2013 row projectwise guide

2013 Utah Department of Transportation 4501 South 2700 West Salt Lake City, Utah 84114-8240 801-965-4209

RIGHT OF WAY PROJECTWISE GUIDE www.udot.utah/go/rowprojectwiseguide

Table of Contents INTRODUCTION .............................................................................................................................................................................................................. 1 GENERAL (Complex) ADMINISTRATIVE .......................................................................................................................................................................... 5 DESIGN ........................................................................................................................................................................................................................... 7 ACQUISITION ................................................................................................................................................................................................................ 14 CONDEMNATION ......................................................................................................................................................................................................... 22 PROPERTY MANAGEMENT ........................................................................................................................................................................................... 26 REGION EXCESS LAND (Q-Summaries) PACKAGES ....................................................................................................................................................... 30 PROP. MGMT (Complex) SURPLUS DISPOSAL PKG ...................................................................................................................................................... 35

Revisions Date

Page

09-10-2013

40

Area Prop. Mgmt (Complex) Surplus Disposal Pkg

Comment Added Sub Type “Surplus Appraisal” for appraisals obtained for land sales

Updated By: Shirleen Hancock, ROW – Deputy Director, Prop. Mgmt.

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INTRODUCTION ProjectWise is a Bentley Systems, Incorporated software package that serves as a document management system to manage engineering project documents.

ProjectWise can manage any document type including MicroStation, Micosoft Office Documents, as well as project photos and aerial images.

ProjectWise provides a secure environment where project information can be stored. Individuals can check out a document for revisions and check it in when the revisions are done. Others can read the document while the document is check out but cannot revise it.

Consultant ProjectWise Access Request To request access rights on a specific project in UDOT ProjectWise, go to www.udot.utah.gov and in the top right hand corner under the Google Custom Search enter ProjectWise Home.

Right of Way ProjectWise Requirements All Right of Way Project documents are required to be imported, properly attributed and assigned the appropriate workflow state. This guide is broken out in the following sections:  Administration (Reserved for Internal Right of Way Administrative Documents)  Design  Acquisition  Condemnation  Property Management - Leased Properties - Surplus Properties  Region Process  Complex Process  Outdoor Advertising and Access Control 

ProjectWise Workflow States Right of Way Design, Acquisition, Region (Q-Summaries) Disposal Package and Property Management (Complex) Surplus Land Disposal Processes utilize Workflow State Changes to track the progress of where a specific document or package is in that particular process.

Additional information about state changes can be found in the individual sections within this guide.

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Audit Trail Tab An audit trail is created for each document stored in ProjectWise. You can use the audit trail to review historical information about the document including when it was created, copied out, checked out, and checked in. ProjectWise records the date, time, and user name of the person performing the action along with any comments that were entered by the user.

Using the audit trail you can see when an object (document or folder) was created, who has accessed the object by viewing it, checking or copying it out, and also if an object was deleted.

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Working with Documents in ProjectWise Each document listed in the ProjectWise Explorer window will begin with two icons. The first icon identifies the Status of a document; the second icon identifies the document Type.

The following table identifies the status icons and their meaning.

Status of Documents Icon

Meaning Document is available for checkout Document is open for read access Document is checked out by another user You have this document checked out Document is exported Document is final

The following table identifies the more common document types and the application they are associated with.

Common Document Types Icon

Document Type MicroStation document MicroStation document with reference files attached Microsoft Word document Microsoft Excel document PDF document

Document Properties and Attributes In general, a document “properties” is information about the document that is automatically populates and can’t be entered manually. There are some exceptions to this definition but it helps to understand how ProjectWise works if you think of properties in this way.

ProjectWise attributes on the other hand are extra custom data fields generally used to store project specific data for each document. Unlike document properties that get populated automatically as documents are created and modified, attribute information must be entered manually by the end user.

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Changing Attributes on Multiple Files If you have many project files that need to be populated with the same attributes, use the Modify… tool to assign those attributes all at the same time. Please call 801-965-4209 and ask to speak to one of the Right of Way Coordinators for more information about attributing multiple files.

Searching for ProjectWise Documents You can search for documents by document type, subtype, created by, updated by or date (just to name a few).

Basic Search:    

Right click on the ProjectWise folder you wish to search.

Click on “Advance Search” in pop up window Select “Search Form” in the Select Search Definition Dialog box Select criteria you want to search on either the General or Attributes tab

ProjectWise Support You’ll find additional training materials and information on ProjectWise by visiting www.udot.utah.gov and entering “ProjectWise” in the custom search field at the top of the page.

Right of Way Jolene Ottley ROW Coordinator 801-965-4256 jottley@utah.gov

Susan Parker ROW Coordinator 801-633-8608 sdparker@utah.gov

General ProjectWise Support: 801-965-4040, Option 1 projectwisesupport@utah.gov

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GENERAL (Complex) ADMINISTRATIVE

5

General Administrative Documents Naming Conventions and Attributes DOCUMENT ROW DOWNLOADS+

SUBTYPE

MULTIPLE SUBTYPE

Administrative+

Access Control

Checklist+

Acquisition

Forms+

Agreement

Guides and Manuals+ Memorandums+ Policies and Procedures+ Training Material+

Appraisal – Valuation Condemnation Consultant Master Corridor Preservation Deeds Design Division Info (Org Chart, Phone List, etc) Local Governments Outdoor Advertising ProjectWise Property Management Relocation ROW ePM Title and Closing

NAMING CONVENTION GENERAL: (Be as descriptive as possible when naming documents) Examples: RW-01 Warranty Deed_ Individual RW-01 Warranty Deed_ Corporation RW-03GP Warranty Deed_Controlled Access_Gen Partnership Acquisition Checklist

FILE IMPORT LOCATION UDOT PROJECTWISE V8I  Documents  Complex  Project Development  Right of Way  ROW Downloads

POLICIES AND PROCEDURES: Requires Director approval prior to import Policy Area_Number_Title_when naming Policies and Procedures Example: ROW-PM-002-12_Surplus Land (Complex) Disposal Policy and Procedure ROW-PM-001-12_Surplus Land (Region) Disposal Policy and Procedure ROW Policy and Procedures Numbering Index: ROW-AC: Access Control ROW-ACQ: Acquisition ROW-ADM: Administration ROW-APP & V: Appraisal & Valuation ROW-CON: Condemnation ROW-CP: Corridor Preservation ROW-DES: Design ROW-LG: Local Governments ROW-PM: Property Management ROW-ODA: Outdoor Advertising ROW-RELO: Relocation ROW-TC: Title and Closing

6

DESIGN

7

Design (Partial Summaries) Document Import & Delivery Method 1. ALL ROW Design projects MUST be imported into ProjectWise with the approved naming convention noted including ALL appropriate Attributes.

