Managing Where s my Stuff
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1 Kentucky and Indiana on-line Outreach Ohio River Project: new right-of-way Managing Where s my Stuff Gerry Gallinger, WSDOT retired Mark Turner, Caltrans Kathleen Hancock, PE, PhD 5/10/ AASHTO Subcommittee Meeting
2 BACKGROUND 2004 Original proposal submitted to AASHTO 2005 Approved and funded as Project 8-55» Awarded to Virginia Tech 2006 Final Report published» Research Results Digest 310 ( Web-only Document 95 ( Follow-on project approval as 8-55A 2011 Final Report soon-to-be published» NCHRP Report 695» Web-only Document tbd
3 Supports Subcommittee s Mission Provide a forum for the exchange of experiences, innovations and best practices; and will recommend such laws, rules, regulations, and procedures so as to improve the quality and efficiency of Right of Way and Utility operating practices. Goals for Next 5 Years: Geospatial Technology
4 NCHRP 8-55 Integrating Geo-Spatial Technologies into the Right-of-Way Data-Management Process Products Annotated Bibliography Case Studies Data Elements Findings Potential Barriers Benefits
5 NCHRP 8-55A Developing a Logical Model for a Geospatial Right-of- Way Information Management System Products Executive Summaries Logical Model WashDOT Caltrans PennDOT Implementation Guide Findings Benefits
6 INTRODUCTION TO 8-55A What : Appraisal; Acquisition; Relocation of the affected; and Management of acquired property Who : State Transportation Agency Right-of-Way (ROW) / Real Estate offices Why : Improvement of information flow and resource management
7 STATE OF THE PRACTICE : INFORMATION SYSTEMS Type System Primary Functional Areas of Application ODAIMS: Florida outdoor advertising signs regulation Individual OREMS: Maryland acquisition State Use of ROW Information Management Systems TUMS: Wisconsin ROWMIS: California IRMS: Connecticut correspondences between offices parcel acquisitions document management 70% 30% States Using a System No System Identified Small Enterprise RAI: Missouri IRWIN: Nevada ARMS: Nebraska ROWIS: Texas HAMS: Wisconsin realty assets, sales, leases & excess properties property acquisition and property management appraisal, negotiation (partial) project setup, funding, appraisal, negotiations driveway permits and land division reviews. CPMS: AL, PTS: MS, ROWIS: PA project status, right-of-way mapping, appraisal status, acquisition, relocation, leased property Large Enterprise RWMS: FL, RUMS: VA, REMIS: MIREADS: WI LRS: Indiana AARS: Louisiana most functional areas of right-of-way land records, parcel status appraisal, acquisition and relocation REALMS: Minnesota right-of-way acquisition and land management RWDMS: Oregon content management for right-of-way processes
8 STATE OF THE PRACTICE: GEOSPATIAL ENABLING RIGHT-OF-WAY Type System Purpose CAMP: Arkansas Cadastral mapping ALAS: Illinois Acquisition and property management 72% State ROW Office Use of GIS/CADD 10% 18% Use GIS Use CADD Neither found Individual MdProperty View : Maryland GISMIS: New Jersey NRW Parcel & Improvement Inventory system: New Mexico Land and Rights-of-Way Automated Management & Tracking: Diversified Energy Software Solutions (DESS) BEM Systems Inc : Paecetrak ROWMIS: California Parcel information for acquisition Digital roadway plans and ROW mapping NRW Parcel and Improvement Inventory information mapping Acquisition, relocation and property management processes Acquisition, relocation and property management processes Parcel acquisitions Small Enterprise IRMS: Connecticut RAI: Missouri FileNET ECM : Oregon Document management Realty assets, sales, leases & excess properties Geospatial ROW parcel data access HAMS: Wisconsin Driveway permits and land division reviews. Large Enterprise REALMS: Minnesota IRWIN: Nevada Right-of-way acquisition and land management Acquisition and property management
9 LOGICAL MODEL Provide structure for enterprise-wide right-of-way system, through Conceptual & Logical Modeling Capture activities, functions, processes, and data of the business of transportation right-of-way offices Include hooks to larger transportation agency enterprise Incorporate geospatial functionality
10 OVERALL RIGHT-OF-WAY BUSINESS PROCESS FLOW
11 Enterprise Work Environment
