6.0 Program Summary
6.1 Business Plan Structure
The ITS/CVO program in Virginia comprises dozens of initiatives covering multiple functions. Many of the programs cut across multiple agencies and involve several stakeholder groups. The CVISN initiative is but one example of a crosscutting program.
The ITS/CVO projects included in this business plan are categorized into six program areas: credentials administration, safety assurance, roadside operations, carrier operations, institutional strengthening, and funding approach. In addition to recognizing recent past accomplishments, the migration path presents an array of projects and initiatives to be undertaken in the current (0-2 years), near-term (3-5 years), and long-term (5-10 years) program areas.
6.2 Migration Path: 1998 to 2008
To realize the vision for CVO, a plan has been developed which capitalizes upon existing sound systems and practices. While a deployment plan identifies development sequences and priorities, a migration path identifies implementation stages (current program, near-term, and long-term initiatives) for these projects and then relates these projects to product development cycles, new functionality, the availability of funding and its implication on customers/users in reaching the vision.
ITS/CVO deployment is a function of the availability of appropriate information and communication technologies and the willingness or ability to implement change. Virginia has already made a significant investment in advanced technologies. As it continues to transition into the information age, new systems and technologies will enable the state to obtain better functionality from deployed systems. Changes and advances in technology will create an opportunity for system upgrade and to reengineer existing processes. The state therefore needs a migration path that is sensitive to the changes in technologies that will occur over time, so that planned deployments take into account the upgrade and integration requirements.
Furthermore, the migration path should outline valuation requirements for deployed systems in terms of functionality and user service, so the vision can be modified if necessary. Additionally, the migration path will be revised as the state gains significant experience in system integration and upgrade through existing and future projects. The migration path, therefore, sketches out how the deployment of new technologies, some of which may not exist today, will result in enhanced functionality through more efficient processes.
Migration paths are included for the Institutional Strengthening and Funding Approach program areas because they support initiatives in the remaining program areas, though they do not involve specific state projects. The following sections present migration paths in the six program areas.
6.3 Credential Administration Migration Path
The shift of motor carrier authority from the SCC to DMV provided regulatory relief to the motor carrier industry. Until 1995, Virginia-based carriers had to go to as many as four different agencies to obtain all of the required operating credentials, and most of those agencies had offices only in Richmond. Consolidation of services within DMV has not only eliminated duplication of functions, but increased service outlets available to motor carriers. Carriers can now visit 70 DMV customer service centers throughout the state to obtain all credentials necessary to operate on Virginia's highways. DMV will continue to build on the success of recent years by improving one-stop shopping and other initiatives for motor carriers operating in Virginia.
Integrated Motor Carrier System
In 1997, DMV began developing an integrated system design and architecture to create a consolidated motor carrier database. As new state and federal motor carrier regulations came into being, systems were designed to accommodate these programs. Unfortunately, few of these new systems are able to communicate with the legacy systems, often resulting in a duplication of effort. All motor carrier programs administered by DMV - including IFTA, IRP, and the Single State Registration System (SSRS) - will be established as subsystems within the Integrated Motor Carrier System. This development will result in a database that contains all data relevant to regulating motor carriers in Virginia.
In the next step, DMV will create bridges between the existing IFTA and IRP proprietary systems and the DMV integrated system. These bridges should be operational by the year 2000 and will permit quick access to a single comprehensive source to view and update motor carrier records. This feature will greatly streamline responses to customer inquiries, processing tax reports, and customer record updates. Additionally, DMV will be able to perform enhanced statistical analysis and reporting on interstate motor carrier data.
Single Service Provider
In conjunction with development of the Integrated Motor Carrier System, DMV will obtain one vendor or service provider by fall 1999 for IFTA, IRP, Virginia Motor Fuel Road Tax, Virginia Registration, Titling, Oversize/Overweight, and Fuels Tax Services. A single service provider for these functions will streamline and reduce the number of programming changes needed to migrate to an integrated motor carrier system.
