Surveyors Conference Project Update for the as of March 2007 Right of Way Data Management System (RWDMS)

“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

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.

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.

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 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 (Current) June 2005 Oct 2006 Build It! (Complete) Mar/Apr 2007 “Going Forward” Phase Begins Backfile Continues

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  File make ready completed  File scanning completed  Map Scanning & Geo-referencing underway  Indexing operation set up and running  FileNet installed

Project Progress  File Make Ready 128,000 Right of Way files Completed July 15, ,000 General Files Completed February 2007

File Make Ready Looks Like;

Project Progress  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

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 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

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;

FileNet Workplace Looks Like

Project “To-Do’s” Appraisal Review Automated Workflow Workflow and eForms to be developed  Training and Delivery Intranet availability statewide

Questions?  Are there questions about the project?  Are there other questions or clarifications about any aspect of the project? Contact: Mike Stone