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GOFORMZ CASE STUDY


OHIO DEPARTMENT OF TRANSPORTATION


OHIO DEPARTMENT OF TRANSPORTATION LEVERAGES DIGITAL FORMS, AUTOMATED WORKFLOWS,
AND THE SHAREPOINT INTEGRATION TO STREAMLINE THE COMPLETION OF INSPECTION AND
COMPLIANCE FORMS, EVEN WHILE OFFLINE IN THE FIELD.

“WE ARE NO LONGER WORRIED ABOUT PRINTING PAPER INSPECTIONS AND DISTRIBUTING THEM
OUT TO ALL OF OUR INSPECTORS. WE HAVE OVER A THOUSAND [INSPECTORS], SO WE’RE NOT
CREATING THAT PAPER IN THE FIRST PLACE WHICH IS A MAJOR SAVINGS.”
JANET TREADWAY, PROJECT BUSINESS ADMINISTRATOR & ELECTRONIC DELIVERY LEAD, OHIO
DEPARTMENT OF TRANSPORTATION




CHALLENGE

Completing over 700 projects a year, the Ohio Department of Transportation
(ODOT) needed a more efficient and reliable means of completing and storing the
extensive paperwork accompanying each project.

SOLUTION

ODOT leveraged GoFormz to digitize and simplify their documentation, allowing
field teams to complete forms from their preferred devices while working offline
from any location. Now completed forms are easily routed to key contacts, and
SharePoint records are automatically updated.

RESULTS

 * Improves data completeness and accuracy
 * Reduces training demands and saved time via intuitive data entry
 * Streamlines collaboration across agencies via automated workflows
 * Eliminates physical resources, like paper, resulting in cost savings
 * Alleviates administrative demands via SharePoint integration
 * Completes forms offline, using any device

DIGITAL FORM TYPE

Inspections

Compliance Forms

Trucking Affidavits

DBE Questionnaires

Facility Safety Forms

Aviation Inspections

Environmental Checklists


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THE FULL STORY


ABOUT OHIO DEPARTMENT OF TRANSPORTATION

The Ohio Department of Transportation (ODOT) supports the highway system and
transportation initiatives across the twelve regions of Ohio via maintenance,
construction, and snow and ice operations. “ODOT's regional district offices and
Central Office divisions work together to fulfill the department's mission of
providing safe and easy movement of people and goods from place to place.”

THE FULL STORY

Responsible for over 700 contracts a year, the Ohio Department of Transportation
needed a more efficient means of completing, storing, and accessing the
extensive paperwork accompanying each project. “We had no place to oversee these
electronically,” explained Janet Treadway, ODOT’s Project Business Administrator
& Electronic Delivery Lead. “So everything was done in a vacuum, per project,
and those paper documents were managed in bankers’ boxes.” These documents would
then need to be stored and maintained for a minimum of seven years, requiring
staff members to either manually store or scan an immense collection of
documents. “It could be 30 years, 50 years, that we have to maintain all of
those documents.”

Adding to these frustrations, documentation was often completed differently
based on the agency or worker, making it difficult to standardize documentation
and data capture.

“I mean, that was the biggest thing, figuring out how we were going to ...
capture the information out in the field,” Janet explained. “We wanted to be
able to take photos, we needed to be able to work offline, and we needed to be
agnostic so that we could work with any type of device because we have a lot of
different users with different technology comfort levels and knowledge.”

SEEKING A SOLUTION

ODOT began testing digital solutions to alleviate their documentation demands,
prioritizing device-agnostic solutions that would allow their teams to leverage
their preferred device. “It was an effort to get our workforce used to
technology,” Janet explained. “We had to stay agnostic because we had users that
were comfortable with iOS and we didn’t necessarily want to hand them an Android
- and vice versa.”

ODOT’s initial testing found several solutions lacked the features and
capabilities their team needed. “We originally started looking at another
solution but it didn’t provide offline functionality and it wasn’t as dynamic as
what we needed it to be,” Janet explained. “We had a highway technician who
drafted up a couple of our inspection forms in GoFormz and sent them to me to
test out – I was like, this actually works!”

