Ohio Department of Transportation. Division of Engineering. Office of Real Estate. Synergy. Real Estate Business Analysis

Transcription

1 Ohio Department of Transportation Division of Engineering Office of Real Estate Synergy Real Estate Business Analysis Relocation System Specification Version 1.00 Revision History Date Version Modified By 2/26/ Initial Draft Cheryl Jacino 3/15/ Define Real Estate Acquisition Process Cheryl Jacino 4/15/ Add Relocation Cheryl Jacino 5/22/ Finalize Relocation SRS Cheryl Jacino 5/24/ Add Relocation to page headings. Cheryl Jacino Page 1 of 36 Monday, June 10, 2013

2 Table of Contents 0 Synergy Relocation System Specification Purpose Author(s) Audience Business System Specifications Table: Process Flow Chart: Relocation Process Conduct Relocation Planning Complete Relocation Conceptual Study Complete Pre-Acquisition Survey Determine Personal Property Only Relocation Benefits Coordinate Personal Property Only Move Make Personal Property Only Relocation Move Payment Determine Residential Relocation Benefits Create Owner Housing Price Differential Create Tenant Housing Price Differential Coordinate Owner Residential Additive Coordinate Tenant Residential Additive Make Owner Relocation Housing Additive Payment Make Rent Relocation Housing Additive Payment Make Relocation Housing Additive Payment for Tenant that Decides to Own Coordinate Residential Move Make Residential Relocation Move Payment Determine Non-Residential Relocation Benefits Coordinate Non-Residential Relocation Benefits Calculate and Pay Search Expenses Determine Re-Establishment Expenses Coordinate Non-Residential Fixed Move Payment In Lieu Of Coordinate Non-Residential Self Move Payment Estimate Coordinate Non-Residential Contract Move Payment Make Non-Residential Relocation Move Payment Process Economic Loss and Loss of Good Will (As Needed)...35 Page 2 of 36 Monday, June 10, 2013

3 0 Synergy Relocation System Specification 0.1 Purpose The System Specification (SRS) is to capture the business requirements for the Real Estate Right of Way System. The purpose of these requirements is three fold: 1) used to select a system to purchase 2) used to identify feature requirements during the system design phase 3) assist the business with identifying change management needs The SRS document should also capture the non-functional requirements as well as system conversion requirements. 0.2 Author(s) The Business Analyst is the owner of this document, with assistance from the Business Sponsors, Business Stakeholders, Business Subject Matter Experts, District Subject Matter Experts, and Project Management Office Manager. 0.3 Audience The SRS is a useful tool for Business Users requesting the system to communicate the functions of the system with DoIT and vendors involved in creating the software or system. This document will also serve as a reference for any future development. Page 3 of 36 Monday, June 10, 2013

4 0.4 Business A business requirement is a specific, actionable, testable directive that is under the control of the business and supports a business policy. Included in the document of SRS are the high-level lists of requirements that will be broken into features during the Systems Design Phase that follows Business Analysis. There may be more than one feature for each business requirement. 0.5 System Specifications Table: Each section of system requirements specification is included in a table with the following parts: This is a numeric that will be used to track the requirement through all phases of the system development to ensure the requirement is designed, developed, tested, approved, and implemented. includes the title of the process and a definition of what is included in the process. Used to identify the source of the requirement. In this case the requirement is being tracked back to the requirements gathering session. RE-Acquisition- stands for Real Estate Acquisition Gathered during Business Analysis. RE-Appraisal- stands for Real Estate Appraisal Gathered during Business Analysis. RE-Acquisition-Type- stands for Real Estate Acquisition Type Gathering during Business Analysis. RE-Utility- stands for Real Estate Utility Coordination Gathering during Business Analysis. RE-Relocation- stands for Real Estate Relocation Gathering during Business Analysis. RE-Property-Mgmt- stands for Real Estate Property Management Gathering during Business Analysis. RE-Fiscal- stands for Real Estate Fiscal Gathering during Business Analysis. RE-General- stands for Real Estate Reporting, Records Retention, & Document Handling Gathering during Business Analysis. RE-Technical- stands for Real Estate Technical, System Interfaces, and Non-Functional Gathering during Business Analysis. Page 4 of 36 Monday, June 10, 2013