2. Ensure that the VIEW and INTERFACE fields at the top of the screen are set to “Right of Way”. a. If the Interface and View fields are not shown, position your curser over the toolbar and right click and select “View” on the pop-up menu.

3. ATTRIBUTING ROW DESIGN DOCUMENTS a. Set Document Filter Type drop down to “Right of Way”. b. You MUST include “Document Type” along with the associated “Subtype & Multiple Subtype” (If noted) when attributing documents. c. The following information MUST be filled in on the attributing screen: i.

Pin, Project, Route, County, Region ii. Document Phase (Ex: Partial, Final, Supplemental) iii. ROW Summary Number (Ex: 1, 2, 3,… NOT 1P, 2P, or 1S, 2S) iv. Ownership Name & Number (For parcel specific documents) Note: Attribute Ownership Name before selecting ownership number. v. Organization (Consultant completing Partial Summary) 4. INDIVIDUAL DOCUMENTS SUBMITTED a. For each Partial Summary submitted, the following documents require individual attributing and import into ProjectWise: i. RW-53 Summary iv. Plan Sheets vii. Signature Deeds ii. Deed Plot v. Vesting Documents viii. QC/QA Package iii. Ownership Record vi. ePM Summary ix. MicroStation Files (.dgn) 5. COMPLETE SUMMARY (.pdf is required for submittal) a. Create and upload the entire Partial Summary in a single PDF. b. The Complete Summary PDF MUST include the following documents: i. Transmittal ii. RW-53 iii. Ownership Record

iv. Vesting Documents v. Signature Deeds vi. Deed Plot

6. QUALITY CONTROL (QC) PACKAGE is required for submittal. a. ProjectWise import of the Quality Control (QC) package conducted by the Consultant is required and MUST include the complete QC review of the entire package.

7. PLAN SHEETS submitted with the Partial Summaries will be Temporary Sheets on 11 x 17 paper size.

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8. Final Summary will include the naming convention of F, NOT P or S. Example: 8061_F-0114(21)0_21F_Complete pdf.pdf a. With the Final Summary a Complete Set of Final Stamped Plans (Black and White) is required. (Uploaded as its own document) b. Final or Revised Plans MUST be attributed with the Document Type: ROW Plans. Do not use ROW Partial Summary Set+.

Note: This does not eliminate the need for each Supplementary Summary to include Revised Right of Way Sheets with the summary.

9. Final Plans, with revisions, are required for Supplemental Summaries and must be attributed as: a. Document Type: Final Plans and Subtype: Revised b. Revised sheets are to be included in the complete summary pdf as well as individual documents for the RW sheets.

10. COMPLETING THE STATE CHANGE PROCESS: a. Right of Way Design documents in ProjectWise are tracked through Workflow States. b. When the associated document milestone is reached, action must be taken to move the “state” to next. c. Once a document has been imported and attributed correctly you MUST complete the following steps: i. Right click on the document that has just been imported. ii. Select “Change State”. iii. Select “Next”.

Note: By selecting “Next” the document state will change to the next stage or workflow in the process.

DESIGN (Partial Summaries) ASSOCIATED WORKFLOW STATES No. State Description State Change State Change Responsible Party In Design Documents are in development stage In Design to In Review Designers 1.

In Review Design documents submitted to Region for review In Review to In Conformity Review Region 2.

In Conformity Design documents have been approved by the In Conformity Review to In Design Program Manager 3.

4.

Review In Acquisition

Region and are at the Complex for review Design documents have been approved and ready for acquisition

Acquisition --

--

11. DELIVERY METHOD a. ProjectWise reads the parcel information out of the data in ePM which prevents you from completely attributing the individual files with the parcel data until the upload to ePM has been successfully completed. b. Please follow the procedures listed below for submitting Right of Way summaries: i. Upload the Complete Summary.pdf for Region Review. (See #6.) ii. Change the State of the document from “In Design” to “In Review”. (See #10) Requirement: An email notification MUST be sent to the Region Right of Way Engineer/Manager that contains the link to the Summary. c. The Region will begin its review of the package 9

i. Region personnel will change the State back to “In Design” if corrections are noted and provide all comments and/or redlines to be completed. d. When the comments and/or redlines have been addressed repeat Step B above. e. The Region will verify the changes have been made and request you to upload the data to the Right of Way Module with ePM. After the information has been entered successfully in ePM: i. Upload the remaining documents for the summary to ProjectWise, and ii. Repeat Steps noted in 11 b. above. (See #4 for individual documents) Note: You can change the state on multiple documents by highlighting all pertinent documents. iii. Email the Region R/W Engineer/Manager when this step has been completed. f. After the Region has verified all the documents are in ProjectWise with correct naming and attributes one (1) hard copy of the Complete Summary is to be delivered to: Right of Way Design Program Manager Utah Department of Transportation 4501 South. 2700 West Salt Lake City, Utah 84114-8420 (801) 965-3812 g. Region personnel MUST ensure that the Workflow State associated with the submittal has been changed to “Conformity Review”.

12. DESIGN DOCUMENTS shall be imported with a printing resolution minimum of 300 DP.

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Tips for Attributing Design Documents Make sure that the Document Type Filter is set to “Right of Way” TO IMPORT:  Locate the appropriate Pin and Project folder and drag/drop the document.

Select “Right of Way Only” to shorten the drop down list

DESIGN (Partial Summaries) DOCUMENTS

 Design (Partial Summaries) File Import

Directory:  UDOT ProjectWise v8i  Documents  UDOT Projects  Region  Pin  Right of Way Folder

 Once you drag the document into the appropriate folder, a pop up box will appear.

When noted, both the Document Subtype and Multiple Subtype (when applicable) are required

 Select the Advance Wizard option and page thru attributing the document as noted in the Design (Partial Summaries) Naming Conventions & Attributes Table on the following page.

When attributing Partial Summaries, the Document Phase and ROW Summary Number must be identified

Verify that Pin, Project, Route, County, Region & Project Name populates.

If blank select from dropdown list.

When working with a Consultant, select firm from the Organization dropdown

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Design Documents Naming Conventions and Attributes DOCUMENT TYPE

ROW PARTIAL SUMMARY SET+

SUBTYPE

Complete Summary PDF

NAMING CONVENTION

DOCUMENT IMPORT RULES

.pdf .tif

Documents must be imported in .pdf format.

Deed Plot

EXAMPLE  8061_F-0144(21)0_08P_Complete PDF.pdf Pin_Project_Summary_Parcel_DeedPlotter

.pdf

ePM Summary

Example  8061_F-0114(21)0_08P_109_DeedPlot.pdf  8061_F-0114(21)0_08P_109_DeedPlot.des Pin_Project_Summary_e-Summary

Deed Plots or other parcel closure verification from CADD Application is required for each parcel

.xls

Documents must be imported in the .xls format.

