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

Business Function or Sub-function and Associated Data Type

Data Elements

Method of Collection

Project Set-up

Project Information

• Project number
• Project name
• Project description
• Project location (text)
• Project location (geospatial)
• Planned project start date
• Planned project end date
• Actual project start date
• Actual project end date
• Agency project manager
• Phases of work to date (multiple)
• Actual start/stop date for each phase of work (multiple)

• Interface with agency financial management or project management system to obtain project information
• Manual entry into system of information not available through a system interface based on information provided by Project Planning or Engineering staff

Right-of-Way Phase of Work General Information

• Original planned phase start date
• Actual phase start date
• Planned phase end date
• Adjusted baseline phase end date
• Actual phase end date
• Original phase budget
• Current approved phase budget
• Total phase expenditures to date
• Total phase encumbrances or commitments
• Phase funding balance available
• Federal participation %
• Federal funding types (multiple)
• Other partner participation % (multiple)

• Interface with agency Financial or project management system
• Manual entry into system based on information provided by Project Planning, Engineering staff and Finance staff for information not available via interface from a financial or project management system

Right-of-way Phase of Work Cost Estimate Information

• Initial estimate of right-of-way cost including:
  • Date of initial estimate
  • Basis for initial estimate
  • Adjustments to right-of-way cost estimate (multiple)
• History of revisions to cost estimate (multiple) including:
  • Date of revised cost estimate
  • Staff member preparing estimate
  • Reason for revision
• Current estimate of acquisition costs
• Date current estimate was last updated by the system

• Initial estimate may be able to be populated from an agency project management system or estimating system or entered manually into the system
• Subsequent revisions to estimates would be recorded in the right-of-way system
• Current estimate of acquisition costs could be calculated by the system from the actual acquisition cost of parcels closed to date and the latest appraisal information entered into the system for parcels not yet acquired or alternatively this data could be manually entered by an authorized user

Current Project Status

Right-of-way Phase Financial Status

• Actual right-of-way phase cost to date
• Right-of-way phase commitments to date
• Right-of-way phase forecasted cost at complete

• Actual cost to date calculated by system based on acquisition cost and other actual right-of-way phase costs (may require data integration with financial system)
• Actual commitments to date calculated by system based on any commitments made in right-of-way system and/or financial system (acquisitions approved but not closed, relocation payments pending, etc.)
• Forecasted cost at complete calculated by system - current estimate of acquisition cost, relocation cost, consultant cost, etc. May require integration with financial system to obtain all commitments. Calculated field should be adjustable by an authorized user with justification/explanation if there are other anticipated costs known to Right-of-way staff but not yet identified or documented in system

Parcel Acquisition Status

• Number of parcels acquired to date
• Number of parcels pending acquisition
• Percentage (%) of parcels acquired to date

• Calculated by system based on current status of parcel acquisition for project

Right-of-way Certification Date

• Projected date for Right-of-way Certification
• Actual date for Right-of-way Certification

• Pre-populated by system based on latest estimated date for acquisition of an individual parcel. Also, should be able to be entered or adjusted by an authorized user based on Right-of-way staff knowledge/estimate of likely date for obtaining right-of-way certification
• Enterable by authorized user subject to system edit checks (acquisition of all parcels complete, etc.)

Interested Parties

Individual name and contact information (if individual)

• Name of individual
• Address/contact Information (multiple) including:
  • Street
  • City
  • State
  • Zip Code
  • Country
• Phone numbers (multiple) and type of phone number
• Email address
• Demographic information required for any statistical reporting including:
  • Gender and ethnicity
  • Low income qualification
  • Any disabilities

• Entered manually or interfaced and populated from Right-of-way Plan sheets
• Information is entered one time in a database of interested parties during the acquisition phase and re-used at various points in the right-of-way process (relocation, property management, etc.)

Business name and contact information (if business)

• Business name
• Type of business
• Address/contact information (multiple) including:
  • Contact Name
  • Street
  • City
  • State
  • Zip Code
• Phone numbers (multiple) and type
• Email address
• Demographic information on business owner(s) needed for any statistical reporting:
  • Gender and ethnicity
  • Low income qualification
  • Any disabilities

• Information is entered one time in a database of interested parties during the acquisition phase and re-used at various points in the right-of-way process (relocation, property management, etc.)

