SUPERLOAD
Permitting and Routing Implementation
Iowa Department of Transportation
Kick-Off Findings
Version 1.0
SUPERLOAD Permitting and Routing Implementation
Iowa Department of Transportation
Kick-Off Findings
Version 1.0
09/21/2011
Page 2 of 31
Document Version History
Version
Owner
Source
Date
Description
0.01
Project Manager
Sandy Hamilton, Paul
Michel, Ted Bain,
Vince Rucinski, Dan
Vogen
09/08/2011
Initial draft
0.02
Project Manager
Sandy Hamilton, Paul
Michel, Ted Bain,
Vince Rucinski, Dan
Vogen
09/15/2011
1st Review (ECB)
0.03
Project Manager
Sandy Hamilton, Paul
Michel, Ted Bain,
Vince Rucinski, Dan
Vogen
09/20/2011
Integrate all questions and
comments.
Add finance review document.
Add as-is workflows
Add sub-sections for “as-is”
and “to-be”.
0.04
Project Manager
Vince Rucinski, Sunil
Kamath
9/21/2011
Updates for preparation in
submission to Iowa DOT
1.0
Project Manager
Vince Rucinski
9/22/2011
Final edits
For review:
For approval:
Phou Baccam, Iowa DOT
Tina Hargis, Iowa DOT
Nancy Goecke, Iowa DOT
Scott Neubauer, Iowa DOT
Any additional project stakeholders deemed necessary by Iowa
CONFIDENTIALITY STATEMENT
The contents of this document, including system ideas and concepts, are confidential and proprietary in
nature and are not to be distributed in any form without the prior written consent of Bentley Systems, Inc.
SUPERLOAD Permitting and Routing Implementation
Iowa Department of Transportation
Kick-Off Findings
Version 1.0
09/21/2011
Page 3 of 31
Table of Contents
1
2
Introduction ....................................................................................................................... 5
1.1
Document Purpose ..................................................................................................................5
1.2
Kick-Off Overview ....................................................................................................................5
1.3
Attendees / Contacts ...............................................................................................................5
1.4
Abbreviations ..........................................................................................................................6
Permit Administration ........................................................................................................ 7
2.1
Summary .................................................................................................................................7
2.2
Details .....................................................................................................................................7
2.2.1
2.2.2
2.2.3
2.2.4
2.2.5
2.2.6
2.2.7
2.2.8
2.2.9
2.2.10
2.2.11
2.2.12
2.2.13
3
Route Selection and Analysis ............................................................................................ 20
3.1
Summary ............................................................................................................................... 20
3.2
Details ................................................................................................................................... 20
3.2.1
3.2.2
3.2.3
3.2.4
3.2.5
4
5
User Types ................................................................................................................................................ 7
General Permit Information...................................................................................................................... 8
Single Trip Permits .................................................................................................................................. 10
Period Based Permits .............................................................................................................................. 11
Temporary Registration / Credentials .................................................................................................... 12
Other Functions ...................................................................................................................................... 13
Administration Functions ........................................................................................................................ 14
Financial .................................................................................................................................................. 14
Carriers.................................................................................................................................................... 17
Permit Services ....................................................................................................................................... 18
Law Enforcement .................................................................................................................................... 18
IT ............................................................................................................................................................. 19
External Interfaces and Databases ......................................................................................................... 19
Routes ..................................................................................................................................................... 20
Bridges .................................................................................................................................................... 20
Interchanges ........................................................................................................................................... 20
Other Data .............................................................................................................................................. 20
Preliminary Network ............................................................................................................................... 21
Bridge Analysis................................................................................................................. 22
4.1
Summary ............................................................................................................................... 22
4.2
Details ................................................................................................................................... 22
Temporary Restrictions .................................................................................................... 23
5.1
Summary ............................................................................................................................... 23
CONFIDENTIALITY STATEMENT
The contents of this document, including system ideas and concepts, are confidential and proprietary in
nature and are not to be distributed in any form without the prior written consent of Bentley Systems, Inc.
SUPERLOAD Permitting and Routing Implementation
Iowa Department of Transportation
Kick-Off Findings
Version 1.0
5.2
09/21/2011
Page 4 of 31
Details ................................................................................................................................... 23
5.2.1
5.2.2
CARS 511 ................................................................................................................................................. 23
Pavement ................................................................................................................................................ 23
