Right of Way Training Conference Project Update for the. Right of Way Data Management System (RWDMS). as of October 12, 2006.
Right of Way Training Conference
Right of Way Data Management System (RWDMS)
as of October 12, 2006
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.
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.
Executive SponsorCathy 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
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 ManagerLeif Anderson
Oversees the efforts of the data capture staff at Sunstone
Research CoordinatorDebbie Rich
Leads the efforts of researchers at Sunstone
Backfile Project End Date: Qtr 1, 2007
RWDMS Backfile Project Timeline and Approach
“Going Forward” Phase Begins
Plan how to
Build the system
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.
“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.
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.
RW File make ready completed
Scanner selected and RW file scanning completed
Sunstone operation set up and running
File Make Ready
128,000 Right of Way files
Completed July 15, 2006
35,000 General Files
15000+ Files as of Sep 2006
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)
Onsite RW Map Scanning to begin August
Contract Plans Scanning underway
500 sets of 12,000 scanned to date (Sep 06)
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
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 Search Capability
FileNet search screens being developed
Appraisal Review Automated Workflow
Workflow and eForms being developed
TDD Creating Prototype (TransGIS Interface)
Training and Delivery
Intranet availability statewide
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?