Appraisers, Attorneys , Consultants and Contractors

Company Information

• Company Name
• Company identification number
• Agency unique vendor identification number
• Taxpayer information number (or potentially obtained if needed from agency financial or procurement system)
• Address/contact information (multiple) including:
  • Contact Name
  • Street
  • City
  • State
  • Zip Code
• Phone numbers (multiple) and type
• Email address
• Specializations (multiple)
• Agency prequalification (multiple) including type of prequalification and effective dates (start/end)
• Contract history (multiple) including contract number, service types, contract start date and contract end date

• Information manually entered into system or potentially partially interfaced from an agency procurement or financial system
• Company identification number assigned by system or utilize vendor identification number in another agency system

Individual Appraiser and Consultant Information

• Name
• Company identification number
• User identification number
• Address/contact information (multiple) including:
  • Street
  • City
  • State
  • Zip Code
• Phone numbers (multiple) and type
• Email address
• Appraiser license:
  • License number
  • Expiration date
• Skills/certifications/specializations (multiple) as defined by agency
• Agency training history (multiple) including classes attended and date attended

• Information manually entered into system or potentially uploaded from file provided by appraisal or consultant firm
• System user-id assigned by system

Agency Employees

Agency Employee Information

• Name
• Employee identification number
• Business Unit
• Address/contact information including:
  • Street
  • City
  • State
  • Zip Code
• Phone numbers (multiple) and type
• Email address
• Appraiser license:
  • License number
  • Expiration date
• Skills/certifications/specializations (multiple) as defined by agency
• Agency training history (multiple) including classes attended and date attended

• Information manually entered into system or potentially interfaced in part from agency human resource management system

System Administration

Roles

• Role identifier for each specific system role
• Role description
• System functions/windows to which this role has access (multiple) and the types of access allowed (Inquire, Update, etc.)

• Manually entered into system by authorized system administrator

Responsibility

• User id
• Authorized Role

• Manually entered into system by authorized system administrator

Parcel Set-up

Parcel Information

• Parcel number
• Parcel description
• Parcel location including:
  • Lot number
  • Physical address
  • Geospatial location
  • Other descriptive location information
  • Jurisdiction
  • Zoning
• Parcel characteristics including: elevation, monuments, etc.
• Parcel area
• Parcel attributes or descriptors (multiple)
• Underground storage tank flag (Yes/No)
• Uneconomic remnant flag (Yes/No)
• Utility relocation required (Yes/No)

• Interfaced electronically from Right-of-way Plan Sheets or entered directly into system from information on plan sheets or information provided on other documentation prepared by Engineering staff

Parcel Interests

• Parcel number
• Unique parcel interest identifier
• Parcel interest type (property, building, mineral, timber, water, air or other interests as defined by an agency)

• Interfaced electronically from Right-of-way Plan Sheets or entered directly into system from information on plan sheets or information provided on other documentation prepared by Engineering staff

Parcel Owners

• Parcel number
• Parcel interest identified
• Owner names and contact information from interested parties database
• % of ownership for each owner
• Nature of ownership (descriptive text)
• Other notes related to ownership
• Source of ownership information (Multiple)
• Results of title abstract search including:
  • Date of deed
  • Deed book and page
  • Declaration of value
  • Magisterial district
  • Tax map and parcel if property was obtained by current owner of deed
  • Whom property was inherited from
  • Will book and page
  • Executor of estate and contact information
  • Previous deed, including deed book and page and date the deed was transferred for property which was inherited and for which there was a valid will
• Property liens including deeds of trust, vendor liens, judgment liens, etc.:
  • Lien type
  • Lien holder
  • Date recorded
  • Mortgages including:
  • Mortgage holder
  • Date recorded
  • Outstanding balance
• Other supporting documentation

• Interfaced electronically from Right-of-way Plan Sheets and Title Abstract Information or entered directly into system from information on plan sheets or information provided on other documentation prepared by Engineering staff
• Owner information linked from Interested Parties database
• Title Abstract Search and other information manually entered into the right-of-way system
• Supporting documentation attached in right-of-way system or link captured to agency document management system

Appraisal

Appraisal Waiver

• Appraisal waiver established (Yes or No)
• Date of appraisal waiver
• Agency staff authorizing waiver

• Manual entry into system

Appraisal Information

• Assigned appraiser linked to appraiser information or employee database
• Date appraisal performed
• Valuation
• Valuation basis
• Pictures
• Worksheets
• Other notes
• Other supporting documentation

• Manual entry into system or uploaded from system utilized by Appraisers to prepare Appraisal
• Pictures, worksheets and other supporting documentation attached in right-of-way system or link captured to agency document management system