.pdf .doc

 Documents must be imported in both the .doc and .pdf format.  MS Office Vista is not supported at this time and will not be accepted.

.pdf .dgn

 Right of Way plan sheets with Aerial background must be imported in a .pdf format.

Ownership Record

Plan Sheets (Temporary)

Pin_Project_Summary_Complete pdf

FILE FORMAT

Example  8061_F-0114(21)0_08P_E-Summary.xls Pin_Project_Summary_Parcel_Own Example(s)  8061_F-0114(21)0_08P_128_Own.pdf  8061_F-0114(21)0_08P_128_Own.tif Pin_Project_Summary_Sheet No.__ 1

Example  8061_F-0114(21)0_08P_RW-03-Aerial.pdf Example2 (Black/White)  8061_F-0114(21)0_08P_RW-03.pdf  8061_F-0114(21)0_08P_RW-03.tif ROW 53 Summary

Signature Deeds

Pin_Project_Summary_RW-53  8061_F-0114(21)0_08P_RW 53.pdf  8061_F-0114(21)0_08P_RW-53.doc Pin_Project_Summary_Parcel_Signature Example(s)  8061_F-0114(21)0_08P_12B_EX_sig.pdf  8061_F-0114(21)0_08P_12B_EX_sig.doc  

8061_F-0114(21)0_08P_109_2E_sig.pdf 8061_F-0114(21)0_08P_109_2E_sig.doc



8281_S-0089-(221)300_02S_REF_2.pdf

Black / White .pdf or .tif

.pdf .doc

.pdf .doc

DOCUMENT IMPORT LOCATION UDOT ProjectWise v8i  Documents  UDOT Projects  Region  Pin / Project  ROW Folder

 Plans submitted in a black/white lined drawing may be imported in either a .tif or .pdf format. (Black/White is required for Final Plans)  Documents must be imported in both the .doc and .pdf format.  MS Office Vista is not supported at this time and WILL NOT be accepted.  Documents must be imported in both the .doc and .pdf formats.  MS Office Vista is supported at this time and WILL NOT be accepted

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Design Documents Naming Conventions and Attributes DOCUMENT TYPE ROW PARTIAL SUMMARY SET+ (cont.)

SUBTYPE Vesting Docs

QC/QA

MICROSTATION FILES ROW PLANS+

-Final

Pin_Project_Summary_Parcel_Vesting

Record of Survey

--

File Format

DOCUMENT IMPORT RULES

.pdf .tif

Documents may be imported in either PDF or TIF format.

Example  8061_F-0144(21)0_08P_109_Vesting.pdf Pin_Project_Summary_Complete QC-QA Pkg Example 8061_F-0114(21)0_08P_Complete QC-QA Pkg.pdf Pin_Project_DGN File

.pdf

Documents must be imported in the PDF format.

.dgn

Pin_Project_RW Plans_Final Plans

.pdf

Documents must be imported in .dgn format Documents must be imported in the PDF format.

Example  8061_F-0114(21)0_Final Plans.pdf Pin_Project_Supplemental_RW Plans _ Sheet # _ Revised

Revised

ROW ABANDONMENT

NAMING CONVENTION

.pdf

Documents must be imported in the PDF format.

Example 8061_F-0114(21)0_013_RW-05_Revised.pdf Pin_Project_Record of Survey

.pdf

Documents must be imported in the PDF format.

Example 8061_F-0114(21)0_Record of Survey.pdf Pin_Project_Road Abandonment

.pdf

Documents must be imported in the PDF format.

DOCUMENT IMPORT LOCATION UDOT ProjectWise v8i  Documents  UDOT Projects  Region  Pin / Project  ROW Folder

Example  8061_F-0114(21)0_Road Abandonment.pdf

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ACQUISITION

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Acquisition (Partial Summaries) Document Import & Delivery Method 1. ALL ROW ACQUISITION DOCUMENTS MUST be imported into ProjectWise with the approved naming convention noted below including ALL appropriate attributes.

2. Parcel noted in Naming Convention Sheet refers to the “general ownership number”. (Pin_Project_Parcel) 3. Ensure that the ProjectWise Interface is set to “Right of Way” and the View is set to “UDOT ROW Acquisition”. a. The Interface and View drop down menus are located on the top toolbar. b. Use drop down menu on the Interface and View fields to select to change. c. If the Interface and View fields are not shown, position your curser over the toolbar and right click and select “View” on the pop- up menu.

4. ATTRIBUTING ROW ACQUISITION DOCUMENTS: a. Set Document Filter Type drop down menu to “Right of Way Only” to minimize selection options. b. Documents must include “Document Type” along with the associated “Subtype & Multiple Subtype” (if noted) when attributing documents. c. The following information MUST be filled in on the attributing screen: i. Ownership Name Note: ePM search criteria and the ability to load scanned documents from the 750 & 800 Screens are link to the ownership name and will not function properly without the parcel correctly attributed within ProjectWise. ii. Ownership Number iii. Organization (If known) – Refers to the Consultant completing the documents. iv. Parcel Number 5. ACQUISITION DOCUMENTS shall be imported with a printing resolution minimum of 300 DP.

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Tips for Attributing Acquisition Documents TO IMPORT:  Locate the appropriate Pin and Project folder and drag/drop the document.  Design (Partial Summaries) File Import Directory:  UDOT ProjectWise 8i  Documents  UDOT Projects  Region  Right of Way  Acquisition  Once you drag the document into the appropriate folder, a pop up box will appear.  Select the Advance Wizard option and page thru attributing the document as noted in the Acquisition (Partial Summaries) Naming Conventions & Attributes Table on the following page.

Make sure that the Document Type Filer is set to Right of Way Only

Ensure Pin, Project, Route, County, Region & Project Name populates.

If blank select from dropdown list.

Make sure that the Document Type Filter is set to “Right of Way” Select “Right of Way Only” to shorten the drop down list

When noted, both the Document Subtype and Multiple Subtype (when applicable) are required

ACQUISITION (Partial Summaries) DOCUMENTS IMPORTANT  ePM search criteria is linked to the Ownership Name, Ownership Number, and Parcel Number  It is important that this information is attributed correctly or the scanned documents will not load properly within ePM. Tip: By populating the Ownership Number first, the Ownership Name dropdown list will be shortened making selection easier

Select ALL Parcel Number(s) document pertains to Note: If Parent/Child attribute parent only

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Acquisition Documents Naming Conventions and Attributes DOCUMENT TYPE

SUB TYPE

ROW 1ST RIGHT OF REFUSAL

NAMING CONVENTION Pin_Project_Parcel_1st Right of Refusal

--

ROW ACQ. SUMMARY+

ROW ACQUISITION FILE Note: Utilize this Document Type for ALL documents not named individually but deemed important to retain such as correspondence, title reports, etc.

