Tim Jennings

1
Electronic Document Management at TxDOT

• Tim Jennings
• Business Solutions Delivery and Support Services

AASHTO IS April 2008
2
Overview

• TxDOT implementation of electronic document
  management technologies

3
Evolution

• Tool selection project
• Infrastructure implementation project
• Business strategy project

4
EDMS Project Vision

• Meet the unique document management needs of
  individual business areas while supporting
  universal document sharing requirements of TxDOT
  to improve operational performance.

5
Tool Selection

• Enterprise Document Management Project
• Enterprise requirements analysis
• Architecture and strategy
• Vendor selection Core EDMS solution FileNet
• Enterprise implementation and support requirements

6
EDMS Support Model

• Develop a centralized EDMS implementation and
  support team in the central IT organization
• Develop distributed implementation and support
  teams in the field
• Develop procedures and standards
• Develop architecture

7
Enterprise Standards

• Necessary to achieve EDMS project vision
• Based on real-life experience (what works and
  what doesnt)
• Initial focus on Content Services library design
  standards

• Developed by a cross-functional team

8
Implementation

• 25 of 25 districts implemented
• 15 of 22 divisions/offices implemented
• 3 division/office implementations planned to
  begin this calendar year
• 2 divisions opted out

9
TxDocs Online Architecture
District Installation
Central Installation

• Local Web Server
• Local Document Images

• Web Server (Austin Divisions)
• Document Images (Austin Divisions)
• Property Databases (Statewide)

10
TxDocs Online Architecture

• FileNet CS

• FileNet WebServices
• Altien WebXtra

Kofax Server
11
Business Strategy Goals

• Identify and prioritize business areas that would
  achieve higher efficiency through a coordinated
  use of EDMS throughout TxDOT
• Propose and document pilot projects
• Define and document an enterprise business
  strategy of electronic document management
  technology should be used

12
Preliminary Priorities

• Finance and Right of Way
• Construction, Maintenance/Permitting, and
  Purchasing/Inventory
• Project Development and Design
• Contract Related and Human Resources
• Occupational Safety
• Mail Room, Information Resources, and Equipment
  and Facilities
• Administrative and Environmental and
  Transportation Planning
• Traffic Operations

13
Project Lessons Learned

• Requires a combined effort of IT, records
  management, and end user teams with executive
  management support
• Enterprise standards initiative can be a long and
  complex process (but necessary for long term
  success!)
• Need real world experience to fully understand
  the challenges/impact
• Need to consider the impact on policies,
  processes, and procedures (and be prepared to
  change)

14
Questions?