Review Appraisal Information

• Assigned review appraiser linked to appraiser information database or employee database
• Date review appraisal performed
• Acceptance of appraisal (Yes or No)
• Basis for review assessment
• Other notes
• Any worksheets and supporting documentation attached

• Manual entry into system
• Supporting documentation attached in right-of-way system or link captured to agency document management system
• Potential for use of workflow

Parcel Owner or Other Independent Appraisal

• Appraisal firm performing appraisal
• Appraiser name
• Appraiser contact information (address, city, state, phone, email) if not already in appraiser database in right-of-way system
• Date appraisal performed
• Valuation
• Valuation basis
• Other notes
• Worksheets and supporting documentation attached

• Manual entry into system
• Appraiser information can be linked to appraisal database if appraiser is already in agency system
• Supporting documentation attached in right-of-way system or link captured to agency document management system

Establishment of Just Compensation

• Just compensation amount
• Date established
• Authorized agency representative approving just compensation
• Narrative justification or other notes

• Manual entry into system
• Potential for use of workflow to obtain approvals based on established agency business rules

Acquisition

Negotiation Log

• Negotiator linked from consultant or employee information
• Date of contact with property owner
• Method of contact
• Location of contact
• Nature and description of conversation

• Manual entry directly into system or from paper form and written notes produced by negotiator
• Opportunity for use of mobile technology to capture information in the field immediately following meeting with property owner

Offer History

• Offer history (multiple) including:
  • Offer approved by
  • Negotiator presenting offer
  • Date of offer
  • Offer amount
  • Other notes
  • Offer accepted (Yes or No)
  • Copy of written offer sheet

• Manual entry into system
• Supporting documentation attached in right-of-way system or link captured to agency document management system
• Potential for use of workflow to obtaining any required approvals of offer within the agency

Counter Offer History

• Property owner counter offers (multiple) including:
• Date of offer
• Offer amount
• Other notes
• Copy of any written information or correspondence presented to the agency

• Manual entry into system
• Supporting documentation attached in right-of-way system or link captured to agency document management system

Correspondence Log

• Log of each correspondence with parcel owner including:
  • Date of correspondence/letter
  • Type of correspondence (90-Day Letter, 30-Day Letter, Other)
  • Copy of correspondence

• Documentation generated by system based on established business rules and/or manual entry into system
• Supporting documentation attached in right-of-way system or link captured to agency document management system

Administrative Settlement

• Amount of administrative settlement (if any)
• Date approved
• Authorized agency manager approving settlement
• Other approvals if required by business rules (multiple) including
  • Agency executives, State DOTs for an LPA, FHWA Division Office, etc.
  • Date of approval if granted
  • Comments/notes

• Manual entry into system
• Potential for use of workflow for various approvals based on business rules

Closing

• Scheduled closing date/time
• Closing attorney linked to attorney database
• Closing location (Address, City, State)
• Date warrant/check Requested
• Date warrant/check generated
• Warrant/check number
• Any amounts not reportable on 1099
• Actual closing date/time
• Other closing documentation stored in system

• Manual entry into system

Condemnation Request

• Date recommended for condemnation
• Reasons for initiating condemnation (multiple)
• Narrative justification for initiating condemnation
• Approvals (multiple) based on agency business rules including:
  • Approved by
  • Date
  • Notes/comments

• Manual entry into system

Initiation of Condemnation

• Assigned attorney
• Court of jurisdiction
• Date warrant/check requested for filing fee
• Date warrant/check generated for filing fee
• Warrant/check number for filing fee
• Date warrant/check requested for escrow amount
• Date warrant/check generated for escrow amount
• Warrant/check number for escrow amount

• Manual entry into system

Condemnation Proceedings

• History of court proceedings (multiple) including:
  • Scheduled court date
  • Actual hearing date
  • Hearing purpose
  • Narrative summary of hearing/trial outcomes
  • Date of the judge's final order

• Manual entry into system

Condemnation Resolution

• Date of resolution
• Date warrant/check requested to cover any additional amounts due
• Date warrant/check generated for any additional amounts due
• Warrant/check number for any additional amounts due

• Manual entry into system

Parcel Turn-over to Property Management

• Date title filed with appropriate authority
• Date keys received
• Other turnover activities and date performed (Multiple activities definable by an agency)

