surveyors conference project update for the as of march 2007 right of way data management system...
TRANSCRIPT
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 SponsorCathy 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
BackfileContinues
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, 2006
• 35,000 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
QC Check: All files scanned?
Indexer 1
Team Leads & Managementview productivity reports
based on tracking files throughthis workflow.
Index Team Lead
Page 1
Indexing Work Process: ODOT RWDMS Backfile
Files are sent to Scan Vendor
Scan VendorReturns
Files with CDs
Scan VendorReceives
Files
CDs
Physical Files
Scan Vendor scans files,Burns CDs
Indexer 3Indexer 2
Electronic Files
TemporaryDatabase
RESEARCHQUEUE
Res
can
Req
uest
sResearch
Team Lead
Incomplete Records
Researcher 1
Researcher 2
HRAIN
ODOT/TAD sends
property data
FileNet P8
FileNet Import
Process
BAD IMAGE QUEUE
Indexer 10
Electronic Files
Electronic Files
Electronic Files
Electronic Files
Indexers...
Index Team LeadIncomplete Records
Com
plet
ed R
ecor
ds
Bad Scans
Com
plet
ed R
ecor
ds
Completed Records
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
FileNet Workplace Looks Like
FileNet Workplace Looks Like
FileNet Workplace Looks Like
FileNet Workplace Looks Like
FileNet Workplace Looks Like
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 503-986-3636