2002 AASHTO Document 2002 AASHTO Document Management ConferenceManagement Conference

Texas Turnpike Authority (TTA) A Division of TxDOTEDMS Project Overview

Karen Strong, Clarity, Inc.TxDOT/TTA EDMS Project Consultant

Presentation TopicsPresentation Topics

Goals and objectives of the TTA EDMS projectDesign and implementation of the Central Texas Turnpike Project (CTTP) document management applicationDemonstration of ‘CTTP DocMan’TTA EDMS project teamTTA benefits and project direction

Texas Turnpike Authority (TTA)Texas Turnpike Authority (TTA)

Division of Texas DOT (TxDOT)Study, design, construct and/or expand a turnpike project as part of the state highway system� TxDOT can engage in revenue bond

financing of turnpike projects� Construction can begin earlier than

traditional funding procedures allow

Central Texas Turnpike Project (CTTP)Central Texas Turnpike Project (CTTP)

Develop the first tolled highways in Central Texas (Austin area)State-of-the-art ITS traffic management systems and TC technology� SH 130 – 90 miles of 4-6 lane roadway� Loop 1 – 4 mile extension� SH 45 – 16 miles of 4 lane roadway� US 183A – 12 mile extension

$3.2 Billion dollar infrastructure project

Document Management SystemsDocument Management SystemsProvide automated controls of documents throughout their life cycle:� Create/Receive� Organize/Process� Store/Retrieve� Distribute/Publish� Archive/Destroy

Offer security and update/access tracking features for electronic documentsProtect and ensure the integrity of the document collection

TxDOT TxDOT “Enterprise” DMS Project“Enterprise” DMS ProjectTxDOT EDMS Project set agency-wide architecture and standardsDefined the enterprise ‘rules’Established the standard operating environmentDefined vendor recommendation:

FileNET Content Services/eProcess Workflow

EDMS Project Goals & ObjectivesEDMS Project Goals & Objectives

Support the needs of the CTTP team for document control & management� Fresh start - new business environment� Big projects - lots of players and documents� Litigation - need to be ready

Develop a technology approach that:� Improves operational efficiency� Enhances customer service

EDMS Project Goals & ObjectivesEDMS Project Goals & Objectives

Coordinated information management approach Division-wide Compatibility with TxDOT information technology environment� Enterprise document management (EDMS) project

standards and guidelines� Information management standards (such as data

management and security)� Technology infrastructure standards

TTA EDMS Project ApproachTTA EDMS Project Approach

CTTP toll road project documents (‘TOLL’ Library)TTA/CTTP administrative documents (‘CTTP’ Library)TTA Division documents (‘TTA’ Library)Automate project “workflows” (create, process, review, approve, publish)

CTTP ‘TOLL’ Document LibraryCTTP ‘TOLL’ Document Library

CTTP Project Documents by ‘TOLL’ Road� SH 130 (EDA)� US 183A (EDA)� SH 45 (Traditional)� Loop 1 (Traditional)

Structured access by CSJ/Segment/SectionTOLL Project ‘life cycle’ documents� Advance Planning, PS&E Design, Public Relations,

Contract Administration, Construction, Operations/Maintenance

CTTP DocManDemonstration

TTA/CTTP EDMS Project TeamTTA/CTTP EDMS Project Team

Steering Committee:� Bob Daigh (TTA)� Russell Zapalac & Jeff Curren (HDR)� Doug Dillon & Craig Hogan (PBS&J)

Project Coordinators:� Andrea Titus (TTA), Bill Fellers (KJM), Karen

Strong (Clarity) working with TxDOTOperational Team:� Document Coordinators

BCS Systems and FileNET

EDMS Project BenefitsEDMS Project BenefitsInstant access to needed information from any Web-accessible PC� Control information access� Share and edit documents more effectively� Revision controls – always see the most recent

documentReduce business risks� Reduce/eliminate lost and misfiled documents� Accurate information to make decisions� Consistent document and information

management approach

EDMS Project DirectionEDMS Project Direction‘TTA’ Library in production March 2002‘CTTP’ Library in production April 2002Introduce rendition, replication, and publishing services (April-May 2002)Introduce eProcess (workflow) services (June-July 2002)Project life cycle work process integration (August-September 2002)CTTP DocMan Full system review and approval (October 2002)

Thank You!

Kstrong@claritydmi.com or Kstrong@dot.state.tx.us

2002 AASHTO Document 2002 AASHTO Document Management ConferenceManagement Conference