• Manual entry into system

Relocation

Residential Relocation Information

• Potential residential relocation recipient information linked from interested parties database
• Eligible for relocation services (Yes/No)
• Date notice of relocation eligibility issued
• Date notice of comparable dwelling issued
• Date of self-certification of eligibility
• Copy of self-certification affidavit stored in the system
• Relocation questionnaire information for individuals being displaced including:
  • Length of time at address
  • Current lease terms/monthly rent
  • Utility costs
  • Plans for relocating
  • Desired relocation location
• Documentation of available replacement housing including:
  • Location
  • Date available
  • Asking price/rent
  • Property description
  • Other property attributes
  • Property inspection (whether or not inspection has been conducted and by whom)
• Replacement housing appraisal including:
  • Location and type of comparable dwelling
  • Description of comparable dwelling (i.e., size, condition, utility and cost including utilities)
  • Price used to set upper limit of replacement housing payment
  • Rent used to set upper limit of replacement housing payment
• Types of eligible relocation services (Multiple)
• For each eligible relocation service:
  • Amount of eligible relocation payment
  • Relocation accepted (Yes or No)
  • Date warrant/check for relocation payment requested
  • Date warrant/check for relocation payment generated
  • Warrant/check number
• Relocation worksheets stored In system including:
  • Moving
  • Replacement Housing
• Documentation supporting relocation payments stored in system (receipts, etc.)

• Information on individuals linked from interested parties database
• Certification information entered into right-of-way system with self-certification scanned and uploaded into right-of-way system or scanned and linked to in an agency document management system
• Eligibility information logged manually into system with supporting worksheets attached and uploaded into the system or an agency document management system
• Relocation questionnaire information entered manually into the right-of-way system
• Replacement housing survey and appraisal information entered manually into right-of-way system
• Relocation payment information entered into right-of-way and/or obtained through an interface with the agency financial system
• Supporting documentation uploaded and stored in system or linked to in an agency document management system

Business Relocation Information

• Information on potential recipient of business relocation services linked from Interested Parties database
• Eligible for relocation services (Yes/No)
• Date of Notice of Relocation Eligibility Issued
• Date of self-certification of eligibility
• Copy of self-certification affidavit stored in the system
• Current lease terms including:
  • Lease amount per month
  • Date of lease expiration
• Other relocation questionnaire information including:
  • Length of time at address
  • Nature/type of business
  • Current lease terms/monthly rent
  • Utility costs
  • Plans for relocating or discontinuing operations
  • Desired relocation location and other business specific attributes
• Types of Eligible Relocation Services (Multiple)
• For Each Eligible Relocation Service:
  • Amount of Eligible Relocation Payment
  • Relocation Accepted (Yes or No)
  • Date Warrant/Check for Relocation Payment Requested
  • Date Warrant/Check for Relocation Payment Generated
  • Warrant/Check Number
• Relocation Worksheets Stored In System including:
  • Moving expenses
  • Business re-establishment expenses
• Documentation Supporting Relocation Payment (Receipts, etc.) Stored in System

• Information on businesses linked from interested parties database
• Certification information entered and self- certification uploaded into system or linked to in an agency document management system
• Lease and relocation questionnaire information entered manually into the right-of-way system
• Eligibility logged manually into system with supporting worksheets attached and uploaded into the system
• Supporting documentation uploaded and stored in right-of-way system or linked to in an agency document management system

Relocation Log/Diary

• Log of each contact with potential relocation recipient including:
  • Date of contact
  • Location
  • Individuals present linked from interested parties database where possible
  • Narrative summary of discussion

• Manually entered into system with link to information in interested parties database
• Potential to scan and upload notes and/or link to an agency document management system

Relocation Correspondence Log

• Log of each correspondence with eligible party including:
  • Date of correspondence/letter
  • Type of correspondence
  • Copy of Correspondence

• Documentation generated by system based on established business rules where possible and/or manual entry into system
• Supporting documentation scanned into the right-of-way system or link captured to agency document management system

Property Management

Asbestos Inspection

• Required (Yes/No)
• Scheduled date of asbestos inspection
• Actual date of asbestos inspection
• Inspection performed by
• Cost of inspection
• Contract number or purchase order number reference

• Manual entry to the system

Building Demolition

• Demolition of building required (Yes/No)
• Scheduled date of demolition (if Yes)
• Actual date of demolition (if Yes)
• Contractor performing building demolition
• Contract number for demolition work
• Estimated cost of demolition work
• Actual cost of demolition work
• Agency staff member inspecting work completion
• Date of agency inspection

• Manual entry into the system with linkage to contractor information and employee information
• Potential to interface some information from agency financial or procurement system
• Potential for multiple records per building scheduled for demolition

Underground Storage Tank Removal

• Required (Yes/No)
• Scheduled date of removal
• Actual date of removal
• Work performed by
• Estimated cost of removal
• Actual cost of removal
• Contract number or purchase order number reference
• Agency staff member inspecting completion of work
• Date of inspection

• Manual entry into the system with linkage to contractor information and employee information
• Potential to interface some information from agency financial or procurement system
• Potential for multiple records per tank requiring removal

Other Required Work or Regularly Scheduled Maintenance Activities (for example Grave Relocation, etc.)