5 Priority Define the priority within the replacement New System for each requirement. - Current Paradox System Process that is required in the New System. Obsolete - Current Paradox System Process that is Obsolete and will not be present in the New System. New - Process that is not in the Current Paradox System Process but is required in the New System. Extra - Process that is not in the Current Paradox System Process and is an Unnecessary but desirable Extra Feature in the New System. Future - Process that is not in the Current Paradox System Process and is a desirable Feature in a future version of the New System. Any necessary preliminary setup to easily provide this feature in the future is advised. Process that is manual and does not lend itself to a system solution. Priority is captured in a sub-process related to this process. Change? Does this need Change Management for implementation? Feature Used during Systems Design Phase to trace Functional Requirement related to the Business System Requirement. Page 5 of 36 Monday, June 10, 2013

6 0.6 Process Flow Chart: Each Process is accompanied by a process flow chart. The legend below shows all of the shapes used in the flow charts and the meaning of the shapes. Although the process flow represents the general flow of the acquisition work, there is complete flexibility in the order each process is completed. Below is a legend describing the shapes used within the flow charts. LEGEND Process Process A specific, actionable, testable activity that is under the control of the business and supports a business policy. Group Process Group Process A group of related processes that will be broken down into specific, actionable, testable activities. To see the breakdown of this group, an embedded link to the tab with the breakdown of processes is included Search Public Records for Owner Enter Encumbrance Into Ellis Process A specific, actionable, manual activity that cannot be replaced by system activity. External Process An activity that is a necessary part of the business process flow but takes place in a system external to this Real Estate System. Multi-Process Multi-Process Multiple distinct yet related activities are directly accessed from this entry point in the business process flow. Decision? Decision This is a point where the process splits into different processes based on the question shown in the diamond. Each directional arrow leaving the diamond is labeled with the answer to the question and points to the process that follows. Continue? Continue This is a point where the process repeats until the answer allows the process to continue to the next step. Start or End RE101 Start or end A start or end point for the process flow that originates or ends at this point. Excel Import or Export An excel import or export file that allows information from the system to be shared between Excel spreadsheets and the Synergy system. This allows user control of the data and process used to create or report the data and prevents the duplicate entry and possible errors in the data between the Synergy System and the Excel spreadsheets. Document Document Document A paper copy of the named document. Documents can be input to a process or output from a process but it does not represent any activity related to the document. Mail C Certified Mail Mail A paper copy of the named document is mailed. Mail can be input to a process or output from a process but it does not represent any internal system activity, only the external activity of mailing a document. Deliver/Receive Document in person. This can be input to a process or output from a process but it does not represent any activity, only the external delivery or receipt a document. Note: Title Process Note This contains notes that are important to the business process flow. Page 6 of 36 Monday, June 10, 2013

7 3 Relocation Process This section contains the requirements for the process to relocate residential and nonresidential owners, tenants, and personal property for the purpose of Department of Transportation projects. Throughout the entire relocation process; all determinations, move bids, and claim forms must be approved by the relocation reviewer. 3.0 RELOCATION 3.3 Determine Personal Property Only Relocation Benefits 3.4 Coordinate Personal Property Only Move 3.5 Make Personal Property Only Relocation Move Payment 3.1 Conduct Relocation Planning Personal Property Only 3.2 What Relocation Type? Residential 3.6 Determine Residential Relocation Benefits 3.7 Coordinate Residential Additive 3.8 Make Relocation Housing Additive Payment Estimate 3.9 Coordinate Residential Move 3.10 Make Residential Relocation Move Payment 3.15 Complete Relocation Non- Residential 3.11 Determine Non-Residential Relocation Benefits 3.12 Coordinate Non-Residential Relocation Benefits 3.13 Make Non-Residential Relocation Move Payment 3.14 Process Economic Loss And Loss Of Good Will As Needed NOTE: All Determinations, Move Bids, and Claim Forms must be approved by the Relocation Reviewer. RE 3.1 Conduct Relocation Planning Begin Relocation Planning Activities as soon as an ODOT Project is identified. RE 3.2 What Relocation Type Continue with relocation based on the parcel relocation type identified; Personal Property Only, Residential, and Non- Residential. RE-Relocation- RE-Relocation- Page 7 of 36 Monday, June 10, 2013