ROW APPRAISALS+

Contact Acq. Summary

Example:  8061_F-0114(21)0_176K_1st Right of Refusal Pin_Project_Parcel_Acq Summary

Cost to Cure Summary

Example:  8061_F-0114(21)0_176K_Acq Summary Pin_Project_Parcel_C to C Acq Summary

Sup. Contract Acq. Summary

Example:  8061_F-0114(21)0_176K_C to C Acq Summary Pin_Project_Parcel_Sup Contract Acq Summary

Permit Acq. Summary

Example:  8061_F-0114(21)0_176K_Sup Contract Acq Summary Pin_Project_Parcel_Permit Acq Summary

DOCUMENT IMPORT LOCATION UDOT ProjectWise v8i  Documents  UDOT Projects  Region  Pin  Acquisition

Example:  8061_F-0114(21)0_176K_Permit Acq Summary Pin_Project_Parcel_Acq File -Example:  8061_F-0114(21)0_176K_Acq Summary

Appraisal – Original

Pin_Project_Parcel_Appraisal

Note: Original Appraisal conducted by Project Appraiser

Example: 8061_F-0114(21)0_176K_Appraisal Pin_Project_Parcel_Appraisal_Appraiser’s Last Name_Date (mm-dd-yyyy)

Appraisal – 2nd Appraisal Ordered Note: Use this naming convention when a 2nd appraisal is ordered from a different Appraiser on the same parcel and the Appraiser is not the Project Appraiser.

Appraisal – Parent/Child

Example(s):  8061_F-0114(21)0_176K_Appraisal_Hotlby_02-02-2011 8061_F-0114(21)0_176K_Appraisal_Van Drimmelen_03-24-2011 Example: 7755_S-I15-1(84)6_1,2_Appraisal

Appraisal – Parent/Child – In Total

Pin_Project_Parcel_Appraisal_Both Owners Last Names

Note: Use this naming convention when an appraisal is conducted on a parent/child ownership parcel where the ownership last names are different and the appraisal is conducted in total.

Example:  7755_S-I15-1(84)6_1,2_Appraisal_ Blake & Imlay Note: Blake and Imlay are the parent/child property owners.

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Acquisition Documents Naming Conventions and Attributes

DOCUMENT TYPE ROW APPRAISALS+ (Cont.)

SUB TYPE Appraisal – Addendum

Comparable Listings

Pin_Project_Parcel_Appraisal Addendum_ Appraiser’s Last Name_Date (mm-dd-yyyy) Example: 8021_S-0193(6)0_18_Appraisal Addendum_Jensen_05-22-12 Pin_Project_Parcel_Appraisal Revised_Appraiser’s Last Name_Date (mm-dd-yyyy) Example: 8021_S-0193(6)0_14 _Appraisal Revised_Black_04-15-12 Pin_Project_Parcel_Appraisal Ombudsman _ Appraiser’s Last Name_Date (mm-dd-yyyy) Example: 8021_S-0193(6)0_14 _Appraisal Ombudsman_Swenson_05-12-2012 Pin_Project_Parcel_Review Example: 8021_S-0193(6)0_14 _Review Pin_Project_Parcel_Review Addendum_ Appraiser’s Last Name_Date (mm-dd-yyyy) Example: 8021_S-0193(6)0_18 _Review Addendum_Jensen_06-23-2012 Pin_Project_Parcel_Review Revised_ Appraiser’s Last Name_Date (mm-dd-yyyy) Example: 8021_S-0193(6)0_18 _Review Revised_Jones_07-11-2012 Pin_Project_Parcel_8021_S-0193(6)(0)_Comparable Listings

Rental Analysis

Pin_Project_Parcel_8021_S-0193(6)(0)_Rental Analysis

Appraisal Comp. Estimate Waiver

Pin_Project_Parcel_ACE Waiver Example: 8021_S-0193(6)0_18 _ACE Waiver Pin_Project_Parcel_ACE Appraisal Example: 8021_S-0193(6)0_18 _ACE Appraisal

Appraisal - Revised

Appraisal – Ombudsman

Review – Original

Review – Addendum

Review - Revised

ROW COMP ESTIMATE+

Appraisal Comp. Estimate (ACE)

ROW CONSULTANT CONTRACT+

NAMING CONVENTION

Review Contract (Consultant Only)

Appraisal Contract (Consultant Only)

Acquisition Contract (Consultant Only)

UDOT ProjectWise v8i  Documents  UDOT Projects  Region  Pin  Acquisition

Use the example below if there is second Appraisal Comp. Estimate (ACE) Example: 8021_S-0193(6)0_18_ACE Appraisal_Brown_05-09-2012 Pin_Project_Parcel_Review Contract_Last Name_Date Example: 1793_SP-0067(1)0_01B_Review Contract_Payne_ 05-22-2012 Pin_Project_Parcel_Appraisal Contract_Last Name_Date Example: 1793_SP-0067(1)0_01B_Appraisal Contract_Clark_05-22-2012 Pin_Project_Parcel_Acq Contract_Last Name_Date Example: 1793_SP-0067(1)0_01B_Acq Contract_Hansen_05-22-2012

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Acquisition Documents Naming Conventions and Attributes DOCUMENT TYPE ROW CONTRACT+

SUB TYPE

NAMING CONVENTION

ROW Contract

Pin_Project_Parcel Contract

ROW Contract Amendment

Example:  6836_S-LC53(45)_115_Contract Pin_Project_Parcel (Parent_Child)_Contract

ROW Contract Amendment

Example: 6836_S-LC53(45)_29, 30_Contract Pin_Project_Parcel Contract Amendment

Agreement

Example: 6836_S-LC53(45)_115_Contract Amendment Pin_Project_Parcel (Parent_Child)_Agreement

Cost to Cure

Example: 6836_S-LC53(45)_29, 30)_Agreement Pin_Project_Parcel_C to C Contract

Supplemental Contract

Example: 6836_S-LC53(45)_115_Contract Pin_Project_Parcel_Sup Contract 1 (2, etc.)

