An automated system to record, monitor, and control the implementation of innovations for the Federal Highway Agency of the Ministry of Transport of the Russian Federation (FHA)

Federal Road Agency (Russia)

Customer information

Customer profile: The Federal Highway Agency (FHA) is a federal government agency that reports to the Ministry of Transport of the Russian Federation. The FHA provides government services in managing state-owned roads and road facilities, including federal highways.

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Description

To facilitate the development, adjustment, and implementation of R&D plans; implement innovative products that meet industry demands; and accommodate the demands of geographic distribution and internal processes, the Federal Highway Agency decided to deploy an automated system designed to record, monitor, and control the implementation of innovations. A key advantage of the system is the ability to accumulate data from reporting federal agencies on the fulfillment of innovation implementation plans. The system significantly simplifies data retrieval and data handling in that it steeply reduces the time and effort needed to harness large numbers of documents and large amounts of data.

Collecting data or finding specific data or documents caused no end of trouble to the FHA with its geographically distributed reporting agencies and immense workflow, including extensive paperwork associated with R&D planning processes. In addition, the FHA used numerous statistical and analytical report forms that were compiled on a case-by-case basis and processed by FHA staff manually. Until the system was implemented, the performance of these tasks required considerable investment of time and in-depth knowledge of the subject area, where a number of tasks were left unresolved due to an inability to handle large amounts of data manually.

Scope

For ease of operation and maintenance the system includes the following functional modules:

  • Analytics
  • Collaboration
  • Data warehouse
  • Administration

In addition to these modules, the system provides others to support system operation.

The Analytics module provides analytical data on the following topics:

  • R&D planning and implementation monitoring. The development of the R&D plan includes several approval stages that enable FHA staff to submit applications to different authorities, disburse tranches on approved R&D topics, and make adjustments to the R&D plan. This planning process ensures maximum transparency for the FHA’s senior managers.
  • Innovation implementation plan. This section helps the user to monitor and control the implementation of the plan using various analytical forms and view data on the fulfillment of milestones under government contracts. Control of innovation implementation is exercised based on analytical reports and data reported by federal government agencies using a special form.
  • Innovation implementation monitoring and control. This section is designed to add, monitor, and control implementation of innovative products across federal government agencies. It provides forms to input data on the implementation of innovations along with executive summaries as reports on fulfilled innovation implementation plans.
  • Registry of innovative products. This section helps the user to list and maintain the FHA’s registry of innovative products, including:
    • The list of technologies, materials, and equipment approved and recommended for use across federal government agencies
    • Technologies to be included in the list of innovations
    • Applications pending review by responsible officials
    • The application form for the inclusion of technology into the registry of innovative products
  • Archive. This section enables the FHA to store all applications to the R&D plan that were rejected, canceled, or implemented. The archive also houses fulfilled innovation implementation plans.
  • Data visualization. This section provides tools to represent data on the innovative technologies that were implemented and under implementation by areas of responsibility across federal government agencies and by roads that are tied to maps.
  • Services. They support the implementation of a number of optional administration features that are auxiliary to the system control.

These topic sections provide data in graphs, tables, and maps on FHA-approved report forms.

The Collaboration module supports data exchange; that is, data import in predefined formats from different FHA information systems to the system data warehouse with the ability to export data later.

The Data Warehouse module provides structured storage of all data in the system.

The Administration module is designed to protect data stored and processed by the system against unauthorized access and to implement information security policy.

Key features

  • The system performs a broad spectrum of tasks: A large number of system-generated reports require no input of any additional data by the FHA staff; compilation of almost all FHA statements and report forms occurs on an automated basis in a fraction of the previous time; and the system includes a user-friendly search engine.
  • The system offers ease of use due to its well-defined structure and role-based access control model: Depending on role, each user has access to relevant system functionalities. Thus, Applicant users have only those privileges that are necessary for this role, while Administrator users have maximum privileges for all system elements.
  • The complete project life cycle, from pre-project survey to commissioning, took three years and eight months to implement. Further enhancements of system functionality continue to the present day.

Results of the implementation of the system

  • The system requires less time for users to perform tasks in the subject area. The integrated registry of innovative technologies and materials used for FHA activities is updatable on a regular basis.
  • The system offers quick compilation of reference data and report forms by different slices and rapid system-wide search functionality.
  • The system has decreased transaction costs by at least 40%, including a greatly reduced paperwork burden.
  • As of today, the system has about 350 authorized users. It contains records on more than 710 R&D applications from twenty-one regions of Russia and 850 applications for inclusion in the innovation implementation plan from thirty-six federal government agencies.
  • Using the system, all reporting entities of the FHA are engaged in activities relating to the implementation and oversight of innovation plans.