The empowered field force - Leveraging new technologies in support of field operations
New Pole Audit Process
In 2000, a sample audit of unauthorized attachments was conducted on four of
AP’s 1,800 distribution circuits. The audit revealed that there were a significant
number of unauthorized attachments, which equated to a significant revenue-generating
opportunity when extrapolated across AP’s entire service territory.
In the summer of 2001, based on the results of this audit, a team was formed to
manage a complete audit of AP’s 1.6 million poles. The team considered
multiple options for how to do this audit in a timely manner. Because of the tight
time schedule, it was decided that the use of an outside contractor was
necessary.
Around the same time, the team began discussing the creation of a mobile audit
application that could use the existing mobile GIS as a foundation. Based on the
previous work and the other audit-related applications done by MapFrame, AP
decided to move forward on a rapid development schedule.
Working together, MapFrame and AP developed the specifications for a pole
auditing application. Considering the large number of poles to be audited, the
aggressive time schedule and value of the data collected, it was determined that
the application must be simple and fast, and also provide high data security.
Any click or entry required by the user interface to audit a pole would be repeated
1.6 million times. This made it essential that the software provided a quick easy
to use interface that was tailored to the pen-based Hammerhead computers. To
do this, the application makes extensive use of gestures and drop-down lists
which simplify the data input process.
Considering that each unauthorized attachment identified represents a certain
dollar amount, the loss of any collected data could total a significant amount.
This meant that all collected data needed to be safeguarded with frequent
backups and uploads. The MapFrame application provides the ability to quickly
backup all working files to secondary storage media and also to upload collected
data via access to AP’s WAN. This network access could take place at any one
of AP’s service centers located throughout the five state service territory.
An additional critical, yet unexpected, requirement was the ability to easily
manage the division of work. Because AP would be utilizing contractors to
complete the audit, it was important for the application to provide a way to divide
up AP’s territory into distinct areas that could be assigned to one of many
auditing crews. All poles need to be audited once and only once. To meet this
requirement, MapFrame came up with a method of dividing each of AP’s service
centers into multiple five mile by five mile squares. The software distinctly
numbers each “tile” which can then be assigned to a crew. The software also
provides a count of the number of poles that needs to be audited in each tile.
The features allowed the contractor to assign specific tiles to each crew with a
good estimate of how long it would take to audit the entire tile.
The software went through a number of iterations as it was developed. The final
version was put into use in under four months from when development began.
New Pole Audit System
The relevant components and data flows of the new Pole Audit System are
outlined below.
Components
Client Software: The client software is a Windows-based application that is run
on the Hammerhead mobile computers. The application requires system files
and data files. MapFrame calls this their FieldSmart Inspect application. The
system files take minimal disk space and can be updated as needed. The data
files are from two sources, the map and facility data from the SmallWorld
database and the attachment data from the FIS. The map data is required for
the core Mobile GIS application and can be updated on a regular, defined
schedule using the server software. The attachment data can be updated as needed. Because of the unique method the software provides for dividing the
poles that need to be audited, frequent updates are not critical.
Server Software: The server software runs on a Windows 2000 server that
works as the processing location and gateway for the flow of data within the
system. This is MapFrame’s Field Flow Manager application. This application
not only handles the conversion and compacting of the extracted SmallWorld GIS
data to the proprietary MapFrame format, but also handles the creation of files
related to the pole audit process.
FIS Database: The FIS database is an Oracle relational database that is the
foundation of the Facility Information System. This database allows for easy
selections and insertions to support the Pole Audit application.
SmallWorld Database: The SmallWorld database is an Automated
Mapping/Facility Management (AMFM) system from GE SmallWorld.
Data Flows
1. Extract and Process Map Data
On a scheduled basis, a program written in SmallWorld Magik programming
language is run which extracts all facilities, facility attribute and map data from
AP’s SmallWorld database. The data is saved in text files following the CLIFF
file standard. These files are then processed to convert and compress them into
the proprietary MapFrame file format that is used by the client application.
2. Extract and Process Attachment Data
On a scheduled basis, a script is run to query the FIS database for all existing
pole attachment records. This data is saved in delimited text files that are used
by the client application.
3. Distribute Map and Attachment Data
The map-related data and attachment data is distributed to the clients.
4. Collect Pole Audit Data
The client application is used to capture what attachments physically exist on
each pole. This includes recording both attachments that physically exist and are
not recorded in the FIS database, and attachments that are recorded in the FIS
database and do not physically exist.
5. Upload Collected Data and Update Attachment Data
Using AP’s wide area network (WAN), the collected audit data is uploaded by the
client application to the gateway server as delimited text files. The files are
parsed and records are inserted into the FIS database.
Lessons Learned
Detailed below are a number of the important lessons that AP has learned
through this process.
- “Get your money’s worth.” If using contractors, make sure the contractor
has an appreciation for the value of the software that will be used. This
may provide a large cost savings. Generally, the auditing companies that
had a better understanding of what the software could do ended up
coming in with bids which were over 50% less than the higher bids.
- Think big.” When designing the application, remember that it will be used
to record data on every pole. Any simplification or time-savings will be
multiplied over many times.
- Clean your data before using.” It was fortunate for AP that just prior to
embarking on the pole audit project that another project had been
completed to update AP’s Facility Information System. This update
included a thorough review of AP FIS data.
- Speed has its cost.” AP’s audit process was focused on speed. The
contractor used AP’s hardware and software, and uploaded the collected
data directly to AP. This does not allow the contractor to do extensive,
after-the-fact quality checks. Therefore, the contractor must be involved
with checking the quality of collected data on an on-going basis as the
audit is being completed.
- Training is the key.” Take the time to train the crews on identifying
specific attachments. This needs to be done by someone who is
intimately familiar with the facilities used in the field and the entire
attachment process.
- Keep it simple.” There is a huge tendency to want to record other
information about each pole in addition to the attachments. Be careful to
review every item that will be recorded by the auditor. Every item that is
recorded takes more time and this additional time is multiplied over every pole. AP decided to also capture information on major damage, space
violations and street lights, but not GPS positioning or other facility
information.
- Get specific.” AP did not previously record the type of attachment a
foreign company would make. This was assumed based on the type of
company, such as telephone, cable television, fiber and others. However,
the lines between these types of companies has blurred. Therefore, it is
important for the auditors to record the specific type of attachment.
Future Applications
Based on the experience with the Pole Audit system, AP is moving forward with
the development of additional MapFrame applications, which extend the
functionality of their mobile GIS system. Two such projects are a Forestry
Notification System and a Universal Facility Inspection System.
The Forestry Notification System is currently under development and will be used
to record the details of all notifications and related information. The Universal
Facility Inspection System will soon be under development and will provide the
capability to inspect all of the facilities within AP’s AMFM system.
