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as of March 2007

as of March 2007

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as of March 2007

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

  2. “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

  3. 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

  4. 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

  5. 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

  6. 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

  7. 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

  8. “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

  9. “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

  10. “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

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

  12. File Make Ready 128,000 Right of Way files Completed July 15, 2006 35,000 General Files Completed February 2007 Project Progress

  13. File Make Ready Looks Like;

  14. 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

  15. Scanning Operation Looks Like;

  16. 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

  17. Sunstone Operation Looks Like;

  18. 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

  19. FileNet Workplace Looks Like;

  20. FileNet Workplace Looks Like

  21. FileNet Workplace Looks Like

  22. FileNet Workplace Looks Like

  23. FileNet Workplace Looks Like

  24. FileNet Workplace Looks Like

  25. FileNet Workplace Looks Like

  26. FileNet Workplace Looks Like

  27. FileNet Workplace Looks Like

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

  29. 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?