Right of Way Training Conference

Project Update

for the

as of October 12, 2006

Right of Way Data Management System (RWDMS)

Executive Summary

The project will capture and process 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.

This will be accomplished through a multiple project strategy:• Backfile - Deliver historical backfile information, technical

infrastructure, and initial business process proof of concept. • “Going Forward” - Deliver statewide R/W business process and

associated technical capability to electronically collect, store, manage, and retrieve relevant documents and information about documents.

** 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 managed are identified using the combination of an automated Property Management Inventory (PMI) database and information contained in approximately;

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

The PMI database is used to track the sale or other disposition of surplus ODOT property. The paper files and maps are used to gather varying pieces of related property information.

Project Management Executive Sponsor Cathy Nelson

Project champion with executive management

Business Owner: Dee Jones Provides the vision and leadership for project

Business Project Mgr: Mike Kirby Oversight and Guidance on project effort

Project Management • Business System Mgr: Mike Stone

Day to day involvement with project activities for RW

• IS Project Manager: John Cossu Manages the Information Systems effort

• Indexing Manager Leif Anderson Oversees the efforts of the data capture staff at Sunstone

• Research Coordinator Debbie Rich Leads the efforts of researchers at Sunstone

• Backfile Project End Date: Qtr 1, 2007

Project Schedule Overview

Determine the business need

(Complete)

RWDMS Backfile Project Timeline and Approach

Project Initiation(Complete)

April 2005 Sept 2005 Feb 2006

Plan how to Build the system

(Complete)

Training & Release

June 2005 Oct 2006

Build It!(Current)

Feb/Mar 2007

“Going Forward” Phase Begins

BackfileContinues

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 easily and accurately assess how much property ODOT owns and how much excess property is available for sale or lease, then 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

“Backfile” - How RWDMS will scan all relevant documents; capture data and

populate a database with information about each property enabling us to search those documents and report information about that property.

Documents and data will be integrated with the FileNet document management system. This enables ODOT to streamline and facilitate searches for information and documents and lays the groundwork for automated workflow, eForms and records management.

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

RW File make ready completed Scanner selected and RW file scanning completed Sunstone operation set up and running FileNet installed

Project Progress

35000

18000

0 00

5000

10000

15000

20000

25000

30000

35000

General Files

Total

Made Ready

Scanned

Indexed

17000

0 0 0

0

3400

6800

10200

13600

17000

RW Maps

Total

Made Ready

Scanned

Indexed

128000 128000 128000

48000

0

16000

32000

48000

64000

80000

96000

112000

128000

RW Files

Total

Made Ready

Scanned

Indexed

13000

500 500 500

0

2600

5200

7800

10400

13000

Contract Plans

Total

Made Ready

Scanned

Indexed

Project Progress

File Make Ready• 128,000 Right of Way files

Completed July 15, 2006

• 35,000 General Files 15000+ Files as of Sep 2006

File Make Ready Looks Like;

Project Progress

Scanner Selected and Engaged• Selected Perfect Image of Kirkland,WA• Shipped 2000 boxes out of 2000 (since Feb 06)• 2000+ boxes have been scanned to date (Sept 06)

128,000+ files 522,000+ documents 3,000,000+ pages

• Onsite RW Map Scanning to begin August• Contract Plans Scanning underway

500 sets of 12,000 scanned to date (Sep 06)

Scanning Operation Looks Like;

Project Progress

Sunstone Operation Set Up and Operating• Leased, built out, and equipped 1144 Center St.• Developed and released Data Capture Application

50,258 files indexed to date (Sep 06)

• Up to10 Indexing Temp Staff• 3 Research Staff• 2 Staff doing QA

QC Check: All files scanned?

Indexer 1

Team Leads & Managementview productivity reports

based on tracking files throughthis workflow.

Index Team Lead

Page 1

Indexing Work Process: ODOT RWDMS Backfile

Files are sent to Scan Vendor

Scan VendorReturns

Files with CDs

Scan VendorReceives

Files

CDs

Physical Files

Scan Vendor scans files,Burns CDs

Indexer 3Indexer 2

Electronic Files

TemporaryDatabase

RESEARCHQUEUE

Res

can

Req

uest

sResearch

Team Lead

Incomplete Records

Researcher 1

Researcher 2

HRAIN

ODOT/TAD sends

property data

FileNet P8

FileNet Import

Process

BAD IMAGE QUEUE

Indexer 10

Electronic Files

Electronic Files

Electronic Files

Electronic Files

Indexers...

Index Team LeadIncomplete Records

Com

plet

ed R

ecor

ds

Bad Scans

Com

plet

ed R

ecor

ds

Completed Records

Sunstone Operation 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)

FileNet Workplace Looks Like;

Project “To-Do’s”

FileNet Search Capability• FileNet search screens being developed

Appraisal Review Automated Workflow• Workflow and eForms being developed

GIS• TDD Creating Prototype (TransGIS Interface)

Training and Delivery• Intranet availability statewide

Discussion Points

Are there questions about the scope of the project?

Are there questions about what the project provides for the business?

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