Enterprise Content Management Systems(Right of Way)

Update: SC, WA

Requested by: OregonSurvey Deadline: March 4, 2008

The Oregon Department of Transportation (ODOT) is putting in place an Enterprise Content Management system. Phase I of the project has been recently completed. The new system contains scanned versions of all of the historical (closed) Right of Way files (112,000 files), General Agreements (30,000 files), Right of Way Maps (15,000 images) and Contract Plans (21,000 images). These items can be searched and retrieved inside of ODOT using a web based search tool. (No public access yet)

The project is now moving into a second phase where we would like to use Business Process Management automation tools, Electronic forms and GIS based tools to manage the acquisition of property and capture forms and data electronically where feasible. We propose possibly making portions of the system/process available to our external contractor/partners as well.

We are asking you to tell us about your systems that use some form of Content Management tools or other tools that electronically manage workflows and forms. We are focused on web based tools (internet, intranet and extranet). However, if you have systems that are not totally web based, we would love to learn about your experience with your system.

Please let us know as much as you can about each area. However, also feel free to provide a point of contact for the system, as we would be happy to call or email for more detail. We realize that clearly explaining what you have in short responses is not always possible.

General

1. What system do you use to manage you Right of Way acquisition activities? (Please mention vendor products or briefly describe your “homegrown” solution)

2. How old is the system you have in place today?

3. Do you have plans to significantly upgrade or replace your current system in the next 1 to 3 years? If yes: will you be considering a web based system and/or content repository for digital documents? (Please briefly specify)

4. In what database system do you store your Right of Way data? (i.e. MSSQL, Oracle, DB/2 etc.)

5. If the Oregon Department of Transportation had an interest in learning more about your system, would you be willing to discuss or provide demos, documentation and/or source code? (If yes, can you provide an initial point of contact?)

Content Management

1. Do you use an electronic content management (ECM) repository for Right of Way documents? (i.e., FileNet, EMC/Documentum, homegrown) If yes:

What vendor/software? How long has your current ECM system been in operation?

2. How do your users interact with the ECM system? (i.e. web based forms, custom “thick” client application, other?)

3. If you used contractors to construct your system, can you tell us who they were and if you would recommend them? (We are interested specifically in developing the user access interface for ECM tools and business process tools.)

4. If you use FileNet, what version of the software do you use? (Panagon, 3.5, 4.0 etc.)

5. If you use FileNet, what components do you use? (Email Manager, BPM, Records Mangers etc.)

Business Automation

1. Do you use the system for any automated workflows in Right of Way? If yes:

What processes have automated components? Who are the primary users of the automated processes? (i.e. RW Agents, Contractors, others) Are there any external components to your automated process (outside users)?

2. Are there automated processes that tie to processes outside of Right of Way, but within your agency? (What disciplines?)

Mike Stone, Business System Manager Right of Way Oregon Department of Transportation 503-986-3636

ALABAMA

ALASKA

ARIZONA

ARKANSAS

General

1. Arkansas State Highway and Transportation Department (AHTD): Currently we have a variety of Access databases, Excel spreadsheets, and Microsoft Word document templates that we use for our acquisition activities. Our in-house Computer Services Division is in the process of developing a web-based system that will handle the whole process. Each area of activity will add their specialized data to the system, which will then be used to populate forms and documents as the acquisition process moves toward completion. We have also begun archiving our historical documents using a PDF format.

2. AHTD: The system we currently use has been gradually developed over the last 15 to 18 years, as computers have become a more common tool within our agency.

3. AHTD: Yes, as noted above, we are currently beginning to store our documents in a digital format for archiving, and are in the process of developing a web-based system.

4. AHTD: The majority of our archive scanning is being performed using PaperVision Enterprise.

5. AHTD: Yes, we would be willing to share our experiences and examples. However, at this time much of it is still very preliminary.

Content Management

1. AHTD: We are generating Word documents and saving them on our server.2. AHTD: Web based forms.3. AHTD: We used in-house programmers.4. AHTD: We do not use FileNet.5. AHTD: We do not use FileNet.

Business Automation

1. AHTD: There will be some automation as to the population of forms once a tract is created. These automated features will be available to all users as the acquisition process develops.

2. No3. AHTD: No

CALIFORNIA

COLORADO

CONNECTICUT

General

1. We use a custom/”homegrown” document management system – the Image Records Management System (IRMS). All ROW files are created and tracked using an Oracle database. A process was developed to scan and index all new incoming documents and maps into the system and a project management interface was

developed to provide easy access to reports and file status. In 2002, we upgraded the system to be more user-friendly. The system is intranet based.

2. The IRMS was initially implemented in 1999. The system was upgraded in 2002.3. Yes, we are planning on upgrading the IRMS within the next 3 years. We will focus

on GIS integration and internet access to the general public (MS.NET) which would require a separate, more simplified “guest” interface for security purposes.