Appendix A – “As-Is” Workflows ............................................................................................. 24
CONFIDENTIALITY STATEMENT
The contents of this document, including system ideas and concepts, are confidential and proprietary in
nature and are not to be distributed in any form without the prior written consent of Bentley Systems, Inc.
SUPERLOAD Permitting and Routing Implementation
Iowa Department of Transportation
Kick-Off Findings
Version 1.0
1
09/21/2011
Page 5 of 31
Introduction
1.1 Document Purpose
The purpose of this document is to share the findings of the key project areas discussed during the project
kick-off. These notes are intended to insure that all participants share an initial consensus. The results of
the various data gathering meetings are included in this document. The detailed information from these
meetings will be further documented, refined, and used in the Business Requirements, Functional
Specification, Configuration Specification and Technical System Specification documents.
In certain sections, open questions and areas requiring additional dialogue are highlighted in bold and
red italicized text.
1.2 Kick-Off Overview
The project kick-off meetings were held in Ankeny and Ames, IA at the Iowa Department of Transportation
(Iowa DOT) from August 30, 2011 through September 1, 2011. Sessions were held for the general project
overview and kick-off (including a demonstration), with specific technical sessions on permit administration,
routing, bridge analysis, and temporary restrictions.
1.3 Attendees / Contacts
Attendees varied by session, but overall included the following.
Iowa DOT
Name
Phone
Email
Project Role
Tina Hargis
(515) 237-3252
tina.hargis@dot.iowa.gov
Iowa Project Manager
Phou Bacaam
(515) 237-3270
phoumine.bacaam@dot.iowa.gov
MCS supervisor
Dave Miller
(515) 237-3353
david.miller@dot.iowa.gov
MCS supervisor
alexander.jansen@dot.iowa.gov
MCS clerk
Alex Jansen
Karen Smith
(515) 237-3239
karen.smith@dot.iowa.gov
MCS clerk
Josie Anderson
(515) 237-3232
josie.anderson@dot.iowa.gov
MCS Accounting
Hale Strasser
(515) 239-1860
hale.strasser@dot.iowa.gov
IT Support for MV Division
Mark Lowe
(515) 402-3986
mark.lowe@dot.iowa.gof
Director, Motor Vehicle Division
Scott Neubauer
(515) 239-1290
scott.neubauer@dot.iowa.gov
Bridge Rating Engineer
Nancy Goecke
(515) 239-1947
nancy.goecke@dot.iowa.gov
IT Support for MV Division
Ned Lewis
(515) 237-3247
ned.lewis@dot.iowa.gov
MVE
Scott Innis
(515) 239-1107
scott.innis@dot.iowa.gov
Bridge Rating Engineer
Jennifer Bell
(515) 979-8250
jennifer.bell@dot.iowa.gov
MVE
CONFIDENTIALITY STATEMENT
The contents of this document, including system ideas and concepts, are confidential and proprietary in
nature and are not to be distributed in any form without the prior written consent of Bentley Systems, Inc.
SUPERLOAD Permitting and Routing Implementation
Iowa Department of Transportation
Kick-Off Findings
Version 1.0
09/21/2011
Page 6 of 31
Name
Phone
Email
Project Role
Jeff Sundholm
(515) 239-1543
jeff.sundholm@dot.iowa.gov
Manager, Network and
Communications
Roger Rohlf
(515) 239-1911
roger.rohlf@dot.iowa.gov
Manager, IT Server and DBA
Christine Jones
(515) 239-1775
christine.jones@dot.iowa.gov
Apptech Server
Tony Taylor
(515) 239-1902
tony.taylor@dot.iowa.gov
Research & Technology, ATMS
project
John Haas
(515) 239-1040
john.haas@dot.iowa.gov
Statewide Em. Ops.
Eric Abrams
(515) 239-1949
eric.abrams@dot.iowa.gov
IT
Rhonda Pecenka
(515) 239-1123
rhonda.pecenka@dot.iowa.gov
Eng. Tech, Sr. Consultant
Sinclair Stolle
(515) 239-1933
sinclair.stolle@dot.iowa.gov
CARS/511 Program Manager
Kim Nobiling
(515) 233-7809
kim.nobiling@dot.iowa.gov
Operations Support Center
Mark Hansen
(515) 239-1990
mark.hansen@dot.iowa.gov
Trans Data, Cartographer
Jesse Denker
(515) 239-1560
jesse.denker@dot.iowa.gov
Trans Data, LRS
Ryan Wyllie
(515) 239-1560
ryan.wyllie@dot.iowa.gov
Trans Data, LRS
Mike Clement
(515) 239-1826
mike.clement@dot.iowa.gov
GIS Quality Administrator
Cailtin Hagar
(515) 239-1068
caitlin.hagar@dot.iowa.gov
Trans Data, GIMS
Name
Phone
Email
Project Role
Vince Rucinski
(302) 355-0913
vince.rucinski@bentley.com
Bentley Project Manager
Dan Vogen
(630) 241-2100 x26
dan.vogen@bentley.com
Technical Director
Ted Bain
(832) 217-2805
ted.bain@bentley.com
Permitting System Technical
Lead
Sandy Hamilton
(303) 967-0858
sandy.hamilton@bentley.com
Permitting System Business
Analyst
Paul Michel
(630) 241-2100 x13
paul.michel@bentley.com
Routing System Technical
Lead
Tim Bisch
(512) 733-1911
Tim.bisch@bentley.com
Account Manager
Bentley Systems
1.4 Abbreviations
Abbreviation
Meaning, Definition
MCS
Motor Carriers Services
MVE
Motor Vehicle Enforcement
GVW
Gross Vehicle Weight
CONFIDENTIALITY STATEMENT
The contents of this document, including system ideas and concepts, are confidential and proprietary in
nature and are not to be distributed in any form without the prior written consent of Bentley Systems, Inc.
SUPERLOAD Permitting and Routing Implementation
Iowa Department of Transportation
Kick-Off Findings
Version 1.0
2
09/21/2011
Page 7 of 31
Permit Administration
2.1 Summary
Several discussions were held with Iowa DOT staff regarding the current permitting processes, current
permitting system, and requirements / workflows of the new SUPERLOAD Permitting component. The
discussions included reviews of the current permitting steps and a walkthrough of the Permit Office with
demonstrations of various aspects of the current process and system. Understanding all the permit
application data requirements and business rules is a time consuming and complex process. The “Iowa
Truck Information Guide” was provided to all Bentley attendees to aid in the understanding of the business
rules. This guide contains many of business rules for the various Iowa permits.
Payment processes were discussed and are understood to include cash, check, credit card, and escrow
accounts. Information was provided on the credit card gateway.
The current permitting system was reviewed to gain an understanding of current user actions and
expectations. Discussions addressed the permit data.
Discussions also included a review of several technical requirements and the computing infrastructure that
will be used to host the solution. Also interfaces to other systems that contain important data were
discussed.
The subsequent sections are separated into sub-sections; one documenting the current system and
business rules, and one documenting the future changes and business rules to be implemented. Not all
sections contain both the “as-is” and “to-be”. The information in the future section is not a complete list of
requirements, functionality and business rules. It is the information gathered during the on-site visit. As
stated in Section 1.1, requirements and design documents will be produced in subsequent project phases.
2.2 Details
2.2.1 User Types
2.2.1.1 Future
This section lists the business types for IAPS.
Permit Office Personnel
Supervisor
Lead Clerk
Permit Clerk
Bridge Office
Design Tech Specialist
Finance
Accountants
Clerks
CONFIDENTIALITY STATEMENT
The contents of this document, including system ideas and concepts, are confidential and proprietary in
nature and are not to be distributed in any form without the prior written consent of Bentley Systems, Inc.
