Real Estate Inventory System REIS Presentation to the

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Real Estate Inventory System (REIS) Presentation to the Audit and Finance Committee October 23, Real Estate Inventory System (REIS) Presentation to the Audit and Finance Committee October 23, 2013 Developed Jointly by: Office of Real Estate Services Lauraine Rizer, Officer Enterprise Architecture Rob Byrd, Chief Enterprise Architect

Business Plan Benefits Maximum Capability Business Plan Benefits Maximum Capability

Real Estate Inventory System (REIS) Purpose Ø Lease and Manage City Properties Ø Procure Real Estate Inventory System (REIS) Purpose Ø Lease and Manage City Properties Ø Procure Leases Ø Sell City Owned Properties Ø Acquire Fee Simple Tracts and Easements Ø Manage and Coordinate Eminent Domain Cases Ø Process Street/Right of Way Vacations and Easement Releases Ø Manage Property Assets Ø Process Parkland Dedication and Donations Ø And, other department purposes…

Additional Real Estate Sources and Responsibilities Office Austin Energy Aviation Building Services Controller's Office Additional Real Estate Sources and Responsibilities Office Austin Energy Aviation Building Services Controller's Office County Clerk's Office Fire Department Human Resources Department Outside Source Public Works Real Estate Services Real Estate Services Transportation Department Water Utility Wildlands Division Watershed Responsibility Public Involvement & Real Estate Services Airport DB (easements, grants, deeds, etc. ) FM Interact DB (facility location/structure attributes) City Asset List Deed Record Hydrant Locations/Fire Battalion Chief Risk Management Database (work location) TCAD/WCAD/HCAD (historical information) ROW DB (pavements, street furniture, street trees, bicycle facilities, license agreements, encroachment) Cemetery Plots Fat Book Green Card/Encroachment PDR Plans/Black Book/Parcel Maps Real Estate Access Database Real Estate GIS Layer (easements/parcels) ROW DB (signs, signals, markings, pay stations, meters) List of Real Estate Assets Land Conservation and Habitat Protection Flooding, Erosion, and Water Quality

Problem Statement Ø City departments maintain real estate information differently because the purpose varies Problem Statement Ø City departments maintain real estate information differently because the purpose varies significantly between them. As a result, each department developed their own real estate database to suit their individual business needs Ø Real estate information differences between the data sources (concordance) does not provide the necessary business intelligence to effectively manage City-owned real estate

REIS Development Principles Ø Develop REIS to conform to City business needs Ø Understand REIS Development Principles Ø Develop REIS to conform to City business needs Ø Understand communicate the business purpose and value by creating a REIS Enterprise Architecture Ø Use REIS Enterprise Architecture to develop a statement of work to elicit qualified vendor

EA Logical Data Model Enhance to accommodate single member District EA Logical Data Model Enhance to accommodate single member District

Include EA in Statement of Work “This is the best written SOW that we Include EA in Statement of Work “This is the best written SOW that we have ever seen. ” Esri • Provides means to determine level of effort and clearly communicate scope • Reduces contractor risk resulting in reduced cost • Yields additional cost savings because contractor did not perform the business analysis • Needs identified by user community – increasing buy in

Evaluate Real Estate Information Ownership Policy and Procedures Ø Establish Office of Real Estate Evaluate Real Estate Information Ownership Policy and Procedures Ø Establish Office of Real Estate Services as the central source for real estate information Ø Determine REIS access controls § Assists in policy implementation § Procedures route requests to authorized personal Ø Establish Service Level Agreement for REIS § § § Measures of performance Service maintenance Information protection and disaster recovery

Cost and Schedule Ø Cost § Setup cost estimate ~$250 K* (not in budget) Cost and Schedule Ø Cost § Setup cost estimate ~$250 K* (not in budget) § Annual cost ~$20 K* / year * Cost estimate based on vendor developed database application – further review required for alternative solutions such as outsourced COTS solution Ø Schedule Task Enterprise Architecture Operational Need Specification and Logical Data Model Development Est Timelines Present - Dec 13 Develop Statement of Work and ~ 6 months Elicit Solution Provider Develop and Implement Solution ~ 6 months Description Perform business analysis of department data/information sources, determine operational need specifications and incorporate into a citywide logical data model solution Write statement of work using the Enterprise Architecture, elicit and select qualified solution provider Vendor uses citywide developed REIS Enterprise Architecture to develop and test solution Note: Timelines are estimated and may change as REIS requirements mature

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