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Surveyors Conference Project Update for the Right of Way Data Management System (RWDMS) as of March 2007 “Getting the right information, to the right people, at the right time, to obtain the right decision.”

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Presentation Transcript
as of march 2007

Surveyors Conference

Project Update

for the

Right of Way Data Management System (RWDMS)

as of March 2007

slide2
“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

slide3
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 will capture 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:

“Backfile” - Deliver historical backfile information, technical infrastructure, and initial business process proof of concept.

The next project 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.

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 and information about them are 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 paper files and maps are used to gather varying pieces of related property information.

Business Scope
project management
Executive Sponsor

Cathy 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 Management
project schedule overview
Project Schedule Overview

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!

(Complete)

Training

& Release

(Current)

Oct 2006

Sept 2005

April 2005

June 2005

Feb 2006

Mar/Apr 2007

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
project scope overview9
“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
project scope overview10
“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 Scope Overview
project progress
File make ready completed

File scanning completed

Map Scanning & Geo-referencing underway

Indexing operation set up and running

FileNet installed

Project Progress
project progress12
File Make Ready

128,000 Right of Way files

Completed July 15, 2006

35,000 General Files

Completed February 2007

Project Progress
project progress14
Scanner Selected and Engaged

Selected scan vendor in Kirkland,WA

Shipped 2500 boxes (since Feb 06)

128,000+ files

700,000+ documents

3,000,000+ pages

Onsite RW Map Scanning Underway

Contract Plans Scanning Completed

12,000 scanned

Project Progress
project progress16
Sunstone Operation Set Up and Operating

Leased, built out, and equipped 1144 Center St.

Developed and released Data Capture Application

128,000 RW files indexed to date

Up to10 Indexing Temp Staff

3 Research Staff

2 Staff doing QA

General Files Scanning to begin April 2007

Project Progress
project progress19
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)

Project Progress
project to do s
Appraisal Review Automated Workflow

Workflow and eForms to be developed

Training and Delivery

Intranet availability statewide

Project “To-Do’s”
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

mike.stone@odot.state.or.us

Questions?