4. Oracle.5. Yes. Contact person – John Durling (860)-594-2469, John.Durling@po.state.ct.us

Content Management

1. Yes, as explained in General question. Custom (html,intranet). Nine years.2. Web based forms.3. Initial system developed and implemented by Intergraph Corp. in 1999. Upgrade in

2002 by PCC Technology Group (Bloomfield, Ct.).4. N/A5. N/A

Business Automation

1. No.2. N/A3. N/A

DELAWARE

DISTRICT OF COLUMBIA

FLORIDA

General

1. Florida DOT uses the Right of Way Management System (RWMS) to manage Right of Way acquisition activities. RWMS is a web-based application developed internally by Florida DOT and includes modules for recording and tracking all Right of Way activities (Acquisition, Eminent Domain, Relocation, Property Management, Business Damages, Contracting, Appraisal, Cost Estimating and Funds Management). For ad hoc reporting Florida DOT uses the Managed Reporting Environment (MRE) product (Information Builders).

2. 5 Years3. While maintenance and enhancements are ongoing, there are no plans to significantly

upgrade the system in the next 1 to 3 years.4. DB/25. We would be willing to discuss and demonstrate the system.

Content Management

1. No. However, It is anticipated that Right of Way documents will be included in Florida DOT’s Enterprise Electronic Document Management System (EEDMS) in the future. Currently, Florida DOT uses the Hummingbird DM product for electronic content management.

2. N/A3. N/A4. N/A5. N/A

Business Automation

1. No.2. N/A

GEORGIA

HAWAII

IDAHO

ILLINOIS

INDIANA

IOWA

KANSAS

KENTUCKY

LOUISIANA

General

1. Louisiana DOTD (LADOTD) utilizes the Appraisal, Acquisition, and Relocation System (AARS) to manage Right Of Way appraisal, acquisition, and relocation activities. LADOTD owns the AARS product (rather than licenses it through a vendor organization). AARS is a web based internet/intranet application that was:

a) designed by Xybernaut Solutions LLC (XSLLC) personnel to meet process/data requirements established by LADOTD’s management team,

b) developed by XSLLC personnel using an Oracle database and a variety of web development tools (Internet Explorer, MS Visual Studio, XML, ASP, and @NET),

c) deployed by XSLLC/DOTD personnel into LADOTD’s current User Community (over 150 DOTD and DOTD Consultants).

2. Initial design work on AARS began in 2001. Version 1.0 was deployed in 2002. Version 2.0 was deployed in 2005. Therefore, AARS has been in production use for about six (6) years and most AARS documentation is current as of the release date of Version 2.0. As directed by LADOTD, minor but important enhancements have continued to be made by XSLLC since the release of Version 2.0

3. LADOTD authorization for XSLLC to begin the requirement development process for Version 3.0 of the AARS was received in December 2007. Final review and approval of an AARS Version 3.0 Logical Design Document is planned for March 2008, and will incorporate all enhancements that have been approved for Version 3.0 development by Real Estate Section Management.

4. Oracle Version 10

5. The use of AARS is technically supported and controlled within the LADOTD and DOTD Consultant community by LADOTD’s Project Management Section. Therefore, Oregon DOT should direct all questions and requests concerning AARS to Miss Peggy Paine (225-379-1065) who has lead responsibility for AARS within the Project Management Section.

Business Automation

1. AARS currently has two different workflow processes embedded in the application:

Stage 3 Project (S3P) Workflow – this workflow enforces the use of LADOTD Real Estate standard processes, standard forms, and documents key approval/recommendation points for Appraisal, Acquisition, and Relocation activities that occur on an AARS Project that will be: 1) managed by LADOTD Real Estate Section staff members, and 2) actually performed by LADOTD Real Estate Section staff members only, or a mixture of LADOTD Real Estate Section staff members and one or more LADOTD Real Estate Consultant members.

LADOTD Real Estate Section Functional Users include: Real Estate Managers, HQ Agents, HQ Review Appraisers, Appraisers, Field Agents, and HQ Relocation Agents. LADOTD Users of AARS utilize the LADOTD Intranet website to enter and view AARS information and reports.

LADOTD Consultant Functional Users include: Consultant Appraisers and Consultant Field Agents. External LADOTD Users of AARS utilize a LADOTD internet website to enter and view assigned AARS information and reports.

Consultant Turnkey Project (CTP) Workflow – this workflow enforces the use of LADOTD Real Estate standard processes, standard forms, and documents key approval/recommendation points for Appraisal, Acquisition, and Relocation activities that occur on an AARS Project that will be: 1) monitored by LADOTD Real Estate Section staff members, and 2) actually managed and performed by Louisiana Timed Managers (LTM) staff members. LTM uses AARS because it was awarded an outsourcing contract (in 2003) by LADOTD to expedite design/development of 50 key LADOTD road/bridge development contracts over a 5 year period.