Liquidated Damages
In 1997, DMV and VDOT established electronic links between DMV headquarters and all weigh stations to exchange liquidated damages information. These links provide a quicker, less burdensome option for carriers to settle liquidated damages assessments. In addition, they reduce the amount of data entry at DMV while reducing data transfer time from between three to four weeks to approximately one day.
The second phase of the project will occur over the next two years and will involve a redesign of the current overweight citation process to reduce paperwork and processing time.
Intrastate System
The Intrastate System is used to register, regulate, and certify intrastate for-hire carriers to ensure that they obtain and maintain proper insurance. The system is also used to monitor the routes of service and rates charged in Virginia. Approximately 8,000 accounts are managed by this program. To further reduce the administrative burden placed on motor carriers, DMV will enhance this system by decentralizing issuance of credentials. Plans are underway to issue operating authority documents from the customer service centers, eliminating the need for a request to process temporary authority and applications for insurance to be forwarded to DMV headquarters for approval.
SSRS
The Single State Registration System is a reciprocal, federally mandated program established to monitor carrier compliance with federal operating authority and insurance requirements. The SSRS program requires interstate for-hire carriers to register in a base state in order to operate in other participating states. For Virginia-based carriers, DMV collects fees for the states in which carriers indicate they will operate. Additionally, DMV reconciles the fees sent to Virginia from other participating states.
The SSRS system operates on a PC-based platform and interfaces with a UNISYS platform to perform system updates. DMV will modify the update procedures by abandoning the use of the UNISYS platform, resulting in lower communications costs.
Dyed Fuel Tracking System
DMV is responsible for tracking, assessing, and reporting the improper use of dyed fuel within Virginia. DMV will develop an automated PC-based system to replace manual methods currently used to track and assess dyed fuel violations from state and federal sources. Automating this process will result in a number of benefits, including automatic generation of correspondence, automatic updating of case files, and time savings. Statistics will be readily available and users will be able to query the system for instant status updates.
IFTA Clearinghouse Project
The International Fuels Tax Agreement is an agreement between state and Canadian provinces which allows carriers to register and pay motor fuel road tax in the carriers home or base state. The base state is responsible for disbursing the appropriate funds to other participating states. DMV is working with IFTA, Inc. and Lockheed IMS on a pilot project to establish a process to electronically share IFTA licensee account information and documentation between IFTA jurisdictions. Benefits include reduced mailing costs, reduced data entry, and time savings.
IRP Clearinghouse Project
The International Registration Plan is a registration reciprocity agreement among states and Canadian provinces providing for the payment of license fees based on the number of fleet miles operated in participating jurisdictions. DMV is working with IRP, Inc. and Lockheed IMS in a pilot project to establish a process to electronically share IRP recap and transmittal data as well as to net and electronically exchange funds between IRP jurisdictions. Benefits include reduced postal costs, reduced data entry, and time savings.
CVISN
Virginia and Maryland are participating in the Commercial Vehicle Information Systems and Networks (CVISN) prototype development of a national electronic application that will monitor motor carrier safety and credentialing requirements. One objective of CVISN is to streamline many of the burdensome administrative processes governing interstate motor carrier regulation. The CVISN project will also develop an infrastructure that provides connections among the many types of motor carrier programs and establishes a link between one-stop shopping, electronic credentialing, roadside clearance, and safety and support programs.
Once national deployment is achieved, a carrier will be able to travel through the United States, rarely having to stop for credentialing verification, safety inspections, or weigh stations. By linking what are now independent systems and databases, CVISN will provide a communications link to exchange information about registration, safety inspections, fuel taxes, hazardous material, and other aspects of motor carrier regulation and enforcement.
