In-depth look at how UDOT digitized inspections with inspectX™
Agency Snapshot
Structures Inspected: 3,058 NBI bridges (state and local)
Inspection Teams: 2 in-house crews + 3 consultant teams
Headquarters: Salt Lake City, Utah; covering remote, high-desert, and mountainous terrain
Until 2019, UDOT’s bridge inspections relied on handwritten notes, digital cameras, and spreadsheet-based reporting, a process that often led to inefficiencies, data inconsistencies, and delayed maintenance decisions. With the phased rollout of inspectX™, the agency restructured both field and office workflows, resulting in faster inspections, fewer errors, and more consistent data for planning and reporting.
Highlights of UDOT’s Transformation:
20% reduction in total inspection + documentation + QC time (based on internal time tracking: 10 hours down to 8 hours per inspection)
Photo handling and report compilation are now completed significantly faster than before
Early data shows a notable reduction in return visits caused by incomplete or missing data
Review turnaround time dropped from ~14 days to 3–4 days on average
Near-zero data loss incidents
Note: Some figures above are internal estimates pending full audit.
The Inspection Landscape Before inspectX™
Before 2019, UDOT teams, two internal and three consultant groups, faced persistent friction in the inspection process. While Utah’s bridges aren’t structurally complex, the geography introduced real operational hurdles.
Some of the key challenges:
Photos: Up to 4–5 touchpoints per inspection; labeling alone took 2–3 hours
Notes: Handwritten and unstructured; hard to trace defect history
Reporting: Adobe® markups and spreadsheets, delayed office QC, and final reports
Maintenance: Decisions were often stalled due to incomplete or delayed inspection data
“We’d finish the inspection in the field and spend another two days cleaning things up in the office.” — UDOT field tech
Transformation Timeline
UDOT’s transition to a digital inspection workflow was phased over several years, ensuring operational continuity and team buy-in at every stage.
2014–2015: Initial field trials explored the use of semi-mobile laptops to evaluate digital workflows in real-world inspection environments.
Late 2019: inspectX™ was piloted with UDOT’s internal inspection teams to assess usability, data accuracy, and field performance.
2020: Following successful results, a phased statewide rollout extended inspectX™ to all consultant teams.
2021: UDOT introduced standardized defect-note templates to improve data clarity and reduce review time.
2022: Parent-note templates were added to ensure consistency across structural elements and streamline documentation further.
What Changed with inspectX™
Field Workflow: Key Improvements
Offline capability
Full inspection functionality was retained in remote canyon zones with no connectivity. Data syncs automatically when online.
Photo handling
Photos were taken once and auto-organized by location and bridge element, eliminating 4–5 manual steps per inspection.
Real-time submission
Inspection data and media were submitted within minutes to QC reviewers, reducing delays.
Cloud storage
Photos and files are uploaded directly to Google Cloud, no separate drives or manual transfers needed.
“Most of my report is now finished before I leave the span.” — Senior Team Leader, UDOT
Office Workflow: Structured and Standardized
QC process modernizationTeams moved from PDF markups to a color-coded digital workflow:
Yellow: Edit requested
Red: Rejected item
Template enforcement
Inspections now required key data fields like span/pier/column location, initial condition date, and defect measurements.
Data integration
Defect data pushed nightly to AASHTOWare BrM, providing planners with near real-time condition updates.
Measured Impact
How UDOT Made the Shift Work
The shift wasn’t only technological; it required coordination across teams and a deliberate change in practice.
Mentorship model
Early adopters and veteran inspectors supported peers through transition and onboarding.
Reference tools
Shared cheat sheets reduced reliance on memory and cut down on search time.
Template stability
Templates were locked after a brief initial revision phase to prevent midstream confusion.
Feedback loop
Monthly product updates incorporated direct feedback from field and office staff.
“Lock your templates. Revisions later only slow everything down.” — Jera Irick, PE, UDOT Bridge Inspection Manager
Standardization in Action
UDOT worked with inspection teams to enforce structured data entry through locked templates.
Template Fields Included:
Element location: (e.g., “Span 2, Pier 3, NE Column”)
Discovery + condition date
Measurements: (e.g., crack width, spall depth)
This data directly feeds into:
AASHTO BrM for tracking and prioritization
Capital planning tools for budget forecasting
“Keep formats strict, limit revisions, and align field reporting with office expectations.” — Jera, UDOT
A Shift in Culture and Operations
UDOT’s success came from a thoughtful, people-first transition:
Field/office pairing ensured workflow continuity
Veteran inspectors trained peers using shared references
Change cycles were capped early to reduce confusion
Field teams assumed more responsibility, freeing up office staff
“Every inspection team should include a field and office pair. Limit midstream changes. Use standardized formats and templates.” — Jera
What’s Next
UDOT is now automating:
Export to work-order systems for faster maintenance dispatch
Data loopback from task completion to inspectX™ for performance metrics
They’re also preparing to leverage inspection data in funding requests by tying manpower and cost insights to outcomes.
Lessons for Peer Agencies
Lock formats early. Prevent template creep.
Plan for IT logistics. Firewall rules and file naming quirks show up fast.
Shift the balance. Accept more time in the field for less time in the office.
Mentor, don’t mandate. Adoption grew through support, not enforcement.
Conclusion
UDOT’s structured rollout of inspectX™ created an agile, modernized workflow from inspection to planning, grounded in clean data, smart templates, and continuous user input.
For agencies looking to reduce errors, accelerate reporting, and streamline inspections, UDOT’s approach offers a practical and proven model.
Ready to transform your operations? Schedule a consultation today and unlock the full potential of your asset management capabilities with our innovative solutions.
