Mention joint use, and most companies, including pole and attachment owners, focus immediately on the audit process during which an inventory of each pole and attachment is collected. The audit is probably the most contentious and yet potentially the most beneficial portion of the joint use process.

The problem is that companies don't consider the audit as an opportunity to solve other problems. Take the example of telecommunications marketing departments: one of their major complaints is the inability to determine serviceability. They need to know the location of their network in relation to their customer service requests. If the data collected in an attachment audit was available to the marketing department, it could significantly help them in determining the network location and serviceability. So why doesn't this happen?

Too often, companies design their joint use audits with the sole objective of counting attachments at the lowest possible cost. This is true for both the pole owners and the attachment owners who share a portion of the audit cost. Their goal is to count pole attachments with the least cost required to render an accurate bill. They either contract an outside company to physically visit each pole or equip their own employees to collect the attachment information. Attachment owners are then billed based on their quantity of pole attachments. This process is usually repeated every couple of years. Often, the data collected, which is minimal, is archived or discarded after the bills are created. This process is both inefficient and wasteful.

The pole and attachment data has residual value beyond the annual bill, but only when the audit is designed for a larger purpose and uses a system, such as a geographic information system (GIS), from which the information can be extracted and reused for other applications. A GIS, such as that supported by Esri's ArcGIS software, is an excellent platform for data management, planning, and analysis. A GIS-based joint use management system can record existing attachments and pole locations and store visual imagery with a georeferencing capability. Information can be retrieved based on ownership, location, and type of attachment. Giving pole and attachment owners access to this information can reduce billing disputes and expedite future requests and approvals for attachments.

Joint Use Audits
Today, the majority of joint use audits are still performed by field technicians who visit each pole. While this might be the lowest-cost option, it is highly inefficient. Technicians must walk to each pole, where they collect the information and take, at most, a picture or two of the pole and attachment.

Esri ArcGIS and spatial imagery technology, such as that provided by earthmine inc., provide solutions that collect much more information and are quicker to execute. Earthmine collects 3D imagery of the pole routes and attachments using vehicles mounted with special cameras. The 3D imagery is then processed and the information integrated into GIS. Autorecognition algorithms can analyze the 3D imagery to identify and locate poles, then geospatially load them into GIS. Figure 1 shows how 3D imagery can be used to automatically identify pole structures and place them in GIS. The integration of imagery with GIS serves as the basis for executing other joint use processes.

Figure 1. Automatic recognition of poles places yellow points in both the street map at left and the image at right.

Resolve Pole Ownership
Joint use audits lead to many disputes between pole owners and attachment companies. Over the last several decades, there has been a shift in pole ownership, with the majority of poles now belonging to utility companies. Regardless of existing pole ownership, when poles must be replaced, it is often the utility company that performs the replacement work and becomes the new owner. The new pole is recorded in the utility's database but often not removed from the previous owner's records. This leads to ownership disputes during the joint use audit, with both the utility and telecommunications companies claiming pole ownership.

In many cases, neither company has GPS coordinates for the poles in dispute or, at best, one company has coordinates. The challenge is to first discern whether they are disputing the same pole or two distinct poles in close proximity. Because there is no standard method of naming poles, and both companies keep separate pole databases, a field visit is often required to reach a resolution. Even when GPS coordinates exist, discrepancies in GPS measurements can create two poles on a consolidated map, and a field visit may still be required.

The use of integrated imagery and GIS can help resolve many of these ownership issues (see figure 2). In the case of an ownership dispute, the image of the pole and location on the map are clearly identified. Both parties can verify that there is a single pole and resolve the ownership issues based on previously agreed-on criteria. Once ownership has been established, the database can be updated. A permanent record of the resolution exists for both companies, assuming they agree to share the data that was collected. For areas where there is no ownership dispute, each company will have a record of the poles and agreement on ownership for future reference.

Figure 2. Two views of a pole's GPS location help resolve pole ownership issues.

Attachment Verification
A similar process can be undertaken when questions arise regarding attachments. Because a pole location and visual record of the attachment exist, quick resolution of disputes is possible. In addition, a permanent record of the attachment can be maintained (figure 3). During subsequent audits, the information can be compared with the previous audit using both the GIS and integrated imagery. This should reduce the potential for future claims of unauthorized attachments being placed without a permit.
 

Figure 3. Attachment verification of the location and close-up views of pole attachments help resolve attachment disputes.

Accurate Billing
With enhanced reporting and attachment verification, billing will be more accurate. Personnel can query the database for the number of attachments by owner and identify the location of each attachment, as shown in figure 4. The ability to provide consistent reporting and billing information will result in more accurate forecasts during the budget planning process and avoid unpleasant surprises when bills are processed.

Figure 4. Attachment reports clearly identify the attachment owner and location.

Safety Inspections
When a company is conducting an audit, it is an opportune time to inspect for safety violations. The strict rules regarding clearance requirements and location of attachments within the communications space are designed to protect workers, equipment, and the public. Measurements that previously were performed during a field visit can now be conducted in the office (figure 5) using measurement tools and imagery.

Figure 5. Integrated imagery enables point-to-point measurement (left image) for clearance and safety inspections.

Attachment Request Process
Perhaps the greatest benefit of a GIS pole management system with integrated imagery is the ability to expedite the processing of attachment requests. Attaching to existing poles is cheaper and faster than installing new poles. Unfortunately, the benefits don't always mitigate the often painful process of requesting and obtaining attachment permits. The lack of a uniform and accessible pole database results in a process that is less than optimal. Often, the company requesting a permit to attach must visit the field to see whether there is space to attach or whether poles even exist in the planned area. Once the attachment requests have been submitted, pole owners duplicate many of the same steps and must research to determine whether adequate space exists for additional attachments, requiring another field visit. These field visits are not only costly but also time consuming. This delays the approval process and negates two benefits offered by joint use attachments—lower costs and faster implementation.

Many of the processes can be handled using an online, GIS-enabled request system. Pole runs and ownership in areas where attachments are needed can quickly be identified on maps and images. Requests can be submitted electronically to the pole owners, who can visually review the exact poles requested (figure 6). Much of the analysis regarding available space and identifying make-ready work can be performed with fewer field visits. This system will reduce the administrative burden and streamline the processing of attachment requests.

Figure 6. An integrated pole attachment request system identifies the pole visually and by map location.

The ability to integrate Esri ArcGIS and 3D imagery will significantly improve the entire joint use management processes, and this could not be more timely. The U.S. National Broadband Plan specifically recommends that "the FCC should improve the collection and availability of information regarding the location and availability of poles, ducts, conduits and rights-of-way."

An Esri ArcGIS approach delivers results that will improve efficiency, reduce cost, and streamline the process of managing joint use attachments. This will provide tangible benefits to both pole and attachment owners so they can concentrate on their primary mission—delivering service to their customers.

About the Author
Randy Frantz, telecommunications and location-based service (LBS) solutions manager for Esri, has more than 27 years of global telecommunications management experience. For more information on Esri and GIS-based telecommunications solutions, visit www.esri.com/osp.

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