8 RE 3.3 RE 3.4 RE 3.5 RE 3.6 Determine Personal Property Only Relocation Benefits Determine what relocation benefits apply to either a residential move or nonresidential move that only involves the move of Personal Property. Coordinate Personal Property Only Move Identify relocation needs for personal property, create inventory, calculate move payment estimate, and provide move authorization letter. There may be some other additional steps that vary for each move payment type. Make Personal Property Only Relocation Move Payment Monitor, inspect, and prepare claim for Personal Property Only move before releasing funds for move reimbursement. Determine Residential Relocation Benefits Analyze the Pre-Acquisition Survey in order to create the housing price differential and relocation offer letter then make the relocation offer. RE 3.7 Coordinate Residential Additive Discuss the options available to the Displacee. Determine the Displacee selected option to rent or own, calculate the adjustment in rent or mortgage and inspect the replacement dwelling for decent, safe, and sanitary conditions. RE 3.8 Make Relocation Housing Additive Payment Calculate owners final RHP or RSP, incidental expenses, and increased interest payment then prepare the claim form, make funds available, and attend the closing (as necessary) and deliver the funds. RE-Relocation- RE-Relocation- RE-Relocation- RE-Relocation- RE-Relocation- RE-Relocation- Page 8 of 36 Monday, June 10, 2013

9 RE 3.9 Coordinate Residential Move Identify all residential Displacee s relocation needs and reimbursable and nonreimbursable costs. Issue 30 day notice as necessary. RE 3.10 RE 3.11 RE 3.12 Make Residential Relocation Move Payment Prepare the claim form and after conducting the post move inspection, make move payment. Determine Non-Residential Relocation Benefits Analyze the Pre-Acquisition survey for the Non-Residential relocation benefits, create the offer letter, and make the offer. Coordinate Non-Residential Relocation Benefits Coordinate all Non-Residential Relocation Benefits including search expenses, reestablishment expenses, and move costs. RE-Relocation- RE-Relocation- RE-Relocation- RE-Relocation- RE 3.13 RE 3.14 RE 3.15 Make Non-Residential Relocation Payments Perform post move inspection and calculate Non-Residential move expenses, prepare claim, and make payment. Process Economic Loss and Loss of Good Will as needed Process claims for economic loss and loss of good will, as needed. Send claims to CO for review and approval, notify Displacee, and prepare claim form as needed and release funds. Complete Relocation- Claiming deadline expired or Final Payment has been made. Satisfaction Survey is sent. RE-Relocation- RE-Relocation- RE-Relocation- Page 9 of 36 Monday, June 10, 2013

10 3.1 Conduct Relocation Planning Begin Relocation Planning Activities as soon as an ODOT Project is identified. 3.1 CONDUCT RELOCATION PLANNING Complete Relocation Conceptual Study Complete 1.3 Estimate Cost Are Potential Relocation Parcels Known? YES Complete Pre- Acquisition Survey NO RE Complete Relocation Conceptual Study - Based on a field review and research on relocation parcel impacts, complete and distribute the Relocation Conceptual Study. RE-Relocation- RE Complete RE 1.3 Estimate Cost During Acquisition Project Management, the District REA proceeds with RE 1.3 Estimate Cost where relocation costs are estimated along with other acquisition costs. As relocation parcels are identified, the relocation process continues with RE 3.3. RE-Relocation- RE Are Potential Relocation Parcels Known? Is the take area set for parcels with relocation activity identified? RE-Relocation- RE Complete Pre-Acquisition Survey - Conduct an interview with the displaced owner or tenant (Displacee) and gather the Displacee s needs and wants for relocation and complete the required paperwork then prepare Pre- Acquisition Survey Report. RE-Relocation- Page 10 of 36 Monday, June 10, 2013

11 3.1.1 Complete Relocation Conceptual Study Based on a field review and research on relocation parcel impacts, complete and distribute the Relocation Conceptual Study COMPLETE RELOCATION CONCEPTUAL STUDY Conduct Drive by Field Review Determine Relocation Parcel Impacts Compile Relocation Conceptual Study Distribute Relocation Conceptual Study Report Relocation Conceptual Study Report RE Conduct Drive by Field Review Visit site and look for visual cues for relocation. No personal contact with Displacee s during field review. RE Determine Relocation Parcel Impacts Research Residential and Non-Residential Relocation Parcels to Determine Impacts. RE Compile Relocation Conceptual Study Analyze Field Research and Compile Relocation Conceptual Study. Report attempts to minimize adverse impacts to Displacee s. New RE Distribute Relocation Conceptual Study Report Distribute Relocation Conceptual Study Report to Environmental Services. New Page 11 of 36 Monday, June 10, 2013

