Using GIS To Manage Surface Ownership and Right-Of-Way

Using GIS To Manage Surface Ownership and Right-Of-Way Jeff Bute - Sr. Land Maintenance Rep. / GIS Analyst Jeff was formerly a Property Tax Right of Way and Claims field agent for the company. Now he uses his extensive right-of-way experience to coordinate the data acquisition process and supporting the end users. Daniel Whitworth - Assoc. Land Maintenance Rep. / GIS Data Analyst Daniel has a masters degree in MIS/GIS and supports the surface ownership data model via data analysis and data management. He also provides technical support for the GIS analysts as well as the end users.

The management of surface ownership can be a complicated task in order for an individual to get their arms around this subject one first needs to identify their task and understand what is available in order to meet their needs. At ConocoPhillips we have grouped the needs for ownership for our myriad of business partners that we serve so that we can supply the information necessary in a timely and cost efficient matter. The ownership data that we acquire will typically support our Upstream, Downstream, Risk Management and Emergency Response business partners.

Why Are You Managing Surface Ownership? Permitting, Notification, Studies and Analysis vs. Land Acquisition, Right of Way Acquisition Data Complexity Relatively Simple (No Title Review) More Complex (Title Review Required) Level Of Accuracy Required Tax Roll Ownership Postal Addressing or Mailing List s Tax Roll not sufficient but a good starting place Requires legal names and full legal descriptions or reference to full legal

Organizing Your Data Organize into asset areas: Upstream: Exploration and Production Fields Downstream: Pipeline Corridors and Refineries Emergency Response: Individual Incidents and Drills

Where Can You Get The Data? Postal addressing U.S. Postal Service (AIS) Tax Roll ownership County Assessor County Appraisal District County Appraiser County GIS Department Title/Deed Ownership County Clerk Register of Deeds

Diverse Spatial Formats Diverse Data Formats Shapefiles Diverse Ownership Formats CAD Files, Microstation, etc Personal GeoDatabases Hard Copy Maps (Plats, Surveys, etc..) Spreadsheets Flat Files (Text Files, CSV, etc..) Relational Databases Hard Copy Ownership Records (Deeds, Assessment Lists, etc..)

Data Issues You Can Expect

Spatial Issues You Can Expect Data Adjustments Made For Final Load Into Surface Ownership Database Spatial Data Provided By County

Attribute Differences You Can County Ownership Information: Expect Formatted For Database: owner Currie, Gloria & Bob Smith ETAL Name1 Gloria Currie & Bob Smith Etal address1 Currie Industries Name2 Currie Industries address2 C/O Johnnie R Currie Attention Johnnie R. Currie address3 2564 North 63rd Street Address1 2564 North 63rd Street address4 Wynnewood, OK 73098 City Wynnewood State OK Zip 73098

Final Data Preparation Data integrity mandates everything be prepared correctly. No ownership gaps (parcels w/o ownership) No topology errors (Overlaps, Gaps, etc.) No attribute inconsistencies (Parcel ID s,, Name Formatting, etc.) Check for special circumstances (Multiple Interest Owners, Road/Easement Crossings, known tenancy information, etc.) Technical Issues (oracle keys unique, new versus update, group data into structure needed within database, etc.)

Pipeline Table Our primary objective for surface ownership is to support Right Of Way Activities. We use this table to organize and store the spatial pipeline features. Tract Table At ConocoPhillips, a tract represents a pipeline crossing a parcel. Each time a parcel is crossed by a different pipeline, a new tract is required. The tract table ties each pipeline system to the parcels it crosses. Parcel Table In order for a tract to exist, there must be a underlying parcel. The parcel table stores parcel specific information such as Situs Address, Data Source, County IDs, etc. This table is also a feature class, storing the spatial parcel features. Ownership Information Ownership information is stored in a separate attribute table because each parcel may have multiple owners. This information includes Name, Mailing Address, Email, Phone, etc.. Legal Description Some parcels may cross large spans of land or have complex legal descriptions. These cases prompt the need for a separate legal description table, allowing us to capture all of this information.

Tract Versus Parcel Red Tract #s Associate Parcels To The Red Pipeline System NW Parcel: 98226822660680 Tract: 351430001.000 Tract: 351430001.OFF 6 Parcel: 982268226609a2 Tract: 351430002.000 Tract: 351430003.000 Pipeline System NE Blue Pipeline System Blue Tract #s Associate Parcels To The Blue Pipeline System Parcel: 01226822660650 Tract: 351430001.OFF Tract: 351430001.000 SW Parcel: 98226822660685 Tract: 351430003.000 Tract: 351430002.000 SE A parcel is the boundary of an owned piece of property. Parcels are obtained from the public data sources. A tract relates individual parcels to company owned assets of interest, such as a pipeline. (If you look above you will see 4 parcels, illustrated by the grey boxes. There are two pipelines crossing this area of the county.) We use tracts to associate the ownership of the parcels along a given pipeline.

Pipeline Table Our primary objective for surface ownership is to support Right Of Way Activities. We use this table to organize and store the spatial pipeline features. Tract Table At ConocoPhillips, a tract represents a pipeline crossing a parcel. Each time a parcel is crossed by a different pipeline, a new tract is required. The tract table ties each pipeline system to the parcels it crosses. Parcel Table In order for a tract to exist, there must be a underlying parcel. The parcel table stores parcel specific information such as Situs Address, Data Source, County IDs, etc. This table is also a feature class, storing the spatial parcel features. Ownership Information Ownership information is stored in a separate attribute table because each parcel may have multiple owners. This information includes Name, Mailing Address, Email, Phone, etc.. Legal Description Some parcels may cross large spans of land or have complex legal descriptions. These cases prompt the need for a separate legal description table, allowing us to capture all of this information.

Using The Database Oracle Database (SDE) (Pipeline Systems) (Surface Owners) (Company Information) ArcGIS COP Surface Ownership System (ArcEngine) (Patent Pending) GIS-Enabled Websites Advanced GIS tools allow advanced spatial analysis with limited ownership management via joining the oracle tables together. System designed to facilitate ownership management as well as end user workflows by automatically joining the ownership tables and tying them back to individual company assets. This system also utilizes versioning for disconnected field work, so individual edits can be made. Simple but effective method, granting read only access to the ownership information. Allowing simple GIS analysis.

Model Building ArcGIS Advanced Analysis ESRI ArcGIS Toolbox Python Scripts

SOS - Ownership Management

SOS - Project Management

SOS - Ownership and Tract Remarks

SOS - Reporting

SOS - Attribute Search Tool

SOS - Disconnected Edits & Versioning

GIS-Enabled Website

Spatial And Ownership Loaded Into Oracle/SDE End Users Notified Upon Completion (Process Begins) Project List Received Contact Available Data Sources Ownership Cleaned and Standardized Parcels Adjusted (Synchronize with existing info in Database) Workflow For Managing Surface Ownership GIS Analysts Use Information To Tract Out Parcels Obtain Relevant Information (Pipeline Corridor, Parcel Boundaries, Ownership Information) Secure Project Funding & Initiate Data Acquisition

Jeff Bute Senior Property Maintenance Rep. Real Property Administration LandGIS Group 100-03 Plaza Office Building 315 South Johnstone Bartlesville, OK 74004 918-661-0973 Jeff.W.Bute@ConocoPhillips.com Daniel Whitworth Assoc. Property Maintenance Rep. - GIS Data Analyst Real Property Administration LandGIS Group 180-14 Plaza Office Building 315 South Johnstone Bartlesville, OK 74004 918-661-3153 Daniel.E.Whitworth@ConocoPhillips.com Feel free to contact either of us if you have questions or comments