IRTH WEB TICKET ENTRY MANUAL

Transcription

1 IRTH WEB TICKET ENTRY MANUAL

2 Logging On to Web Entry Step 1 of 6 Type in your user name and password and click on the Login button. Once you have logged on, place your cursor over the Ticket Tab to see your two options: Ticket Creation: This is where you will go to enter your New locate requests. Web Users can enter Normal Notice requests (2 full working days notice) OR Design Notices Requests (10 full working days notice) if you have a Design Ticket account. To create all other types of tickets (e.g. Damages, Emergencies, Second Notices, etc.) you must contact the call center by dialing 811 or Ticket Summary: This will allow you to look up tickets that you have created online. You can view them as well as print them from here. You can also create a Remark on tickets that were originally created online as well as Copy them over to edit and resend if they have expired.

3 To begin creating a New ticket, click on Ticket Creation. You will be taken to the Ticket Creation Disclaimer screen as shown below: Please read the disclaimer. Clicking on I Accept will complete Step 1. NOTE: DO NOT USE any apostrophes ( )or quotation marks ( ) in Web Ticket Entry. Doing so may hamper the transmission of tickets to the utilities and locators. NOTE: To move easily between the fields, you may utilize the TAB key on your keyboard to progress and SHIFT + TAB to go back. NOTE: All fields that contain a drop-down will let you either type in your information or select from the list provided. NOTE: DO NOT USE abbreviations in Web Ticket Entry. There are two exceptions. You may abbreviate approximately to APPROX and, if you are referring to a street name, you may abbreviate the prefix, road type and suffix. EX: N Main St, US HWY 60 E or Falula Rd. You may NOT abbreviate pole line to PL, or right of way to ROW or railroad to RR. Different people use different abbreviations and we do not want an abbreviation to be interpreted incorrectly.

4 Excavator Info Step 2 of 6 Based on your login information, the system will automatically fill in your phone number, fax number, company name, Contractor ID, your name, company type and company address. Note: You do not have access to change the information in these fields; to make any changes you must contact the Kentucky 811 Web Ticket Department. Address: This field is for possible response from the utilities. You may keep the existing , enter a new or leave the field blank. NOTE: If you do change or remove the address, it will change this information on your Contractor ID file. This means that in order to reset your password, you would need to contact the KY Web Department (KY_WebTicketEntry@usa811.org). Work Done For: and Site Contact/Mobile: Work Done For is a mandatory field. You may enter the corresponding information in the respective fields or choose previous entries from the drop-down to the right. New information will be automatically saved in the dropdown for future tickets. Once all the information is entered correctly click on Next.

5 Site Information Step 3 of 6 Dig Site Type (Option that best describes the dig site): The first thing you need to do on this page is choose the option that best describes the dig site. If you open the drop list you will see the choices of Street/Address and Intersection. 1) The Street/Address option will include excavations done at a specific address and/or along a road when the excavation is not on private property and/or going cross country. 2) The Intersection option is when the excavation is at or between the four corners of an intersection and is completely within a 500-foot confine of the intersection. County: Enter the county in which the excavation will occur. A drop-down list of all Kentucky counties is available for your convenience.

6 Place/City: Enter the City or Town that the excavation will be in or nearest to. Place is synonymous with city or town. Type of Place: This will state if the dig site is inside or outside the city/town limits. You only use the options of CITY and COMMUNITY. Select CITY when the dig site is inside city limits and select COMMUNITY when outside city limits. CDP stands for Census Designated Place and is not normally utilized. Subdivision: This is for subdivision names only; no apartments, condos, mobile home parks etc If you do not have a subdivision name, leave this field empty. Lot #: Enter the corresponding lot number for the property. This may be in additional to, or in lieu of, an address. Please note that this field will only accept numbers; no ½ s or letters. If the lot number has one of these, leave the Lot # field blank and enter the complete lot number, including numbers, letters, and/or halves in the Locate Where field. Address: This is for the address or house number only. It will only accept one address and it also only accepts numbers. If you have multiple addresses or if the address contains any ½ s or letters you would leave the Address field blank and enter the information in the Locate Where box. If you are working on or along a road (not on an address) this field should be left blank. Dir Prefix: This field allows you to pick from a drop-down that contains all the choices available. Street: Enter the core name of the street where the excavation will take place (e.g. Michigan, Main, Pine). Type: Enter the appropriate street type (e.g. Rd, Ave, Blvd, Ct, etc.). Dir Suffix: This field works identically to the Prefix field. You may type in the correct option or select it from the dropdown.