12 3.1.4 Complete Pre-Acquisition Survey Conduct an interview with the displaced owner or tenant (Displacee) and gather the Displacee s needs and wants for relocation and complete the required paperwork Complete Pre-Acquisition Survey Conduct Displacee Interview Determine Displacee s Relocation Compile and Distribute Pre- Acquisition Survey Relocation Brochure Relocation Brochure Receipt Site Occupant Record RE95 Pre-Acquisition Survey RE Conduct Displacee Interview Conduct personal interview with Displacee and present Relocation Brochure. RE RE Determine Displacee s Relocation During Displacee Interview, obtain signature for receipt of Relocation Brochure, complete Site Occupant Record (RE 600 or 600-1), and record needs and wants for relocation requirements. Produce RE95 and get Displacee s Signature. Compile and Distribute Pre- Acquisition Survey - Prepare the Pre-Acquisition Survey Report and distribute the report. and New Page 12 of 36 Monday, June 10, 2013

13 3.3 Determine Personal Property Only Relocation Benefits Determine what relocation benefits apply to either a residential move or non-residential move that involves the move of Personal Property only. 3.3 DETERMINE PERSONAL PROPERTY ONLY RELOCATION BENEFITS Analyze Pre- Acquisition Survey Information Create Relocation Offer Letter Make Relocation Offer Relocation Offer Letter RE-PP RE Analyze Pre-Acquisition Survey Information RE Create Relocation Offer Letter Create the RE-PP Relocation Offer Letter. RE Make Relocation Offer Make relocation offer with 90 day notice. Page 13 of 36 Monday, June 10, 2013

14 3.4 Coordinate Personal Property Only Move There are four possible move payment types for personal property only moves. All four create an inventory, calculate move payment estimate, and provide move authorization letter. Below is the process flow for Move Cost Finding move payment type. The other three move payment types follow the process for Coordinate Non-Residential Relocation Move which applies for residential as well as non-residential moves that are Personal Property Only. There may be some other additional steps that vary for each move payment type. 3.4 COORDINATE PERSONAL PROPERTY ONLY MOVE Is Move Payment Type Move Cost Finding? YES Create Inventory Create Move Specs Create A Detailed Cost Estimate Present Move Cost Finding to Displacee Provide Move Authorization Letter NO Coordinate Non- Residential Relocation Move NOTE: The Personal Property Only Moves follow the above process when the Move Cost Finding Method is being used. Otherwise, regardless of Residential or Non-Residential Personal Property Only Moves follow Self Move Bids or Contract Move. The Fixed Schedule Self Move is only used for Residential move payment types. RE Is Move Payment Type Move Cost Finding? RE Create Inventory Make a list of the personal property to be relocated. RE Create Move Specs Create specifications detailing the move. RE Create A Detailed Cost Estimate Estimate the cost of the personal property move detailed in the move specs. RE Present Move Cost Finding to Displacee Create the move cost finding estimate and present it to the Displacee. RE Provide Move Authorization Letter Page 14 of 36 Monday, June 10, 2013

15 3.5 Make Personal Property Only Relocation Move Payment Monitor, inspect, and prepare claim for Personal Property Only move before releasing funds for move reimbursement. 3.5 MAKE PERSONAL PROPERTY ONLY RELOCATION MOVE PAYMENT Monitor Move Perform Post Move Inspection Prepare Claim For Move Cost Release Funds For Move Reimbursement Non-Residential Claim Form RE Assignment Letter Obtain Receipt for Funds Disbursed RE Monitor Move Monitor the personal property move by inspection as necessary. RE Perform Post Move Inspection Inspect the completed move. RE Prepare Claim for Move Cost RE Release Funds for Move Reimbursement Page 15 of 36 Monday, June 10, 2013

16 3.6 Determine Residential Relocation Benefits Analyze the Pre-Acquisition Survey in order to create the housing price differential and relocation offer letter then make the relocation offer. 3.6 DETERMINE RESENTIAL RELOCATION BENEFITS Create Owner Housing Price Differential Create Relocation Offer Letter OWNER Analyze Pre- Acquisition Survey Information Is Displacee an Owner or Tenant? Relocation Offer Letter RE-O Make Relocation Offer TENANT Create Tenant Housing Price Differential Create Relocation Offer Letter Relocation Offer Letter RE-T RE Analyze Pre-Acquisition Survey Information RE Is Displacee an Owner or Tenant? Does the Displacee own or rent the relocation property? RE Create Owner Housing Price Differential Search for comparable dwellings on the open market, choose the top 3 most comparable dwellings, establish the maximum price differential based on selected prime comparable, and create the relocation offer. Page 16 of 36 Monday, June 10, 2013