SUPERLOAD Permitting and Routing Implementation
Iowa Department of Transportation
Kick-Off Findings
Version 1.0
09/21/2011
Page 8 of 31
Audit : Bentley and Iowa need to discuss and confirm specific auditing requirements
Law Enforcement
Roadside Access to Permit Information
Access regarding Escorts (to be determined)
Pavement Analysis Engineers
IT – level(s) of access to be determined
Carriers
Admin Carriers
Carrier Users
Emergency Move Carriers
Permit Services
Admin Permit Services
Permit Service Users
RAD Shippers & Carriers
IADOT indicated that District Offices and the Department of Public Health will have no direct access to the
new process.
2.2.2 General Permit Information
2.2.2.1 Current
Definition of Overweight
Gross
80,000 lbs maximum legal weight on Interstate Highways
86,000 on 5 axles with a spread transporting livestock (State & US Highways)
90,000 on 6 axles (State & US Highways)
96,000 on 7 axles (State & US Highways)
These legal limits may be reduced on weight-limited routes
These legal limits may be reduced according to published weight charts derived from the AASHTO
Bridge formula
Axle
20,000 lbs for a single axle
34,000 for tandem
42,000 for a triple or more axles
24,000 lbs per axle is maximum permitable weight except for Construction Equipment with qualifying tires
which may be as much as 36,000 on an axle or trunnion axles that allow up to 40,000 (need confirmation
with Iowa on this value).
Definition of Oversize (over these limits)
Height
13’ 6”
CONFIDENTIALITY STATEMENT
The contents of this document, including system ideas and concepts, are confidential and proprietary in
nature and are not to be distributed in any form without the prior written consent of Bentley Systems, Inc.
SUPERLOAD Permitting and Routing Implementation
Iowa Department of Transportation
Kick-Off Findings
Version 1.0
09/21/2011
Page 9 of 31
14’ auto transporters hauling passenger vehicles, light delivery trucks, pickup trucks or recreational
vehicle chassis
Width
8’ 6”
Truck Length
41’ single vehicle
45’ bus
61’ articulated bus
45’ motor home
65’ motor home towing another vehicle
Trailer Length
53’
57’ Lowboy transporting construction equipment
Overall Length
not oversized on truck-tractor, semitrailer combinations
65’ power units designed to carry cargo when used in combination with a trailer or semitrailer
Overhang
3’ front, 4’ rear in addition to overall length when used exclusively for transporting automobiles, boats or
recreational vehicle chassis
Applications are currently taken in person, by mail, over the phone (emergency moves), fax and internet via
the eZ Permit process.
Permits are currently delivered using fax, mail, in person and internet browser.
2.2.2.2 Future
Permit numbering will use the SUPERLOAD sequential numbering scheme for all permits.
The word ‘legal’ will not be allowed as a value in dimensions fields. Exact dimensions will be entered.
IADOT will like to add the Time Issued to permit documents, and wants to consider additional format
changes.
The system will reject applications that are not required (vehicles that are within legal dimensions). The
system will alert the user as to why they do not require a permit. MCS would like to see the error message
configured with the number to call in the event the applicant needs more information.
There are spring thaw limitations. These will be handled using Restriction Manager.
Emergency moves will be allowed by pre-approved companies.
In the new system, applications will be taken in person, by mail, fax, and internet. Telephone applications
for emergency permits will no longer be accepted.
In the new system permits will be delivered using fax, mail, in person, email, and internet browser.
CONFIDENTIALITY STATEMENT
The contents of this document, including system ideas and concepts, are confidential and proprietary in
nature and are not to be distributed in any form without the prior written consent of Bentley Systems, Inc.
SUPERLOAD Permitting and Routing Implementation
Iowa Department of Transportation
Kick-Off Findings
Version 1.0
09/21/2011
Page 10 of 31
2.2.3 Single Trip Permits
2.2.3.1 Current
Single Trip – The fee is $10. The load must not be divisible.
Single Trip with Weight Increase – The fee is $10 plus 5 cents per ton mile over the registered weight. The
permit is used for moving structures (houses, buildings).
Round Trip – The fee is $20. Same as single trip but round trip of route is analyzed.
Multi-Trip – The fee is $200. One permit application can specify up to 40 routes. Good for 60 days. Open
Question: Do these allow unlimited trips in the 60 days or a set number? If a set number, how
many?
Special Alternative Energy Multi-Trip – The fee is $600. This permit is used for moving wind energy loads.
The dimension limits are larger. The permits are power unit specific. There are multiple acceptable routes
on the permit. Very few of these permits have been issued to-date.
Single trip permits are good for 5 days. Weekend travel is allowed. Full holidays are excluded when
determining travel dates. Partial holidays count as a travel day. Currently, permits can be issued for noncontiguous travel days.
Supervisor approval is needed for applications where the length is greater than 120’, height is greater than
18’, width is greater than 18’, or overhang greater than 15’.
Bridge approval is needed for application where the GVW is greater than 156,000 lbs, cranes over 120,000
lbs GVW, or cranes and fire trucks over 20,000 lbs per axle. Bridge coordinates review of permits by the
Pavement Section. Generally all applications with axles greater than 20,000 lbs will be reviewed by
pavement.
Escorts are required for certain dimensions. If the carrier uses a MVE escort they are charged. The
maximum charge is $250 per day. Currently, after the move, MVE calls the MCS stating the move has been
made and providing the total charge. The escort fee is charged to the carrier’s account.
See Appendix A for “as-is” workflows for single trip permits.
2.2.3.2 Future
Single Trip - There will be three variations of this single trip permit with different business rules; 1) Single
Trip for Self-Propelled Vehicle, 2) Single Trip for Construction Equipment, 3) All Other Single Trip. These
three variations will become three separate permit application types.
Single Trip with Weight Increase – There are no changes from current noted in the meetings.
Round Trip –MCS decided they wanted this as a separate permit type instead of a round trip checkbox on
the single trip application.
Multi-Trip –This permit may go away with the new legislation.
Special Alternative Energy Multi-Trip – There are no changes from current noted in the meetings.
A permit can be system issued no more than 5 days in advance of the start date. Supervisors may backdate a permit.
Currently, permits can be issued for non-contiguous travel days. However, Bentley recommends a business
procedure change as this would necessitate a complex change of the COTS software.
CONFIDENTIALITY STATEMENT
The contents of this document, including system ideas and concepts, are confidential and proprietary in
nature and are not to be distributed in any form without the prior written consent of Bentley Systems, Inc.
SUPERLOAD Permitting and Routing Implementation
Iowa Department of Transportation
Kick-Off Findings
Version 1.0
09/21/2011
Page 11 of 31
