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

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29 CHAPTER SEVEN CONCLUSIONS compatibility of the agency’s systems; and ensure that there is a favorable cost-to-benefit ratio. • Potential mobile IT field uses in design, construction, and asset management – Some advanced uses identified in this report are described in detail; however, the basic functions of many of the mobile IT devices are beneficial as well. Communication, photo and video capturing, and information referencing save time by reducing the need for travel. The following specific uses benefit individual functional units: • Design › Geospatially locating physical and design fea- tures during field visits › Referencing plans, specifications, and design guidance materials in the field › Photo and video capturing during site visits. • Construction › Geospatially locating physical and design fea- tures during construction to resolve questions or create as-built plans › Referencing plans, specifications, and construc- tion guidance materials in the field › Recording work reports, entering quantities, processing change orders and payments (a key provision of e-construction) › Timely communication and decision mak- ing, possibly incorporating photos, video, or videotelephony. • Asset management › Geospatially locating physical and transporta- tion features during inventory › Capturing and updating condition report data for pavement, sign, or structure inventories › Communication. • Procedures for application development, integration, and optimization – STAs use three basic types of applications: those customized for the agency, whether developed in- house or by a consultant; out-of-the-box solutions in which the agency has adapted its process to the application; and out-of-the-box solutions modified for the agency’s process. The findings of this syn- thesis suggest that the technology industry has not focused on the transportation industry’s needs in application development. The few available appli- INTRODUCTION As stated in the Summary, the objectives of this synthesis study are to identify— • Processes for identifying, selecting, and evaluating mobile IT uses • Potential mobile IT field uses in design, construction, and asset management • Procedures for application development, integration, and optimization • Potential benefits of adopting mobile IT in design, con- struction, and asset management • Challenges and issues associated with mobile IT use in design, construction, and asset management • Strategies for successful implementation of mobile IT use in design, construction, and asset management • Strategies for managing the data collected by mobile IT devices • Advances and emerging technologies to consider for mobile IT use in design, construction, and asset management. Additionally, this chapter summarizes the current state of the practice related to mobile IT use in the field for design, construction, and asset management. CONCLUSIONS The following points highlight several of the findings of this synthesis according to the objectives of the study: • Processes for identifying, selecting, and evaluating mobile IT uses – State transportation agencies vary in their flexibil- ity to procure mobile IT devices, from an annual purchasing contract to being able to open-purchase devices. Agency IT groups vary in their involve- ment, from being in complete control of the solution procurement to offering various levels of support or even no support at all for the solution. The approach identified as optimal is for the end user to work col- laboratively with the IT business unit to select a device and solution that will meet the needs of the end user; adapt it to the security, connectivity, and