17 RE Create Relocation Offer Letter Create the RE-O or RE-T Relocation Offer Letter as applicable. RE RE Create Tenant Housing Price Differential Search for comparable rental properties on the open market, choose the top 3 most comparable rentals, establish the maximum rental differential based on selected prime comparable, and create the relocation offer. Make Relocation Offer Make relocation offer with 90 day notice. Page 17 of 36 Monday, June 10, 2013

18 3.6.3 Create Owner Housing Price Differential Search for comparable dwellings on the open market, choose the top 3 most comparable dwellings, establish the maximum price differential based on selected prime comparable, and create the relocation offer CREATE RESENTIAL HOUSING PRICE DIFFERENTIAL Research Comparable Dwellings on Open Market Choose Top 3 Comparable Dwellings Establish Max Price Differential Review Appraisal for Alignment with RHP Offer Comparable Analysis Owner RE 611 (O) RE Research Comparable Dwellings on Open Market Search Real Estate Market for Comparable Dwellings on Open Market RE Choose Top 3 Comparable Dwellings Assess dwellings and choose 3 most comparable dwellings to relocation dwelling. RE Establish Max Price Differential Choose Prime Comparable dwelling and complete RE 611 (O) to establish Max Price Differential RE Review Appraisal for Alignment with RHP Offer Review Appraisal to ensure consistency with Residential Housing Price (RHP) Offer Page 18 of 36 Monday, June 10, 2013

19 3.6.5 Create Tenant Housing Price Differential Establish the maximum rent differential by finding comparable rentals on the open market. Create the relocation offer based on the comparable analysis CREATE TENANT HOUSING PRICE DIFFERENTIAL Research Comparable Rentals on Open Market Choose Top 3 Comparable Rentals Establish Max Rent Differential Comparable Analysis Tenant RE 611 (T) RE RE Research Comparable Rentals on Open Market Search Rental Market for Comparable Rentals on open market. Choose Top 3 Comparable Rentals - Assess rentals and choose 3 most comparable rentals to relocation rental. RE Establish Max Rent Differential - Choose Prime Comparable rentals and complete RE 611 (T) to establish Max Rental Differential. Page 19 of 36 Monday, June 10, 2013

20 3.7 Coordinate Owner Residential Additive Based on the owners decision to rent or own, calculate the adjustment in rent or mortgage and inspect the replacement dwelling for decent, safe, and sanitary conditions. 3.7 COORDINATE OWNER RESENTIAL ADDITIVE RENT Establish Market Rent For Site Create Tenant Housing Price Differential Obtain Copy Of Replacement Site Lease Inspect Replacement Dwelling Determine Own or Rent Option OWN Obtain Copy of Mortgage Determine Increased Interest Payment Estimate Inspect Replacement Dwelling Note: Inspect replacement dwelling for DSS (Decent Safe and Sanitary) RE Determine Own or Rent Option Does the Owner want to continue to own or switch to renting? RE Establish Market Rent For Site Evaluate the current owner s property as a rental in order to calculate the price differential. RE RE Create Tenant Housing Price Differential Search for comparable rental properties on the open market, choose the top 3 most comparable rentals, establish the maximum rental differential based on selected prime comparable, and create the relocation offer. Obtain Copy Of Replacement Site Lease Owner needs to provide a copy of the replacement lease. RE Inspect Replacement Dwelling Inspect the replacement rental for Decent, Safe, and Sanitary. Page 20 of 36 Monday, June 10, 2013

21 RE Obtain Copy of Mortgage Owner needs to provide a copy of the replacement dwelling mortgage. RE Determine Increased Interest Payment Estimate Calculate the increased interest payment estimate that may result from the replacement mortgage. 3.7 Coordinate Tenant Residential Additive Discuss the options available to the tenant including a down payment on purchasing a property in lieu of the rental. Determine the tenants selected option. Based on the tenants decision to rent or own, calculate the adjustment in rent or down payment in lieu of and inspect the replacement dwelling for decent, safe, and sanitary conditions. 3.7 COORDINATE TENANT RESENTIAL ADDITIVE Discuss Down Payment In Lieu Of Eligibility RENT Determine Own or Rent Option OWN Obtain Copy Of Replacement Site Lease Determine Mortgage Down Payment Estimate Offer Inspect Replacement Dwelling Inspect Replacement Dwelling Note: Inspect replacement dwelling for DSS (Decent Safe and Sanitary) RE Discuss Down Payment In Lieu Of Eligibility Discuss the options available to the tenant Displacee to continue to rent or receive a down payment in lieu of RE Determine Mortgage Down Payment Offer Page 21 of 36 Monday, June 10, 2013

