Nevada DOT s s IRWIN Project

Transcription

1 Nevada DOT s s IRWIN Project Integrated Right of Way Information Network Presented By: Eric Warmath, NDOT GIS Coordinator and IRWIN Coordination Team Member

2 Major Project Goals IRWIN Modular Design NDOT will have a complete ROW System

3 IRWIN APPLICATION MODEL

4 Project Schedule Started Initial requirements internally: January 2002 Hired Consultant Project Manager: May 2003 RFP for Detailed Requirements: June-Dec 2003 Vendor Selected (Bentley & Geo Decisions) and Study undertaken: Document Management implemented using Documentum (AX5) in late 2005 for scanning of 1 million plus document pages and micro-film: Internal data cleaning and other internal work: RFP process for Implementation Process: Fall 2006-Spring 2007 New Project Director Appointed: April 2007 Consultant Project Manager terminated: June 2007 SDS selected as Implementation Vendor onboard for work: Sept Prototype including Document Mgt., Video Log, and Permitting: Spring 2008 Integration of Property Management: Winter 2008 Project Deployment Date: March 2009

5 Electronic Document Management NDOT chose to go with ApplicationXtender 5 by EMC Documentum since the product was already in house and met all requirements. Software: AppXtender v5.4 with a Oracle 10g database functions as a electronic storage, organizer, and document management. Scan stations located at each permitting office throughout the state with Ascent Capture v7.5 with VRS v4.1, software by Kofax gives the state real-time data availability. All stations are configured as kiosk. DiskXtender v6.0 give the state the capability to expand the primary and/or secondary storage onto any number of additional devices or media types, optimizing capacity while giving users a seamless access of data regardless of the storage location. RecordsManager v5.4 for ApplicationXtender is used for record retention and archiving and is configured to state standards for electronic documentation.

6 ApplicationXtender (AX5) Desktop Access Desktop access is mainly used by the Administrator of the system or other employees maintaining the system. Web Access ApplicationXtender Web allows users to browse, retrieve, and manage content using the standard browser. Allows for annotation of files without changing the the original scanned document. Enable e-business or e-commerce application.

7 AX5 Retrieval Query Result

8 AX5 View Scanned Contract

9 AX5 Annotation Markup of area of interest

10 AX 5 Text Search text search capability

11 Historical Documents AX5 Status Batch Scanning Information Batch Scans Application Documents in AX5 Pages in AX5* Space(GB) Usage % Complete Start Date Complete Data ROW MAPS 20,177 31, August-06 July-07 ROW CONTRACTS 20, , April-06 February-08 ROW PERMIT 31, , November-06 December-08 * ROW ENG DOC 11, , May-07 December-08 * MISC CONTRACT(FH, DL & etc.) 624 2, June-07 June-07 Totals 80, , * = In process

12 Document Management Lessons Learned Index Data This is the key to success in any document imaging management system. There is no such thing as too much information when it comes to determining what data is collected in your index file. Good indexing gives you cross-linkage across many types of documents and multiple applications. Index your documents as if you where going to use the system as a stand-alone application. What good is your system if you cannot find your documents?

13 AX5 s s Future Once the IRWIN Project is in place, the AX5 system will be turned over to the Records Manager for use within NDOT, with each division having the capability to setup there own document imaging section using the existing system. Documents can be inserted directly into the application the same way a document can be saved to your local machine. Records Management section has also updated the hardware and software (Records Management for AX5 and Ascent for scanning) to assure a seamless process by utilizing the identical software to move documents into and out of the application. This process will move documents to a offline media (film), making the documents retrievable within the application simply by mounting the media. NDOT is also currently in the process of using the Human Resources Division as a test case for the AX5 system usage outside of the IRWIN project.

14 NDOT & SDS Partnership Smart Data Strategies was selected because they best met the needs of the RFP and the Selection Committee. SDS s work at Washington DOT was very similar to what was desired by the NDOT Right Of Way Division. SDS s Project Manager has worked very well with NDOT staff and the Project Director to overcome issues and deficiencies created by the previous Project Manager, thus creating a better sense of TEAM across the project.

15 Preplanning and Estimation for ROW Acquisition is a part of the system allowing staff to evaluate cost for multiple alternatives. Locate ROW for Estimation

16 Project Management Title Appraisal/AOS Acquisition Condemnation Relocation Diary Irwin Acquisition Module

17 IRWIN Property Mgt. Module Property Inventory Maintenance/Demolition Disposal Sale Disposal Contract and Payments Excess Property Leases Lease Payments

18 Document Linkage Application Links with AX5

19 Application Linkages Mandli Video Logging NDOT will be doing this at high resolution and multi cameras. Collection in Progress. Completion June 2008.

20 IRWIN Workflow Web Based Application Direct access for State employees Direct access for encroachment permit holders and sign companies Decrease consumer questions and data requests Security / Reliability Access requirements and levels

21 GIS Component Creating and Maintaining an up-to-date Road Network and Mile Posts datasets. Creating a Historical Road Network from old maps, aerial photos, and construction plans. Creating a Public Lands Survey System layer for use as a spatial reference prior to 1976 when mileposts came into use at NDOT. Creating and maintaining other relevant datasets: County Boundaries, Bridges, Facilities, Material Sites, Imagery, etc. Adopting the use of X,Y with a temporal component rather than linear referencing for IRWIN data.

22 Road Network The Currently Active Road Network is approximately 5500 miles. The Historical Roads adds another 6000 miles. This does not include the Hyperspace By-Pass in Area 51. Active Roads in Red Historical in blue

23 Project Lessons Learned Many things have been learned so far on this project. Some are positive and some are not so positive. A list of major Pros and Cons follows. These are described in terms of the categories used in the article : The Worst Mistakes in GIS Project History by Jeff Meyers and published in Geospatial Solutions in July 2002.

24 Lessons Learned -Pros Keep it Simple avoid unrealistic scope #1 Get the most Knowledgeable people involved at every level #2 Get good Executive Sponsorship #7 Have a good TEAM. Our project has people from IT, Administration (document/records management), GIS, and Right of Way as well as contractors from both the vendor and internal sides. Our project director, is and has been the Location Engineer. Get good end-user buy in. If you build it they will come. We have people department-wide wanting to use the AX5 portion to help with work in other areas.

25 Lessons Learned -Cons Don t get locked into an inflexible position on standards, software, schedule, or methodology. Things change over time. #3, 4, and 5 Project Management Internal or External needs to be focused on results, and communication. External PM must be focused on and kept in sync with Departmental Goals. #6 Limit the project to 5 years people retire or change jobs thus taking away critical knowledge, skills and authorized decisions. GIS was impacted significantly by staff turnover. Most of the Senior ROW staff at NDOT also retired January #8 Get good IT involvement at both the management and technician level. We have had problems with the management side. #10 Look at how the application can fit Enterprise Level Infrastructure. Don t use the phrase we can fix it later. Fix it NOW!

26 Contact Information Russ Law, P.E. Location Engineer, New Project Director Phone: (775) Jon Bunch, New Chief, Right of Way Division* Phone: (775) David Doyle, Smart Data Strategies Phone: (615) Eric Warmath, NDOT GIS Coordinator * ewarmath@dot.state.nv.us Phone: (775)

27 Thank You For Your Time QUESTIONS?

28 Application Linkages Pictometry Oblique Photography NDOT will not be doing this Mandli Video Logging NDOT will be doing this at high resolution and multi cameras. Collection in Progress. Completion June 2008.