LADOTD Real Estate Section Functional Users include: Real Estate Managers, HQ Agents, and HQ Review Appraisers, and HQ Relocation Agents. LADOTD Users of AARS utilize the LADOTD Intranet website to enter and view AARS information and reports.

LTM Functional Users include: Consultant Lead Agents, Consultant Review Appraisers, Consultant Appraisers and Consultant Field Agents. LTM Users of AARS utilize a LADOTD internet website to enter and view LTM assigned AARS information and reports.

A third AARS Workflow is likely to be included in Version 3.0 of the AARS:

Consultant Firm Project (CFP) Workflow – this workflow will enforce the use of LADOTD Real Estate standard processes, standard forms, and documents key approval/recommendation points for Appraisal, Acquisition, and Relocation activities that occur on an AARS Project that will be: 1) monitored by LADOTD Real Estate Section staff members, and 2) actually planned and performed members of one LADOTD Consultant Firm or by a mixture of LADOTD Real Estate Section staff members and members of one LADOTD Consultant Firm.

LADOTD Real Estate Section Functional Users include: Real Estate Managers, HQ Agents, HQ Review Appraisers, Appraisers, Field Agents, and HQ Relocation Agents. LADOTD Users of AARS will utilize the LADOTD Intranet website to enter and view AARS information and reports.

LADOTD Consultant Firm Functional Users include: Consultant Lead Agents, Consultant Review Appraisers, Consultant Appraisers, Consultant Field Agents, and Consultant Relocation Agents. Consultant Firm Users of AARS utilize a LADOTD internet website to enter and view assigned AARS information and reports.

2. S3P Projects - Real Estate Section information on a S3P Project can be used to update its parent Design/Development Project in the web based (Oracle supported) Program & Project Management System (PPMS). The PPMS was also designed, developed, deployed by XSLLC using requirements supplied by senior members of LADOTD’s Design/Development Branch (pre-construction design). Its primary objective is to provide LADOTD Program Managers, Project Managers, and Task Managers (functional leads in all LADOTD Sections that perform work on a PPMS Project) with a single integrated planning, monitoring, controlling, and reporting system. PPMS has Primavera 5.X embedded in it so that Critical Path Methodology (CPM) charts (such as barcharts, precedence diagrams, etc.) can be viewed and analyzed by PPMS users.

CTP Projects - Because LTM utilizes its internal scheduling system (rather than LADOTD’s PPMS), the level of integration of AARS data with LTM’s scheduling system is unknown by LADOTD.

MAINE

MARYLAND

General

1. The system that we use for Acquisition activities is called OREMS (Office of Real Estate Management system) this system was developed by an outside consultant company. We use VB.net (Visual Basics.net) for the design and Oracle 10g to actually store the data. For the reports we use the Crystal Reports software.

2. The OREMS system has been in place for about 6 years.3. Yes. We are currently looking to upgrade our system to make it more interactive and

user friendly. There has not been any plans to make this a web based system at the moment.

4. The database system that we use is Oracle 10g.5. Yes. We would be willing to provide any documentation and demos if needed.

Content Management

1. Not at this time. N/A. N/A.2. N/A3. N/A4. N/A5. N/A

Business Automation

1. Yes, It has the capability to track some workflows. There are some processes that have partial automation such as Option acceptance and the Condemnation process. We also have a Cost Estimate submittal and review process. Right of Way agents and Compliance Review are the primary users. The Import process of Cost Estimates from Consultants.

2. The Condemnation filing with the Office of Counsel.

MASSACHUSETTS

MICHIGAN

MINNESOTA

MISSISSIPPI

MISSOURI

General

1. The system the Missouri Department of Transportation currently uses is a Lotus Notes based application to document acquisition information. However, MoDOT is currently developing a web based application that will replace the current acquisition system. The department has recently developed a web based Realty Asset Inventory system that is still in a testing phase that will ultimately be populated with acquisition information in an effort to manage the realty assets of the department.

2. The Lotus Notes based acquisition information system is approximately 14 years old.3. Yes, in house web based system using oracle spacial and arcmap4. Oracle5. We would be willing to discuss our system. david.ordway@modot.mo.gov

Content Management

1. Yes, homegrown. Tier Technologies Inc. 5 years (Outdoor Advertising2. Web based or client server.3. Tier Technologies Inc., yes.4. No5. N/A

Business Automation

1. No, although with more detailed refinements to the system this may be a future result.

2. Some Legal and Controller (financial data) will be tied into Right of Way's system.

MONTANA

NEBRASKA

NEVADA

NEW HAMPSHIRE

NEW JERSEY

NEW MEXICO

NEW YORK

General

1. Q & A (Symantec) product. System built in house. The system is specifically used to track payments and generate the pay packages.

