Right of Way Training Conference Project Update for the as of October 12, 2006 Right of Way Data Management System (RWDMS)

Executive Summary The project will capture and process 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 a multiple project strategy: Backfile - Deliver historical backfile information, technical infrastructure, and initial business process proof of concept. “Going Forward” - Deliver statewide R/W business process and associated technical capability to electronically collect, store, manage, and retrieve relevant documents and information about documents. ** 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 managed are identified using the combination of an automated Property Management Inventory (PMI) database and information 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 PMI database is used to track the sale or other disposition of surplus ODOT property. The paper files and maps are used to gather varying pieces of related property information.

Project Management  Executive SponsorCathy Nelson Project champion with executive management  Business Owner: Dee Jones Provides the vision and leadership for project  Business Project Mgr: Mike Kirby Oversight and Guidance on project effort

Project Management Business System Mgr: Mike Stone Day to day involvement with project activities for RW IS Project Manager: John Cossu Manages the Information Systems effort Indexing ManagerLeif Anderson Oversees the efforts of the data capture staff at Sunstone Research CoordinatorDebbie Rich Leads the efforts of researchers at Sunstone Backfile Project End Date: Qtr 1, 2007

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 June 2005 Oct 2006 Build It! (Current) Feb/Mar 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 Governance  Strategic Level – Legislative and Oregon Transportation Commission directive to provide accurate real property asset information.  Tactical Level - Project initiation approved by the Transportation Community of Interest, who provides high level oversight  Project Level - Governance is provided through a Steering Committee representing R/W management and stakeholders throughout ODOT

Project Oversight  Status reporting to: Steering Committee - Monthly IS Mgmt Support Team - Monthly Transportation COI - Bi-Monthly JLCIMT (Legislature) - Monthly  Change Management - to TAD Change Control Board and/or Steering Committee

Quality Assurance  Project has both External & Internal QA and Risk Management oversight. Currently internal QA provided by IS/TAD Management External QA by Public Knowledge LLC (via DAS)

Project Progress  RW File make ready completed  Scanner selected and RW file scanning completed  Sunstone operation set up and running  FileNet installed

Project Progress

 File Make Ready 128,000 Right of Way files Completed July 15, ,000 General Files Files as of Sep 2006

File Make Ready Looks Like;

Project Progress  Scanner Selected and Engaged Selected Perfect Image of Kirkland,WA Shipped 2000 boxes out of 2000 (since Feb 06) boxes have been scanned to date (Sept 06) 128,000+ files 522,000+ documents 3,000,000+ pages Onsite RW Map Scanning to begin August Contract Plans Scanning underway 500 sets of 12,000 scanned to date (Sep 06)

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 50,258 files indexed to date (Sep 06) Up to10 Indexing Temp Staff 3 Research Staff 2 Staff doing QA

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;

Project “To-Do’s”  FileNet Search Capability FileNet search screens being developed  Appraisal Review Automated Workflow Workflow and eForms being developed  GIS TDD Creating Prototype (TransGIS Interface)  Training and Delivery Intranet availability statewide

Discussion Points  Are there questions about the scope of the project?  Are there questions about what the project provides for the business?  Are there other questions or clarifications about any aspect of the project?