State of the Art Committee s1

Iowa One Call State of the Art Committee Black Hills Energy November 2, 2011 2:00 PM CDT

Mission Statement: Iowa One Call, as mandated by law, operates a statewide notification system to provide effective communications to protect the citizens and underground facilities of Iowa.

Goal: To prevent damage to the underground facilities of Iowa..

I. Call to Order: Chairman Dan Klopfer called the meeting to order with the following present: Dan Klopfer, Leon Hofer, Steve Stone, Tim Flickinger (by phone), Mike Broshous (by phone), Charlie Bruggemann (by phone) and Steve Halstead. Guests joining us were Jim Holzer (One Call Concepts), and Connie Schmidt (OCC). Phone line difficulties at 2:32 pm eliminated those members using the conference call.

II. Minutes of the September 20, 2011 Meeting. It was moved by Leon Hofer and seconded by Steve Stone “To accept the Minutes of the September 20, 2011 meeting as distributed.” All members voted in favor the motion and it passed.

III. Report on the OCC Technology Conference Mr. Klopfer reported that He, Leon Hofer, Neil Drefke, Mike Broshous and Steve Halstead had attended the event which began at 8:00 on October 26 and ended at noon on October 27. After thanking Mr. Holzer and Ms. Schmidt for their roles in the outstanding conference, he invited participants to comment on the meeting. All attendees voiced opinions as to the value of the meeting and disappointment that more IOC Board members had not attended as the consensus was that the program contained something that every board member and staff member would have found valuable. OCC announced its intentions to develop an app for smart phones that would allow the user in the field to press one key on his/her phone and a ticket would be generated. Mr. Klopfer reported that he had volunteered the State of the Art committee to help in the development of this app.

IV. Review Progress on Action Plans from IOC Strategic Plan

A. Design Request System 1. Usage Report: Mr. Halstead distributed a report covering the period 2/1/11 to 10/31/11 showing the number of DIRs and DLRs submitted by each member firm. The reports showed that in that time period 1226 DIRs had been submitted and that 435 of them had been converted to DLRs. Mr. Halstead can now generate this report at will. 2. Presentations Scheduled: Mr. Klopfer pointed out that the DRS presentation he had made at the OCC Technology Conference will be adapted to be used by staff and others. A DRS presentation will be made at the MIALS conference on November 30, 2011. 3. Abuses: Mr. Halstead reported that he had not received any updates to the Consolidated Utility Services report. He had not yet contacted the three flagrant abusers that have been identified. The Committee encouraged him to contact these three firms and make arrangements to make a presentation. 4. 2012 DRS subscription Fee: the Committee reviewed the recommendation that would be made to the full Board on November 3, asking that no subscription fee be assessed to users in 2012.

B. Ticket Management Systems Enhancements: 1. Base Map Upgrade: Mr. Holzer and Ms. Schmidt reported that the Tiger 10 base map will be loaded by November 4. OCC will send the Committee drafts of letters they will be sending out alerting owner/operators to the new database and urging them to review and approve their selected grids. Viewing the new data base (as well as the old) requires the use of IMAP, so all owner/operators will be encouraged to be trained to use IMAP. Provision will be made to email via PDFs and hard copies via fax or snail mail for those needed those conveyances. It is anticipated that the new database will be placed in the Call Center by the end of the 2011. OCC will be asking the Committee to respond to the drafts no later than November 11, 2011. 2. ITIC a. Ticket Size Limitations: Mr. Holzer reported that the programming is done and the limitations are now in place for tickets that are called in. There have been problems getting the limitation to work properly on ITIC and DRS, so those are not on line yet. Ms. Schmidt expects those problems to be overcome shortly. b. ITIC Lite: Mr. Holzer reported that OCC is completing an internal Beta test of ITIC Lite and plans are to go live with it shortly. He reiterated that the user must provide enough information to allow the call center to map the ticket. c. ITIC Text: Mr. Holzer reported that Verizon Phones is helping with the Beta Testing with the Hamilton County Road Department. No progress report was available. The Committee asked that ITIC Text be provided with Map Tools as is done with the full blown version. This just makes it easier for both the user to map the excavation and/or for the CSR to follow up and provide the mapping when needed. The smart phone app may supplant this process. d. ITIC Update: Mr. Holzer reviewed the changes that are coming to ITIC. The new ITIC will reward frequent users by allowing them to establish templates that can fill in as many questions on the form as are static. Mapping will be more user friendly. Users will no longer be required to use JAVA. OCC will begin rolling it out in Missouri in January 2012 and after it is successful down there, they will implement it in Iowa, so we should be seeing it in February or March. The Committee expressed appreciation for these enhancements and expressed a desire to have them available to Iowa ITIC users. . 3. IMAP: a. Manual: Copies are on line via the Remote Access page. To view this manual, go to www.iowaonecall.com, click on enter a new ticket, enter your email address and password, click on sign in, click on IA IMAP Manual. b. Usage: Mr. Holzer reported the number of users continues to grow. It will be heavily used when the Tiger 10 data are introduced and IMAP will be the foundation of all viewing activities. 4. Positive Response: a. Manual: Mr. Holzer reported that Mr. Flickinger and Mr. Halstead had reviewed the most recent draft and would be sharing their findings with Mr. Hofer. b. Next Step: As was pointed out at the September 20 meeting, it is the consensus of the Committee that the next step would involve marketing, advertising, and training. All are beyond the prevue of the Committee so a request will be made to Mr. Walter seeking assistance from the Advertising Committee and Mr. Booth. 5. Stand Alone Ticket management: Mr. Klopfer asked where OCC is in developing a stand alone ticket management system, (currently, the only thing available is the web based system.) Mr. Holzer will look into this and get back to the Committee.

C. Increase use of Electronic Ticketing: Mr. Holzer reported that the number of ITIC users has increased substantially in the past month. The October Dashboard Report showed that in the month, 36% of the tickets received were entered via ITIC. The CSRs will continue to ask callers if they are interested in using ITIC and if so, direct them to the training site.

D. Upcoming Enhancements: 1. Interactive Voice Response: OCC would like to be able to use Interactive Voice Response (IVR) to provide a ticket caller with the ticket number, utilities to be notified, and instructions to access further services at the end of a call instead of having the CSR do this. Clearly, this will shorten the length of time the CSR is on the line. This has worked well in other states. The Committee asked Ms. Schmidt to provide a demo and will consider the request at that time. In the future, OCC would like to be able to use IVR when a caller is put on hold so that the caller could begin providing the info that will be required for the ticket (name, company, phone number, etc.) this info would be electronically entered as the ticket so that when the CSR comes on line, that much of the ticket will be completed. The Committee is interested in learning more about this. 2. Text Out Messages: OCC would like to be able to send text messages instead of voice outs for after hour emergency tickets. Their feeling is that this gives the utilities and the call center much greater flexibility and goes further to assuring that the ticket is received. The committee will discuss this at their next meeting.

E. Miscellaneous: Mr. Klopfer challenged the Committee to consider what technology can be applied to decrease damage to underground facilities.

V. Set Next Meeting: Mr. Klopfer and Mr. Halstead will work together to determine the date, time and place of the next committee meeting.

VI. Adjournment: The meeting adjourned at 3:50 pm