Colorado Oversize Overweight Permitting and Routing system [COOPR]: Major Enhancement for Customers For Oversize/Overweight Permitting
By Amanda Gonzales, Intern, CDOT Office of Process Improvement
January 14, 2016
"Increasing number of permits issued by 20%, reducing processing time by an average of 50%, and new convenience of self-issue permits."
These are only a few of the benefits that have resulted from one of CDOT’s cross-functional improvement efforts: the Oversize / Overweight Process Improvement Project, which was focused on improving the Oversize/Overweight (OS/OW) permitting process.
Phase 1 implementation, which involved simplifying the OS/OW permitting process, has been complete for a few years; which is referenced in an article on information about Phase 1.
Phase 2 of the project produced a new, state-of-the-art permitting system which went life in November 2014: the Colorado Oversize Overweight Permitting and Routing system – or “COOPR”. This new system, which includes the capability of self-issued permits for some customers, has intensified the benefits from this improvement effort.
Background
One of CDOT’s many responsibilities includes issuing OS/OW permits for some larger “extra-legal” vehicles which travel on the state highway system, to ensure highway safety. In 2012, the process for issuing these were evaluated by a Lean process improvement team, and a number of improvements were initiated. Among those improvements was need to automate the then-manual system for issuing permits.
A private sector vendor, Pro Miles Software Development Corporation, designed an improved permitting issuance system, the Colorado Oversize Overweight Permitting, and Routing – or “COOPR”. COOPR is designed to streamline resources used in the permit application and issuance processes. COOPR integrates “Restriction Manager” – a database for over 2500 restrictions on routes – through which oversize and overweight equipment is evaluated. COOPR then generates a safe route for the equipment (vehicle) to be transported through Colorado, preventing accidents such as bridge hits. The COOPR system centralizes information from various resources (including various state statutes, maps, and regulations) which is needed to generate these safe routes.
Quantitative Benefits After One Year
It has been one year since COOPR’s implementation in November 2014; the following chart demonstrates quantitative benefits from the new system:
Other Benefits After One Year
There have been significant quantitative benefits from COOPR, as noted above, as well as other less-quantifiable benefits, including significant benefits from the standpoint of CDOT’s customers.
COOPR has received much praise from external customers. David Johnson, CDOT’s OS/OW Permits Manager, explains, “COOPR is now a benchmark that other states are using to template their new permitting systems. Customers have called it ‘user-friendly’, ‘convenient’ and ‘approachable’.” The ease of the new system has allowed for the permit application process to be more efficient and customer-friendly.
The improvements to the permitting process have also impacted internal CDOT team members. Since streamlining the application process, much of the time once spent with data entry has been replaced by other opportunities:
Community Outreach – The team has had more time to focus on educational seminars with customers. These involve teaching about permit rules, regulations and compliance in order to enhance safety. These have been found to be mutually beneficial for both CDOT and customers.
Updating maps – Additional time has allowed for the permitting team to focus on activities such as updating maps, in order to better serve customers.
Work from home – Since converting previously faxed applications to strictly electronic, employees are now afforded the opportunity to process applications from home. David Johnson has seen first-hand just how strongly this benefits the team, “Happier employees yield better results” he states. “Productivity has actually increased by 50% since we began the work-from-home program in November 2015,” David adds.
COOPR has been highly successful for CDOT and for CDOT’s customers. In combining the new technology with the streamlining efforts of the process improvement team, the results are plentiful. Gary Vansuch, CDOT’s Director of Process Improvement, adds, “The COOPR system is another great example of the two hallmarks of Lean business management: continuous improvement, and respect for people. Thank you to everyone who has worked to improve the Oversize/Overweight Permitting Process for our customers and for CDOT!”
The COOPR system, including a series of online video tutorials, is available online at coopr.codot.gov.