Transcript Nevada DOT’s IRWIN Project

Nevada DOT’s IRWIN Project
Integrated Right of Way Information Network
Presented By:
Eric Warmath, NDOT GIS Manager
January 14, 2009
History
• Project resulted from a Legislative Audit
nine years ago.
• Quarterly reports are made to the Legislature
on progress.
• Line item in State budget.
• Internal initial requirements process started
in January 2002.
• Contractor led detailed requirements study
gave cost estimate of over 8 million dollars.
Budget
• Budget is fixed and expires June 30 2009.
• Does not include purchase of ‘base’ electronic
document management system (EDMS).
• Budget for project is ~6 million
– About 20% for document scanning
– About 10% for infrastructure hardware and software
and software maintenance until completion of project.
Did include some add-on EDMS components.
– Currently forecast to come in 10% under budget.
– Budget does not include DOT staff time.
Major Project Goals
IRWIN Modular Design
GIS Module (ESRI)
Video Log Module (Mandli)
Document Management (AX5)
Acquisition Module
Property Management Module
Project Management Module
Permits Module
Billboard Module
Junkyard Module
Centralized Database
External Interfaces
NDOT will have a complete ROW System
IRWIN Application Model
Property
Inventory
Database
Management
Property
Inventory Plan
Production and
Maintenance
Document
Search, Retrieval,
and Viewing
Property
Management
Document
Retrieval and
Viewing
Special Queries
Spatial Queries
Property
Inventory
Management
Subsystem
IRWIN Integration/Interface
Workflow
Management
Document
Management
IRWIN Central Data Store
Property
Inventory
Data
Payment
Processing
Property
Management
Subsystem
Property
Management
Data
Document
Imaging and
Management
Data
IRWIN
Application
Data
Document
Imaging and
Management
Subsystem
Operational
Document
Conversion
Online
Submission and
Collaboration
Spatial Data
Document
Search and
Retrieval
Field Inspections
GIS/LRS
Subsystem
Plan Creation
and Revisions
Spatial Indexing
Spatial Queries
Mapping
Temporal
Queries
Project Schedule
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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: 2004-2005
Document Management implemented using Documentum (AX5) in late 2005
for scanning of 1 million plus document pages and micro-film: 2005-2008
Internal data cleaning and other internal work: 2005-2006
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. 2007
Workflow validation and final screen mock-up review: December 2008
Prototype including Document Mgt., Video Log, and Permitting: February 2009
Integration of Property Management: February 2009
Initial Project Deployment Date: March 2009
Final Deployment and maintenance phase June 2009
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.
ApplicationXtender (AX5)
• Desktop Access
– Desktop access is primarily 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. This is already in use.
– Enable e-business or e-commerce application. We will use it
for web based permitting.
AX5 Retrieval
Query Result
AX5 View
Scanned Contract
AX5 Annotation
Markup of area of interest
AX 5 Text Search
text search capability
This tool shows the
result of the search
parameters in OCR
or image format
OCR Format
Historical Documents
Batch Scanning Information
AX5 Status
Batch Scans
Application
Documents
in AX5
Pages
in AX5*
Space(GB)
Usage
%
Complete
Start Date
Complete
Data
ROW MAPS
20317
40156
9.2
100*
August-06
July-07
ROW CONTRACTS
21092
234573
126
100*
April-06
February-08
ROW PERMIT
54638
957318
159
70
November-06
July 09
*
ROW ENG DOC
24701
192049
36.2
85
May-07
July 09
*
624
5359
2.9
100*
June-07
June-07
121362
1429455
MISC CONTRACT(FH, DL & etc.)
Totals
333.3
* Contract Complete with Vendors/Updates done by Records Management (As Builts) and RW Engineering (Maps).
* = In process
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?
• End user training can often be accomplished by a good Word
document of PDF.
AX5’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 at NDOT 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 an offline media
(microfilm), making the documents retrievable within the
application simply by mounting the media.
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 and Mississippi 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.
• SDS has retained the as needed services of key retired NDOT
staff to facilitate the implementation while minimizing impact
on existing staff where possible.
The Application
• The application consists of a series of user
interface screens customized for the major ROW
area workflows.
• It provides pre-defined levels of access and
information to users.
• The application is linked to GIS technologies to
provide spatial query search capability. (Ex.
Between milepost 18 and 23 on SR443 show me
all the contracts and documents since 1986)
Locate ROW for Estimation
Pre-planning and
Estimation for
ROW Acquisition
is a part of the
system allowing
staff to evaluate
cost for multiple
alternatives.
IRWIN Acquisition Module
•Project Management
•Title
•Appraisal/AOS
•Acquisition
•Condemnation
•Relocation
•Diary
•Leveraged off the
WSDOT project.
IRWIN Property Mgt. Module
•Property Inventory
•Maintenance/Demolition
•Disposal Sale
•Disposal Contract
•Payments
•Excess Property
•Leases
•Lease Payments
IRWIN Project Mgt. Module
•General
•Project Entry
•Parcel Entry
•Parcel Clear Dates
•Project Certification
IRWIN Permits
Dashboard
•Permits by District
•Permits Open
•Permits Open by Type
•Permits Completed Within
•Permits Completed last 60 days
by Type
•Permits Open by Status
IRWIN Permits Module
View Permit
•Applicant
•Location
•Event
•Production
•Terms & Conditions
•Map
•Video
•Documents
•Comments
•Print Application
•Applicant Status
IRWIN Permits Module
Documents
Linkage to EDMS
IRWIN Permits Module
Comments
A historical
chronology of
what has occurred
with a particular
permit
Document Linkage
Application Links with AX5
Application Linkages
Mandli Video Logging
NDOT is did this at high resolution with 2 cameras. Collection completed October 2008.
