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Right of Way Training Conference Project Update for the. Right of Way Data Management System (RWDMS). as of October 12, 2006.

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Presentation Transcript
As of october 12 2006

Right of Way Training Conference

Project Update

for the

Right of Way Data Management System (RWDMS)

as of October 12, 2006


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.

Executive Summary


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.

Business Scope


Project management

Executive Sponsor Cathy Nelson properties are done by the Right of Way (R/W) Section within the Technical Services Branch of the ODOT Highway Division.

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


Project management1

Business System Mgr: Mike Stone properties are done by the Right of Way (R/W) Section within the Technical Services Branch of the ODOT Highway Division.

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 Management


Project schedule overview
Project Schedule Overview properties are done by the Right of Way (R/W) Section within the Technical Services Branch of the ODOT Highway Division.

RWDMS Backfile Project Timeline and Approach

Project Initiation

(Complete)

“Going Forward” Phase Begins

Determine the

business need

(Complete)

Plan how to

Build the system

(Complete)

Backfile

Continues

Build It!

(Current)

Training

& Release

Oct 2006

Sept 2005

April 2005

June 2005

Feb 2006

Feb/Mar 2007


Project scope overview

“Backfile” properties are done by the Right of Way (R/W) Section within the Technical Services Branch of the ODOT Highway Division.

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


Project scope overview1

“Backfile” - How properties are done by the Right of Way (R/W) Section within the Technical Services Branch of the ODOT Highway Division.

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


Project scope overview2

“Going Forward” properties are done by the Right of Way (R/W) Section within the Technical Services Branch of the ODOT Highway Division.

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 Scope Overview


Project progress

RW File make ready completed properties are done by the Right of Way (R/W) Section within the Technical Services Branch of the ODOT Highway Division.

Scanner selected and RW file scanning completed

Sunstone operation set up and running

FileNet installed

Project Progress


Project progress1
Project Progress properties are done by the Right of Way (R/W) Section within the Technical Services Branch of the ODOT Highway Division.


Project progress2

File Make Ready properties are done by the Right of Way (R/W) Section within the Technical Services Branch of the ODOT Highway Division.

128,000 Right of Way files

Completed July 15, 2006

35,000 General Files

15000+ Files as of Sep 2006

Project Progress


File make ready looks like
File Make Ready Looks Like; properties are done by the Right of Way (R/W) Section within the Technical Services Branch of the ODOT Highway Division.


Project progress3

Scanner Selected and Engaged properties are done by the Right of Way (R/W) Section within the Technical Services Branch of the ODOT Highway Division.

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)

Project Progress


Scanning operation looks like
Scanning Operation Looks Like; properties are done by the Right of Way (R/W) Section within the Technical Services Branch of the ODOT Highway Division.


Project progress4

Sunstone Operation Set Up and Operating properties are done by the Right of Way (R/W) Section within the Technical Services Branch of the ODOT Highway Division.

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

Project Progress


Sunstone operation looks like
Sunstone Operation Looks Like; properties are done by the Right of Way (R/W) Section within the Technical Services Branch of the ODOT Highway Division.


Project progress5

FileNet Document Management Software Installed properties are done by the Right of Way (R/W) Section within the Technical Services Branch of the ODOT Highway Division.

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)

Project Progress


Filenet workplace looks like
FileNet Workplace Looks Like; properties are done by the Right of Way (R/W) Section within the Technical Services Branch of the ODOT Highway Division.


Project to do s

FileNet Search Capability properties are done by the Right of Way (R/W) Section within the Technical Services Branch of the ODOT Highway Division.

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

Project “To-Do’s”


Discussion points

Are there questions about the scope of the project? properties are done by the Right of Way (R/W) Section within the Technical Services Branch of the ODOT Highway Division.

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

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

Discussion Points


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