7 Street & Road Abbreviations The program accepts the following examples when the street name is an interstate, county road, state road or United States highway: Example: Interstate: Enter I applicable # (I 65). Example: State Route: Enter KY RT applicable # (KY RT 100) Example: State Highway: Enter STATE HWY applicable # (STATE HWY 5) Example: United States Highway: Enter US HWY applicable # or US HIGHWAY applicable # (US HWY 421, US HIGHWAY 60) Note: If you are unsure how the highway is listed, you can just list the highway number. The system will return options for you to select from. If you have a Directional Prefix and/or Directional Suffix enter them in the corresponding fields. DO NOT use a period in this field. The Type field further identifies your street name by the type of roadway (e.g. Road, Avenue, Boulevard, Court, etc.). DO NOT use a period in this field. Use the following abbreviations for the Street type: Avenue Ave Boulevard.. Blvd Circle.. Cir Cove... Cv Drive... Dr Lake... Lk Landing.. Lndg Trace... Trce Point... Pt Ridge.. Rdg Route.. Rt Terrace... Ter Court... Ct Crossing. Xing Hollow. Holw Lane.... Ln Parkway. Pkwy Place.. Pl Manor. Mnr Road... Rd Street.. St Trail. Trl These types are not abbreviated: Pass.... Pass Pike. Pike Run.. Run Way. Way DO NOT USE ANY PUNCTUATION

8 Near Street: This field is for the nearest intersecting road to the dig site and will help you determine whether the system selected the correct area on the map. This will also aid the locators in finding the correct location. It does not matter if the Near Street is a main road or a small side street, but it should be the closest intersecting road to the dig site. You are required to enter a Near Street. The drop-down listing is NOT A REQUIRED ITEM; YOU DO NOT HAVE TO CHOOSE ANYTHING FROM THESE SELECTIONS. There are a few preselected options you may choose from if the instructions are applicable. If an option matches, simply click on the appropriate line and tab or click into the Locate Where field and the instructions will appear in this field. At this point you may add additional information or marking requests. Locate Where: This field is asking for details that specifically describe the area where excavation is going to take place. Examples of adequate descriptions for the Locate Where field include the following: 1. Locate the entire property 2. Locate a 200-foot radius of the entire intersection 3. From the intersection locate both sides of the road heading west for 500 feet

9 4. From the intersection travel north 1000 feet then locate heading north for 900 feet on the east side of Main St 5. Locate the entire front of property and both sides of the road 6. When standing in the street facing the property locate the right side of the property NOTE: If asking them to locate the right or left side of the property, you MUST give them a focal point before the locate instructions. You CANNOT only say Locate the right side of the property because a locator standing in the street facing the house would be marking a different area than a locator standing at the house and facing the street. Once you have all the locate information entered click on the Search button. After clicking Search, one of the following results will happen: Note: the system s initial search will search exactly how you have it listed. EX: Inside the city limits of Paducah, McCracken County. First Result - The system recognizes all the street information entered and returns from search without trouble indicators (red boxes around specific fields). If there are no issues, then click on Second Result - The system does not recognize all the street information entered. When this happens, the system returns from the search with a red box drawn around one or more of the entries. This indicates that something does not match the data recorded for that area.

10 When this happens, a popup box will appear with a Street Search: 1. If the system returns a Search Result that matches, click on the Use button. 2. If the system does not return results that match the entries you have typed in, you will search in Adjacent Places. Click Adjacent Places and hit the Search button. You are now searching for this location throughout the listed county and adjacent counties.