The escort process will change in the IAPS system. Requires more discussion for design.
New legislation may allow the collection of fees by ton mile.
New legislation may allow the collection of analysis fees.
Insurance information will not be stored and checked. A statement about the required insurance will be
included in the acknowledgement statement on the permit application.
Axle weights will be collected if the GVW is over 80,000 lbs or the carrier declares that the overall vehicle is
overweight. If any axle is over 24,000 lbs per axle and the vehicle is self-propelled the tire sizes will be
collected.
Information for self-propelled vehicles will be collected as power unit information. Self-propelled vehicles are
not registered so a VIN should be collected.
The total length of all the trailers will be collected as the trailer length. The license tag and state will be
collected for the primary trailer.
2.2.4 Period Based Permits
2.2.4.1 Current
Annual Oversize/Overweight – The fee is $300. In the current system after the Annual OS/OW is issued
then a part of an Annual OS permit is added to the permit document. This Annual OS is a no charge permit.
Axle limit is 20,000 lbs. GVW limit is 156,000 lbs except self-propelled is 120,000 lbs.
Annual Oversize Only – The fee is $25. The permit needs a route approval when the load is over 14’6”
wide. The permit needs a route approval when the load is over 50 mile radius unless the route continues on
at least 4 lanes roads.
All Systems – This allows travel on county and city roads.
Bridge Exempt – The fee is $75 for three years. GVW limit is 80,000 lbs. This permit is for special mobile
equipment.
Compacted Rubbish Vehicles – The permit fee is $100. This permit is for vehicles with a short wheelbase
and up to 36,000 lbs per tandem. Currently this is all a multi-part paper document process. The vehicle is
approved by the counties. The counties add restrictions to the permit application. Bridge adds restrictions to
the permit application. MCS issues the permit by writing a permit number on the application. The application
becomes the permit document.
Self-propelled Implement of Husbandry with Flotation Tires – The permit fee is $600 per county, maximum
of $3500. A maximum of 10 counties can be included on the permit. There is no routing. Travel is not
allowed on interstates. There is a maximum of 25,000 lbs per axle.
Raw Milk – The permit fee is $25. There is no routing. Travel is not allowed on interstates. There is a
maximum of 20,000 lbs per axle. MCS issues the permit by writing a permit number on the application. The
application becomes the permit document.
Annual Route Approval – There is no permit fee. A route approval document is produced. This permit type
is treated as a no charge single trip. The route approval is good for 5 days. Route Approval is required
when loads are over 14’6” wide or when loads are moved outside a 50-mile radius unless all travel
continues on at least 4-lane roads.
RAD Transport (High-Level Road, High-Level Rail, Low-Level Road, Low-Level Rail)
CONFIDENTIALITY STATEMENT
The contents of this document, including system ideas and concepts, are confidential and proprietary in
nature and are not to be distributed in any form without the prior written consent of Bentley Systems, Inc.
SUPERLOAD Permitting and Routing Implementation
Iowa Department of Transportation
Kick-Off Findings
Version 1.0
09/21/2011
Page 12 of 31
Permit fees are discounted for RAD shippers if their escrow account is used.
An annual permit can be issued no more than 60 days in advance. This applies to new applications and
permit renewals.
Period based permits are issued for the maximum dimensions except self-propelled. Self-propelled vehicles
are issued for the actual dimensions.
Axle information is not collected for any period based permits. It is collected for Route Approvals.
Annual permits are issued for 12 months plus the remainder of the starting month. For example, the start
date is 9/9/2011 and the end date is 9/30/2012. The start date of a renewal is one day after the end of the
old one.
There are no renewal notification mailings.
2.2.4.2 Future
Annual Oversize/Overweight – It was proposed and accepted that the wording will be changed on the
permit document so that extra step of creating the no charge Annual OS does not have to occur.
Annual Oversize Only – There are no changes from the current noted in the meetings.
All Systems – This permit type may go away with the new legislation.
Bridge Exempt – The fee is $25 for one year.
Compacted Rubbish Vehicles – This may become a permit for state only routes. The carrier would have to
get a separate permit for city and county routes.
Self-propelled Implement of Husbandry with Flotation Tires – There are no changes from current noted in
the meetings.
Raw Milk – This permit will become an electronic permit application and permit document, not the current
manual process.
Annual Route Approval – There are no changes from the current noted in the meetings.
RAD Transport (High-Level Road, High-Level Rail, Low-Level Road, Low-Level Rail) – Will be implemented
as 4 separate permit types. A new user type will be created called RAD shipper. The RAD shipper will only
be shown these 4 permit types.
The discount for RAD shippers will be implemented in IAPS.
2.2.5 Temporary Registration / Credentials
2.2.5.1 Current
Registration and Fuel Trip - These permits are valid for 72 hours. A Registration permit is for one power
unit. A Fuel Trip permit is for one trip in the 72 hour period. If the trip has not started, the permit can be
voided and payment refunded. Currently truck stops have blank cards that can be filled out for fuel and trip
permits.
Temporary Weight Increase – This is a temporary registration good for 5 days. It has routing information.
The fee is 5 cents per ton mile over registered weight. This permit type only applies to House or Building
moves.
CONFIDENTIALITY STATEMENT
The contents of this document, including system ideas and concepts, are confidential and proprietary in
nature and are not to be distributed in any form without the prior written consent of Bentley Systems, Inc.
SUPERLOAD Permitting and Routing Implementation
Iowa Department of Transportation
Kick-Off Findings
Version 1.0
09/21/2011
Page 13 of 31
Unladen Weight Permit – The fee is $10. This permit is good for 30 days. The starting point, ending point
and midpoint of the route is displayed on the permit. The permit is for a power unit with no plate. It is good
for travel in other states.
Commercial Repair – This is a no-charge permit. It is used for a power unit to come into Iowa for repair or
enhancement. This permit is good for 30 days. The starting point and ending point is displayed on the
permit. It is good for the round trip.
2.2.5.2 Future
Registration and Fuel Trip - The new system will not allow truck stops to have blank cards to be filled out.
Truck stops can continue this service by becoming permit services and apply (on-line) on behalf of a carrier.
Temporary Weight Increase – There are no changes from the current noted in the meetings.
Unladen Weight Permit – There are no changes from the current noted in the meetings.
Commercial Repair – There are no changes from the current noted in the meetings.
2.2.6 Other Functions
2.2.6.1 Future
The following other functions are required in IAPS:

