Indiana Digital Government Summit June 7, 2005 Indianapolis, Indiana

Indiana Department of TransportationBusiness Information Technology Systems

Indiana Digital Government Summit

June 7, 2005

Indianapolis, Indiana

Electronic Document and

Records Management System

(ERMS)


Project ManagerJames Pendleton

Office: 317-232-5170

Systems AdministratorIrfan Alvi

317-234-2269

Project ExecutiveLarry Harting

Office: 317-233-3680

ERMS Project Leadership

CommissionerThomas O. Sharp

ERMS ConsultantTodd Hubbard, Project Executive

Crowe Chizek LLC


Agenda

What is Electronic Document and Records Management (ERMS)

Goals of the ERMS Project

Why Document Management?

Basic Document Management Terminology and Concepts

Discussion of Goals

INDOT Infrastucture

Operational Benefits

System Demonstration

Lessons Learned and Summary


What is ERMS?

Computerized version of manual (or paper-based) methods of creating, reviewing, approving, distributing and storing records, documents and data regardless of the original paper format.

Also known as Electronic Document Management System (EDMS), or Electronic Content Management System (ECMS).

Creates an electronic company archive of documents and data

Enables quicker decision making through the immediate availability of documents and data.


Goals

The goals of the System Project are to:

Improve Operational Efficiency While improving Customer Service

Provide Online Project Collaboration While ensuring adequate Security for all documents

Eliminate the need for paper While Saving Physical Space and Money


ERMS Advantages:

Version Control: Users usually have access to the latest version of every document.

Each time a document is changed, a new layer is created. Original stays intact. Changes can be traced to users making them (audit trail).

Eliminates the need for an elaborate folder structure containing multiple versions of documents that is hard to search

Indexing: Many properties can be assigned to each document for indexing and searching.

Why Document Management?


Why Not Regular PC Filing?

Harder to Search through complex folder structure

Managing versions of the same document is harder If a document is changed on a PC, the original version of the

document is lost unless copies are maintained. Which can be quite confusing to manage.

Hard to coordinate collaboration on documents

All steps are manual


Basic Document Management Terminology

Attribute Information describing the document i.e. Title, comment, date

added, etc Property and Attribute are used interchangeably

Check Out Take temporary control of a document. While the document is

checked out, no one else can make changes to the document

Check in Means of adding the document back into the Library after it is

checked out

Transition Associated directly with Work Flow.


Basic Document Management Concepts

FileNET RepositoryLibrary #1

DocumentClasses

Properties

Groups

UserUser

Security

Indexing

ComputerUser

WebServer

ApplicationServer


Improve Operational EfficiencyWhile improving Customer Service

Increase Communication between and amongst INDOT and Non-INDOT Users through the use of:

Automatic Email Notification Graphs and Tabular Reports of Accident/Injury Data Online Posting of Contract Information Books and Revisions for

Contractor, Consultant and INDOT staff

• Analyze Business Process Data Providing online reports of Accident/Injury Data (ARS) to Executive

Leadership Providing for Online Local Federal Aid Application Submission,

Review and Approval to Local Agencies (cities, towns, municipalities)


Provide Online Project CollaborationWhile ensuring adequate Security

Enable electronic submission and review of project documents Design Submittals by INDOT engineers and consultant

Make historical data available online for reference Archived engineering documents like Bridge Inspection Reports,

Public Hearings and Utility Records.


Document Security

Grant access to only those individuals who are required to have access to the Documents and Data

Modify security automatically during the review and approval process (workflow) for each individual document

Contract Letting Business Process Design Submittal Business Process

Enable information security by providing version control and an audit trail


ERMS Infrastructure

Client Interfaces Web Client Desktop Client

Indexing Database Used to index documents and store the actual document for

quick retrieval at a later time

Online Web Forms Submission of applications/information to INDOT electronically


Custom Web Portal

Customized application based upon the individual signing in and their specific profile permissions.

Requiring a single Username and Password

Provides automatic login to the Document Management software Provides links to the Business Processes each individual is

permitted to access

Different Business Processes Custom Processes such as ARS Reports, OSHA Reports, Online

CIB review, etc.


Extranet Business Processes

5 Business Process areas:

Local Federal Aid Application Submission Unified Planning Work Program Design Submittal (consultant submission and review) Geo-Technical Submission Business Process View and Download Contract Information Books, Revisions and

Wage Rates


Intranet Business Processes

47 Business Processes over 26 different areas of INDOT Contract Letting and Revision Business Process Design Submittal Business Process Accident Reporting System (ARS) Business Process Software/Hardware Installation Manuals (creation and download) Project Management Application Development Administrative General Document Management Business Process Human Resource Business Processes Legal Division Business Processes Archival Scanning Business Processes


Archive Scanning Business Processes:

Bridge Inspection Federal Grants Final Construction Contract Records Land Acquisition Records Large Plans Local Federal Aid Correspondence Payroll Vouchers Public Hearing Information Right of Way Permits Termination Reports

Intranet Business Processes (continued)


Eliminate the need for paperWhile Saving Physical Space and Money

Convert existing paper-based business processes into electronic processes

Scan paper documents into ERMS and transfer the paper documents to an off-site storage to fulfill document retention schedules.


Operational Benefits

Streamlined and Standardized Project Processes through online collaboration

Reduced the time for the creation, submission, and approval of documents

Increase printing accuracy while decreasing printing costs Decreased scanning/printing duplication and mishaps which

causes contracts to be revised Reduce collating time by electronically assembling complex

documents

• Create an audit trail of document creation, review and approval


Operational Benefits (Continued)

Eliminated courier services for plan and contract documents between Consultants and between INDOT offices

Reduced shipping and handling costs for contract packages and revisions

Reduced printing costs of plans and contract books

Reduced mailing costs for local communities and MPO’s when submitting FA applications and UPWP documents

Reduced costs for contractors, consultants, suppliers when picking up contract booklets online

Provided automatic e-mail notification of project status thus improving project communication


System Demonstration

Extranet Web Portal Login Choose Business Area Demo Open Client


Lessons Learned

Business Process Reengineering– Allow sufficient time for everybody to adopt the new

system because the learning curve might be significant– Employee Culture Shock– Build Employee Skill Sets


A well-designed document management solution can:

Summary

Improve Operational Efficiency while improving Customer Service

Provide Online Project Collaboration while ensuring adequate Security

Eliminate the need for paper while saving physical storage space and Money


Questions and Answers

Electronic Document and Records

Management


Thanks for Attending!

Electronic Document and Records Management System

(ERMS)

Indiana Digital Government Summit June 7, 2005 Indianapolis, Indiana

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