FOLDER IMPORT LOCATION UDOT ProjectWise v8i  Documents  UDOT Projects  Region  Pin  Acquisition

Example:

ROW DEEDS+

Executed, (But not recorded)

(Deeds, Easements & Right of Occupancy – ROOs)

6836_S-LC53(45)_117_Sup Contract 1 Pin_Project_Parcel_Exe Deed Example:

Recorded

 6836_S-LC53(45)_117_Exe Deeds Pin_Project_Parcel_Rec Deed Example: 6836_S-LC53(45)_117_Rec Deed

For Recorded ROO’s

Pin_Project_Parcel_ROO Recorded

Water Rights

Example: 6836_S-LC53(45)_118_ROO Recorded Pin_Project_Parcel_Water Rights_Rec Example: 6836_S-LC53(45)_117_WaterRights

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Acquisition Documents Naming Conventions and Attributes DOCUMENT TYPE

SUB TYPE

ROW DONATION

--

NAMING CONVENTION Pin_Project_Parcel_Donation Example:

ROW ENVIRONMENTAL+

Site Assessment

 6836_S-LC53(45)_117_Donation Pin_Project_Parcel_ Environment Phase

Decision Study

Example:  6836_S0093(6)(6 S-LC53(45)_114)_193_Phase ISite Assessment Pin_Project_Parcel_Environmental Phase

FOLDER IMPORT LOCATION UDOT ProjectWise v8i  Documents  UDOT Projects  Region  Pin  Acquisition

Example: 6836_S-LC53(45)_114_Phase II_Decision Study Pin_Project_Parcel_Remediation_Date (mm-dd-yyyy)

Remediation

ROW EXECUTED CLAIM FORM

ROW FEDERAL LAND TRANSFERS Note: Projects without pins utilize 0000_Project_Parcel naming convention

--

Example  8021_S0193(6)(6)_ST193_Exe Claim Form Pin_Project_Parcel_Request Letter

Request Letter

Example:  6697_S-R399(42)_42B_Request Letter Pin_Project_Parcel_Letter of Consent

Letter of Consent

ROW HUD CLOSING STATEMENT

ROW RELOCATION+

Example: 6836_S-LC53(45)_115_Remediation_04-15-2012 Pin_Project_Route_Exe Claim Form

--

Example: 6697_S-R399(42)_42B_Letter of Consent Pin_Project_Route_HUD

*Claim

Example:  8021_S0193(6)(6)_ST193_HUD Pin_Project_Route_Relo_Displaced Last Name_Claim Number

*Includes ALL supporting claim documents Housing Study

Example:  7703_MP-0182(6)_304H_Relo_Burgess_Claim 1 Pin_Project_Route_Relo_Displased Last Name_Housing Study Example: 8021_S0182(6)_304F_Relo_Burgess_Housing Study

Rental Housing Study

Pin_Project_Route_Relo_Displace Last Name_Rental Housing Study Example: 8021_S0193(6)_304H_Relo_Smith_Rental Housing Study

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Acquisition Documents Naming Conventions and Attributes DOCUMENT TYPE ROW SETTLEMENT INVOICE+

SUB TYPE Contract Settlement Invoice

Pin_Project_Parcel_ Settlement Inv

Cost to Cure Settlement Invoice

Example:  8021_S0193(6)(6)_ 193_ Settlement Inv Pin_Project_Parcel_C to C Settlement Inv

Note: Scanned Settlement Invoice documents to include:  Check  Settlement Statement o Blue – Closing o Yellow – Settlement Invoice  Letter -Closing

NAMING CONVENTION

Folder Import Location UDOT ProjectWise v8i  Documents  UDOT Projects  Region  Pin  Acquisition

Example:  8021_S0193(6)(6)_ 193_C to C Settlement Inv Final Judgment Settlement Invoice

Pin_Project_Parcel_Final Settlement Inv

Permit Settlement Invoice

Example: 8021_S0193(6)(6)_ 193_Final Settlement Inv Pin_Project_Parcel_Permit Settlement Inv Example:  8021_S0193(6)(6)_ 193_Permit Settlement Inv

ROW TITLE INSURANCE POLICY

ROW TRESPASS

Protective Settlement Invoice

Pin_Project_Parcel_Protective Settlement Inv

Right of Entry Settlement Invoice

Example: 8021_S0193(6)(6)_193_Protective Settlement Inv Pin_Project_Parcel_ROE Settlement Inv

Right of Occupancy Settlement Invoice

Example: 8021_S0193(6)(6)_193_ROE Settlement Inv Pin_Project_Parcel_ROO Settlement Inv

Sup. Contract Settlement Invoice

Example: 8021_S0193(6)(6)_ 193_ROO Settlement Inv Pin_Project_Parcel_Sup Contract Settlement Inv

--

Example: 8021_S0193(6)(6)_193_Sup Contract Settlement Inv Pin_Project_Parcel_Title Ins Policy

--

Example:  8021_S0193(6)(6)_193_Title Ins Policy Pin_Project_Parcel_ Trespass Example: 8021_S0193(6)(6)_193_Trespass

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CONDEMNATION

22

Condemnation File Projectwise Naming Conventions & Attributing Rules 1. ALL ROW CONDEMNATION Documents MUST be imported into ProjectWise with the approved naming convention noted below including ALL appropriate attributes.

2. Parcel noted in Naming Conventions table refers to the “general ownership number”. (Pin_Project_Parcel) 3. Ensure that the ProjectWise View is set to “Right of Way” and the Interface is set to “UDOT ROW Acquisition”. a. The Interface and View drop down menus are located on the top toolbar. b. Use drop down menu on the Interface and View fields to select to change. c. If the Interface and View fields are not shown, position your curser over the toolbar and right click and select “View” on the pop-up menu.

4. ATTRIBUTING ROW CONDEMNATION DOCUMENTS: a. Set Document Filter Type drop down menu to “Right of Way Only” to minimize selection options. b. Ownership Name Note: ePM search criteria and the ability to load scanned documents from the 750 & 800 Screens are link to the ownership name and will not function properly without the parcel correctly attributed within ProjectWise. c. Ownership Number d. Organization (Consultant Name) e. Parcel Number 5. ORDER OF DOCUMENTS MUST be placed in the following order prior to scanning and import: a. Condemnation Request Memorandum – Obtained from Project b. Condemnation Memorandum – Obtained from AG’s Office c. Sighed and Notarized (UCA) Authorization – Obtained from Right of Way Director d. Condemnation Resolution e. Maps f. Agent Logs g. Appraisal (Court Ordered) h. Title Report i. Misc. Documents 6. CONDEMNATION DOCUMENTS shall be imported with a printing resolution minimum of 300 DP.

23

Tips for Attributing Condemnation Documents

TO IMPORT:  Locate the appropriate Pin and Project folder and drag/drop the document.  Design (Partial

Summaries) File Import Directory:

 UDOT ProjectWis v8i  Documents  UDOT Projects  Region  Right of Way  Acquisition  Once you drag the document into the appropriate folder, a pop up box will appear.  Select the Advance Wizard option and page thru attributing the document as noted in the Condemnation Documents Naming Conventions & Attributes Table on the following page.

