Indiana Department of TransportationBusiness Information Technology Systems
Indiana Digital Government Summit
June 7, 2005
Indianapolis, Indiana
Electronic Document and
Records Management System
(ERMS)
Indiana Department of TransportationBusiness Information Technology Systems
Project ManagerJames Pendleton
Office: 317-232-5170
Systems AdministratorIrfan Alvi
317-234-2269
Project ExecutiveLarry Harting
Office: 317-233-3680
ERMS Project Leadership
CommissionerThomas O. Sharp
ERMS ConsultantTodd Hubbard, Project Executive
Crowe Chizek LLC
Indiana Department of TransportationBusiness Information Technology Systems
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
Indiana Department of TransportationBusiness Information Technology Systems
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.
Indiana Department of TransportationBusiness Information Technology Systems
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
Indiana Department of TransportationBusiness Information Technology Systems
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.
Why Document Management?
Indiana Department of TransportationBusiness Information Technology Systems
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
Indiana Department of TransportationBusiness Information Technology Systems
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.
Indiana Department of TransportationBusiness Information Technology Systems
Basic Document Management Concepts
FileNET RepositoryLibrary #1
DocumentClasses
Properties
Groups
UserUser
Security
Indexing
ComputerUser
WebServer
ApplicationServer
Indiana Department of TransportationBusiness Information Technology Systems
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)
Indiana Department of TransportationBusiness Information Technology Systems
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.
Indiana Department of TransportationBusiness Information Technology Systems
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
Indiana Department of TransportationBusiness Information Technology Systems
ERMS Infrastructure
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
Indiana Department of TransportationBusiness Information Technology Systems
Indiana Department of TransportationBusiness Information Technology Systems
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.
Indiana Department of TransportationBusiness Information Technology Systems
Extranet Business 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
Indiana Department of TransportationBusiness Information Technology Systems
Intranet Business 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
Indiana Department of TransportationBusiness Information Technology Systems
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
Intranet Business Processes (continued)
Indiana Department of TransportationBusiness Information Technology Systems
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.
Indiana Department of TransportationBusiness Information Technology Systems
Operational Benefits
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
Indiana Department of TransportationBusiness Information Technology Systems
Operational Benefits (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
Indiana Department of TransportationBusiness Information Technology Systems
System Demonstration
Extranet Web Portal Login Choose Business Area Demo Open Client
Indiana Department of TransportationBusiness Information Technology Systems
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
Indiana Department of TransportationBusiness Information Technology Systems
A well-designed document management solution can:
Summary
Improve Operational Efficiency while improving Customer Service
Provide Online Project Collaboration while ensuring adequate Security
Eliminate the need for paper while saving physical storage space and Money
Indiana Department of TransportationBusiness Information Technology Systems
Questions and Answers
Electronic Document and Records
Management
Indiana Department of TransportationBusiness Information Technology Systems
Thanks for Attending!
Electronic Document and Records Management System
(ERMS)