DAILY INSPECTIONS

When relying on paper documents to complete inspections, ODOT teams were tasked
with an extensive amount of work before documentation could be filed. “When it
was paper documentation they could have been completing up to 20 worksheets a
day and then organizing them, filling out the header on each, ensuring that the
engineer received the proper documentation, and then it would be scanned and
held onto.”

After piloting GoFormz for several months, across a variety of projects and
teams, ODOT digitized over 200 inspection forms, equipping them with formulas
and dynamic functionalities to guide data capture. These forms were eventually
consolidated into a universal Template that would dynamically adjust to display
only the data points users needed to complete. “Now they can drill down more
intuitively to see exactly what they need to respond to and not look through
pages of noise,” Janet explained. “Now that it’s drilled down more succinctly,
they are able to answer three to nine fields compared to those 30-60 before. And
it’s better data.”

The dynamic nature of ODOT’s digital inspection form allows users to quickly
identify the data points they need to complete, expediting form completion and
improving data quality. “Once we were able to fine-tune those attributes our
workers were more apt to answer them, rather than overlook them.”

This Template also allows ODOT teams to capture new types of information, like
timestamps and images. “Inspection photos are now directly embedded in the form,
so there is no chance of them getting lost,” Janet explained. “They know where
that photo is, they know where it’s going to be two years from now, and they
know that they can mark it up and have it addressed by someone else in the
office.”

Further elevating ODOT’s field-to-office workflow, teams can use GoFormz offline
in remote locations. “They can still complete their work offline and once they
are within connectivity they can complete and sync their work as if they had
connectivity the entire day.”

AUTOMATED ACCOUNTABILITY

Record-keeping and administrative demands resulting from overwhelming paperwork
was another pain point ODOT addressed with the GoFormz platform. “We worked with
GoFormz Professional Services to create an API that would reference our
construction administration system and populate the form’s header information,”
Janet explained. “It would also assign the username of the person who created
the form, the date of the form… a lot of the data that they originally had to
repeat form by form, is now automatically prepopulated for them.” Further
streamlining ODOT’s processes, the API automatically files completed forms to
the appropriate SharePoint site. “Now that we have the API to[automate the file
transfer process to SharePoint], we’ve definitely seen the timeframe reduced for
several workers which is very good.”

These documents were originally shared via email, requiring staff members to
sort through their inboxes and file forms accordingly. “Now, if they complete a
form, within a few minutes the project engineer can actually see it and address
it,” Janet explained. “That’s been very beneficial.”

This has been especially impactful within compliance processes. “Now that we
utilize GoFormz we’ve had a lot of our workers comment that workflows have
helped them ensure that they have their documentation right where they need it
and helps our contract compliance officers in not having to go through a box or
file folder of papers to see if they have everything – they have it right there
in their SharePoint site.”

ROI

With over 1,600 users leveraging GoFormz across a variety of agencies and
regions, ODOT has achieved transformative time and cost savings. “We are no
longer worried about printing paper inspections and distributing them out to all
of our inspectors. We have over a thousand [inspectors], so we’re not creating
that paper in the first place which is a major savings.”

The ease of onboarding new users onto the GoFormz platform also resulted in
significant time savings and fewer demands on ODOT management. “I can hand a
tablet to someone and tell them to go complete an inspection, and they would
already have what they need without me having to stand there and guide them,”
Janet detailed. “It’s been easy and intuitive to learn and utilize, so we
haven’t had to hold trainings over and over again.”

Additional considerable time and budget savings have been achieved via
simplified, automated form storage. “You are not spending all of that time on
storage,” Janet emphasized. “Our interns aren’t having to stand there for hours
and scan. Those individuals can be used on other projects that are more
satisfying and time-efficient than scanning and scanning and scanning.”

WHAT’S NEXT?

“We are in the process of building a nightly transfer to a data warehouse so
that we can query that information on a more ad-hoc basis.”

Download Case Study PDF

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