Make sure that the Document Type Filter When noted, both the Document is set to “Right of Way” Subtype and Multiple Subtype (when applicable) are required Select “Right of Way Only” to shorten the drop down list

CONDEMNATION DOCUMENTS IMPORTANT  ePM search criteria is linked to the Ownership Name, Ownership Number, and Parcel Number

 It is important that this information is attributed correctly or the scanned documents will not load properly within ePM. Tip: By populating the Ownership Number first, the Ownership Name dropdown list will be shortened Select ALL Parcel Number(s) document pertains to Note: If Parent/Child attribute parent only

24

Condemnation Documents Naming Conventions and Attributes DOCUMENT TYPE ROW Condemnation+

SUB TYPE

NAMING CONVENTION

Condemnation File

Pin_Project_Parcel_Condemnation File 

Lis Pendens

DOCUMENT TYPE ROW Condemnation +

Recorded

Order of Occupancy

ROW Condemnation +

Recorded

DOCUMENT

SUB TYPE

Example: 1793_SP-0067(1)0_34_Condemnation File NAMING CONVENTION

Pin_Project_Parcel_Lis Pendens_Date (mm-dd-yyyy)

FILE IMPORT LOCATION  UDOT ProjectWise v8i  Documents  UDOT Projects  Region  Right of Way  Acquisition

 Example: 1793_SP-0067(1)0_34_Lis Pendens_05-22-2012 Pin_Project_Parcel_Order of Occupancy (mm-dd-yyyy)

Final Order

ROW Condemnation +

Recorded

 Example: 1793_SP-0067(1)0_34_Order of Occupancy_05-2212 Pin_Project_Parcel_Final Order_Date (mm-dd-yyyy) 

Example: 1793_SP-0067(1)0_34_Final Order_05-22-12

25

PROPERTY MANAGEMENT

26

Property Management (Lease) Documents Naming Convention and Attributes 1. ALL ROW LEASE DOCUMENTS MUST be imported into ProjectWise with the approved naming convention noted below including ALL appropriate attributes.

2. Parcel noted in chart below refers to the “general ownership number”. (Pin_Project_Parcel) 3. Ensure that the ProjectWise View is set to “Right of Way Acquisitions” and the Interface is set to “Right of Way”. a. The Interface and View drop down menus are located on the top toolbar. b. Use drop down menu on the Interface and View fields to select to change. c. If the Interface and View fields are not shown, position your curser over the toolbar and right click and select “View” on the pop- up menu.

4. ATTRIBUTING ROW LEASE DOCUMENTS: a. Set “Document Filter Type” drop down menu to “Right of Way Only” to minimize selection options. b. Documents must include Document Type along with the associated Subtype & Multiple Subtype (if noted). c. The following information must be including in the attributing:  Ownership Name Note: ePM search capabilities are link to the ownership name and will not function properly without the parcel correctly attributed within ProjectWise  Parcel Number (When applicable) 5. PROPERTY MANAGEMENT LEASE DOCUMENTS shall be imported with a printing resolution minimum of 300 DP.

27

Tips for Attributing Property Management Lease Documents TO IMPORT:  Locate the appropriate Pin and Project folder and drag/drop the document.  Property Management (Lease)Document File Import Directory:   UDOT ProjectWise v8i  Documents  Complex  Right of Way  Property Management  Leases  In House  Oil and Gas  Prop. Mgmt. Firm  Once you drag the document into the appropriate folder, a pop up box will appear.  Select the Advance Wizard option and page thru attributing the document as noted in the Prop. Mgmt.

Lease Documents Naming Conventions & Attributes Table on the following page.

Make sure that the Document Type Filter is set to Right of Way Only

When noted, both the Document Subtype and Multiple Subtype (when applicable) are required

PROPERTY MANAGEMENT LEASE DOCUMENTS IMPORTANT  ePM search criteria is linked to the Ownership Name, Ownership Number, and Parcel Number  It is important that this information is attributed correctly or the scanned documents will not load properly within ePM. Tip: By populating the Ownership Number first, the Ownership Name dropdown list will be shortened making selection easier Select ALL Parcel Number(s) document pertains to Note: If Parent/Child attribute parent only

28

Property Management (Lease) Documents Naming Convention and Attributes DOCUMENTS Row Property Management Info Sheet+

SUB TYPE

MULTIPLE SUBTYPE

--

--

NAMING CONVENTION Pin_Project_Parcel_Property Mgmt Info Sheet Example:

Row Property Management Lease+

In House Lease+

 Residential

 8021_S0193(6)(6)_ST193_Property Mgmt Info Sheet Pin_Project_Parcel_Tentant Name_mm-dd-yyyy Example:

Commercial

FILE DIRECTORY LOCATION  UDOT ProjectWise v8i  Documents  Complex  Right of Way  Property Management  Leases  In House  Oil and Gas  Prop. Mgmt. Firm

 8021_S0193(6)(6)_ST193_Brown_05-22-2012 Pin_Project_Parcel_ Tenant Name_mm-dd-yyyy Example: 8021_S0193(6)(6)_ST193_McDonalds_05-22-2012

Billboard

Pin_Project_Parcel_Billboard Lease_mm-dd-yyyy Example: 8021_S0193(6)(6)_ST193_Regan_05-22-2012

Cell Tower

Pin_Project_Parcel_Celll Tower Lease_mm-dd-yyyy Example: 8021_S0193(6)(6)_ST193_Verizon_05-22-2012

Air Space Lease

Pin_Project_Parcel_Tenant Name_mm-dd-yyyy Example: 8021_S0193(6)(6)_ST193_Martin Marietta_05-12-2012

Vacant Land Lease

Pin_Project_Parcel_Tenant Name_mm-dd-yyyy Example: 8021_S0193(6)(6)_ST193_Justin Louder_05-12-2012

Prop Mgmt Firm Lease+

Residential

Pin_Project_Parcel_Tenant Name_Prop Mgmt Firm_mm-dd-yyyy Example: 8021_S0193(6)(6)_ST193_Smith_Key Renter_05-22-12

Commercial

Pin_Project_Parcel_ Tenant Name_Prop Mgmt Firm_mm-dd-yyyy Example: 8021_S0193(6)(6)_ST193_McDonalds_Key Renter_05-22-12

29

REGION EXCESS LAND (Q-Summaries) PACKAGES

30

Region Excess Land (Q-Summaries) Package Naming Conventions and Attributes 1.

2.

3.

4.

5.