11 In the example above, the system found the address after searching in Adjacent Places because the address was found in a different Place. If you choose one of street results selections by clicking on the blue USE button, it will change your information to match what the database found. In this case, the system would change the City/Place from Louisville to Jeffersontown. This will change the output of your ticket. NOTE: The Type of Place field is not printed on the ticket. This information is simply used as a filter for the system to search for the location in the database. Therefore, if this information changes, it will not change the output of your ticket. If the system does not recognize your address line and continues to outline your address information with a red box or the selections do not match your address after trying Adjacent Places, you will need to do the following:

12 1. Place a check mark in the box that says Continue even if my information does not match the database and then click on If the system did not recognize the street you entered, you will receive a Dig Site Error box. Once you acknowledge this message you will see that the entire Place/City has been selected by the system as a dig site. The system will not allow a ticket to be sent this way. You will need to narrow this down to better represent the correct dig site. In the following section, there is an example of what the map will look like when the entire City/Place has been selected as a dig site.

13 Mapping Step 4 of 6 To narrow down a mapped City/Place, you can search for a major intersection, street name or a Point of Interest to get yourself closer to the actual site. A Point of Interest could be a nearby landmark such as a hospital, school, park, golf course, subdivision, etc You can search for these places by clicking on the binoculars on the tool bar; this is the Search Tool. See the toolbar below:

14 When you click on the Search Tool the following will appear on the screen: If you select the Points of Interest tab it will change to show the following: With this search, you can enter a partial name of what you are looking for (enter one or two words in the Name field) and/or select what type of point you are looking for from the drop-down box. There are many features available to search. This list includes Airports, Apartments/Condos, Churches, Golf Courses, Hospitals, Subdivisions, etc This option will search the entire county and provide a list of all the items that are found under that feature type. When you decide on the feature type, simply click on it from the listings to highlight it in blue, then click on the Search button and it will then list all of the results under that feature (such as all of the subdivisions). When the list populates, scroll through until you find the one that you are looking for and click the Show on Map button to the right of the feature information.

15 Next, close the Location Search box and it will take you to that spot on the map and highlight it in green. The next step is to draw the dig site using one of the many drawing tools. Please see the Mapping Tool Instructional for further instructions on use of the tools. This will also be covered during your training for Web Ticket Entry.

16 If the system was able to find the street that you have entered, but not the specified address, it will select that entire street as a dig site. This could be several miles in length. This area would also need to be adjusted to better represent the dig site. The following image shows an example of what the map will look like when the entire street or road has been selected: The blue marked road represents the Street that you listed on Step 3,KY RT 927, and the red marked road represents the Near Street that you listed, SCOTT BOLIN RD. The intersection of these two roads is where the blue and the red markings intersect. You can zoom in to that intersection.

17 You will notice that you have the following tool bar at the bottom of the page. At this point you can use the mapping tools to redraw your area. NOTE: Depending on how small or large an area the system has mapped; you may need to expand or narrow it down using the Mapping Tools. Below is an example of what a Direct Hit on our map will look like. This will occur when the system does not encounter any problems when looking for the address that you have entered. NOTE: The system will not map the exact address you have entered, but will instead map the address range that contains the given address. When you receive a Direct Hit, you simply need to verify that the area is correct. You can do this by looking for your Near Street or any other landmark that would verify that the area selected is in fact the correct place. Other landmarks include, but are not limited to: subdivisions, parks, county lines, lake, etc. You MUST verify your mapped location before you continue.

18 Once you have verified that the mapping is correct, click on the Next button at the bottom of the map. This will take you to the Mandatory Questions page. NOTE: In order for your map to be considered correct the area mapped must reflect the size and location of the entire dig site. NOTE: If the area that you have mapped is touching more than 6 grids, you will see the following pop up message: You are NOT utilizing the single address version of web ticket entry. This error message does not mean you automatically have to call the ticket in to Kentucky 811. You have the ability to adjust and change your mapped area by clicking OK to view the map again. The grids are the rectangular shaped areas, outlined in red, and the dig site may touch only six of these grids. You can re-draw the dig site to fit within six grids or less. If you cannot fit the dig site within six grids or less, you would need to call the ticket in to the call center. The Damage Prevention Specialists at Kentucky 811 have the ability to map more than 6 grids.

19 Mandatory Questions Step 5 of 6 1) How deep will the digging be? Enter the maximum depth to which you will be excavating; please round up to the nearest foot. (Example: If you are digging 1½ feet deep, round it up and answer 2 feet.) 2) Will you be using any explosives or blasting material? Will there be the use of dynamite or other blasting material? Answer Yes, No, Possible or Unknown. 3) What type of work is being completed? Please enter the specific reason for the excavation such as: Installing Water Line, Repair Electric, Replace Fence, etc. Please do not simply enter Digging, Excavating, or Trenching.

