Customer Story

Simplifying Damage Restitution for MnDOT Case Study

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Page 2 In addition, without a single source of accurate data, MnDOT was using classification averages to calculate the costs of labor for damaged-property repairs, resulting in reimbursement of only 45% to 60% of the actual labor costs. Challenges The Minnesota Department of Transportation (MnDOT) was filing insurance claims seeking millions of dollars in infrastructure damage restitution annually. The process for recording and documenting damage claims was very detailed and time-consuming. To calculate the cost of these claims, MnDOT staff members were using data from different IT systems. Detailed damage repair information was not part of the agency's day-to-day work reporting programs. MnDOT had previously developed a standalone computer application to be used statewide by damage restitution specialists. However, the claim submission process required re-entering the same data up to four times on different forms before the claim could be filed. Getting road user insurance funds to pay for damaged roadway assets was a challenge before MnDOT overhauled its claims restitution process. A downed streetlamp pole caused by a vehicle crash requires costly repairs. Goals The MnDOT staff needed a more efficient way to seek damage restitution. The new approach would need to streamline and consolidate processes that involved multiple systems holding data on more than a million individual assets and components. MnDOT defined the following goals for the new approach: 1. Streamline the damage restitution claims process, beginning with better recording of the necessary repairs all the way through to the final submission of claims. 2. Establish a complete, detailed roadway asset inventory located in a single, consolidated system to make recording, reporting, filing, and processing claims much easier and more thorough. The inventory must include assets such as signals, lights, signs, barriers, and more. 3. Develop a mechanism to record claims-eligible repair work on the relevant assets at the time of the repairs. 4. Combine repairs of different asset types into a single claim. 5. Create a system where claims specialists can search and retrieve records of already-completed work and attach them to the claim without the need to contact a supervisor. 6. Validate the new process and actions taken to restore roadway assets to their pre-accident condition.

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