Purchase/Upgrade Pen-Based Computers
Inspection Selection System
Connection to SAFER
Connection to CVIEW
Weigh-in-Motion
Electronic Screening System at Stephens City
Electronic Screening System at Troutville
Mainline Electronic Screening Systems
Computer Networking
Mobile Weigh-in-Motion
License Plate Readers in Mobile Electronic Screening (FOT-9)
Traffic Queue Warning System
Truck Weigh Information Management
Document Reader System
Opposite the scale facility, audio communication and high-resolution, closed-circuit television equipment has been installed in small structures at several stations. This equipment allows drivers to remotely communicate with scale personnel. This system greatly minimizes the time required for credential verification, and has been well received by drivers. Similar systems are planned for other facilities.
The responsibility for implementing CVO services varies by the service. Services provided in the areas of credential administration, safety assurance, and roadside operations are primarily the responsibility of the public sector. Carrier operations, such as fleet management are primarily a private sector concern. However, opportunities exist for public and private contributions to address such common concerns as traveler information.
CVO Parking Management
CVO Fleet Management
CVO Information Concept Plan
Industry acceptance and participation is needed in order to successfully implement many of Virginia's ITS/CVO program goals. Despite touted benefits, however, industry participants are wary that new systems will be leveraged to impose greater regulatory scrutiny. Increased communication will lead to a better understanding of the issues confronting the industry and regulatory enforcement agencies.
Establishing an ongoing CVO communication process would offer opportunities for both groups to seek better solutions to problems. A well-planned outreach campaign is one way to strengthen the relationship between the public sector and industry. Outreach is more than just public relations; it includes education, training, awareness building and consensus building.
Mainstreaming
Other Regional Approaches
CVISN Showcase 1
A cost study performed by the National Governor's Association Center for Best Practices found that cost/savings associated with deployment of ITS/CVO technologies will vary based upon the factors noted above.7 However, generally speaking, electronic credentialing, and the in-house administration of ITS/CVO will result in net savings, while the cost of deploying the roadside management functions of ITS/CVO, are likely to exceed anticipated net savings. The extent to which a state receives the potential benefits from ITS/CVO is directly proportional to the level of participation of the motor carrier industry in ITS/CVO programs.
These findings raise the following policy issues that must be considered in planning for the deployment of ITS/CVO systems.
The negative revenue expenditure has not deterred Virginia from considering deployment of ITS/CVO roadside management infrastructure and systems. States need to link the benefits associated with ITS/CVO more closely with the beneficiaries. States that successfully do so will increase the potential of financing deployment through fees on the regulated industry and/or through a shift of other state resources that are saved as a result of enhanced safety and reduced maintenance.
6.4 Safety Assurance Migration Path
The primary objective of the safety assurance migration path is to ensure safety information data meets timeliness and quality standards established by the VSP and other users of this information. Improved timeliness and quality will reduce errors caused by not identifying the proper carrier and will allow attention to be directed to non-compliant carriers.
Virginia is one of only two states in the country - Delaware is the other - to have provided all of their motor carrier enforcement officers with pen-based computers. ASPEN software, installed on each pen-based unit, facilitates roadside safety inspections by providing access to current information about the carrier, inspection recommendations based on the carrier's safety and accident history, and computer-assisted data entry procedures. As new versions of ASPEN are released, VSP will continue to upgrade their computers. Broken or obsolete computers will be replaced accordingly.
At present, commercial vehicle enforcement officers must rely on random or subjective criteria to select vehicles for inspection. The Inspection Selection System (ISS), currently under development, is an ASPEN-based decision-tool for selecting vehicles for inspection. This tool will allow officers a more objective means to identify vehicles suspected to pose a safety risk. ISS will provide greater uniformity and fairness to the inspection selection process and help "level the playing field." Following satisfactory system testing, VSP will procure and install ISS on all its pen-based computers.
The Safety and Fitness Electronic Records (SAFER) system is a repository of carrier safety and is used to keep ASPEN current. SAFER identifies changes to carrier information downloaded each week from the Motor Carrier Management Information System (MCMIS). SAFER also provides a mechanism to electronically transfer inspection reports from roadside ASPEN units to a state's SAFETYNET site where information is processed for input to the MCMIS database. This transfer mechanism, called the SAFER Data Mailbox, is currently being developed. When completed, VSP will establish wireless connectivity that will permit the exchange of safety data from any location.