20 The last two fields on this page are NOT mandatory. In most situations, these fields should be left blank. Ticket Header Information: This information will appear at the top of your completed ticket. The ONLY information you would enter into the Header would be See Remarks. This header is used to draw the locator s attention to the Remarks field towards the bottom the page. Remarks: If you have additional information about your excavation site that has not already been addressed in one of the previous fields, enter that information here. Examples of remarks information include: 1) Driving directions 2) Access restrictions at the excavation site (i.e. locked gates, gate codes needed, guard dog on property) 3) Safety precautions 4) Area white lined/request flags only/request a meet on site You may also enter information for your own record keeping such as job codes, invoice numbers, and names of the customer if you listed a generic term such as homeowner or business owner, etc. After completing all the information on this page, click on the Next button to go to the Confirmation page.

21 Notice Creation Summary Step 6 of 6 At this point you can review your ticket and make necessary changes. This is the last opportunity to change any information regarding this ticket. If you need to make any changes or corrections, click on the Edit button next to the appropriate section of the ticket. This will bring you to that section so you will be able to make your changes. After making your changes, you will need to click Next on each of the following screens until you reach the Summary page again. If everything is accurate, you are ready to send the ticket. Click on Finish at the bottom of the screen. Should you decide to cancel the ticket at this point, you can also click on the Cancel button. After you have sent the notice, the following screen will appear:

22 Congratulations! When you see the screen with YOUR TICKET NUMBER IS. you have successfully completed your ticket and it has been sent to the Kentucky 811 Member Utilities listed on your ticket. NOTE: Each Locate Request will be assigned a ticket number (confirmation number). It is the Web Users responsibility to proof the locate request for correct locate information. The Web User will accept all responsibility for the WEB ENTRY authenticity. It is the Web Users responsibility to make sure all tickets are entered according to Kentucky State Laws as well as Kentucky 811 rules and regulations. The user must contact the Kentucky 811 Call Center with any corrections or additions. The WEB ENTRY Locate Request will inform users of Member Utilities notified. IT IS THE USERS RESPONSIBILITY TO NOTIFY ANY NON-MEMBER COMPANIES. A list of the current Kentucky 811 members can be obtained on our website at

23 From here, you can do any of the following: 1. To print your ticket click on this button on the top of your page. 2. This will copy all the information from the ticket that you just completed onto a new ticket. You will be able to go through and edit the parts of the ticket that you need to change without having to start over with all blank screens. However, you will have to re-map each ticket. 3. If you are done requesting tickets, click on this button and this will take you back to the Irth home page. Use this option to get to Ticket Summary. 4. By entering an address in this field and then clicking on the Send button, you will be able to send an copy of the ticket. You can only enter one address at a time, but can send it to as many people as you like. Simply enter the address click Send , erase out the address, enter the next address and click on Send . NOTE: This is a great way to keep records of your tickets without having to print them out. Member List: The final item you will see is a list of Member Utilities notified located at the bottom of the page. At this point members have two full working days to respond to the request to locate. If you need a 2nd Notice, please call 811 and have your ticket ready for the Damage Prevention Specialists. Be sure to state which Member Utilities need the 2nd notice. NOTE: Kentucky 811 does not locate excavation sites. That is the responsibility of Member Utilities or the locating agencies they hire.

24 Ticket Summary The Ticket Summary can be used to search and review tickets that you have entered under your web account. You can also enter Remarks through the Ticket Summary. Once a ticket has expired, you no longer have the option to remark or extend the ticket, but you do have the option to Copy the ticket and send it back out as a New ticket. To enter Ticket Summary, place your cursor over the Ticket Tab to see your two options. Once you select Ticket Summary, it will take you to the following: If it shows you the option for Tickets my Company created please know that this is actually disabled. You will ONLY have the ability to search for tickets that you have created. If you know the ticket number, enter it in the field to the right of Ticket ID. Then click on Find Ticket. Now if you scroll down slightly on the page you will see your ticket information is now being displayed as follows: If you do not know the ticket number, you will still be able to find the ticket that you need. You can click on the drop-down next to Search By: and select Other.

