BlackCat Grants for Rural Public Transit Empower UDOT's Rural Communities

Item #: 20260023

CONTACTS

Implementing Organization: Rural Public Transit, Program Finance
Implementation Lead: Rebecca Collins
Development Team:
- Ivan Hartle, Program Finance Director
- Rebecca Collins, UDOT Rural Public Transit Program Manager
- Alana Spendlove, UDOT RPT (Former Program Manager)
- Andy Jensen, UDOT RPT Member
- Noemi Sanchez, UDOT RPT Member
- Carlos Calbimonte, UDOT RPT Member
- LeAnn Abbeglen, Consultant
- Caleb Weeks, BlackCat Project Manager

Article Written By: Rural Public Transit Team
Innovation Council Liaison: Carlos Calbimonte
Innovation Team Coordinator: Quinten Klingonsmith

STATUS

Implementation Date: October 1, 2024
Adoption Status: Fully Implemented
Adoptability Note: What systems could you develop to move away from manual processes and create collaborative shared workspaces?

APPLIES TO

Topic: Paperless & Digital Workflow
Organization(s): Data Technology & Analytics, Finance / Comptroller, Planning, Program Financing, Transit and Trails
Job Role(s): Administrative Staff / Commissions, Business Analyst, Finance / Accounting, Program Director, Program Manager
Tags: public transit, labor costs, labor productivity, employee empowerment, job satisfaction, economic benefits, expenses, expenditures, rural development, automation, ( process improvement ), products, ( simplification ), redesign, standardization, tracking systems, contract administration > bids, contracting, solicitations, contracts, ( RFP, FRQ ), finance > appraisals, investments, asset management, cost recovery, cost sharing, fees, loans, revenues, sales, taxes, usage charges, logistics > inventory, distribution, purchasing, procurement, warehousing, supply chain management, ( data visualization ), planning, program management, rural public transit, BlackCat, funds, grant, quality of life, user benefits

PROBLEM

The UDOT Rural Public Transit (RPT) team was relying on inefficient manual processes and outdated legacy Public Transit Team Online System (PTT) to manage federal transit grants. This fragmented approach created significant hurdles for planning, administering, and evaluating vital transit programs. It caused inefficiencies in data management, application processing, reporting, and payment requests, impacting both the RPT office and the subrecipient agencies it serves.

CHANGE

To improve operations and customer service, the RPT team implemented the BlackCat Transit Data Management System—a comprehensive, user-friendly, and secure online application.

This system centralizes and streamlines all data related to rural federal transit programs within the state. It completely replaces the old manual methods, providing a single, transparent "one-stop shop" for managing the entire grant lifecycle. From the initial application to final reporting and payment tracking, the platform is accessible 24/7 to all stakeholders.

The RPT team worked with BlackCat to create a new maintenance module that provides the required reports and options to met subrecipients and FTA reporting requirements.

RESULT

The implementation of BlackCat significantly improved RPT's ability to effectively plan, administer, and evaluate rural public transit across Utah.

Increased Efficiency: Slow, manual methods for applications, reporting, and payments have been replaced with streamlined online processes. This optimization extends to contracts and invoicing, saving significant time, eliminating the need for external contracts/invoice consultants, giving a cost savings of approximately $180,000 annually, and eradicating duplicate data entry sheets.
Reduced Technical Burden: The 24/7 tech support provided by BlackCat has shifted the burden of system maintenance and user support away from RPT and DTS technical staff, saving time and costs previously spent troubleshooting and maintaining the outdated PTT system.
Enhanced Data Management: BlackCat provides a single, secure, and transparent system for all grant-related data. This "one-stop shop" prevents duplication, ensures information is consistent, and improves data flow.
Improved Collaboration & Accessibility: With 24/7 access, our team and our local transit partners can view and manage data simultaneously. This fosters better communication, saves time for RPT and technical staff, and allows local agencies to plan more effectively and get contracts in place more quickly.
Greater Program Adaptability: BlackCat is an expandable system that can evolve with new federal programs and legislation, guaranteeing long-term value. It allows for customization and process improvements that were impossible before.
A New National Standard: RPT's feedback to BlackCat was so valuable it led to the formation of a national Focus Group for BlackCat to collaborate with other states. Our program's strategy is now being highlighted as an example for other states to mirror.

Next Steps: The Transit and Trails Division is looking at using the system to track some of their state transit funds. This cost sharing arrangement would further reduce UDOT's costs.

IMPACT

BETTER MOBILITY

Efficiencies in managing transit funding increase and improve mobility in rural areas

GOOD HEALTH

CONNECTED COMMUNITIES

This one-stop system connects UDOT and local transit providers

STRONG ECONOMY

Streamlined applications, reporting and payments saves approximately $180k by eliminating the need for staff augmentation and duplicate data entry
24/7 support shifts maintenance away from RPT and DTS staff, freeing their time and cutting costs

EFFICIENCIES

Estimated Cost Savings in the First Year (FY 2024): $21,398
Cost Avoidance: $2,503,504 over 20 years (Oct 1, 2024 - Oct 1, 2044)*
Labor Avoidance: 480 hours annually*
Benefit/Cost Ratio: 2:1

*Cost and labor avoidance are the average benefits, net of initial and ongoing expenses, projected over the expected life of the innovation. See details.

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