Commercial Vehicle Information Exchange Window (CVIEW) is a special version of the SAFER software being developed for state installations. When completed, VSP will establish wireless connectivity that will permit the exchange of safety data from any location.
6.5 Roadside Operations Migration Path
In recent years, VDOT has enhanced its weighing operations through an aggressive program of construction, renovation, and technological innovation. Efforts to keep pace with increasing volumes of traffic have resulted in the implementation of weigh-in-motion (WIM) at several weigh stations and on scale avoidance routes. Other technical enhancements include installing remote controlled signing, closed circuit video, and electronic overheight detectors at selected stations. The weighing process has been automated at three stations where electronic scale instrumentation has been updated. The discrete system components at these three stations are incorporated into personal computers, making it possible to process the weight data into useful information. These improvements have laid an excellent foundation upon which to build.
Weigh-in-motion (WIM) is being used at three weigh stations (Stephens City, Troutville, and Dumfries) and several routes used for scale avoidance. WIM will be installed at other facilities to increase the efficiency of weighing vehicles. Also, WIM will be installed on other scale avoidance routes on the primary system. These systems are also being used to collect truck data.
Automatic Vehicle Identification (AVI) equipment is being integrated into the weighing system at the Stephens City weigh facility on I-81 as part of the CVISN pilot. This system will be linked to a roadside operations computer populated with carrier safety and credential information. Applying a screening algorithm, transponder-equipped vehicles will be identified and screened in a matter of seconds. Safe and compliant participating carriers will be signaled to bypass the scales, thus reducing delay.
AVI will be integrated at the Troutville weigh station. Functionally, this system will operate similarly to the one installed at Stephens City. Electronic screening at Troutville will provide two systems in the I-81 corridor, providing greater incentive for carriers operating in this corridor to participate.
This project is designed to test mainline screening of overload permitted vehicles at weigh facilities. The test uses WIM to weigh vehicles at mainline speeds. The vehicle's weight will be compared with the permit for compliance and the driver will be signaled via a transponder whether or not he/she may bypass the station. The test should help determine the feasibility of mainline screening and provide a framework for developing systems at other facilities.
In three years, a statewide telecommunication fiber optic network will be installed on the interstate system. This network is being made available through a public/private venture, and will be used to support ITS applications. When completed, weigh stations and other state offices will be networked to enhance data transmission.
NOMAD is a recently procured, mobile weigh unit equipped with state of the art WIM, AVI, electronic clearance, and communication equipment designed to monitor and screen commercial vehicles for compliance. This vehicle incorporates the CVISN architecture and is designed to be used in conjunction with traditional weight enforcement operations. In addition, NOMAD can also be used for data collection.
The I-95 Corridor Coalition is sponsoring several tests designed to enhance the safety and efficiency of commercial vehicle operations in the corridor. VDOT has undertaken Field Operational Test-9 (FOT-9) to investigate the feasibility of using license plate readers (LPRs) in the electronic screening of commercial vehicles at non-fixed sites. Although imaging technology has been around for some time, it has not been widely applied, at least for the purpose of identifying vehicles to make screening decisions.
Due to the increasing volume of truck traffic through VDOT's weigh stations, a more efficient means of traffic management is needed. Existing methods require personnel to manually activate the weigh station "OPEN/CLOSE" signs to prevent traffic from backing-up into the mainline. The new system is designed to continuously monitor the traffic queue and automatically close the station to further traffic when the access ramp becomes saturated. Once the traffic on the ramp clears, the system will automatically reopen the station. This design enhances safety while allowing station operators to concentrate on other activities.
Over the past two years, a communication network has been developed to allow the electronic transfer of weigh data between weigh facilities and VDOT Central Office. A need for an orderly system to manage and process this information has arisen as a result of this effort. Preliminary requirements for a system have been documented and a framework developed that details the discrete system components necessary for the efficient management of operations.
