Texas Department of Transportation – Electronic Submission

1. Texas Department of Transportation – Electronic Submission Crash Reporting and Analysis for Safer Highways and Submission Services February 2013

2. AGENDA Electronic Submission Production Statistics Introduction to CRASH Agency Support Future Follow Up Questions

3. Electronic Submission TxDOT offers two free applications for electronic submission: CRASH– developed for investigators to provide crash data via the secure public internet and includes over 800+ business rules and edits. Submission Services– developed for agencies with an existing application and requires a web services client and adherence to the 800+ business rules and edits.

4. Electronic Submission There are approximately 1,800 law enforcement agencies in Texas; 800 of the 1,800 agencies have 2 or less officers and 12 agencies represent over 50% of the volume and 120 agencies represent 89% of the volume. TxDOT has spent the majority of their funding developing and deploying CRASH. However, TxDOT realized there would be some agencies who had already invested in a custom or third party vendor application used for capturing crash data. TxDOT built Submission Services to serve those agencies; allowing the agencies to submit their crash data electronically.

5. CRASH and Submission Services Considerations **TxDOT does not have funds to assist agencies with Submission Services. The costs associated with the custom programming required to develop the web services client are the responsibility of the agency.

6. CRASH Production Statistics Electronic crashes are being submitted, on average, in 2 days or less compared to the 20+ days for submitting paper crash reports. For 2013, as of 1/23/13: TxDOT is paying $0.96 to process a CRASH record compared to $4.00 – $8.00 for processing a paper crash report. No crash records are returned when an agency uses CRASH compared to 33% of records returned to officers when the 1/1/2010 CR-3 crash report form was first introduced.

7. Introduction to CRASH Log On - using Agency IDs and Passwords Touch Screen, Keyboard and Mouse Enabled Night Mode My Notifications and Alerts and My Recent Crash Reports My Actions Create a New Crash Report View Crashes Configure Data Landing Page Overview

8. Introduction to CRASH Notifications Application maintenance schedule is provided on an annual basis and release notes are published 6 weeks prior to release deployment. Alerts Investigator will receive after 5 days Investigator and Supervisor will receive after 10 and 20 days 30 day alert will delete the web crash ID record Notifications and Alerts

9. Introduction to CRASH Configure My Default Fields Show the defaulted information in create new crash Manage My Templates Add a new intersection template Discuss agency diagram template creator role Manage Agency Templates Configure My Agency TxDOT provides configure training via WebEx Configure Data

10. Introduction to CRASH Web Crash ID versus Crash ID My Unsubmitted Crash Reports - Add, Edit and Delete All Unsubmitted Crash Reports - Edit, Delete and Reassign My Submitted Crash Reports Agency Submitted Crash Reports My Crash Reports to Approve My Archived Crash Reports - Supplement Agency Archived Crash Reports Crash Report Search – Approve, Edit and Supplement and PDF of CR-3 available View Crashes

11. Introduction to CRASH Bolded Fields = Mandatory Fields Embedded Help Validation help Error help Pre-population and Copy Field Data Drop Down Values Identification and Location

12. Introduction to CRASH Notepad Feature Adding Units and Persons Previous and Next Importance of Next Versus Update Select Values using Dropdown Arrow Close, Save, Validate, Submit and Delete Units and Persons

13. Introduction to CRASH 12,000 Characters allowed for Narrative Create Diagram for the First Time Using an Agency Template Narrative and Diagram

14. Introduction to CRASH Image Preview Summary Information regarding Crash Record System Generated Fields Summary Page Overview

15. Introduction to CRASH No Returns; however there is a chance TxDOT will request a supplement On Demand Validation Reports are Validated within CRASH Fatal and warning error messages Fix It and Revalidate - Validation Click Through Records must be Validated prior to Submission to TxDOT Validation

16. Introduction to CRASH None – Record is submitted to TxDOT when investigator submits the record One Level – Record is submitted to supervisor, then TxDOT after investigator submits the record Two Levels – Record is submitted to supervisor, another entity and then TxDOT after investigator submits the record Approve versus Reject Approvals and Rejections

17. Introduction to CRASH Data Sharing and Reporting • Reports are now available from TxDOT SCPDA Section • Debra Vermillion, SCPDA Branch Manager • (512) 416-3137 • debra.vermillion@txdot.gov • CRASH Data Sharing – XML or CSV format • Reports from TxDOT Business Intelligence Tool (MSTR) • Reports – Scheduled or Adhoc • Dashboard and Report development

18. Introduction to CRASH Data Sharing and Reporting • Reports from TxDOT Business Intelligence Tool (MSTR) • The following are the TxDOT MSTR reports groups agency users may select. • Report Recipients – No training required, as they will be receiving reports via email through a subscription. TxDOT will take the lead on establishing and maintaining the subscriptions. • Reports Users – This group will log on to MSTR and will only see the Investigating Agency folder and will only be able to run the reports that are available in that folder. This group of users will not be able to modify the reports in design mode or create ad-hoc reports. Minimal training is required for this group and the training will be handled during the regular CRASH User Group meetings, possibly via a CRASH website or by resources at the agency. • Report Analysts – This will be a smaller number of power users that will be able to create ad-hoc reports. This group will be required to complete MSTR training, which includes a test at the end of the training.

19. Introduction to CRASH Report and Dashboard Development

20. Agency Support Help Desk TxDOT has a contract with Xerox to provide help desk support 24 hours, 7 days a week, 365 days per year Agencies call 877-411-8389 or email TRF_CRASH@txdot.gov CRASH User Guide CRASH, Configure, Report and Dashboard Training CRASH User Group – 2nd Thursday of each month from 10:00am-12:00noon, Webex Conference Call

21. Future TxDOT continues to: Address CRASH enhancements received from CRASH User Group Develop CRASH Mobile App; TxDOT received funding approval for a CRASH Mobile App in May 2012 Ensure agencies have reports and dashboards that assist with their missions

22. Follow Up Questions If you have any follow up questions or concerns, please contact one of the following: Law Enforcement Support at (512) 486-5711 or TRF_CRASH@txdot.gov Margo McCormick – CRIS Project Manager at (512) 416-3178 or mmccor-c@txdot.gov