Freese and Nichols Automates Field Data Collection with Digital Pen and Paper Software Platform from Adapx
Our
firm specializes in engineering and architecture, inventory and
asset management, as well as environmental science, and we collect a
high volume of geospatial information for most of our projects.
Typical engagements range from short-term, six month contracts to 20
years or longer for government agencies, corporations, universities and
other organizations nationwide. While the nature of our work varies by
situation, efficient decision making based on field data is at the core
of our work. We recently integrated the use of a new digital pen and
paper software platform, Capturx for ArcGIS Desktop, into our field
operations. As a result, we have experienced greater employee
satisfaction at all levels, achieved significant time and cost savings,
and gained the ability to make quick, well-informed decisions.
Project Scenarios
Traditional pen and paper has been the preferred mode of data
collection among our field force since day one - it is familiar,
comfortable and natural for them to use and allows them to "huddle and
scrawl" around a map. About five years ago, we deployed a handful of
GPS systems to help our engineers gather inventory data in the field.
In addition, to streamline the way we work and expedite data transfer,
we tested out the use of rugged PCs.
To paint a picture of the diverse nature of our work, below are two
very distinct examples of projects in which efficient field data
management is essential - first for inventory and asset management, and
second for wetland delineation.
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Our
field teams use Capturx to manage
inventory and assets.
Our inventory and asset management project teams are comprised of field
employees, engineers, environmental scientists, planners and
construction workers who find and record a very descriptive inventory
of electrical, water, sewer and gas systems. This information is used
in an inventory asset management system or to populate utility models
for doing detailed analysis of the systems. Our engineers and
scientists have been out in the field collecting data because they are
knowledgeable about the intricacies of the system and can identify the
model, type, size, additional attributes and the condition of a power
pole, for example, and, of course, tie that into where it is located on
a map. Our field staff serves as support in this process.
Our wetland delineation projects are a direct response to meet
nationwide permit requirements under section 404 of the Clean Water
Act. Environmental scientists need to mark up maps during site visits
to show the current condition of the areas that are suspected to be
wetlands. Part of the permit requires us to annually take inventory and
record size measurements of the trees to ensure they are growing and
can survive on their own without harm from animals or disease. We
capture the number of trees by species native to the specific area when
we build a reservoir or put in a water pipeline. We have to be careful
not to destroy too much habitat while we're at it. We look at the soil
and evaluate which types thrive relative to the local environment. For
all trees destroyed, we have to create a mitigation area where the same
species of trees are replanted according to ratios specified in the
permits. This is monitored by government bodies, and each year we need
to go back to take inventory, as part of the long-term management of
the trees.
Challenges
The biggest challenge we faced was how to capture and share
mission-critical field data that drive key decisions in a timely and
efficient manner that, most importantly, our field teams would adopt.
Some of the personnel and logistical issues we were up against became
even clearer as we attempted to automate some of our processes.
Dependence of field engineers and staff on traditional pen and paper
for data collection led to critical time lags between field data
collection and entering information back into a central database for
management to access and review. Inherent in the transcription process
was the risk of errors in the data entry process due to difficulty
reading multiple engineers' notes and papers getting wet or crumpled
while out in the field, making them hard to decipher.
We explored using tablet PCs, however these were not convenient for
field staff to carry and they were simply not comfortable using them,
not to mention the fact that the laptops were often dropped. The cost
of each machine, plus repairs, represented a big financial investment
for us that did not pay off.
It became obvious very early on that the GPS devices didn't work well
for staff because most of them are not very technical and they found
the devices hard to learn. The drop-down menus did not provide adequate
options to collect the level of detail required. As a result, the
devices took more time to use, required the engineers to get out of
their car to wait for a signal, and could not capture all the relevant
data that could be recorded by hand. Varying field conditions, from
underground manholes to being knee deep in the wetlands amidst dense
populations of large trees, also made it difficult to maneuver with the
unit in hand. In remote areas a signal was not available, so they
didn't work at all under those circumstances.
Deploying these technologies was a challenge for us due to the
resistance to changing familiar business practices and learning a new
system of working. Since pen and paper prevailed as a common
language across the team, we began to research other options.
Solution
After in-depth research and much discussion about field data management
solutions, we realized that the digital pen and paper software platform
from Adapx was the solution for us. Their product, Capturx for ArcGIS
Desktop, allows us to stick to business as usual by digitizing data
captured with their pen, with transcription as quick and easy as
docking the pen into a computer. In the near future, we also plan
to use Capturx for AutoCAD so we can instantly mark up, annotate, and
redline any CAD drawing, then upload the field data into any AutoCAD
application as soon as we return to the office.
We selected Capturx because we were looking to simplify our data
collection and management process. The technology speaks for itself; it
is intuitive to use and integrates into our existing business
applications - ArcGIS, OneNote and AutoCAD.
How It Works
Field staff and engineers take notes, make comments, and draw sketches
or diagrams on regular paper maps as they normally would. The
difference is that the Capturx digital pen records each key stroke as
digital ink, and maps are printed on regular paper that is watermarked
by a special Anoto pattern to record the geospatial component of the
data. Back in the office, a staff person then docks the pen into
the USB port on a PC, and the notes become immediately available in
ArcGIS without any additional work.
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Capturx
offered a solution that made sense in
our work environment.
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A
closer view of how field staff mark up maps
with the Penx digital pen
Results
By automating the favored data collection method among our field staff,
Adapx digital pen and paper solution was immediately well received and
incredibly easy to use -- with no formal training. Thus far, our
experience with deploying and using Capturx for ArcGIS Desktop has been
very smooth with major upsides and no real downside. The
intangible benefits relate primarily to how well both field and
office-based staff have embraced the digital pen and paper software
solution from Adapx. Using Capturx, our field teams no longer have to
re-enter field data. Since data is shared more frequently and at a
faster pace, we benefit from a more effective use of time and resources
as well as a significant return on investment.
