UTAH DEPARTMENT OF TRANSPORTATION Right of Way Division
Databases & Management Systems
Shirleen Hancock
Right of Way, Deputy Director Property Management Section
[email protected] 801-965-4438
We Have All Been Here...
Right of Way ~ Data Management Approach
SURPLUS DISPOSAL
MAINTENANCE
ACQUISITION
RELOCATION
CONDEMNATION LEASE
PROPERTY MANAGEMENT
SOLD
Birth to Death
DESIGN
Databases & Management Systems
• WHERE WE HAVE BEEN – Four Independent Database & Management Systems
ePM (Electronic Project Management)
•Tracking
•Planning
•Funding
•Scheduling
•Staffing
•Reporting
ePM - A View from Property Management
• Property Management Tabs in ePM include: • Acquisition Screen - 750 • State Inventory Tab • Excess Tab • Property Management Tab • Lease Tab • Transaction Tab • Status Tab • Maintenance Tab
ePM 750 Screen • ACQUISITION
ePM 800 Screen – Property Management •STATE INVENTORY TAB
ePM 800 Screen – Property Management •EXCESS TAB
ePM 800 Screen –PROPERTY MANAGEMENT TAB •Parcels Where An Action Has Been Taken (Interested Buyer / Lease)
ePM 800 Screen – Property Management •LEASES TAB
Ties Into FINET • Captures Rent Escalation
Changes • Pushes to invoices through
FINET for accurate billing
Leases – GIS (In-House Parcels)
Currently: • Basic Parcel
Information Attached
Working On: • Pin • Project • Shape Files • Tax ID Info
ePM 800 Screen –Transaction Tab• DISPOSAL AUTHORIZATION FORM
ePM 800 Screen –Transaction Tab• LAND SALES TAB
ProjectWise v8i
(Architecture Engineering Construction Operations) *AECO ~
ProjectWise v8i
INFORMATION MANAGEMENT SOFTWARE
1. Implemented in January 2013 2. Establishes an Authoritative Source
Document • Gets rid of those pesky hard copy files with
multiple document versions
3. Ability to set up Document Naming Conventions & Attributes
4. Ability to set up States and Process Workflows
5. Establishes an Audit Trail
ProjectWise v8i – Naming Conventions
• RIGHT OF WAY NAMING CONVENTIONS & ATTRIBUTES – Adopted for Uniformity and
Consistency • Administration (Policies &
Procedures, Manuals, Guides, etc.) • Design • Acquisition • Relocation • Condemnation • Property Management
– Lease – Surplus Land
ProjectWise v8i – Naming Conventions
ProjectWise v8i – States & Process Workflows
• States & Process Workflow Provides users at a glance where a document is in the workflow process by Identified States
ProjectWise v8i
ProjectWise v8i
ProjectWise v8i
• Establishes an Audit Trail
Right of Way GIS Efforts
• Right of Way (Ongoing) – Leases
– Surplus Properties
– Right of Way Lines
Databases & Management Systems
• WHERE WE ARE TODAY
ACCOUNTING
FINET
PROJECT
MANAGEMENT
EPM
MAPS & PLANS, LEASES, RIGHT OF WAY LINES,
SURPLUS PROPERTIES
GIS
INFORMATION MANAGEMENT
PROJECTWISE
Lessons Learned
We are only as good as the data entered • Garbage In / Garbage Out
Training Is Key
• Communicate Early and Often on System Modifications & Enhancements
Remember… How do you eat an elephant?
Thank You For Your Time
Questions?