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Implementation of Electronic Right-of-Way Management Systems Versus Paper Systems

Appendix A - Initial Agency Questionnaire

Instructions: Please complete the interviewee questions, then all of the questions that pertain to the current system in place at your agency.

Interviewee

1. Provide your name, agency, title, and role.
2. How long have you been with the agency? In your current role?
3. Provide a brief description of your responsibilities.

System Overview

4. Does the agency currently use a paper-based or electronic right-of-way system?
5. What is the name of the system?
6. Please provide a brief overview of system capabilities. For hybrid systems, briefly indicate what elements are automated and what elements are paper-based.
7. How long has the system been in place (in years)?
8. Is the system custom-developed or an off-the shelf solution? If other, please specify.
9. If off-the-shelf, what is the name of the software application?
10. Please indicate the business functions that are supported by the system (select all that apply and/or provide additional details:
    1. Appraisal
    2. Negotiation
    3. Acquisition
    4. Relocation
    5. Property Management
    6. Others and/or additional details
11. Please indicate which of the following general capabilities are provided by your system (select all that apply and/or provide additional details:
    1. Integrated workflows
    2. Creation and management of required forms (30 day letter, etc.)
    3. Others and/or additional details
12. Is the system integrated with any other systems within the agency? (Select all that apply and/or add additional details)
    1. Geographic information system
    2. Document management system
    3. Financial management system
    4. Others and/or additional details

Implementation Parameters

13. How did you implement your system? Please provide supporting details. Why did you use this approach? If phases, what were the phases? What additional details can you provide?
14. What was the total estimated cost of initially implementing the system (in dollars), including software, hardware, implementation services and other project costs?
15. How was the system implemented by the agency? Please provide supporting details.

Post-Installation

16. What is the annual cost (in dollars) for operating/maintaining the system?
17. Has this system gone through any upgrades in the last 5 years?
18. If the system has not gone through any upgrades in the last five years, are there plans to upgrade the system in the near future? Please provide supporting details.
19. What were some of your primary challenges during implementation? (Select all that apply)
    1. Difficulties with data conversion from the existing automated or manual systems
    2. Change management and overcoming resistance throughout the agency
    3. Balancing resources (i.e., time, money, and IT support) to be able to improve system
    4. Ensuring appropriate executive sponsorship and support
    5. Obtaining a sufficient level of end-user involvement
    6. Ensuring adequate technical and ender-user support
    7. Other (please specify)
20. How did you overcome some of the challenges identified in the previous question?
21. Did your agency conduct a benefit-cost analysis to determine if the proposed electronic system would be cost-effective? Please provide supporting details
22. What are some of the benefits to implementing an electronic system? (Select all that apply)
    1. More efficient utilization of current staff or reduction in staffing
    2. Increased access to information both internally within agency and by the public
    3. Improved customer service and public relations
    4. Improved documentation and consistent/standardized reporting
    5. Decrease in time it takes to perform tasks
    6. Decrease in data entry and access redundancy
    7. Improved oversight
    8. Other (please specify)
23. To what extent are you achieving the benefits identified in the previous question?
24. What are some of the major lessons learned that you would want to share with other agencies?
25. If your agency is utilizing primarily a paper system, what are the reasons the agency has not transitioned to an electronic system?
26. If you have any other comments, please share them here.