Nevada DOT’s IRWIN Project

1. Nevada DOT’s IRWIN Project Integrated Right of Way Information Network Presented By: Eric Warmath, NDOT GIS Manager January 14, 2009

2. 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.

3. 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.

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

5. IRWIN Application Model

6. 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: 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

7. 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.

8. 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.

9. AX5 Retrieval Query Result

10. AX5 View Scanned Contract

11. AX5 Annotation Markup of area of interest

12. AX 5 Text Search text search capability This tool shows the result of the search parameters in OCR or image format OCR Format

13. Historical Documents Batch Scanning Information

14. Document ManagementLessons 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.

15. 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.

16. 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.

17. 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)

18. 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.

19. IRWIN Acquisition Module • Project Management • Title • Appraisal/AOS • Acquisition • Condemnation • Relocation • Diary • Leveraged off the WSDOT project.

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

21. IRWIN Project Mgt. Module • General • Project Entry • Parcel Entry • Parcel Clear Dates • Project Certification

22. 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

23. IRWIN Permits ModuleView Permit • Applicant • Location • Event • Production • Terms & Conditions • Map • Video • Documents • Comments • Print Application • Applicant Status

24. IRWIN Permits ModuleDocuments Linkage to EDMS

25. IRWIN Permits ModuleComments A historical chronology of what has occurred with a particular permit

26. Document Linkage Application Links with AX5

27. Application Linkages Mandli Video Logging NDOT is did this at high resolution with 2 cameras. Collection completed October 2008.

28. 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.

29. 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.

30. 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

31. 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.

32. 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 geo-location of documents pertaining to these sites.

33. 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.

34. 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.

35. 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.

36. 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.

37. 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

38. 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.

39. 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.

40. 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.

41. 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 !

42. 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!

43. Contact Information • Russ Law, P.E. Location Engineer, New Project Director Email: rlaw@dot.state.nv.us Phone: (775)888-7250 • Jon Bunch, Chief, Right of Way Division* Email: jbunch@dot.state.nv.us Phone: (775)888-7480 • David Doyle, SR VP Transportation, Smart Data Strategies Email: ddoyle@sds-inc.com Phone: (615)337-5517 • Eric Warmath, NDOT GIS Program Manager * Email: ewarmath@dot.state.nv.usPhone: (775)888-7265

44. Thank You For Your Time QUESTIONS ?

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