Vehicle library

My Queue/My Permits

Sort by start date and then submitted date - Requires more discussion for design. Sorting by a
start date is not currently supported in the software. In general, Bentley would encourage
Iowa to reconsider this requirement as it provides a mechanism for haulers to “game” the
system.

Standard Superload search criteria except:

Change Permit ID label to Permit Number

Change Effective Date label to Start Date

Change Expiration Date label to End Date

Copy Application/Permit

View Original Application

Carrier look-up using name, USDOT, MC number

Origins and destination displayed as dropdown lists

Original Origin and/or Final Destination required for Superload applications that originate and/or
terminate outside of Iowa

Load descriptions displayed as a dropdown list

System issuance rules based on routes. Requires more discussion for design.
CONFIDENTIALITY STATEMENT
The contents of this document, including system ideas and concepts, are confidential and proprietary in
nature and are not to be distributed in any form without the prior written consent of Bentley Systems, Inc.
SUPERLOAD Permitting and Routing Implementation
Iowa Department of Transportation
Kick-Off Findings
Version 1.0
09/21/2011
Page 14 of 31
2.2.7 Administration Functions
2.2.7.1 Future
Void is a desired feature. Supervisors and lead permit clerks will be able to void a permit. A permit can be
voided if the move has not started or if it is a duplicate. A full refund can be given. There are no partial
refunds.
Revoke is a desired feature. Supervisors and lead permit clerks will be able to revoke a permit. Law
enforcement will call the Permit Office to request revoking a permit.
Revise is a desired feature. Supervisors, lead permit clerks and permit clerks will be able to revise a permit.
Any information will be able to be changed. A possible charge for revisions was mentioned if the route was
changed.
2.2.8 Financial
2.2.8.1 Current
Payment is currently collected as cash, check, charge account and escrow account (RAD Shippers).
Charge accounts require a $100 deposit and customers are invoiced monthly for permits charged to their
account. Customers can also use a credit card to purchase a check in order to pay for a permit. The clerk
enters the credit card information into a terminal. After approval, a check is printed for the amount of the
permit. A convenience fee ($6.00) is charged by a third party for this service. The customer’s credit card
charge reflects the sum of the permit fee and the convenience fee. The check is then handled like any
other check.
2.2.8.1.1
Details
This section contains a detailed description of the current financial processing.
2.2.8.1.1.1
Cash Payment Method
Walk-up Customer pays for new permit with cash. Typically one clerk is assigned to walk-ups, but others
may help. Cash is secured in a common cash drawer. All cash in the cash drawer is delivered to Finance at
the end of the day. The cash is reconciled with the other forms payments for all permits at the end of the
day by Finance.
2.2.8.1.1.2
Check Payment Method
Walk-up Customer or mail-in customer pays for new permit with a check. Checks for walk-ups may be for
manually-issued permits or permits issued via eZ Permit. These checks are secured in the common cash
drawer if issued by the walk-up clerk. All other checks are kept by each issuing permit clerk for the day. All
checks are delivered to finance at the end of the day. Checks for walk-ups are delivered with the common
cash drawer to Finance. For all other checks, each clerk clips the checks they accepted for payment and
delivers to Finance. The checks are reconciled with the other forms payments for all permits at the end of
the day by Finance.
2.2.8.1.1.3
Charge Account Payment Method
Each Internet customer (and possibly others) is assigned an account ID. Applicant specifies charge account
as payment method for eZ Permit application. Walk-up and fax-in customers may also specify a charge
CONFIDENTIALITY STATEMENT
The contents of this document, including system ideas and concepts, are confidential and proprietary in
nature and are not to be distributed in any form without the prior written consent of Bentley Systems, Inc.
SUPERLOAD Permitting and Routing Implementation
Iowa Department of Transportation
Kick-Off Findings
Version 1.0
09/21/2011
Page 15 of 31
account for payment. eZ Permit provides a list of charges at the end of each day to Finance. The account
charges are reconciled with the other forms payments for all permits at the end of the day by Finance.
2.2.8.1.1.4
Credit Card Payment Method
Walk-up, fax-in, and eZ Permit customers can provide necessary credit card information for payment of a
permit. Clerks enter the amount of the permit and the credit card information into the VitalChek terminal.
The terminal produces a check payable to the state for the amount of the permit while the customer’s credit
card account reflects the amount of the charge and a $6.00 convenience fee. Each clerk keeps the checks
for the charges that he/she entered. These checks are clipped together with other checks recorded for
payment in eZ Permit and are delivered to Finance at the end of the day. These checks are reconciled with
the other forms payments for all permits at the end of the day by Finance.
2.2.8.1.1.5
Updating Accounts
Payments to each account are posted by Finance when received. Any adjustments to an account are
posted as needed. Supervisors approve adjustments. Finance enters the adjustments. Deposits for any
new accounts (and accounts whose deposit amount is increased) are recorded on an Excel spreadsheet.
2.2.8.1.1.6
Reconciliation
Permits have three payment methods – Cash, Check (Personal/Company/VitaChek), and Charge Account.
Each method is separately reconciled.

Cash is reconciled with the eZ Permit list of Cash Payment permits and the log books for manuallyissued permits.

Checks are matched with the eZ Permit list and the manually-issued permit logs.

Permits paid by Charge Account

eZ Permit produces a list of permits paid by charge account.

Manually-issued permits may not be paid by charge account.

Each permit charge must be hand-posted to the correct account in the Accounts Receivable
process.