• Type of work
• Date scheduled
• Date performed
• Contractor or internal staff performing work
• Estimated cost of work activity
• Actual cost of work activity
• Contract number or purchase order number reference
• Agency staff member inspecting work completion
• Date of inspection

• Manual entry to the system with linkage to contractor information and employee information
• Potential to interface some information from agency financial or procurement system
• Work types definable by authorized user

Lease Management

• Parcel number or other unique identifiers for parcel being leased Parcel interest being leased (fee, air rights, mineral rights, etc.)
• Source of acquisition of property or property rights (i.e. from whom did the agency acquire this property or property right being leased)
  • Name
  • Deed book
  • Page number
  • Instrument number
• Parcel or parcel Interest was acquired with Federal funds (Yes/No)
• Required approvals to lease property:
  • Agency staff approvals and date approved (multiple)
  • FHWA or other external approvals if required and date approved (multiple )
  • Agency Board and/or other required Board approvals and date
• Lessee information linked from interested parties database
• Date Lease Executed
• Lease Begin Date
• Lease End Date
• Fair market rent determination:
  • Valuation:
  • Performed by:
  • Date of valuation:
  • Date valuation approved
• Deposit information:
  • Deposit paid (Yes/No):
  • Date of deposit:
  • Amount paid
• Lease financial terms including:
  • Lease payment
  • Payment period (Monthly or other)
  • Date payment due
  • Interest or other applicable late fee
• Payment history (multiple) including:
  • Payment received date
  • Check number
  • Amount received
  • Balance due (if any)
  • Late fee (if any)
• Current customer account balance/balance due (if any)

• Parcel and/or parcel interest information including whether Federal funds utilized linked from Acquisition function if available; otherwise information about the parcel or parcel interest being leased will need to be manually entered based on available agency records
• Customer information linked from interested parties database
• Required approvals obtained through electronic sign-offs in the system
• Lease terms and deposit information will be manually entered into the system
• Potential to interface from/to accounts receivable function of agency financial system to generate customer invoices and obtain payment history information back from agency financial system

Sale/Disposition

• Parcel number or other identifier
• Parcel interest being sold (fee, air rights, mineral rights, etc.)
• Source of acquisition of property or property rights (i.e. from whom did the agency acquire this property or property right being sold)
  • Name
  • Deed book
  • Page number
  • Instrument number
• Parcel or parcel interest was acquired with Federal funds (Yes/No)
• Documentation that parcel or parcel interest was offered to government agencies (if initial purchase was Federally funded):
  • Agency
  • Date offered
  • Date notified of decision by Agency
  • Copies of supporting documentation
• Required approvals to sell property:
  • Agency approvals and date approved (multiple)
  • FHWA or other external approvals if required and date approved (multiple )
  • Agency Board or other required Board approvals and date
• Buyer information linked from interested parties database
• Fair market value determination:
  • Valuation
  • Performed by
  • Date of valuation
  • Date valuation approved
• Deposit information:
  • Deposit paid (Yes/No)
  • Date of deposit
  • Amount paid
• Sale price
• Closing date
• Amount due/paid at closing
• Closing attorney (if utilized)
• Date title transferred/recorded
• Copy of deed of sale

• Parcel and/or parcel interest information including whether Federal funds utilized linked from Acquisition function if available; otherwise information about the parcel or parcel interest being proposed for sale will need to be manually entered based on available agency records
• Buyer information linked from interested parties database
• Record of property purchased with Federal funds being offered to Federal agencies first is manually entered into the system
• Tracking of required sign-offs by internal staff of a property sale will be based on workflows within the system or manual data entry
• External partner and board approvals of a property sale will be based on either partner approvals within the system or data entry into the system
• Fair market value information entered into the system
• Deposit information entered into the system
• Manual entry into system or interfaced from auction web site or other third party system
• Supporting documentation attached in right-of-way system or link captured to agency document management system
• Sale information potentially interfaced to asset accounting module of agency financial system