22 3.8 Make Owner Relocation Housing Additive Payment Calculate owners final RHP, incidental expenses, and increased interest payment then prepare the claim form, make funds available, and attend the closing to deliver the funds. 3.8 MAKE OWNER RELOCATION HOUSING ADDITIVE PAYMENT Calculate Owner Final RHP Determine Incidental Expense Reimbursement Prepare Claim Forms Create ROW Bill Attend Closing and Deliver RHP Warrant Determine Increased Interest Payment Residential Claim Form RE 617 RSP Warrant Obtain Receipt for Funds Disbursed Note: 3.8 Make Owner Relocation Housing Additive Payment - Select this process based on an Owner Displacee that decides to continue owning. RE Calculate Owner Final RHP Based on final acquisition cost of replacement site, determine maximum price differential payment. RE RE Determine Incidental Expense Reimbursement Based on final closing costs, determine incidental expense payment. Determine Increased Interest Payment Based on replacement site s mortgage interest rate, determine increased interest payment. RE Prepare Claim Forms RE Create ROW Bill RE Attend Closing and Deliver RHP Warrant New Page 22 of 36 Monday, June 10, 2013

23 3.8 Make Rent Relocation Housing Additive Payment Calculate owners final RSP then prepare the claim form and deliver the funds. 3.8 MAKE RENT RELOCATION HOUSING ADDITIVE PAYMENT Calculate Tenant Final RSP Prepare Claim Form For RSP Create ROW Bill Perform Post Move Inspection And Deliver RSP Warrant Residential Claim Form RE 617 RSP Warrant Obtain Receipt for Funds Disbursed Note: 3.8 Make Rent Relocation Housing Additive Payment - Select this process based on an Owner Displacee that decides to rent or a Tenant Displacee that decides to continue renting. RE Calculate Tenant Final RSP Based on replacement site s rental rate calculate final rent supplement payment. RE Prepare Claim Form For RSP RE Perform post move inspection and Deliver RSP Warrant Page 23 of 36 Monday, June 10, 2013

24 3.8 Make Relocation Housing Additive Payment for Tenant that Decides to Own Calculate owners final DPIL and incidental expenses then prepare the claim form, make funds available, and attend the closing to deliver the funds. 3.8 MAKE RELOCATION HOUSING ADDITIVE PAYMENT FOR TENANT THAT DECES TO OWN Determine Incidental Expense Reimbursement Prepare Claim Form For DPIL Create ROW Bill Attend Closing and Deliver DPIL Warrant Calculate Tenant Final DPIL Residential Claim Form RE 617 DPIL Warrant Obtain Receipt for Funds Disbursed Note: 3.8 Make Tenant Decides To Own Relocation Housing Additive Payment - Select this process based on a Tenant Displacee that decides to purchase a home. RE Calculate Tenant Final DPIL Calculate Down Payment in Lieu of based on final RSP maximum or minimum payment ($5,250). RE Prepare Claim Form For DPIL RE Attend Closing and Deliver DPIL Warrant Page 24 of 36 Monday, June 10, 2013

25 3.9 Coordinate Residential Move Identify all residential Displacee s relocation needs and reimbursable and non-reimbursable costs then issue the 30 day notice as necessary. 3.9 COORDINATE RESENTIAL MOVE Use Fixed Rate Move Schedule Calculate Fixed Rate Move Payment Estimate FIXED Create Inventory As Needed What is Move Type? SELF Use Actual Cost Self Move Calculate Self Move Payment Estimate Calculate Combined Move Payment Estimate As Needed Issue Move Authorization Letter CONTRACT Obtain Move Bids Calculate Commercial Move Payment Estimate RE Create Inventory As Needed Create inventory of Displacee s personal property to be moved as needed. RE What is Move Type? - Is move type fixed, self-move, or contract move? RE Use Fixed Rate Move Schedule Use fixed rate move schedule to estimate cost for a self-move. RE Calculate Fixed Rate Move Payment Estimate RE Use Actual Cost Self Move Use actual cost move estimate. RE RE RE Calculate Self Move Payment Estimate Obtain Move Bids Obtain one move bid when the expected move cost is less than or equal to the threshold for low bids, which is currently $2,500. Two move bids are required when the expected move cost exceeds the threshold for low bids. Calculate Commercial Move Payment Estimate Page 25 of 36 Monday, June 10, 2013