After all charges are entered, they are balanced against the eZ Permit list of charges.
All payments collected are summed and compared to the expected total and discrepancies are resolved.
The deposit is prepared and secured for the night. This includes

Cash

Checks from customers for permits

Checks from VitalChek

Check received in the mail for payment of charges

Checks for New Account deposits
Based upon the sale of the various permit types, a list of how the funds are to be distributed is prepared
(these totals reconcile to the permit sales, but will not match the funds to be deposited).
The funds are deposited on the next work day.
2.2.8.1.1.7
Account Invoices
CONFIDENTIALITY STATEMENT
The contents of this document, including system ideas and concepts, are confidential and proprietary in
nature and are not to be distributed in any form without the prior written consent of Bentley Systems, Inc.
SUPERLOAD Permitting and Routing Implementation
Iowa Department of Transportation
Kick-Off Findings
Version 1.0
09/21/2011
Page 16 of 31
At the end of the accounting period, invoices are prepared for all accounts with activity or an outstanding
balance. Invoices are mailed to the customers for payment.
Delinquent accounts cannot be used.
2.2.8.2 Future
The new system will collect payment as cash, check, escrow and electronic payment (credit card, ACH,
EFT). There will be no charge accounts. Electronic payments will be made via the ePay interface. The
interface for cash, check and escrow accounts will be ARTS.
2.2.8.2.1
Details
This section contains a detailed description of the requested financial processing in IAPS.
2.2.8.2.1.1
Cash Payment Method
Walk-up Customer pays for new permit with cash. Cash is secured in each individual clerk’s cash drawer.
Each clerk receives a list of permits from IAPS that they issued and reconciles their own daily work with the
list. All funds (cash, checks) are delivered to finance at the end of the day by each individual clerk. This will
include some kind of document verifying that their drawer balances with IAPS.
2.2.8.2.1.2
Check Payment Method
Walk-up Customer or mail-in customer pays for new permit with a personal/company check. Checks are
secured in an individual cash drawer. Each clerk receives a list of permits from IAPS that they issued and
reconciles their own daily work with the list. All funds (cash, checks) are delivered to finance at the end of
the day by each individual clerk. This will include some kind of document verifying that their drawer
balances with IAPS.
2.2.8.2.1.3
Escrow Account Payment Method
Each customer may establish and fund an escrow account. Applicant specifies escrow account as the
payment method for permit application (walk-up, fax-in, mail-in or Internet). IAPS verifies the validity and
sufficiency of funding of the escrow account in ARTS. Upon payment of the permit, IAPS notifies ARTS to
debit the customer escrow account.
IAPS will provide a list of charges at the end of each day to Finance. ARTS will provide a similar list of
escrow account debit transactions to IAPS. The two lists are reconciled.
2.2.8.2.1.4
Credit Card / eCheck Payment Method
Walk-up and IAPS customers provide necessary credit card or eCheck information for payment of a permit.
This information is entered directly into IAPS. For security reasons, mail-in and fax-in customers will not be
offered credit card or eCheck as a method of payment. IAPS redirects users to the ePay user interface.
Clerks enter the credit card / eCheck information into ePay for walk-ups. Customers enter the credit card /
eCheck information themselves when applying on-line. ePay will send IAPS a receipt number.
IAPS will produce a list of credit card & eCheck transactions at the end of each day to be reconciled with
ARTS/ePay. Since all the credit card and eCheck information is entered into ePay, IAPS will not know
which payment method was used.
2.2.8.2.1.5
Updating Accounts
CONFIDENTIALITY STATEMENT
The contents of this document, including system ideas and concepts, are confidential and proprietary in
nature and are not to be distributed in any form without the prior written consent of Bentley Systems, Inc.
SUPERLOAD Permitting and Routing Implementation
Iowa Department of Transportation
Kick-Off Findings
Version 1.0
09/21/2011
Page 17 of 31
Replenishments for each account are posted by Finance when received. Any adjustments to an account are
posted as needed. Supervisors approve adjustments. Finance enters the adjustments. Deposits for any
new accounts are posted by Finance when received. This process is completed in ARTS. IAPS does not
store escrow account information.
2.2.8.2.1.6
Reconciliation
Permits have five payment methods – Cash, Check (Personal/Company), Escrow Account, Credit Card,
and eCheck.

Cash is reconciled with the total and the IAPS list of Cash Payments.

Checks are reconciled with the total and the IAPS list of Check Payments.

Permits paid by Credit Card and eCheck


IAPS does not distinguish between these two methods.

IAPS will produce a list and total of the permits paid by ePay.

ePay will provide a list and total of payments by these methods.

These two lists are reconciled.

If ePay can provide an electronic image of the list of payments, IAPS can use this to provide a
daily reconciliation report between ePay and permits paid via Credit Card and eCheck.
Permits Paid via Escrow Account

IAPS will produce a list and total of the permits paid by Escrow Account.

ARTS will provide a list and total of payments by this method.

These two lists are reconciled.

If ARTS can provide an electronic image of the list of payments, IAPS can use this to provide a
daily reconciliation report between ARTS and permits paid via Escrow Account.
All payments collected are summed and compared to the expected total and discrepancies are resolved.
The deposit is prepared and secured for the night. This includes

Cash

Checks from customers for permits.

Checks received in the mail for replenishment of escrow accounts.

Checks for new escrow account deposits.
Based upon the sale of the various permit types, IAPS will generate a list of how the funds are to be
distributed (these totals reconcile to the permit sales, but will not match the funds to be deposited).
The funds are deposited on the next work day.
2.2.9 Carriers
2.2.9.1 Current
Leased information is not collected. If is a carrier is for hire or private is indicated.
Travel authority numbers are collected for interstate and intrastate.
CONFIDENTIALITY STATEMENT
The contents of this document, including system ideas and concepts, are confidential and proprietary in
nature and are not to be distributed in any form without the prior written consent of Bentley Systems, Inc.
SUPERLOAD Permitting and Routing Implementation
Iowa Department of Transportation
Kick-Off Findings
Version 1.0
09/21/2011
Page 18 of 31
FEIN is not collected. USDOT is not required for private carriers.
2.2.9.2 Future
Billing accounts will be imported into the new database. The accounts indicate if carrier, agent or RAD
shipper.
Carriers will edit their own profiles. Administrative carriers will create carrier logins.
The following additional carrier information will be collected:

TA number

MC number

Comments
The following administrative flags will be collected:

Delinquent

No system issuance

On-alert

Fee exempt
The process to establish a new carrier will be initiated by the carrier. The new carrier request will be sent to
the Permit Office for approval/denial. Permit services will be allowed to initiate the new carrier process.
2.2.10 Permit Services
2.2.10.1 Future
Internal ID for permit services will be account number imported from the old database.
Permit Services will edit their own profiles. Administrative permit services will create permit service logins.
The following additional Permit Service information will be collected:

Comments
The process to establish a new permit service will be initiated by the permit service. The new permit service
request will be sent to the Permit Office for approval/denial.
2.2.11 Law Enforcement
2.2.11.1 Current
Law enforcement has roadside connectivity. Coverage is available throughout most of the state.
Escorts – All permits that need escorts are sent to the MVE. The carrier arranges for the escort through
MVE if a MVE escort is desired. A carrier can use a private escort or an escort from another law
enforcement agency.
CONFIDENTIALITY STATEMENT
The contents of this document, including system ideas and concepts, are confidential and proprietary in
nature and are not to be distributed in any form without the prior written consent of Bentley Systems, Inc.
SUPERLOAD Permitting and Routing Implementation
Iowa Department of Transportation
Kick-Off Findings
Version 1.0
09/21/2011
Page 19 of 31
2.2.11.2 Future
Law enforcement will have access to the new system, primarily read only but will be able to add comments
to a permit. Law enforcement will have access to some reports.
Law enforcement will not be able to revoke a permit. A call will be placed to the Permit Office.
Law enforcement needs to retrieve a copy of the permit document using the following search criteria:

Permit number

USDOT

Truck License tag and state

Trailer License tag and state
Further discussion is needed to determine how to handle escort assignments and fees in the new system.
2.2.12 IT
2.2.12.1 Future
The database will be SQL Server 2008, on a Microsoft Windows Server 2008, 64-bit operating system.
The Web server will run IIS7 on a Microsoft Windows Server 2008, 64-bit operating system. Multiple Web
servers can be load balanced for redundancy and scalability.
Web Standards – The style guide was provided. The header/footer from the State Web site will be used.
Iowa DOT will have test and production environments.
2.2.13 External Interfaces and Databases
2.2.13.1 Future
External interfaces are needed to the following systems:

Carrier / Vehicle Compliance

Celtic for IRP/IRTA

CVISN for registered weight

SAFER for UCR and MC number

PRISM for out of service

ARTS for processing escrow accounts cash and check payments.