25 Begin your search by choosing a date range from 1-7 days in length. The more information that you have regarding the ticket, the more you can narrow your search results. For example, if you know the county, enter it and when you click on Search Tickets it will pull up any tickets entered for that county during your selected time frame. Never fill in the Excavator, Work Type or Status as you cannot search anyone else s tickets. From the listing, you will be able to select the correct ticket and when you click on the Ticket ID you will have the option to print the ticket, which can include a copy of the map. You can also choose to do either a Remark or Copy an old ticket. Once a ticket has expired you will still be able to view and print the text and map. If you need the area marked again after the expiration date you would need to simply Copy the ticket and send it out as a New ticket. Remark: A Remark means that all the utilities have responded to mark the dig site and the markings have been destroyed by excavation, weather, mowing crews, etc OR if your original ticket is about to expire but your work is not completed and the markings need to be refreshed. This must be entered at least 2 full working days before the original ticket expires. As with the original request, 2 full working days will be required for the utilities to remark the site. This is a New ticket; you will receive a new ticket number, new proper notice and new expiration date. NOTE: The Expiration time of a ticket will coincide with the Proper Notice on that ticket. Example: Proper Notice is for 4/7/15 at 12:00pm. The Expiration date/time will be 4/23/15 at 12:00pm. NOTE: This is NOT used to notify us if a utility has never responded to mark the dig site; that would be a Second Notice and would need to be called in to the call center.

26 To enter a Remark, under the Options on the ticket listed click on Remark. Now the following window will appear on your screen: If any information was in the Remarks field on the original ticket, it will be copied over as well. You cannot add or change any information on the ticket; this is a request for them to remark the exact same area again. If there are any additions or changes to the information, it would not be a Remark. You would need to Copy the ticket over, make the changes/additions and enter it as a New ticket. This is a New ticket and the new ticket number is listed along with the old ticket number attached to it. The new Proper Notice, expiration date and re-stake time are all listed at the top of the page. The Restake date is the date in which you would need to Remark the ticket in order for the two tickets to overlap. This means the new ticket will become active before the previous ticket expires.

27 This page does not have a printer icon for you to click on to print the ticket, however, if you right click, a pop up will appear and you can select print from the list. Once you have printed the ticket, you can close the window and you will return to the Ticket Summary main page. Copy: You will have the option to copy over a ticket. This can be utilized when a ticket has expired, but the excavation was not completed. This will create a New ticket and automatically fill in all information from the original. You will start on Step 2, and as you progress through the steps, you will have the option to make changes if necessary. Please keep in mind that this is a New ticket. You will receive a new Proper Notice time, expiration date and restake date. You do not have to enter any information in the Remarks field stating that this is a copied ticket.

28 Related Notices: When in Ticket Summary, you may notice little icons to the left of your tickets: In order to see the progression of related tickets (ones that have been remarked) from the original to the most recent, left click on the icon next to the ticket you wish to view. NOTE: Tickets that have been Remarked no longer have the Remark and Copy options available. These options will only be available on the most recent version. The following will NOT be accepted: See crew on site for details Please respond A.S.A.P. This is a Short Notice This is the Second Notice Request Locate entire subdivision/ city block (A blanket locate request is not valid) Attention: If you are contacted by someone who is NOT an employee of Kentucky 811 who tells you that your locate request is not correct and must be resubmitted, please get their name and a phone number where they can be reached. Then please call Kentucky 811 with the information you were given. Ask to speak with one of the following individuals to report this matter: Nikki Pharris Supervisor Angela Elzy Quality Control npharris@usa811.org aelzy@usa811.org Ph: Ph: If you have questions regarding Web Ticket Entry, or about getting more people trained on Web Ticket Entry in Kentucky, please contact: KY_WebTicketEntry@usa811.org

29 Final Note: Keep your user name and password to yourself. We do not allow sharing of accounts. Web Tickets are legal documents. The account holder is held responsible for all information given on each ticket entered on their account. Individuals caught sharing accounts are subject to account suspension or TERMINATION WITHOUT WARNING. Failure to comply with all rules governing the submission of locate requests, which can be found on our website ( will result in having the privilege to use Web Ticket Entry revoked.