26 RE Calculate Combined Move Payment Estimate As Needed RE Issue Move Authorization Letter 3.10 Make Residential Relocation Move Payment After conducting the post move inspection, prepare the claim form and make move payment MAKE RESENTIAL RELOCATION MOVE PAYMENT Perform Post Move Inspection Prepare Claim For Move Cost Release Funds For Move Reimbursement Residential Claim Form RE 617 Assignment Letter Obtain Receipt for Funds Disbursed RE Perform Post Move Inspection Inspect original site to insure move was completed. RE Prepare Claim for Move Cost RE Release Funds For Move Reimbursement Page 26 of 36 Monday, June 10, 2013

27 3.11 Determine Non-Residential Relocation Benefits Analyze the Pre-Acquisition survey for the Non-Residential relocation benefits, create the offer letter, and make the offer DETERMINE NON-RESENTIAL RELOCATION BENEFITS Analyze Pre- Acquisition Survey Information Create Relocation Offer Letter Make Relocation Offer Relocation Offer Letter RE-OB or RE-TB Priority Change? Feature RE Analyze Pre-Acquisition Survey Information RE Create Relocation Offer Letter Create the RE-OB or RE-TB Relocation Offer Letter. RE Make Relocation Offer Make relocation offer with 90 day notice. Page 27 of 36 Monday, June 10, 2013

28 3.12 Coordinate Non-Residential Relocation Benefits Coordinate all Non-Residential Relocation Benefits including search expenses, reestablishment expenses, and move costs COORDINATE NON-RESENTIAL RELOCATION BENEFITS Calculate and Pay Search Expenses Determine Re-establishment Expenses Coordinate Non- Residential Relocation Move RE RE RE Calculate and Pay Search Expenses Determine Reestablishment Expenses Agent works with Displacee to determine eligible reestablishment expenses, obtains necessary support documentation to process claim and disburse funds. Coordinate Non-Residential Relocation Move Priority Change? Feature Page 28 of 36 Monday, June 10, 2013

29 Calculate and Pay Search Expenses Make relocation offer and provide search expense form for Displacee to complete. Review completed form and process claim and disburse funds CALCULATE AND PAY SEARCH EXPENSES Provide Search Expense Form With Instructions To Displacee Review And Approve Completed Search Expense Form Prepare Claim For Search Expense Deliver Warrant Search Form RE 618 Non-Residential Claim Form RE Obtain Receipt for Funds Disbursed Priority RE Provide Search Expense Form With Instructions To Displacee Provide blank Search Expense Form at time of offer to the Displacee with complete instructions for completing the form. RE Review and Approve Completed Search Expense Form RE Prepare claim for Search Expense RE Deliver Warrant Change? Feature Page 29 of 36 Monday, June 10, 2013

30 Determine Re-Establishment Expenses Agent works with Displacee to determine eligible reestablishment expenses, obtains necessary support documentation to process claim and disburse funds DETERMINE RE-ESTABLISHMENT EXPENSES Meet With Displacee To Explain Re- Establishment Eligibility Field Review Re- Placement Site Prior To Relocation Obtain Paid Invoices And Receipts Field Review Re- Placement Site Post Relocation Evaluate All Re- Establishment Expenses Prepare Claim Form RE Deliver Warrant Non-Residential Claim Form RE Obtain Receipt for Funds Disbursed Priority RE Meet with Displacee to Explain Re-Establishment Eligibility RE Field Review Re-Placement Site Prior to Relocation Agent must verify proposed reestablishment expenses are eligible. RE Obtain Paid Invoices and Receipts Change? Feature RE Field Review Re-Placement Site Post Relocation Agent must verify that reestablishment work was completed. RE Evaluate All Re-Establishment Expenses RE Prepare claim form RE RE Deliver Warrant Page 30 of 36 Monday, June 10, 2013