12 GEOSPATIAL OVERVIEW Provide framework for integration of geospatial capabilities with right-of-way business processes Structure the flow of data for tracking parcel status: Parcel Tracking (PT) Identify business processes where decision making could be enhanced using geospatial tools and analyses: Geospatial Enablement (GE)
13 PARCEL TRACKING (PT) Monitor detailed status of parcel Track changes to parcels Capture Milestones: Progress markers or project checkpoints Flags: State of completion of activities or processes and activity/project progression Values: Visualization and evaluation of parcels
14 GEOSPATIAL ENABLEMENT (GE)
15 SUMMARY Template to support development of an integrated and interoperable enterprise-wide right-of-way information management system Flexible blueprint to allow for unique need of the each agency Enable incorporation of right-of-way information management using any or all components of the framework Support integration with other systems prior to investing funds
16 BENEFITS TO YOUR AGENCY Improve on-time delivery of project real property Expedite project award Reduce staffing and/or improve staff efficiency Improve access to information Improve customer service and public relations Increase management flexibility Improve oversight capabilities Improve integration, use, and sharing of information
17 BENEFITS TO THE RIGHT-OF-WAY OFFICE Improve scheduling Improve documentation and reporting uniformity Reduce time to perform tasks Reduce redundancy Reduce staffing and/or improved staff efficiency Improve access to information Improve customer service and public relations Increase management flexibility Improve oversight capabilities Improve integration, use, and sharing of information
18 DOCUMENTED SAVINGS Return on investment 21% return from reduced annual operating costs while providing greater convenience to users (Pennsylvania) Through interoperability with financial system, payment processing reduced from several days to minutes. (Pennsylvania) Oversight and management of real estate activities A single person manages a multi-million dollar airport project through desktop access to near real-time project information (Illinois)
19 DOCUMENTED SAVINGS Staffing reductions and improved on-time performance Access to all information on ROW projects by over 500 staff and contractors, providing exceptional customer service. Information entered once, eliminating duplication of effort. (Virginia) Reduction of research staff by half. Parcel information available on-line eliminating in-person courthouse research and travel. (Maryland) Reduction in time from several hours to several minutes by providing GISbased summaries of excess property for sale to the public. Questions from the public reduced. (New Mexico) Elimination of manually locating and reviewing large drawing sets. Staff click on desired section of road using GIS to access project drawings. (San Antonio District, Texas)
20 POTENTIAL PROBLEMS WITHOUT A SYSTEM Missed milestones when critical dates not tracked Inaccessibility of right-of-way data for management analysis Difficulty searching and updating information Inconsistent formats Laborious completion of correspondence and internal documentation Duplication of effort
21 POTENTIAL RISKS WITHOUT A SYSTEM Inability to strategically adjust resources to meet on-time performance measures Unmet expectations Poor performance on agency audits
22 BENEFITS TO ADDING GIS Improved tracking and scheduling of right-of-way projects Improved communication Enhanced resource allocation and decision making New options for analyzing activities Greater knowledge about parcel location and enhanced understanding of spatial context
23 CHANGING HOW WE THINK Traditional Parcel Analysis Nevada s IRWIN
24 USING GOOGLE EARTH FOR VISUALIZING PARCELS AND IMPACTED PROPERTIES Caltrans
25 USING GIS TO ADVANTAGE Overlay ROW and identify parcels Redefine and extract partial takes Parcel tracking by activity
26 Implementing a System Formalize support Assess requirements Assess capabilities Define the system Develop an implementation plan Implement the system Maintain the system IMPLEMENTATION
27 IMPLEMENTATION PROCESS
28 NEXT STEPS? Final Report soon-to-be published» NCHRP Report 695» Web-only Document tbd SCORWU dissemination Formal Endorsement? Referral to AASHTO Technology Implementation Group? Outreach to industry?
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