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

Appraisal, Acquisition & Relocation System

(AARS)

REAL ESTATE SECTIONLOUISIANA 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. ParcelsOWNERSHIP: 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 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%

Real Estate’sCurrent 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 DatabaseLegacy System built around a flat table database.

Right of Way NumberCons Highway RouteDistrict NumberParishPROWPlanDateProjectFunded IOA System CodeRight of Way NumberConsFAP Construction No.

005-04-0024 450-15-0123

POWER BLVD @ I-10 LANDS. I-10 02

Jefferson 2/21/1998 2/21/1998 2/21/1998 60

005-04-0024

450-15-0123

005-05-0070 450-90-0106

I-10 SERVICE RD BULLARD RD I-10 02 Orleans 4/2/1997 4/2/1997 4/2/1997 90

005-05-0070

450-90-0106

005-07-0064 450-90-0150

INTER. IMPROVE-MORRISON RD I-10 02 Orleans 2/21/1998 2/21/1998 2/21/1998 90

005-07-0064

450-90-0150

Complexity required relational database -

Many linked tables to speed processing and eliminate redundant entries.

PROJECT

OWNERSHIPS

PARCELS OWNERS

IMPROVEMENTS

PAYMENTS

DISPLACEES

DISPOSAL BIDS PAYMENTS EXPROPRIATION

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 ManagerSystem ManagerReport ManagerReport Manager

HQ Rev AppraisersHQ Rev Appraisers

Field AgentsField Agents

District RE MgrDistrict RE Mgr

HQ Relocation AgentHQ Relocation Agent

AssignmentsAssignmentsHQ AgentsHQ Agents

AppraisersAppraisersHQ UtilitiesHQ Utilities

RE ManagementRE Management

VouchersVouchers

Internet Main Menu

Consultant AssignmentsConsultant AssignmentsConsultant Lead AgentsConsultant Lead Agents

Consultant Review AppraisersConsultant Review AppraisersConsultant AppraisersConsultant Appraisers

Consultant Field AgentsConsultant Field AgentsReport ManagerReport Manager

Capturing Data in Amicable Acquisition

Headquarters Agents

Review Appraiser

District Field Agent District Real Estate Manager

Appraisers

Appraisers

Headquarters AgentsHeadquarters 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

AppraisersReview Appraiser

Assign Appraisers to Value Parcels

Headquarters Agents

Appraisal Unit

District Field Agent District Real Estate Manager

AppraisersAppraisers

Capture Appraisal Data

Upload Electronic Appraisal directly to server

Headquarters Agents

District Field Agent District Real Estate Manager

AppraisersReview AppraiserReview 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 RecapParcels in OwnershipHQ 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

AARSFor more information, contact…

• Pamela Leon, Real Estate Acquisition Chief

(225) 237-1225

• Jamie Boullion, AARS Support Analyst

(225) 237-1258