ALL REGION SURPLUS LAND (Q-SUMMARIES) PACKAGES MUST be imported into ProjectWise with the approved naming convention noted below including ALL appropriate attributes.

Ensure that the ProjectWise View is set to “ROW Surplus Property” and the Interface is set to “Right of Way”. a. The Interface and View drop down menus are located on the top toolbar. b. Use drop down menu on the Interface and View fields to select to change. c. If the Interface and View fields are not shown, position your curser over the toolbar and right click and select “View” on the pop-up menu.

IMPORTING Q-SUMMARIES: a. Documents are to be imported into the corresponding Route Folders (See Import File Directory Location on following page). i. Access rights to create subfolders have been restricted for uniformity assurances.

Note: If a Route Folder is not found in ProjectWise, please call 801-965-3812 for setup assistance. ii. Documents required for upload are: 1. Complete .pdf of the Q-Summary Package 2. All signature documents 3. KMZ file from Google Earth ORDER OF DOCUMENTS: a. Region Surplus Land (Q-Summaries) Packages MUST be placed in the following order prior to scanning and import: i. Region Transmittal Memo (Provide as much detail as possible) ii. Memo from Region Director iii. Environmental Checklist iv. RW-54 Summary v. Quit Claim Deed, Easement, Line Move, etc. vi. Vesting Documents vii. D-Plot Map viii. Revised ROW Sheets drafted correctly ATTRIBUTING REGION SURPLUS (Q-SUMMARIES) PACKAGES: a. Set Document Filter Type drop down menu to “Right of Way Only”. b. Documents must include Document Type along with the associated Subtype & Multiple Subtype (if noted). c. The following information (when applicable) is to be included when attributing: i. Document Phase (Q-Summary) ii. Organization (Consultant Name or UDOT) iii. ROW Summary Number (i.e. 1Q, 2Q, 3Q, etc.) iv. Pin, Project, Route, County, Region v. Ownership Name and Parcel Number with signature documents

31

6.

EPM DATA ENTRY of the Q-Summary information in the Property Management 800 Screen is REQUIRED and MUST be completed prior to document import to ProjectWise.

Note: If the parcel is not available in the 800 Screen or if it is missing from the 750 screen, please contact the Right of Way Design Program Manager for assistance.

7. MOVING REGION (Q-Summaries) DISPOSAL PACAKAGES THROUGH PROJECTWISE WORKFLOW STATE CHANGES: a. Region (Q-Summaries) Disposal Packages are tracked through the process by ProjectWise States. i. The Region (Q-Summaries) Disposal Workflow States tie into the Property Management 800 Screen in ePM to indicate where the package is in the disposal process. ii. When the associated milestone “ProjectWise State” is reached, action MUST be taken to move the “State” to Next.

States iii.

(3 – 9) Continued on Prop. Mgmt.

(Complex) Surplus Land Disposal Pkg in the next Section

1.

2.

State Region Review Conformity Review

 

REGION EXCESS LAND (Q-Summaries) PACKAGE ASSOCIATED STATES Description Region conducts QA/QC for Q-Summary submittal.

Q-Summary Package has been approved and is ready for Complex Review.

8. PROJECTWISE WORKFLOW STATE CHANGE: a. Highlight and Right click on document. b. On the pop up menu select: Change State. c. Select Next. d. To view States associated with workflow, select “Change” instead of “Next”.

9.

REGION EXCESS LAND (Q-Summary) DOCUMENTS shall be imported with a printing resolution minimum of 300 DP.

32

Tips for Attributing Region Excess Land (Q-Summaries) Documents

TO IMPORT:  Locate the appropriate Pin and Project folder and drag/drop the document.

Make sure that the Document Type Filter is set to Right of Way Only

Document Phase MUST be filled out

Region Excess Land (Q-Summaries) Documents

 Design (Partial Summaries)

File Import Directory:  UDOT ProjectWise v8i  Documents  Complex  Right of Way  Property Management  Surplus Property  Region  Route

When noted, both the Document Subtype and Multiple Subtype (when applicable) are required

 Once you drag the document into the appropriate folder, a pop up box will appear.  Select the Advance Wizard option and page thru attributing the document as noted in the Region Excess Land (Q-Summaries) Packages Naming Conventions & Attributes Table on the following page.

When outside consultants complete disposal documents, select Consultant Firm from the Organization dropdown list

Pin, Project, Route, County, Region & Project Name auto populate. If blank, select from drop down lists.

33

Region Excess Land (Q-Summaries) Documents Naming Conventions and Attributes DOCUMENT TYPE ROW SURPLUS LAND+

SUB TYPE Q-Summary Region Package+

MULTIPLE SUBTYPE General

L./A Line

Material Site

N/A Line

R/W Line

Shed Site

Trade

ROW Surplus Land+

ROW KMZ File

Signature (Blank) – Design+ --

   

General Material Shed Site Trade --

NAMING CONVENTION Pin_Project_Parcel_General Example:  3929_SP-0089(88)313_103STQ_Q-Sum Pkg_General 99926_FI-79(5)_02Q_09_AQ_Q-Sum Pkg_General Note: (1)Use the 999xx Pin numbers as you would a standard pin Pin_Project_Parcel_Q-Sum Pkg_L/A Line Example:  999926_FI-79(5)_9:@Q_Q-Sum Pkg_L/A Line Pin_Project(when available)_ Parcel_Q-Sum Pkg_Material Example:  99934_M01Q_436Q_Q-Sum Pkg_Material.pdf Note: (1)Use the 999xx Pin numbers as you would a standard pin (2) Use site location in file naming when possible Pin_Project_Parcel_Q-Sum Pkg_N/A Line Example:  999926_I-15-7(6)0_17Q_Q-Sum Pkg_N/A Line Pin_Project_Parcel_Q-Sum Pkg_R/A Line Example:  999910_I-15-7(3)289_434JQ_Q-Sum Pkg R/W Line Pin_Project(if available)_Parcel__Q-Sum Pkg_ hed Example:  990999_436-2_01A_Q-Sum Pkg_Emory Shed Site Note: (1)Use the 999xx Pin numbers as you would a standard pin (2) Use site location in file naming when applicable Pin_Project_Parcel_Q-Sum Pkg_Trade Example(s):  General Parcel: 7703_MP-0182(6)_204K_TQ_Q-Sum Pkg_Trade  Advanced Acquisition: 3616_Advanced Acquisition _70_Q-Sum Pkg_Trade  Maintenance/Shed Site: SN-FAP68-A(3)_38B:Q_ Cove Fort Maintenance Station_Q-Sum Pkg_ Trade Pin _Project_Parcel-Sig Example:  990415_I-415-9(4)297_182Q_311_A2Q_Sig.doc Note: (1)Use the 999xx Pin numbers as you would a standard pin

FILE IMPORT LOCATION  UDOT ProjectWise v8i  Documents  Complex  Right of Way  Property Management  Surplus Property  Region  Route

Pin_Project_DGN File Example:  8061_F-0114(21)0_ROW.dgn  8061_F-0114(21)0_exrow.dgn

34

PROP. MGMT (Complex) SURPLUS DISPOSAL PKG

35

Property Management (Complex) Surplus Land Disposal Package Import and Delivery Method 1. ALL Property Management Surplus Land Disposal Packages MUST be imported in to ProjectWise with the approved naming convention noted, including ALL appropriate attributes.

