Appraisal Acquisition Relocation System AARS REAL ESTATE SECTION

Appraisal, Acquisition & Relocation System (AARS) REAL ESTATE SECTION LOUISIANA DEPARTMENT OF TRANSPORTATION AND DEVELOPMENT

Challenges • Complex environment of any right of way organization. • Real Estate activities Ownership-based rather than Parcel-based – unique to Louisiana.

Ownerships vs. Parcels OWNERSHIP: A group of all parcels on a project that have the same owners in the same percentage. An Ownership can have 1 or more parcels. EXAMPLE This ownership consists of Parcels 06 -05, 06 -06, 08 -01, 09 -02, 12 -01, 13 -01, and 14 -01.

Multiple Ownership Parcels: 06 -01, 9 -05, 10 -01 -C-1 Multiple Owners with various percentages of ownership: Adrianne Lynn 16. 67000% Charles Richard Jones 6. 67000% Marsha June Jones 16. 66000% Charlotte Lynn Smith 4. 17000% James Edward III 4. 17000% Clarrissa J. Holmes 37. 50000% John Charles 14. 16 000%

Real Estate’s Current Workload Over 150 Projects in various stages >1, 000 ownerships > 1, 500 parcels > 2, 000 owners Large Active Participant Pool 96 Real Estate Employees 100+ Consultants currently under contract

Complex Non-Linear Communications Headquarters Agents Appraisal Unit Relocation Unit Utilities Unit Managers District Real Estate Offices Fee Appraisers Consultant Negotiators LTM

Antiquated System RAMS - was developed in the ’ 80’s • • In complex ownerships, required redundant entries No way to update to reflect changes in process Consultants had to come to DOTD office to enter data. Didn’t track needed information, such as counter offers, administrative settlements, additional court awards, etc.

Flat Table vs Relational Database Legacy System built around a flat table database. Complexity required relational database Many linked tables to speed processing and eliminate redundant entries. PROJECT OWNERSHIPS OWNERS PARCELS DISPLACEES PAYMENTS COUNTER OFFERS IMPROVEMENTS NEGOTIATIONS DISPOSAL BIDS PAYMENTS EXPROPRIATION

Developers

Immediate Objectives of New System • Allow capture of all necessary information without redundant entries. • Have built-in reminders • Allow consultants to make entries at their own work places. • Easy to deploy and maintain.

Key Design Elements • • • Oracle database Browser interface: Internet and Intranet Accountability Large number of canned reports Organic structure for future expansion Compressed development schedule – 12 months from inception to deployment

Thorough Analysis of Workflows

Final Result- Internal System Manager Assignments Report Manager. HQ Agents HQ Rev Appraisers Field Agents HQ Utilities District RE Mgr RE Management HQ Relocation Agent Vouchers

Internet Main Menu Consultant Assignments Consultant Lead Agents Consultant Review Appraisers Consultant Field Agents Report Manager

Capturing Data in Amicable Acquisition Headquarters Agents Review Appraiser District Field Agent Appraisers District Real Estate Manager

Setup Ownerships / Request Appraisals Headquarters Agent Review Appraiser District Field Agent Appraisers District Real Estate Manager

Assign Appraisers to Value Parcels Headquarters Agents Review Appraiser District Field Agent Appraisers District Real Estate Manager

Capture Appraisal Data Headquarters Agents Appraisal Unit District Field Agent Appraisers Upload Electronic Appraisal directly to server District Real Estate Manager

Set Just Compensation Offers Headquarters Agents Review Appraiser District Field Agent Appraisers District Real Estate Manager

Prepare Package / Transmit to District Headquarters Agents Headquarters Agent Review Appraiser District Field Agent Appraisers District Real Estate Manager

Enter Basic Negotiation Data Headquarters Agents Appraisal Unit District Field Agent Fee Appraisers District Real Estate Manager

Enter Counter Offer Headquarters Agents Appraisal Unit District Field Agent Fee Appraisers District Real Estate Manager

District Manager Review Of Counter Headquarters Agents Appraisal Unit District Field Agent Fee Appraisers District RE Manager District Real Estate Manager

Headquarters Decision on Counter Headquarters Agents Headquarters Agent Appraisal Unit District Field Agent Fee Appraisers District Real Estate Manager

Sign Owner / Prepare Voucher Headquarters Agents Appraisal Unit District Field Agent Fee Appraisers District Real Estate Manager

Process Voucher / Transmit Check Headquarters Agents Headquarters Agent Appraisal Unit District Field Agent Fee Appraisers District Real Estate Manager

Deliver Check Headquarters Agents Appraisal Unit District Field Agent Fee Appraisers District Real Estate Manager

Automated Letters • One button generation of letters on the associated data entry screen.

Automated Letters

Future Automated Letters All Routine Correspondence • Offer of Just Compensation • Relocation Notices and Offers • Expropriation Recommendations

Data Retrieval

Broad Project Overview Displays Estimates and STIP Amounts Dates Appraisals ordered Project Initiation of Negotiations Real Time Project Status Total Ownerships # acquired # negotiating # in closing # suits pending #appraisals needed Pulls in data from DOTD Engineering Databases – EIS status, planned map dates, funding source, etc.

Project Status Report Status Recap HQ agent Parcels in Ownership Negotiator

Tracking Cost Estimates Displays Preliminary and Final Map Distribution dates Color coded to see at a glance which of the 3 needed estimates is missing: Right of Way, Relocation, Utilities.

Relocation Spreadsheet Displacee Names, Parcels and Occupancy Types Vacate Dates, Offers, payment data Report can be filtered to only show remaining relocations

Acquisition and Relocation Statistics • Filter by FHWA only, State only or both • Customized time frames

Historical Acquisition Costs per mile by Route Number of ownerships and relocations

Project Counter Offer Report Number of Counter Offers Made Number of Administrative Settlements Amount and percentage increase due to administrative settlements Level of Approval: Negotiator, District Manager, HQ

AARS For more information, contact… • Pamela Leon, Real Estate Acquisition Chief (225) 237 -1225 • Jamie Boullion, AARS Support Analyst (225) 237 -1258