NM Department of Transportation (NMDOT)

Report
NM DEPARTMENT OF TRANSPORTATION (NMDOT)
DOCUMENT IMAGING IMPLEMENTATION
AND CONTENT MIGRATION
Executive Sponsor: Tom Church, Cabinet Secretary
Business Owners: David Coriz, NMDOT Records Management
Bruce Oakeley, NMDOT ISM Bureau Chief
IT Records Management Division
Document Conversion – EDMS System
Project Certification for Initiation and Planning
January 22, 2014
Overview
Project Goals:
1) Replace an obsolete document management solution with modern document imaging
technology that NMDOT can expand on for many years.
2) Migrate the current data to a new repository.
Business Problem: The current document imaging system (IBM FileNet) is 13+ years old
and NMDOT has been having some major problems with the software.
The current, outdated system has 4+ terabytes of vital records that need to be preserved
for many years to come.
Desired Outcomes: Continue to certify electronic content as official Public Records:
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Improve service delivery to constituents
Improve productivity
Achieve cost savings
Reduce risks associated with paper records.
Certification Request: Approval of Initiation and Planning of this project,
using $730,000 of NMDOT Road Funds.
2
Business Opportunity
Electronic Data Management Solutions (EDMS)
provide opportunities to:
 Provide better, faster, expanded services to constituents
 Deploy e-Government and “paperless” solutions
 Reduce costs, streamline processes, improve productivity
 Automatically control compliance and risk factors
 Provide audit and security to meet mandated requirements
 Assess and improve records retention programs
 Collaborate with the State’s Multi-Agency initiative.
3
Cost Savings
NMDOT expects significant savings in:
 COM systems hardware and maintenance expenses
 Microfilm media expenses
 Microfilm hardware maintenance expenses
 Distribution expenses for COM and microfiche output
 Microfiche/microfilm reproduction expenses
 Storage space
 Labor for key entry, filing, and manual retrieval
 Report reproduction and distribution
(avoiding millions of dollars in paper, toner and ink costs).
4
Risks of Keeping the Status Quo
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Costs of printing documents that originate in electronic format
Costs of maintaining NMDOT Official Public Records in paper
Cost of locating records
Physical storage costs
Legal costs
File maintenance labor costs
Vital data loss for maintaining on outdated hardware/software
Security risks
Poor environmental conditions at current, off-site storage facility.
5
Major Deliverables by Project Phase
Project Phase
Initiate
Analyze
Due Date
1 week
5 weeks
Major Deliverables
Communication Plan. Escalation Plan.
Timeline Schedule. Project collaboration
Enterprise Foundation Definition document. Functional Requirements Document.
Technical Architecture Document. Solution Design Document
Install infrastructure hardware components. Installed storage infrastructure. Install
virtualization and Operating System Software components.
Build| Hardware installation
Build | Software Installation
Build | Development
Build | Test
Train
4 weeks
3 weeks
4 weeks
4 weeks
Deploy
2 weeks
1 week
Close
1 week
Documentum Platform Bundle Install.
Out-of-the-box Documentum software install.
Configure Documentum environment with taxonomy and library services. Configure
retention policies. Migrate content from FileNet Imaging Services to Documentum.
Migration of COLD data. Utility to ingest content from Fileshare. Updated Kofax
release scripts to export to Documentum.
Completion of System Test Scripts procedure. Defect list tracking reports for User
Acceptance Testing (UAT). Execution of User Acceptance Testing (UAT).
Completed Training. Quick Reference Guide. System as-built documentation
System go live
Project Review Meeting. Project Archival Activities. Follow-up Activities.
6
Total Cost of Ownership
Description
FY14
FY15
FY16
FY17
& After
Training
On Site
17,325
Consulting
Services
System
Implementation
525,099
0
0
0
Hardware
Servers
0
20,000
20,000
20,000
Software
Licenses
595,824
Software
Annual
Maintenance
134,220
134,220
134,220
134,220
Contingency
5 % Reserved
63,623
0
0
0
$1,336,091
$154,220
$154,220
$154,220
TOTAL
7
NMDOT DOCUMENT IMAGING IMPLEMENTATION
AND CONTENT MIGRATION
Questions?
8

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