31 Coordinate Non-Residential Fixed Move Payment In Lieu Of Payment based on prior 2 years net income not to exceed $20, COORDINATE NON-RESENTIAL FIXED MOVE PAYMENT IN LIEU OF Create Inventory Obtain Previous 2 Years Tax Return Calculate Fixed Payment In Lieu Of Provide Move Authorization Letter RE Create Inventory RE RE RE Obtain Previous 2 Years Tax Return Calculate Fixed Payment In Lieu Of Provide Move Authorization Letter Page 31 of 36 Monday, June 10, 2013

32 Coordinate Non-Residential Self Move Payment Estimate Create inventory and move specs, obtain bids as needed, calculate move estimate, and authorize move COORDINATE NON-RESENTIAL SELF MOVE PAYMENT ESTIMATE Issue Agreement for Bidder Services Obtain Move Bids YES Create Inventory Create Move Specs Is Cost Based On Bids? Agreement for Bidder Services RE 614 Payment for Bidder Services Calculate Self Move Payment Estimate Provide Move Authorization Letter NO Clearly Define Move Review and Approve All Move Documents Priority Change? Feature RE Create Move Specs RE Is Cost Based On Bids? RE Issue Agreement for Bidder Services RE Obtain Move Bids RE Clearly Define Move RE Review and Approve All Move Documents RE Calculate Self Move Payment Estimate Page 32 of 36 Monday, June 10, 2013

33 Coordinate Non-Residential Contract Move Payment Identify relocation needs for Non-residential move, create inventory and move specifications, then obtain commercial move bids in order to calculate the contract move payment estimate, and provide move authorization letter COORDINATE NON-RESENTIAL CONTRACT MOVE PAYMENT ESTIMATE Create Inventory Create Move Specs Obtain Move Bids Calculate Commercial Move Payment Estimate Provide Move Authorization Letter RE Calculate Commercial Move Estimate Lowest responsible bid establishes maximum move reimbursement amount. Page 33 of 36 Monday, June 10, 2013

34 3.13 Make Non-Residential Relocation Move Payment Perform post move inspection and calculate Non-Residential move expenses, prepare claim, and make payment MAKE NON-RESENTIAL RELOCATION MOVE PAYMENT Monitor Move As Necessary Perform Post Move Inspection Calculate Related Non-Residential Move Expenses Prepare Claim For Move Cost Release Funds For Move Reimbursement Non-Residential Claim Form RE Assignment Letter Obtain Receipt for Funds Disbursed RE Monitor Move As Necessary RE Perform Post Move Inspection Agent insures all personal property was moved from acquisition site. RE Calculate Related Non- Residential Move Expenses Obtain paid invoice or assignment letter and process move reimbursement payment. RE Prepare Claim For Move Cost RE Release Funds For Move Reimbursement Page 34 of 36 Monday, June 10, 2013

35 3.14 Process Economic Loss and Loss of Good Will (As Needed) Process claims for economic loss and loss of good will, as needed. Send claims to CO for review and approval, notify Displacee, and prepare claim form as needed and release funds PROCESS ECONOMIC LOSS AND LOSS OF GOOD WILL AS NEEDED Does the Displacee Claim Loss of Goodwill? YES Process Loss of Goodwill Claim NO Nothing Send to CO for Review Schedule EL/LOG Review Panel Obtain Decision by EL/LOG Review Panel Does the Displacee Claim Economic Loss? YES Process Economic Loss Claim District Notifies Displacee Prepare Claim As Necessary Release Funds NO Nothing Non-Residential Claim Form RE Obtain Receipt for Funds Disbursed RE RE RE Does the Displacee Claim Loss of Goodwill? Displacee must submit claim for loss of goodwill as needed. Process Loss of Goodwill Claim Assemble necessary support documentation to submit to CO. Does the Displacee Claim Economic Loss? Displacee must submit claim for economic loss as needed. RE Process Economic Loss Claim Assemble necessary support documentation to submit to CO. RE Send to CO for Review RE Schedule EL/LOG Review Panel CO schedules EL/LOG Review Panel to convene. Page 35 of 36 Monday, June 10, 2013

36 RE Obtain Decision by EL/LOG Review Panel Review Panel meets to review and discuss validity of claim and make decision. RE District Notifies Displacee District notifies Displacee of review panel s decision. RE Prepare claim as necessary RE Release funds Page 36 of 36 Monday, June 10, 2013