appraisal, acquisition & relocation system (aars) real estate section louisiana department of...
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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