Right of Way Presentation

Asset Management Steering Committee

Update

for

as of May 2007

Right of Way Asset Management

• “Getting the right information, to the right people, at the right time, to obtain the right decision.”

• What we are doing is creating a technical platform that will bring us closer to this goal.

It’s About Asset Management

• Part of ODOT Technical Services Branch• Generally responsible for the Acquisition of Real

Property for projects• Also manages and disposes of property excess to

the needs of ODOT

ODOT Right of Way

Executive Summary

This project captured historical (backfile) information about ODOT real estate so that Right of Way (R/W) management can assess how much property ODOT owns and how much excess property is available for sale or lease.

• “Backfile” - Deliver historical backfile information, technical infrastructure, and initial business process proof of concept.

The next project phase will be:• “Going Forward” - Deliver statewide R/W business automation

process electronically collect, store, manage, and retrieve relevant documents and data.

** The project will ensure that the business process and technology developed is integrated at the enterprise level to the degree possible.

Business Scope

The appraisal, acquisition, and management of excess Highway properties are done by the Right of Way (R/W) Section within the Technical Services Branch of the ODOT Highway Division. The properties and information about them are contained in approximately;

• 128,000 Real Estate Files (paper & microfilm)• 17,000 R/W Maps • 35,000 General Files • 13,000 sets of Final Contract Plans

The files and maps are used to gather varying pieces of related property information.

Project Management Executive SponsorCathy Nelson – Chief Engineer & Tech Services Manager

Project champion with executive management

Business Owner: Dee Jones – State Right of Way Manager

Provides the vision and leadership for project

Business Project Mgr: Mike Kirby – Right of Way Program Manager

Oversight and Guidance on project effort

Project Scope Overview

“Backfile” The initial focus of RWDMS is to capture historical (backfile)

information (data & documents) about ODOT real estate so that Right of Way (R/W) management can make the information available by;

Launching FileNet with Search Capability

Providing Basic GIS Functionality

Using an automated workflow with eForms and BPM.

Project Scope Overview

“Going Forward”

Analyze and document R/W ‘ To-Be’ business processes. Document and build new R/W Data Models and database. Automate and integrate additional business process workflows. Architect necessary enterprise relationships between R/W and

other ODOT internal and external business areas. Architect, and deliver priority enhanced GIS functions.

Project Progress

File make ready completed File scanning completed Map Scanning & Geo-referencing underway Indexing operation set up and running FileNet installed

Making Files Digital Looks Like;

Project Progress

FileNet Document Management Software Installed• Purchased and installed

(development, test and production environment) All software and 10 servers

• Full FileNet Suite of tools includes; P8 Document Management Foundation Business Process Management (Workflow automation) eForms (online forms) Records Manager (records retention tool) Records Crawler (automated file and data upload tool) eMail Manager (link email storage and retrieval to repository)

FileNet Workplace Looks Like

FileNet Workplace Looks Like

FileNet Workplace Looks Like

FileNet Workplace Looks Like

FileNet Workplace Looks Like

FileNet Workplace Looks Like

FileNet Workplace Looks Like

Questions?

Are there questions about the project?

Are there other questions or clarifications about any aspect of the project?

Contact:

Mike Stone 503-986-3636

mike.stone@odot.state.or.us