to enter field data into SiteManager for construction management. Field staff are able to track mate- rials, approvals, and change orders, and to enter pay items. This requires VPN and Citrix, which then allow access to other network resources. Asset management users can request the ability for their iPhones to provide a hot spot. Using their iPads, they can provide daily reporting of staff, materials, and equipment from the field. Using ESRI ArcGIS Collector and GPS- enabled tablets, they can collect asset locations and condi- tions. They can also use ArcGIS to assist in managing winter weather events, including updating road conditions and 511. Idaho The Idaho Transportation Department (ITD) rated itself as a medium-level (three responses) or low-level implementer (three responses). Further analysis established the agency as a following majority. ITD generously agreed to be inter- viewed for this case study. Mobile Device Selection ITD does not have a specific process for mobile device selec- tion. The agency relies on its wireless carrier, Verizon Wire- less, to provide input and make suggestions for devices. On the basis of user needs and suggestions, ITD is using smart-

24 phones and tablets. Some of these devices use iOS, while others use Microsoft operating systems. The mobile IT pro- gram includes mostly state-issued devices, although a few personal devices have been allowed. MobileIron is used for security and privacy on personal devices. Application Adaptation and Development ITD uses mostly off-the-shelf applications and does not have in-house development capabilities. Most applications are web- based and not strictly mobile; rather, they are accessible by mobile devices through VPN connections. ITD is beginning to require vendors to provide applications with mobile capability. The agency has few applications meant for field use and is not at a level of maturity where it could demonstrate successes. Most uses are in trial stages, with anecdotal evidence of success. Standards or Specifications on Applications, Hardware, or Support Systems ITD is currently working on standards and specifications for mobile applications, hardware, and support systems. Central to this policy development is that only agency-issued devices will be granted connectivity, not personal devices. Policies and Procedures Related to Storing, Securing, and Sharing Data Collected by Mobile Devices Security of data and mobile device integration is a concern for ITD. It uses MobileIron to provide some security features, and VPN connections also mitigate risk. MobileIron requires a pass- word for agency data access and can remotely clear data from missing devices. In terms of other mobile security and storage, ITD relies on the end user to back up information. Android device users are expected to use anti-malware software. Challenges Experienced Using Mobile IT Devices ITD noted that one significant challenge is allowing end users to choose between iOS and Android operating systems. This is a sensitive subject, as it is often a matter of preference. However, the fracturing of the open-sourced Android oper- ating systems causes issues, and although iOS devices are more costly, ITD believes that their consistency and security offer substantial benefits. The agency’s IT division would like to standardize the devices the agency purchases to build consistency within and across units. Other challenges mentioned by ITD were that tablets are not a direct substitute for laptops and tablet users have been disappointed in the downgrade of performance. Like some other states, ITD faces the challenge of problematic cellular coverage. The final challenge mentioned, which is leading current policy development, is that the Freedom of Informa- tion Act causes discovery concerns under the previous prac- tice of allowing people to use their own personal devices. Benefits Experienced Using Mobile IT Devices ITD has been impressed by the anecdotal successes of its pilot uses of mobile IT. The ability to maintain communica- tion wirelessly when other systems go down ensures better service to the public. Mobile IT is building efficiency in field operations: staff are becoming more efficient in communica- tions, issues are resolved more quickly, and reaction times to emergencies are decreasing. Where connectivity and wire- less networking are available, data entry is further increas- ing project efficiency. These successes have occurred with staff using their own devices; ITD is now trying to provide agency devices and establish standard practices. Specific Uses of Mobile IT ITD is using mobile IT in construction and asset management in some trials and some standard applications. Maintenance staff are using phone conference call capabilities for quicker reaction times to emergencies. Truck-mounted devices and roadside automatic traffic recorders (ATRs) allow systems such as the 511 mobility index to be updated in near real time and make them available on GIS maps. Office maintenance managers can view this information and send help where it is needed by contacting workers on their mobile devices. ITD construction is using mobile technology to resolve issues in real time, process and track change orders, and enter construction and materials data in SiteManager or Pro- jectWise. These applications require network access and a VPN connection, but the successes justify moving to more mobile-capable systems. Although it is just getting started in mobile IT use, ITD is already seeing improvements. Wyoming The Wyoming Department of Transportation (WyDOT) did not rate itself, but analysis of its responses established the agency as a judicious mobile IT user. WyDOT generously agreed to be interviewed for this case study. Mobile Device Selection WyDOT mobile device needs are driven by the agency’s construction operations. It uses mini-laptop computers and web-based applications. Its construction management soft- ware is a solution by ExeVision called iPDweb. This system can operate when it is disconnected from the network and allows synchronization. WyDOT allows employees to use their own personal devices. Application Adaptation and Development WyDOT’s main mobile IT application is vendor developed. ExeVision was originally used and customized for the Utah Department of Transportation, where WyDOT staff were

25 able to see a demonstration. With vendor-made modifica- tions, WyDOT implemented this application. Standards or Specifications on Applications, Hardware, or Support Systems WyDOT has no specific mobile standards or specifications. Policies and Procedures Related to Storing, Securing, and Sharing Data Collected by Mobile Devices Security of data and mobile devices is dealt with by the WyDOT IT group, and the contract with ExeVision specifies security, storage, and sharing for the application. There have been occasional synchronization issues but never any data loss. The data are maintained in ExeVision databases, and all DOT and contractor personnel have specific access privileges. Challenges Experienced Using Mobile IT Devices WyDOT is a rural state with connectivity concerns; the abil- ity to work disconnected is an advantage in any application. Another challenge is that the personal devices seem to be frequently exchanged for new models. Benefits Experienced Using Mobile IT Devices WyDOT is able to collect and update construction project data and records remotely and in real time when connectiv- ity is available. This efficiency is a great benefit. Even when employees work disconnected, synchronization allows for data entry in a single remote occurrence, which saves time. The ability to use field technology for construction manage- ment and record keeping increases efficiency, especially when connectivity allows for real-time updates and commu- nication with contractors who have system access. Specific Uses of Mobile IT WyDOT’s main use of mobile IT is mini-laptop computers and the web-based construction management application offered by ExeVision.