Acquisitions & Disposals TAAMS A&D Module

What is TAAMS? TAAMS – Trust Asset and Accounting Management System It is a comprehensive web-based software used by BIA nationwide to manage trust and restricted real property TAAMS access requires: Successful Completion of a Federal Background Check for users Sufficient Internet/Network Capabilities TAAMS User Name (Provided by CGI – Government Contractor) TAAMS Training (Provided by CGI – Government Contractor)

TAAMS Acquisitions & Disposals Module – Nationwide Initiative August 13, 2018 Memo from the Acting Director, BIA The A&D Module is designed to track, streamline, standardize, and document the step-by-step process for conveyance transactions Standardization of the business process Timely and accurate completion of title conveyances Minimizing potential for title defects with system generated deed

TAAMS Acquisitions & Disposals Module – Nationwide Initiative Nationwide training of the A&D Module began in August, 2018, at BIA Midwest Region. Training for TAAMS users should be completed by the end of the year As each region is trained, the offices/staff go live, meaning that they are mandated to utilize TAAMS A&D Module for processing transactions Alaska Region TAAMS training concluded on October 25, 2018

Changes in Conveyance Transaction Process – Big Picture Until this point, the A&D programs have consisted of manual processes. A&D Module provides system generated forms, letters, and deeds Processes that must now be done in TAAMS: Negotiated Sales, Advertised Sales, Gift Deeds, Partitions, and Removal of Restrictions System prompted timelines to ensure transactions do not linger unnecessarily Approval of transactions by the approving official (Regional Director or Superintendent) is done in TAAMS with an electronic signature All case documents will be scanned into TAAMS

Changes in Conveyance Transaction Process – Realty Service Provider -RSP Pending Cases – Grantor has NOT signed deed yet: RSP to complete Pending Case Summary Report and submit to BIA - After providers conference System generated deed will be used Pending Cases – Grantor has ALREADY signed deed: RSP to complete Pending Case Summary Report and submit to BIA Do not need to use system generated deed but case will be backfilled into the system New Cases: RSP to complete New Case Summary Report and submit to BIA as soon as possible after grantor initiates transaction Entire case will be processed in the system

Information Needed to Initiate Case Land Area Code where parcel is located Native allotment? Townsite lot? Grantor name and mailing address Whether land is remaining in restricted status What type of transaction you are handling If a negotiated sale, is it below FMV? Name, title, and contact number for specialist handling case We will eventually need to know: What land is being conveyed Name(s), mailing address(es) for Grantee(s) Appraisal information, if applicable

General Information Needed to Initiate Case Land Area Grantor Name and Mailing Address

General Information Needed to Initiate Case Is Land Staying in Restricted Status? Sale Below FMV? Transaction Type: Gift? Neg. Sale? Ad. Sale? Partition? Removal of Restrictions?

General Information Needed to Initiate Case Dates When Tasks Were Completed Name, Title, Contact Number of Person Working Case

General Information Needed to Initiate Case Which Tract is he/she Conveying?

General Information Needed to Initiate Case Who is/are the Grantee(s)?

General Information Needed to Initiate Case Regular communication between BIA and realty service providers must be a priority. Conveyance transactions need to be communicated to BIA immediately to allow for case encoding into TAAMS. Defects identified on title that involve the legal description or the grantor will need to be cleaned up prior to doing conveyance. System generated deeds will be required to be used. New deeds look very different from our current deeds Legal descriptions are being pulled directly from TAAMS Deeds cannot be generated until case encoded into system and application reviewed and approved

Tools for Initiating A&D Process Change Standard Operating Procedure (draft to be provided) Pending Conveyance Transaction Summary Report This form will be phased out upon completion of cases pending on December 3, 2018 New Conveyance Transaction Summary Report System generated forms, letters, and deeds available for use We will be updating our regional checklists Continue work on TAAMS access and connectivity System generated reports will pull data on accomplishments, timelines, monitoring of conveyance applications, and case status

Questions? Cyril J. Andrews, Jr. Alaska Regional Realty Officer 907-271-1553 Michelle Watchman Realty Specialist, National A&D User Group 907-271-4039