ePay for electronic payments

Enterprise A&A for user authentication

Esker fax service
It was proposed by Bentley that Iowa DOT write a middleware layer to interface with all the systems /
databases that will be doing carrier and vehicle checks.
CONFIDENTIALITY STATEMENT
The contents of this document, including system ideas and concepts, are confidential and proprietary in
nature and are not to be distributed in any form without the prior written consent of Bentley Systems, Inc.
SUPERLOAD Permitting and Routing Implementation
Iowa Department of Transportation
Kick-Off Findings
Version 1.0
3
09/21/2011
Page 20 of 31
Route Selection and Analysis
3.1 Summary
Discussions were held with Iowa DOT staff regarding the route data. The discussions included reviews of
the current status of the route data in the LRS and GIMS system. The route data was discussed. The bridge
location and vertical clearance data was discussed. The interchanges and ramps were discussed.
Other data, such as the basemap and keypoints were also discussed.
The GIMS data is being migrated to GIMS 2. Most, but not all, of the data has been migrated.
3.2 Details
3.2.1 Routes
The data is stored in the Oracle Spatial database, but may be available in other formats, too (such as
shapefiles.)
Interstate, US, and State routes are available from the LRS state route system. All routes are created in
both directions separately.
I-80 is the primary route where it is concurrent with I-35 and I-29.
Nodes are tagged as borders, grade separated, or at grade.
County routes are available from the LRS E911 system.
Business attributes of the routes are available in GIMS. This includes lane, shoulder, functional class and
bridge information.
3.2.2 Bridges
The bridge locations and vertical clearances are available from GIMS. Currently, the data is being moved
from GIMS to GIMS 2. The bridge data also contains links to the Bridge SIMS Database. Vertical
clearances are given for each direction. The currency of the vertical clearance data may affect its accuracy.
The horizontal clearances are stored in the bridge SIMS database.
3.2.3 Interchanges
Ramps are included in the LRS data. All bridges on ramps will be included in GIMS 2. It is expected to be
ready in approximately two months.
3.2.4 Other Data
County and city outlines and water features are available in the basemap data.
Keypoints such as cities and local road intersections are available from the GIMS data.
CONFIDENTIALITY STATEMENT
The contents of this document, including system ideas and concepts, are confidential and proprietary in
nature and are not to be distributed in any form without the prior written consent of Bentley Systems, Inc.
SUPERLOAD Permitting and Routing Implementation
Iowa Department of Transportation
Kick-Off Findings
Version 1.0
09/21/2011
Page 21 of 31
Exit numbers are not currently part of GIMS.
3.2.5 Preliminary Network
Desire was expressed to create a preliminary network containing the Interstate, US, and State routes and
bridges. This could be used to replace the network currently in use by the Bridge Office.
CONFIDENTIALITY STATEMENT
The contents of this document, including system ideas and concepts, are confidential and proprietary in
nature and are not to be distributed in any form without the prior written consent of Bentley Systems, Inc.
SUPERLOAD Permitting and Routing Implementation
Iowa Department of Transportation
Kick-Off Findings
Version 1.0
4
09/21/2011
Page 22 of 31
Bridge Analysis
4.1 Summary
Discussions were held with Bridge Office users. SUPERLOAD has been used for many years in the Bridge
Office. Discussion centered on what will be different in the new system.
4.2 Details
The Bridge Office will continue to maintain the bridge library. The bridge library will be used by the new
system exactly as the current system does. No changes will be needed.
The vertical clearance data and bridge locations will come from GIMS.
The new system will allow more description information, such as the Feature Crossed, Facility Carried, and
Location to be included in the reports.
The new system will include county roads. This will allow checking of state bridges that are crossed by
county routes. The current system has no way to find or rate these bridges. The locations of those bridges
on county routes that cross state routes should be correct. Other bridges on county routes may not be
accurate, and the system should not need to rate them.
There is a need to ensure that all bridges on the main routes have good rating data in the bridge library.
Today about 200 bridges are missing. By the end of the project that number is expected to drop down to
around 50. There will be some structures that are outside the capabilities for the full analysis process. In
these cases, capacity files could be developed and used. It is also possible to enable moment and shear
“equivalence” checking.
The workflow and rules for rubbish permits was also discussed. The current process involves a lot of paper.
Various ideas for partial automation were discussed. The Permit Office was tasked with presenting ideas for
re-structuring the process with the Bridge Office to review the recommendations.
CONFIDENTIALITY STATEMENT
The contents of this document, including system ideas and concepts, are confidential and proprietary in
nature and are not to be distributed in any form without the prior written consent of Bentley Systems, Inc.
SUPERLOAD Permitting and Routing Implementation
Iowa Department of Transportation
Kick-Off Findings
Version 1.0
5
09/21/2011
Page 23 of 31
Temporary Restrictions
5.1 Summary
Separate discussions were held with the CARS 511 team and the Pavement team. The CARS 511
discussion included the usefulness of the event and location data, and the format it is provided in. The
Pavement meeting was held by phone during the week following the kickoff meetings. Discussion included
the types of pavement restrictions and methods used to create them.
5.2 Details
5.2.1 CARS 511
The CARS data has the capability to be used by the permit system if it is entered correctly. CARS
restrictions or incidents may be entered at several locations besides the operations center. Some
restrictions, such as width, may not be entered in the way the permit system can use them. The dates of the
restriction may change in the field and not be updated in the CARS system. Also, the route map used by
CARS may not have the latest route changes.
CARS provides an XML feed that is real-time. It is desired that this feed be used to update the OS/OW
routing restrictions.
5.2.2 Pavement
Pavement restrictions are based on field testing, and on spring thaw conditions.
There are also some permanent restrictions for axles over 20,000 lbs, and others for axles over 24,000 lbs.
Some pavement restrictions may be entered into the Restriction Manager manually.
When the Bridge Office receives permit applications that are over 500 kips or over 20 kips per axle, if the
bridges pass, they forward the permit application to the Pavement Office for checking. The Pavement Office
still wants to view these applications.
CONFIDENTIALITY STATEMENT
The contents of this document, including system ideas and concepts, are confidential and proprietary in
nature and are not to be distributed in any form without the prior written consent of Bentley Systems, Inc.
SUPERLOAD Permitting and Routing Implementation
Iowa Department of Transportation
Kick-Off Findings
Version 1.0
09/21/2011
Page 24 of 31
Appendix A – “As-Is” Workflows
The following workflows represent the workflows in the Permit Office, between the Permit Office and the Bridge Office and between the Permit Office, Bridge
Office and the Pavement Office. In each workflow the assumption is that the carrier submitted the application via the internet. The processing of the
application follows the “happy path”. The application is approved by all parties and issued.
CONFIDENTIALITY STATEMENT
The contents of this document, including system ideas and concepts, are confidential and proprietary in nature and are not to be distributed in any form
without the prior written consent of Bentley Systems, Inc.
SUPERLOAD Permitting and Routing Implementation
Iowa Department of Transportation
Kick-Off Findings
Version 1.0
09/21/2011
Page 25 of 31
A.1 – Permit Clerk Only
CONFIDENTIALITY STATEMENT
The contents of this document, including system ideas and concepts, are confidential and proprietary in nature and are not to be distributed in any form
without the prior written consent of Bentley Systems, Inc.
SUPERLOAD Permitting and Routing Implementation
Iowa Department of Transportation
Kick-Off Findings
Version 1.0
09/21/2011
Page 26 of 31
A.2 Supervisor Approval
Page 1
CONFIDENTIALITY STATEMENT
The contents of this document, including system ideas and concepts, are confidential and proprietary in nature and are not to be distributed in any form
without the prior written consent of Bentley Systems, Inc.
SUPERLOAD Permitting and Routing Implementation
Iowa Department of Transportation
Kick-Off Findings
Version 1.0
09/21/2011
Page 27 of 31
Page 2
CONFIDENTIALITY STATEMENT
The contents of this document, including system ideas and concepts, are confidential and proprietary in nature and are not to be distributed in any form
without the prior written consent of Bentley Systems, Inc.
SUPERLOAD Permitting and Routing Implementation
Iowa Department of Transportation
Kick-Off Findings
Version 1.0
09/21/2011
Page 28 of 31
A.3 Bridge Approval
Page 1
CONFIDENTIALITY STATEMENT
The contents of this document, including system ideas and concepts, are confidential and proprietary in nature and are not to be distributed in any form
without the prior written consent of Bentley Systems, Inc.
SUPERLOAD Permitting and Routing Implementation
Iowa Department of Transportation
Kick-Off Findings
Version 1.0
09/21/2011
Page 29 of 31
Page 2
CONFIDENTIALITY STATEMENT
The contents of this document, including system ideas and concepts, are confidential and proprietary in nature and are not to be distributed in any form
without the prior written consent of Bentley Systems, Inc.
SUPERLOAD Permitting and Routing Implementation
Iowa Department of Transportation
Kick-Off Findings
Version 1.0
09/21/2011
Page 30 of 31
A.4 Pavement Approval
Page 1
CONFIDENTIALITY STATEMENT
The contents of this document, including system ideas and concepts, are confidential and proprietary in nature and are not to be distributed in any form
without the prior written consent of Bentley Systems, Inc.
SUPERLOAD Permitting and Routing Implementation
Iowa Department of Transportation
Kick-Off Findings
Version 1.0
09/21/2011
Page 31 of 31
Page 2
CONFIDENTIALITY STATEMENT
The contents of this document, including system ideas and concepts, are confidential and proprietary in nature and are not to be distributed in any form
without the prior written consent of Bentley Systems, Inc.