Electronic Content Management (ECM)

Project Status

March 25, 2009

Project Certification Committee

ECM Description

• The goal of this Enterprise Content Management (ECM) solution implementation is to improve service delivery and reduce paper-intensive steps within the TRD Revenue Processing Division (RPD) and the Motor Vehicle Division (MVD). The ECM Citations Project will implement document imaging, document management, and workflow management to enhance records management for TRD RPD/MVD Citation and payment processing.

Budget

• Project budget expended• All invoices paid, including final holdback• No software maintenance due to budget

constraints

StatusOutstanding tasks to rollout to production:• Change batch processing to accept entire batch,

instead of each individual document = Done• Finalize Key From Image (KFI) application =

Done• Problems that were encountered with hardware

and supporting software have been resolved.• User Acceptance Testing = In progress

– Due to Tax season, not expected to complete until May

• Move production workstations & scanners to RPD

Issues• Investigating error rate of character

recognition (officer handwriting): Preliminary results show high error rates; many citations will need to go through KFI, instead of fully automated processing

• RPD staff used to custom KFI software for tax processing, and high-speed scanners

Citation Processing• Investigating electronic processing of citations

from Magistrate Courts - AOC (similar to Metro)– TRD requires citation image; AOC does not have

capability for image capture– TRD looking into imaging of AOC citations – so we

can receive records electronically (win-win)– Estimate 30-40% of citations received are from AOC

• TRACS project (led by DOT) is developing electronic citation process

• Expect to always receive “some” paper citations

Conclusion• Completing UAT is last major hurdle to move to

production• Hardware and software is in place• Project budget expended• Anticipate rollout to Production in May (after tax

season)