Automating Statewide Utility License Agreements

Item #: 20260005

CONTACTS

Implementing Organization: Central Preconstruction
Implementation Lead: Van Mortensen - SULA Manager (Team Lead)
Development Team:
- Tina Halterman - Tester & Support
- Van Mortensen - Team Lead & Tester
- Ben Teran - Application Developer
- Chris Meredith - Form Development & Support

Article Written By: Ben Teran
Innovation Council Liaison: Ben Teran
Innovation Team Coordinator: Quinten Klingonsmith

STATUS

Implementation Date: August 1, 2025
Adoption Status: Fully Implemented
Adoptability Note: Which of your manual spreadsheet and email supported processes could be automated?

APPLIES TO

Topic: Data Collection, Analysis and Visualization
Organization(s): Central Construction, Central Maintenance / Facilities Management, Central Preconstruction, Data Technology & Analytics, Environmental Division, Equipment Operations, Finance / Comptroller, Performance and Asset Management, Planning, Region 1, Region 2, Region 3, Region 4, Right of Way
Job Role(s): Administrative Staff / Commissions, Business Analyst, Construction Engineer, Finance / Accounting, Program Director, Program Manager, Program Specialist, ROW / Permits
Tags: active transportation, highway transportation, capital productivity, infrastructure preservation, use charges, automation, tracking systems, finance > appraisals, investments, asset management, cost recovery, cost sharing, fees, loans, revenues, sales, taxes, usage charges, governance > auditing, policy making, procedures, compliance, law, ( legal ), information technology >> software, networks, risk management, insurance, ( data visualization ), ( digital delivery ), geographic information systems ( GIS ), asset management, facilities, highway operations, ( traffic operations ), maintenance, planning, program management, right of way, SULA, user benefits

PROBLEM

Utility owners must obtain a Statewide Utility License Agreement (SULA) to legally construct and maintain utilities within a state highway right-of-way. Managing the licensing process through email and spreadsheets was cumbersome and time consuming.

CHANGE

Van Mortensen, UDOT’s SULA manager, worked with Central GIS to redesign and automate the utility licensing workflow. They implemented a standardized web based form for project managers to submit SULA requests. Once a form is received, the new system sends an email to those who need to be notified. They can then view the information with a dashboard and manage the responses in addition to viewing the master list of all active SULA records. Other functionality includes updating records and forwarding the SULA requirement forms to new applicants.

RESULT

In just the first month, fourteen applications were processed using the new system. A lot of time was saved because all the work could be managed in one place instead of hunting through emails to figure out an application’s status.