IRWIN Access
Web Based Application
• Direct access for State
employees
• Direct access for encroachment
permit holders and sign
companies
• Decrease customer questions
and data requests freeing up
staff time for productivity
• Security / Reliability
• Access requirements and levels
• Leveraged from the MSDOT
project.
GIS Component
• Creating and Maintaining an up-to-date Road Network and Mile
Post 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.
• Linkage to the Mandli feature extraction can potentially give
users spatial location information for billboards and other
permitted features in the right of way.
Road Network
• The Currently Active Road
Network is approximately
5500 miles.
• The Historical Roads adds
another 6500 miles.
• Requires addition of
construction date to DB.
• This does not include the
Hyperspace By-Pass in Area
51.
Active Roads in Red
Historical in blue
Historic Roads
• Originally created from old state highway and USGS
maps at 500,000 and 100,000 scale.
• Adjusted to 24,000 scale using 7.5 minute quads then
12,000 scale using orthophotos.
• Currently adding more detail by comparing unreferenced
contract plan sheets to orthophotos while simultaneously
building a chronological roadbed history.
• 85+% of documents seem to fall on about 20% of the
roads so work can was focused for a utilitarian result.
• The level of detail is easier to achieve due to the sparse
but clustered population and desert environment but is a
major undertaking with a high degree of detail.
Material Sites
• Developing a material sites database has been an
interesting challenge due to the multiplicity of work
units involved: Materials, ROW, Environmental, and
Archeology.
• Validation will be required with the BLM.
• Finding an owner to maintain it was difficult but it will
be maintained by the Materials Division.
• Training staff in GPS/GIS has been delayed and
complicated by GIS software migration.
• Having a GIS database will allow more accurate geolocation of documents pertaining to these sites.
Public Land Survey System Layer
• 89% of Nevada belongs to the Federal
Government.
• The predominant land owner is the Bureau of Land
Management but the Forest Service and
Department of Defense are significant managers.
• The BLM has yet to complete a first cadastral
survey of Nevada.
• PLSS is critical to document placement prior to
1976 when mileposts were implemented.
PLSS Continued
• Combination of BLM and USFS data was
required to create a complete PLSS layer.
• We plan to incorporate our own survey section
ties to strengthen control along our roadways.
• Project level of detail for PLSS is to the quarter
section.
• A comprehensive maintenance strategy has yet
to be resolved for this layer and is impacted by
available staff resources and BLM practices.
Other Layers
• Bridges are extracted from our existing Bridge
Management System.
• County Boundaries are taken from our existing digital
Cartographic files.
• Historic county boundaries have been discussed but not
created. Impact of not having this is minor.
• An NDOT Facilities layer exists in a GIS format showing
location but not extent.
• Mileposts exist and are maintained by extraction from
Mandli Video log or from field collection and validation
using GPS and ArcPad.
ROW Parcels
• This layer has not been created as there are issues
with accuracy requirements needing resolution.
• It could be created and maintained from a variety
sources; CAD files, county assessor files in
counties with GIS capability, and digitization
from aerial photography.
• The level of desired detail would be a
complicating factor as would various projections.
• Training, procedures, maintenance and QC
responsibilities would also need to be established.
ROW Parcels Continued
• Having a GIS Parcel layer would be useful for planning
purposes and general property management.
• If the expected freeing up of ROW resources occurs,
that staff time could be re-invested in the creation and
maintenance of this layer.
• It would not be a trivial task to create and is somewhat
dependant on our CAD migration from Microstation J to
XM for better CAD-GIS integration in the future.
• It would not replace the need to stakeout or survey for
final determinations.
• Work toward creation of a ROW parcel layer is an
option of things to do with the expected fund savings
forecast for the project
ROW Parcels Continued
• DOT parcels and Assessor parcels are not a one to one
correlation. DOT parcels might be one to many.
• A pilot project is planned to investigate creation of a
DOT parcel layer from best available sources.
• The pilot project may lead to a full project if return on
investment is found to be sufficient.
• Potential Obstacles include work done by contractors
not following standards, historic work prior to current
standards and parts of Nevada remain un-surveyed.
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.
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 Administration
(document/records management), GIS, IT, 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 especially at the District level.
• Communicate !
• “If you build it they will come.” We have people department-wide
using the AX5 portion to help with work in areas outside ROW.
Many of them want the search functionality that IRWIN will have.
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. If using an External PM, they 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 2008. #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 !
General Observations
• In preparing for this kind of project document your
workflows it will save a lot of time.
• Think about improving the process as part of
implementation.
• Utilize temp staff when possible but make sure they
have a good understanding of the project goals and
knowledgeable supervision.
• Capture the thoughts and practices of staff nearing
retirement however possible for later retrieval.
Institutional knowledge is valuable and sometimes
irreplaceable.
• Do data cleansing whenever and where ever
possible!
Contact Information
• Russ Law, P.E. Location Engineer, New Project Director
Email: [email protected] Phone: (775)888-7250
• Jon Bunch, Chief, Right of Way Division*
Email: [email protected] Phone: (775)888-7480
• David Doyle, SR VP Transportation, Smart Data Strategies
Email: [email protected] Phone: (615)337-5517
• Eric Warmath, NDOT GIS Program Manager *
Email: [email protected] Phone: (775)888-7265
Thank You For Your Time
QUESTIONS ?
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.