30 cations can be customized to fit an agency very well, but many agencies do not maintain a tech- nology group capable of developing and support- ing these applications. This results in the need for consultant services, which are likely more costly than an out-of-the-box solution. Anecdotally, the cheapest approach would seem to entail adapting the agency process to a previously developed solu- tion. However, there are no clear guidelines for this approach other than ensuring that the solution has a favorable cost-to-benefit ratio, meets the needs of the end user, and satisfies the agency with regard to IT security and compatibility. This process requires careful collaboration between the end user and agency IT staff. • Potential benefits of adopting mobile IT in design, con- struction, and asset management – By far the most frequently identified benefit of mobile IT devices was time savings. The use of these devices reduces travel time to access resources, limits construction delays while seek- ing direction or approval of changes, and (assum- ing application and device connectivity) enables immediate data entry. – Another identified benefit is the quality of data cap- tured. GPS locations are more accurate than using landmarks or some other means in lieu of survey- ing, and entering information once instead of tran- scribing notes maintains information quality. • Challenges and issues associated with mobile IT use in design, construction, and asset management – The most significant reported challenge to mobile IT use was service availability. Each state inter- viewed commented on areas of low or unavailable cellular coverage. Some have been able to compen- sate by using devices or applications that operate when they are disconnected and synchronize with systems once service is restored. – Another challenge has been end user resistance to using the mobile IT devices. Training focused on the devices, their uses, and the associated benefits may help alleviate this issue. • Strategies for successful implementation of mobile IT use in design, construction, and asset management – A key strategy for the successful implementation of mobile IT devices in design, construction or asset management involves close coordination between the end user and the IT provider or solution man- ager. The case studies suggest that if these two sub- ject matter experts collaborate, they can create a strong solution that produces tangible benefits and is easy to implement and use. – Trials and follow-up lead to successful implementa- tion. Trials should be carefully coordinated between IT and end users to identify pitfalls and determine resolutions. Follow-up efforts by IT are neces- sary after programmatic implementation of a new solution. – Once a solution is determined, training should spe- cifically illustrate the ease of use and the benefits to the end user. Use of the device must be illustrated in a manner that is understandable and relevant to all technology skill levels. Multiple levels of training may be necessary. – Throughout the implementation process, internal champions and advocates for a mobile device can reinforce its benefits and use. Advocates can help ensure that employees do not fall back on traditional methods; they can support implementation from the user perspective rather than the IT perspective. • Advances and emerging technologies to consider for mobile IT use in design, construction, and asset man- agement. As mobile technologies advance, more tools will become available to end users. – The ability to capture and develop 3D models using photogrammetry or mobile LiDAR is becoming more readily available. – Increasing accuracy in GPS functional devices improves location services toward surveying grade capabilities. – Increasing cellular coverage and network speeds open doors to more applications and faster data sharing. Videoconferencing from the field is already possible and could become standard. ADVANCING TECHNOLOGIES AND FUTURE RESEARCH This synthesis identified two gaps in the transportation industry’s use of mobile IT devices in the field. First, trans- portation seems to lag in comparison with the industrial and commercial industries. Second, there appears to be a significant gap between low-level implementers of mobile IT devices and those considered medium- and high-level implementers. These observations come from the literature review, surveys, and case study interviews, all of which sug- gest that medium- and high-level implementers are using or attempting to find uses for mobile IT in field applications, whereas many low-level implementers are maintaining their current operations. The strategy of many STAs is to allow a successful solution to develop and be vetted by other similar agencies. In this way, they can avoid the costs of trials with various technologies and make their investment in a sound and tested solution with minimal customization effort. Another finding is that advancing technologies in mobile devices—such as smartphones and tablets and, to a lesser extent, mini-laptops and laptops—are narrowing the range of mobile IT devices used in the field for design, construc- tion, and asset management. GPS components of these devices are meeting the accuracy needs of a majority of

31 uses in design, construction, and asset management. Addi- tionally, these devices offer a multitude of uses, from com- munication (phone, e-mail, messaging, etc.) to capturing photos and video, and even data collection with connectivity to agency databases. This trend may leave multifunctional data collectors, digital cameras, and some other mobile IT devices with a very narrow band of specialized uses. However, there is a lack of applications designed specifi- cally to improve project performance in the transportation industry. Vendors such as Bentley and AutoDesk have devel- oped tailored solutions to the building construction sector. AASHTO has made improvements to its existing software packages for mobile use. But until a software/application champion emerges, there will be a wide gap in both the potential and actual use of mobile devices. Mobile IT devices, applications, and their connectivity are improving rapidly. Photogrammetry, GPS accuracy, mobile LiDAR, and UAVs, among other technologies, are on the rise and offer a multitude of possibilities for visual- ization and communication in the field and between the field and office functions. The survey and case study findings show that STAs are embracing mobile IT devices to replace, improve, or supple- ment current business practices in design, construction, and asset management. Mobile IT devices are offering a mul- titude of benefits at a comparatively low cost. They have become an integral part of people’s daily lives but have yet to be incorporated into full use in transportation agencies. Future research could not only investigate emerging tech- nologies but could also provide guidance to the STAs for integrating the devices into their processes; research could clarify best practices, uses, and strategies for selection, func- tion, and implementation. Ultimately, adoption of mobile devices will rely on their cost-effectiveness. STAs need a standard and appropriate cost-benefit methodology to effec- tively capture the value of mobile IT in the field. Guidance on a formal ROI methodology for mobile IT devices could also help STAs understand how to make sound decisions regarding their use of the devices.