Information Technology

Product:
Information Management and Document Control System Implementation

Client:
Santa Clara Valley Transportation Authority (VTA)

The Challenge:
The VTA manages the $1.5 Billion Measure B program for transportation improvement projects. Keeping track of all of the programs requires detailed coordination of a constant sea of paperwork going in and out of the VTA.

The Solution:
TRS assessed the existing VTA information infrastructure in order to formulate and implement a software solution to manage their engineering and construction projects. The program creates an electronic paper-trail of all documents related to a particular project, such as various correspondence, financial, schedules, and forms. This allows for easier access to documents.

In addition, TRS provided a training program and related training material for VTA and its consultants. The training materials included a system overview and step-by-step user instructions. TRS also provided on-site training at VTA’s construction field offices, engineering consultants’ offices as well as within the VTA office.

The Benefits:
By implementing a web-based solution, the VTA and various organizations collaborating with the VTA can share information immediately and have access wherever they are. There is an increased sense of accountability because each document is logged and electronically filed in one place. This program allows the VTA to minimize the litigation exposure.

Since the program has various levels of search criteria, data retrieval is also more efficient. For example, when a RFI comes in, the project manager can collaborate with colleagues to quickly and efficiently send a response to the field. Because the question is answered quickly, job delay costs are also reduced.