Whereas some states use separate facilities to monitor commercial traffic traveling in both directions, Virginia uses a single facility. Although there are many advantages to this practice, drivers are, in some instances, inconvenienced. When it is necessary to verify CVO credentials and operating authority, a driver must hand-deliver these documents to the scale facility via tunnels provided beneath the roadway.
6.6 Carrier Operations Migration Path
Carrier operations include the areas of on-board safety monitoring, freight mobility, and intermodal connections. On-board safety monitoring systems are available today to sense the safety status of a commercial vehicle, cargo and driver. The application of global positioning systems (GPS) and access to real-time traffic information to fleet management has enhanced freight mobility. Real-time shipment status and location to aid all transport modes facilitates intermodal connections and better enables shippers to meet just-in-time delivery of products and commodities.
Federal law stipulates that drivers may not operate a vehicle for more than 10 hours before stopping for a break. During peak operating periods, the demand for safe parking areas has exceeded supply along many interstate corridors in the state. As a result, some drivers will stop to take breaks on ramps and even shoulders creating a potentially unsafe condition. Virginia supports the development of parking management strategies designed to inform drivers of the availability of parking/lodging in a given corridor. A project of this nature has excellent potential as a public/private partnership initiative.
Fleet managers and dispatchers rely upon traffic information and road conditions to support dispatch decisions. Much information is currently being collected in Virginia and throughout high volume corridors such as I-95 that would be useful to dispatchers. The I-95 Corridor Coalition is currently conducting a test of Fleet Forward. This project is examining the feasibility of a traffic and traveler information system designed specifically to support commercial vehicle operations. Virginia supports this effort and will cooperate in its implementation to the extent possible.
Virginia is developing its CVO information concept plan and evaluating the potential benefits, including strategic partnerships, organizational overlaps with other ITS systems, and potential for revenue generation.
6.7 Institutional Strengthening Migration Path
Efforts to continue to advance the ITS/CVO program in Virginia can benefit from the extensive research, testing, and deployment of ITS projects elsewhere. Participation in regional CVO forums is an excellent means to stay attuned to new developments in other states. Given the regional nature of the industry, a program that adequately addresses the needs and concerns of the industry cannot be developed in isolation. The contact established with other states, through regional efforts, provides an opportunity to exchange ideas and information as well as coordinate the national development of the CVO program.
Virginia is one of several dozen states participating in the FHWA's Mainstreaming program. Mainstreaming is designed to assist states and regions move their ITS/CVO programs from development to deployment in a coordinated manner. Development of a state ITS/CVO business plan is but one of several Mainstreaming objectives. Other objectives of the program are to provide forums to identify and discuss issues and opportunities, share state experiences, coordinate activities among states, educate key decision-makers, and to conduct outreach activities for industry partners and other CVO stakeholders.
In order to organize and manage ITS/CVO deployment within each region, the FHWA supported the formation of regional forums. The forums convene on a regular basis and are primarily composed of state transportation, motor vehicle administration and enforcement, as well as industry representatives. Virginia is uniquely located in three geographic regions, and is active in the two consortiums supporting these regions: the I-95 Corridor Coalition (Northeast), and the Alliance for CVO (Southeast and Great Lakes States).
In the fall of 1996, a demonstration of the various CVISN applications was presented to other state and federal representatives, industry, and the media. This event was considered a tremendous success as the Virginia working group was able to demonstrate products and services being developed while at the same time obtain feedback from the customers being served. Furthermore, this event generated a great deal of positive publicity and interest in the program. As other milestones are reached, other showcase events will be held.
6.8 Funding Approach Migration Path
As states begin to contemplate full-scale deployment of ITS technologies for the full range of administrative and roadside management aspects of their motor carrier programs, the issue of cost moves to the forefront. The cost of administering and enforcing CVO regulations is a function of the geographic size, the level of motor carrier traffic moving throughout the state, and the organization of the state's regulatory system.
