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
Multiple Owners Ownership Parcels: 06-01, 9-05, 10-01, C-1 Multiple Owners with various percentages of ownership: Adrianne Lynn % Charles Richard Jones % Marsha June Jones % Charlotte Lynn Smith % James Edward III % Clarrissa J. Holmes % John Charles %
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 Utilities Unit Relocation Unit District Real Estate Offices Fee Appraisers Consultant Negotiators LTM Managers
Antiquated System 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. RAMS - was developed in the ’80’s
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 PARCELS OWNERS IMPROVEMENTS PAYMENTS DISPLACEES DISPOSAL BIDSPAYMENTSEXPROPRIATION COUNTER OFFERS NEGOTIATIONS
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 Report Manager HQ Rev Appraisers Field Agents District RE Mgr HQ Relocation Agent Assignments HQ Agents Appraisers HQ Utilities RE Management Vouchers
Internet Main Menu Consultant Assignments Consultant Lead Agents Consultant Review Appraisers Consultant Appraisers Consultant Field Agents Report Manager
Capturing Data in Amicable Acquisition Headquarters Agents Review Appraiser District Field Agent District Real Estate Manager Appraisers
Headquarters Agents Headquarters Agent Review Appraiser District Field Agent District Real Estate Manager Setup Ownerships / Request Appraisals
Headquarters Agents Review Appraiser District Field Agent District Real Estate Manager Appraisers Review Appraiser Assign Appraisers to Value Parcels
Headquarters Agents Appraisal Unit District Field Agent District Real Estate Manager Appraisers Capture Appraisal Data Upload Electronic Appraisal directly to server
Headquarters Agents District Field Agent District Real Estate Manager Appraisers Review Appraiser Set Just Compensation Offers
Headquarters Agents Review Appraiser District Field Agent District Real Estate Manager Appraisers Headquarters Agent Prepare Package / Transmit to District
Headquarters Agents Appraisal Unit District Field Agent District Real Estate Manager Fee Appraisers District Field Agent Enter Basic Negotiation Data
Headquarters Agents Appraisal Unit District Field Agent District Real Estate Manager Fee Appraisers District Field Agent Enter Counter Offer
Headquarters Agents Appraisal Unit District Field Agent District Real Estate Manager Fee Appraisers District RE Manager District Manager Review Of Counter
Headquarters Agents Appraisal Unit District Field Agent District Real Estate Manager Fee Appraisers Headquarters Agent Headquarters Decision on Counter
Headquarters Agents Appraisal Unit District Field Agent District Real Estate Manager Fee Appraisers District Field Agent Sign Owner / Prepare Voucher
Headquarters Agents Appraisal Unit District Field Agent District Real Estate Manager Fee Appraisers Headquarters Agent Process Voucher / Transmit Check
Headquarters Agents Appraisal Unit District Field Agent District Real Estate Manager Fee Appraisers District Field Agent Deliver Check
Automated Letters One button generation of letters on the associated data entry screen.
Automated Letters
Future Automated Letters Offer of Just Compensation Relocation Notices and Offers Expropriation Recommendations All Routine Correspondence
Data Retrieval
Broad Project Overview Pulls in data from DOTD Engineering Databases – EIS status, planned map dates, funding source, etc. 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
Project Status Report Status Recap Parcels in Ownership HQ agent Negotiator
Tracking Cost Estimates Color coded to see at a glance which of the 3 needed estimates is missing: Right of Way, Relocation, Utilities. Displays Preliminary and Final Map Distribution dates
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 Acquisition Costs per mile by Route Number Number of ownerships and relocations
Project Counter Offer Report Number of Counter Offers Made Number of Administrative Settlements Level of Approval: Negotiator, District Manager, HQ Amount and percentage increase due to administrative settlements
AARS For more information, contact… Pamela Leon, Real Estate Acquisition Chief (225) Jamie Boullion, AARS Support Analyst (225)