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

2. It’s About Asset Management
“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.

3. ODOT Right of Way 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

4. 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.

5. 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.

6. 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

7. Project Schedule Overview
RWDMS Backfile Project Timeline and Approach
Project Initiation
(Complete)
Determine the
business need
(Complete)
“Going Forward” Phase Begins
Plan how to
Build the system
(Complete)
Backfile
Continues
Build It!
(Complete)
Training
& Release
(Current)
April 2005
June 2005
Sept 2005
Feb 2006
Oct 2006
Mar/Apr 2007

8. 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.

9. 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.

10. 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.

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

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

13. File Make Ready Looks Like;

14. 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

15. Scanning Operation Looks Like;

16. 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

18. Sunstone Operation Looks Like;

19. 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)

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. FileNet Workplace Looks Like

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

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