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

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

3. 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.

4. 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 Jones6.67000% Marsha June Jones16.66000% Charlotte Lynn Smith4.17000% James Edward III 4.17000% Clarrissa J. Holmes 37.50000% John Charles 14.16 000%

5. 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

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

7. 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

8. 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

9. Developers

10. 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.

11. 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

12. Thorough Analysis of Workflows

13. 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

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

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

16. Headquarters Agents Headquarters Agent Review Appraiser District Field Agent District Real Estate Manager Setup Ownerships / Request Appraisals

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

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

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

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

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

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

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

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

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

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

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

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

29. Automated Letters

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

31. Data Retrieval

32. 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

33. Project Status Report Status Recap Parcels in Ownership HQ agent Negotiator

34. 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

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

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

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

38. 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

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