2. Approximately 20 years.3. Yes and it would be web based with an electronic document storage capability.

4. Q & A (Symantec) product. Bruce Davis, NYSDOT, 50 Wolf Rd., Albany, NY, 12232, (518) 457-2761. bdavis@dot.state.ny.us.

Content Management

1. No2. N/A3. N/A4. N/A5. N/A

Business Automation

1. No2. Yes, Design, Planning , ROW Mapping.

NORTH CAROLINA

NORTH DAKOTA

General

1. RIM's (Record Information Management System) and Access Dbase2. Unknown3. No4. Access 20075. Yes. Pat Krieger 701-328-2610

Content Management

1. FileNet is used for storing all right of way files. Right of Way Plats are put on the Internet.

2. FileNet is accessed by all NDDOT employees. Right of Way Plats are available to the public through the Internet.

3. N/A4. Filenet P85. N/A

Business Automation

1. No2. No

OHIO

OKLAHOMA

OREGON

PENNSYLVANIA

PUERTO RICO

RHODE ISLAND

SOUTH CAROLINA

General

1. Software AG Entire Connection 4.3.2 and Microsoft Sharepoint2. Approximately 15 years. (Entire Connection) Approximately 2 years (Sharepoint)3. We plan to continue to utilize new features provided by Microsoft Sharepoint.4. Oracle, some in Sequel Server and Access Data bases.5. Yes, Eric Stuckey - 803-737-4440

Content Management

1. Our document repository is Microsoft Sharepoint. Approximately 2 years2. Web based forms.3. Intregraph - yes4. Not applicable5. Not applicable

Business Automation

1. We are not to this point yet, but plan to move in this direction in future.2. Not at this time.

SOUTH DAKOTA

TENNESEE

TEXAS

UTAH

General

1. At UDOT (Utah), we have created our own, custom, internet enabled application to manage the Right of Way process. This system has been designed in conjunction with Project Management software custom written for UDOT.

2. The system is 4 years old.3. The system has undergone periodic enhancements and meets all of our business

needs. There is nothing budgeted to replace our existing Right of Way application.4. Oracle5. Yes. Utah has a policy to give other DOT agencies our software for free. You can

contact Lyle McMillan or Karen Stein (lmcmillan@utah.gov or kstein@utah.gov).

Content Management

1. Yes, Hummingbird. 5 years2. Thick client.3. N/A4. N/A5. N/A

Business Automation

1. No2. No

VERMONT

VIRGINIA

WASHINGTON

General

1. We currently have client based, agency developed system (REIS - Real Estate Information System) that is being replaced in the spring of 2008 with a web-based COTS system (IRIS - Integrated Realty Information System) by Smart Data Strategies (SDS).

2. The system being replaced (REIS) is almost 10 years old.3. Yes, as mentioned above, we will have a new web based data management system

in place very soon (spring 2008). Real Estate Services currently uses Stellent for document management (with Kofax as the imaging software) to manage our scanned conveyance documents and scanned real estate maps. The agency is deploying an ECM system which will use Open Text LiveLink as the document management piece and Kofax as the imaging software and will be deployed in the fall of 2008. How will these two systems integrate? Or will Real Estate Services move from Stellent to the agency choice of LiveLink? These topics are currently being discussed.

4. It will be Microsoft SSQL for IRIS.5. Certainly. Feel free to contact me (Mike Palazzo - 360-705-7306,

palazzm@wsdot.wa.gov )

Content Management

1. Right now we use Stellent for document management, and Kofax for imaging. As I mentioned above, the agency has recently chosen Open Text LiveLink as the upcoming document management system for the agency.

We have been using Stellent for for our Electronic Review for over a year, and for our scanned conveyance documents for under one year, and just beginning to use it for the maps. Open Text LiveLink is scheduled for agency deployment in the fall 2008.

2. Web based.3. We did not use outside contractors for Stellent. We did use outside contractors for

the data management (IRIS)...that was/is Smart Data Strategies (SDS) and we would highly recommend them.

4. N/A5. N/A

Business Automation

1. Not in the existing system (REIS). In its replacement (IRIS), other than typical system generated tasks like data input being populated through out other areas of the system and varying programmed calculations for rent and contract payments, there might only be one function considered an automated workflow.We had the developer set up an ad-hoc reporting tool which offers the functionality of creating reports that can be auto-emailed...one time, or scheduled as recurring, real-time reports.The intention is that anybody within the agency that could benefit from real-time, emailed, custom reports could be set up to receive reports of their choice, when they want them.Not intended to be...but not intentionally excluded.

2. No. No ties to outside processes other than the reporting capabilities.

WEST VIRGINIA

WISCONSIN

WYOMING