Indiana Digital Government Summit June 7, 2005 Indianapolis, Indiana

1. Electronic Document and Records Management System (ERMS) Indiana Digital Government Summit June 7, 2005 Indianapolis, Indiana

2. ERMS Project Leadership Commissioner Thomas O. Sharp Project Manager James Pendleton Office: 317-232-5170 Project Executive Larry Harting Office: 317-233-3680 Systems Administrator Irfan Alvi 317-234-2269 ERMS Consultant Todd Hubbard, Project Executive Crowe Chizek LLC

3. Agenda • What is Electronic Document and Records Management (ERMS) • Goals of the ERMS Project • Why Document Management? • Basic Document Management Terminology and Concepts • Discussion of Goals • INDOT Infrastucture • Operational Benefits • System Demonstration • Lessons Learned and Summary

4. What is ERMS? • Computerized version of manual (or paper-based) methods of creating, reviewing, approving, distributing and storing records, documents and data regardless of the original paper format. • Also known as Electronic Document Management System (EDMS), or Electronic Content Management System (ECMS). • Creates an electronic company archive of documents and data • Enables quicker decision making through the immediate availability of documents and data.

5. Goals The goals of the System Project are to: • Improve Operational Efficiency • While improving Customer Service • Provide Online Project Collaboration • While ensuring adequate Security for all documents • Eliminate the need for paper • While Saving Physical Space and Money

6. Why Document Management? ERMS Advantages: • Version Control: Users usually have access to the latest version of every document. • Each time a document is changed, a new layer is created. Original stays intact. Changes can be traced to users making them (audit trail). • Eliminates the need for an elaborate folder structure containing multiple versions of documents that is hard to search • Indexing: Many properties can be assigned to each document for indexing and searching.

7. Why Not Regular PC Filing? • Harder to Search through complex folder structure • Managing versions of the same document is harder • If a document is changed on a PC, the original version of the document is lost unless copies are maintained. Which can be quite confusing to manage. • Hard to coordinate collaboration on documents • All steps are manual

8. Basic Document Management Terminology • Attribute • Information describing the document i.e. Title, comment, date added, etc • Property and Attribute are used interchangeably • Check Out • Take temporary control of a document. While the document is checked out, no one else can make changes to the document • Check in • Means of adding the document back into the Library after it is checked out • Transition • Associated directly with Work Flow.

9. Basic Document Management Concepts

10. Improve Operational EfficiencyWhile improving Customer Service • Increase Communication between and amongst INDOT and Non-INDOT Users through the use of: • Automatic Email Notification • Graphs and Tabular Reports of Accident/Injury Data • Online Posting of Contract Information Books and Revisions for Contractor, Consultant and INDOT staff • Analyze Business Process Data • Providing online reports of Accident/Injury Data (ARS) to Executive Leadership • Providing for Online Local Federal Aid Application Submission, Review and Approval to Local Agencies (cities, towns, municipalities)

11. Provide Online Project CollaborationWhile ensuring adequate Security • Enable electronic submission and review of project documents • Design Submittals by INDOT engineers and consultant • Make historical data available online for reference • Archived engineering documents like Bridge Inspection Reports, Public Hearings and Utility Records.

12. Document Security • Grant access to only those individuals who are required to have access to the Documents and Data • Modify security automatically during the review and approval process (workflow) for each individual document • Contract Letting Business Process • Design Submittal Business Process • Enable information security by providing version control and an audit trail

13. ERMSInfrastructure • Client Interfaces • Web Client • Desktop Client • Indexing Database • Used to index documents and store the actual document for quick retrieval at a later time • Online Web Forms • Submission of applications/information to INDOT electronically

15. Custom Web Portal • Customized application based upon the individual signing in and their specific profile permissions. • Requiring a single Username and Password • Provides automatic login to the Document Management software • Provides links to the Business Processes each individual is permitted to access • Different Business Processes • Custom Processes such as ARS Reports, OSHA Reports, Online CIB review, etc.

16. ExtranetBusiness Processes • 5 Business Process areas: • Local Federal Aid Application Submission • Unified Planning Work Program • Design Submittal (consultant submission and review) • Geo-Technical Submission Business Process • View and Download Contract Information Books, Revisions and Wage Rates

17. IntranetBusiness Processes • 47 Business Processes over 26 different areas of INDOT • Contract Letting and Revision Business Process • Design Submittal Business Process • Accident Reporting System (ARS) Business Process • Software/Hardware Installation Manuals (creation and download) • Project Management • Application Development • Administrative General Document Management Business Process • Human Resource Business Processes • Legal Division Business Processes • Archival Scanning Business Processes

18. IntranetBusiness Processes (continued) • Archive Scanning Business Processes: • Bridge Inspection • Federal Grants • Final Construction Contract Records • Land Acquisition Records • Large Plans • Local Federal Aid Correspondence • Payroll Vouchers • Public Hearing Information • Right of Way Permits • Termination Reports

19. Eliminate the need for paperWhile Saving Physical Space and Money • Convert existing paper-based business processes into electronic processes • Scan paper documents into ERMS and transfer the paper documents to an off-site storage to fulfill document retention schedules.

20. OperationalBenefits • Streamlined and Standardized Project Processes through online collaboration • Reduced the time for the creation, submission, and approval of documents • Increase printing accuracy while decreasing printing costs • Decreased scanning/printing duplication and mishaps which causes contracts to be revised • Reduce collating time by electronically assembling complex documents • Create an audit trail of document creation, review and approval

21. OperationalBenefits(Continued) • Eliminated courier services for plan and contract documents between Consultants and between INDOT offices • Reduced shipping and handling costs for contract packages and revisions • Reduced printing costs of plans and contract books • Reduced mailing costs for local communities and MPO’s when submitting FA applications and UPWP documents • Reduced costs for contractors, consultants, suppliers when picking up contract booklets online • Provided automatic e-mail notification of project status thus improving project communication

22. System Demonstration • Extranet Web Portal • Login • Choose Business Area • Demo Open Client

23. Lessons Learned • Business Process Reengineering • Allow sufficient time for everybody to adopt the new system because the learning curve might be significant • Employee Culture Shock • Build Employee Skill Sets

24. A well-designed document management solution can: Summary Improve Operational Efficiency while improving Customer ServiceProvide Online Project Collaboration while ensuring adequate SecurityEliminate the need for paper while saving physical storage space and Money

25. Electronic Document and Records Management QuestionsandAnswers

26. Electronic Document and Records Management System (ERMS) Thanks for Attending!