Appraisal, Acquisition

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Appraisal, Acquisition Relocation System(AARS)

• REAL ESTATE SECTION
• LOUISIANA DEPARTMENT OF TRANSPORTATION AND
  DEVELOPMENT

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Challenges

• Complex environment of any right of way
  organization.

• Real Estate activities Ownership-based rather
  than Parcel-based unique to Louisiana.

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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.
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Multiple Owners

• Ownership Parcels 06-01, 9-05, 10-01, 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

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Real EstatesCurrent Workload

• Over 150 Projects in various stages
• gt1,000 ownerships
• gt 1,500 parcels
• gt 2,000 owners
• Large Active Participant Pool
• 96 Real Estate Employees
• 100 Consultants currently under contract

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Complex Non-Linear Communications
Headquarters Agents
Appraisal Unit
Utilities Unit
Relocation Unit
Fee Appraisers
Managers
District Real Estate Offices
Consultant Negotiators
LTM
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Antiquated System
RAMS - was developed in the 80s

• 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.
• Didnt track needed information, such as counter
  offers, administrative settlements, additional
  court awards, etc.

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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
COUNTER OFFERS
OWNERS
PARCELS
IMPROVEMENTS
DISPLACEES
NEGOTIATIONS
PAYMENTS
DISPOSAL BIDS
PAYMENTS
EXPROPRIATION
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Developers
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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.

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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

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Thorough Analysis of Workflows
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Final Result- Internal
System Manager
Assignments
Report Manager
HQ Agents
HQ Rev Appraisers
Appraisers
Field Agents
HQ Utilities
District RE Mgr
RE Management
HQ Relocation Agent
Vouchers
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Internet Main Menu
Consultant Assignments
Consultant Lead Agents
Consultant Review Appraisers
Consultant Appraisers
Consultant Field Agents
Report Manager
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Capturing Data in Amicable Acquisition
Headquarters Agents
Review Appraiser
Appraisers
District Field Agent
District Real Estate Manager
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Setup Ownerships / Request Appraisals
Headquarters Agent
Headquarters Agents
Appraisers
Review Appraiser
District Field Agent
District Real Estate Manager
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Assign Appraisers to Value Parcels
Headquarters Agents
Review Appraiser
Review Appraiser
Appraisers
District Field Agent
District Real Estate Manager
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Capture Appraisal Data
Headquarters Agents
Appraisers
Appraisal Unit
Appraisers
Upload Electronic Appraisal directly to server
District Field Agent
District Real Estate Manager
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Set Just Compensation Offers
Headquarters Agents
Review Appraiser
Review Appraiser
Appraisers
District Field Agent
District Real Estate Manager
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Prepare Package / Transmit to District
Headquarters Agent
Headquarters Agents
Review Appraiser
Appraisers
District Field Agent
District Real Estate Manager
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Enter Basic Negotiation Data
Headquarters Agents
Appraisal Unit
Fee Appraisers
District Field Agent
District Field Agent
District Real Estate Manager
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Enter Counter Offer
Headquarters Agents
Appraisal Unit
Fee Appraisers
District Field Agent
District Field Agent
District Real Estate Manager
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District Manager Review Of Counter
Headquarters Agents
Appraisal Unit
Fee Appraisers
District RE Manager
District Field Agent
District Real Estate Manager
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Headquarters Decision on Counter
Headquarters Agent
Headquarters Agents
Appraisal Unit
Fee Appraisers
District Field Agent
District Real Estate Manager
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Sign Owner / Prepare Voucher
Headquarters Agents
Appraisal Unit
Fee Appraisers
District Field Agent
District Field Agent
District Real Estate Manager
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Process Voucher / Transmit Check
Headquarters Agent
Headquarters Agents
Appraisal Unit
Fee Appraisers
District Field Agent
District Real Estate Manager
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Deliver Check
Headquarters Agents
Appraisal Unit
Fee Appraisers
District Field Agent
District Field Agent
District Real Estate Manager
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Automated Letters

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

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Automated Letters
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Future Automated Letters
All Routine Correspondence

• Offer of Just Compensation
• Relocation Notices and Offers
• Expropriation Recommendations

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Data Retrieval
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Broad Project Overview
Displays Estimates and STIP Amounts Dates
Appraisals ordered Project Initiation of
Negotiations
Pulls in data from DOTD Engineering Databases
EIS status, planned map dates, funding source,
etc.
Real Time Project Status Total Ownerships
acquired negotiating in closing suits
pending appraisals needed
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Project Status Report
Status Recap
Parcels in Ownership
HQ agent Negotiator
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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.
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Relocation Spreadsheet
Displacee Names, Parcels and Occupancy Types
Report can be filtered to only show remaining
relocations
Vacate Dates, Offers, payment data
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Acquisition and Relocation Statistics

• Filter by FHWA only, State only or both
• Customized time frames

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Historical Acquisition Costs
Acquisition Costs per mile by Route Number Number
of ownerships and relocations
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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
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AARSFor more information, contact

• Pamela Leon, Real Estate Acquisition Chief
• [phone]
• Jamie Boullion, AARS Support Analyst
• [phone]