State of the Art Committee

IOWA ONE CALL State of the Art Committee Committee Meeting, WDM Learning Ctr July 11, 2014, 10:00 a.m.

Committee Members Present: Bart Weller, Neal Drefke, Terry Fox, Dan Klopfer, Ross Wendell, Steve Stone, Brian Hanna, Michelle Payne, Ben Booth and Stephen Stonebraker, Jim Holzer, and Connie Schmidt (who participated via conference call).

Guests in Attendance: Leon Hofer, Mike Wildung, Randy Peterson, Dan Childers and Craig Walter

Call to Order: 10:00AM – Bart Weller

 Review Previous Meeting Minutes  A Motion was made by Dan Klopfer and seconded by Michelle Payne to approve the previous committee meeting minutes from May 16, 2014. Motion Carried.

 Review and Status of Previous Action Items (Reported by staff)  OCC was to make the committee recommended revisions to the Ticket Check EPRS User’s Guide – Completed.  Staff was to make the committee recommended revisions to the IOC Excavators Manual – Completed.  OCC was to work with staff to develop a new Ticket Check Status report email/FAX form – Completed (and reviewed by the Committee during this meeting).  OCC and staff were to develop new CRS scripting and/or new scripting for the IVR automated system – Completed. During this meeting, the Committee decided to make revisions to the automated script and to develop an automated process by which users can select an option to hear the new requirements, or access the IOC website to read about the new requirements.  A Motion was made by Ross Wendell, and seconded by Dan Klopfer, to develop a short message to be implemented via the IVR, including the option to press a key to access and listen to the entire message regarding the new legislative requirements, or the option to refer to the Iowa one Call website to learn more information. Motion carried.  OCC was to develop a new Ticket Check EPRS User’s Guide – Completed (and reviewed by the Committee during this meeting).  OCC was to develop materials and a presentation to provide the Committee with an overview of the new ITIC system – Completed (and reviewed by the Committee during this meeting).

 Review of the New (Forthcoming) ITIC System (Reported by Jim Holzer and Randy Peterson)  The new ITIC system features multiple enhancements that will expedite the conveyance of information, provide users with more options for inputting geographic information, streamline the overall user interface, and provide advanced technological solutions (e.g.: virtual white-lining). The new system will allow users to link with other systems within the suite of NTMS products, and it will provide a single user log-in interface to link between multiple states. Additional features include a “self populating” polygon program that automatically populates geographic data within a selected area, and the ability to accept and load various shape files.  The goal of OCC is to have the new ITIC System in place for beta testing within one the notification centers operated by OCC sometime in the first quarter of 2015. Upon successful beta testing, the system will be rolled out to other state notification centers sometime after the first quarter in 2015.

 Review of the Implementation of New Laws (Initial Observations From Committee)  Operators with different facility types have expressed concern about the potential increased costs associated with establishing additional CDC codes to differentiate facility types. It was pointed out by various Committee members that establishing additional CDC codes may actually be a more cost-effective solution for operators with different types of facilities, since not all of the operator’s facilities may be located within the same areas. Staff and Vendor Representatives can work with operators who have concerns about adding additional CDC codes.  It was reported by Jim Holzer that the current compliancy rate for operators using the new Ticket Check EPRS is approximately 30-percent. Ben Booth reported that he has received multiple inquiries from excavators who have questions about operators who do not respond to the Ticket Check System. The Committee discussed various ways in which to communicate with member operators about the importance of complying with the new requirements pertaining to electronic positive response: o OCC will provide the Committee with a tracking report through August, at which time IOC Board members can address any “compliancy issues” within their representative organizations via internal channels. o OCC can transmit “free format” text messages to all of the CDC codes via the regular ticket transmission system. The message can be prepared as a “reminder” to operators about the requirements. o The Committee will decide whether to implement any additional communications measures “in-house” (e.g.: official IOC letter to “non-compliant” operators), or whether the AG’s Office should be involved in initiating a formal letter or other communications measures.  Connie Schmidt reported that OCC has addressed the matter of “statusing” No-Response Tickets, by making a change in the system so that only those operators who have not responded to a locate request will receive a No- Response transmission from IOC (i.e.: operators who have responded to the original locate notice will not receive a No-Response transmission from IOC in conjunction with the No-Response transmissions sent out to the operators who did not respond to the original locate request).  The Committee discussed the matter of “statusing” Dig-In Tickets. The question was raised whether a Dig-In Ticket requires an operator to respond and/or provide a status via the Ticket Check EPRS. Committee discussion centered on the intent of a Dig-In Ticket; is the intent to merely inform the operator that there has been an excavation-related incident involving underground facilities near or within the area where the operator owns underground facilities, or is the intent to initiate some response or action by the operator? The Committee will continue to review this subject.  The Committee asked that OCC provide a flow chart of the CSR process and interface with excavators (prepared dialog/scripting, typical flow) during the telephone notification process (calls received at the center for locate requests). The Committee will review this information and determine whether revisions to the script/process are needed.

 Meeting Adjourned  A MOTION was made by Bart Weller, and seconded by Dan Klopfer to adjourn the meeting at 12:30PM. Motion carried.

 Next Committee Meeting: August 22nd, 10:00AM, location TBD

ACTION ITEMS

 OCC will prepare a flow chart of the CSR process during routine telephone notices for locate requests, including a copy of the current CSR script.  The Committee will review the flow chart and CSR script provided by OCC and provide recommendations for revising the process/script.  The Committee will continue to review the subject pertaining to the “statusing” of Dig-In Tickets.  OCC will provide the Committee with an operator tracking report through August to be used to identify operators not participating in the required Ticket Check EPRS process.  OCC will work with the Committee and Staff to prepare a “free format message” for the ticket transmission system. The Committee will determine when this transmission should be executed based on the tracking status provided by OCC near the end of August.  OCC will work with staff to develop a revised script to be implemented via the IVR system.  OCC will develop a process to be used in conjunction with the IVR that provides excavators with an option to listen to a detailed message regarding the new laws/requirements.  Staff will work with OCC and the Committee to develop a detailed message, and/or a method by which a detailed message can be accessed and listened to – to be used in conjunction with the IVR option.