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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