2. Ensure that the ProjectWise VIEW is set to “ROW Surplus Property” and the INTERFACE is set to “Right of Way”. a. Use drop down menu on the Interface and View fields to select to change. b. If the Interface and View fields are not shown, position your curser over the toolbar and right click and select “View” on the pop-up menu.

3. ATTRIBUTING SURPLUS LAND DISPOSAL PACKAGES: a. Set Document Filter Type drop down menu to “Right of Way Only” to minimize selection options. b. Documents must include Document Type along with the associated Subtype & Multiple Subtype.

4. SURPLUS LAND DISPOSAL (Complex) PACKAGE REQUIRED DOCUMENTATION a. Check b. Settlement Invoice c. Closing Statement d. Quit Claim Deed e. Signed Request for Authorization to Dispose f. Google Map g. Comp. Estimate or Appraisal h. Signed Waiver of First Right of Refusal (When Applicable) i. Proof of Previous Owner j. ROW Contract Showing Acquisition Costs k. Acquisition Deed w/Area Shown l. Misc. Notes and other file documentation 5. SURPLUS LAND DISPOSAL (Comptroller) PACKAGE - SOLD a. Combines Region Excess Land (Q-Summaries) Package + Property Management (Complex) Surplus Land Disposal Package i. Combined package indicates that the Surplus Land has been SOLD. ii. Property Management Surplus Land Coordinator MUST: 1. Rename file to Surplus Land Disposal Package.

2. Change the Workflow State to “SURPLUS LAND SOLD”.

36

6. MOVING DISPOSAL PACKAGE THROUGH PROJECTWISE STATE CHANGES: a. Surplus Land Disposal Packages are tracked through the process by ProjectWise States. i. The Surplus Land Disposal States tie into the Property Management 800 Screen in ePM to indicate where the package is in the disposal process. ii. When the associated “ProjectWise State” milestone is reached, action must be taken to move the “state” to next.

Workflow States are continued from Region (QSummary) Section

(Cont.)

STATES ASSOCIATED WITH PROPERTY MANAGEMENT (COMPLEX) SURPLUS LAND DISPOSAL PROCESS State Description     

3.

Conformation Review

4.

Scanning Review

5.

Property Management Review & Doc. Prep

6.

Out for Signatures



7.

Excess Disposal on HOLD Surplus Land Disposal Authorized



8.

9.

Surplus Land - SOLD

    

Region Package has been approved and imported to ProjectWise for Complex Review QA/QC Review of Region (Q-Summary) Packet by Design Program Manager Region Package has been approved by the Design Program Manager Region Package has passed the Conformity Review .

Surplus Land Coordinator reviews package and begins document prep. This includes valuation, confirming 1st Right of Refusal status, obtaining acquisition deeds w/ acreage and ROW Contract for Acquisition cost.

Complex approval signatures to dispose are obtained from Right of Way Director, Planning Director, UDOT Deputy Director and FHWA (if applicable) Disposal process is stopped. State is used when Complex approval signatures are not obtained where parcels may still be needed for future transportation needs.

Complex signatures and approval obtained.

Surplus Land Coordinator begins actively marketing property by accepting/negotiating offers Offer accepted and deeds recorded Comptroller’s Package is created with necessary documentation Check received from buyer and/or deeds executed and recorded at county.

7. ProjectWise State Change: a. Highlight and Right click on document. b. On the pop up menu select: Change State. c. Select Next.

8. PROPERTY MANAGEMENT (Complex) SURPLUS LAND DOCUMENTS shall be imported with a printing resolution minimum of 300 DP.

37

Tips for Attributing Prop. Mgmt. (Complex) Surplus Land Disposal Packages

Make sure that the Document Type Filter is set to Right of Way Only To Import:  Locate the appropriate Pin and Project folder and drag/drop the document.  Design (Partial Summaries) File Import Directory:  UDOT ProjectWise v8i  Documents  Complex  Right of Way  Property Management  Surplus Property  Region  Route  Once you drag the document into the appropriate folder, a pop up box will appear.  Select the Advance Wizard option and page thru attributing the document as noted in the Property Management Surplus Land Disposal Packages Naming Conventions & Attributes Table on the following page.

When noted, both the Document Subtype and Multiple Subtype (when applicable) are required

Property Management (Complex) Surplus Land Disposal Packages

IMPORTANT  ePM seach criteria is linked to the Ownership Name, Ownership Number, and Parcel Number  It is important that this information is attributed correctly or the scanned documents will not load properly within ePM. Tip: By populating the Ownership Number first, the Ownership Name dropdown list will be shortened making selection easier Pin, Project, Route, County, Region & Project Name auto populate. If blank, select from drop down lists.

38

Property Management (Complex) Surplus Land Disposal Package Naming Conventions and Attributes DOCUMENT TYPE ROW SUPLUS LAND+

SUB TYPE Disposal Package

MULTIPLE SUBTYPE General

NAMING CONVENTION Pin_Project_Parcel_General

Material Site

Example:  3929_SP-0089(88)313_103STQ_Surplus Land Disposal Pkg_General 99926_FI-79(5)_02Q_09_AQ_Surplus Land Disposal Pkg_General  Note: (1)Use the 999xx Pin numbers as you would a standard pin Pin_Project_Parcel_Surplus Land Disposal Pkg_L/A Line Example:  999926_FI-79(5)_9:@Q_ Surplus Land Disposal Pkg _L/A Line Pin_Project(when available)_ parcel _ Surplus Land Disposal Pkg Material Site

N/A Line

Example:  99934_M01Q_436Q_ Surplus Land Disposal Pkg _Material.pdf  Note: (1)Use the 999xx Pin numbers as you would a standard pin (2) Use site location in file naming when possible Pin_Project_Parcel_ Surplus Land Disposal Pkg _N/A Line

L/A Line

R/W Line

Shed Site

Trade

FILE IMPORT LOCATION  UDOT ProjectWise v8i  Documents  Complex  Right of Way  Property Management  Surplus Property  Region  Route

Example:  999926_I-15-7(6)0_17Q_ Surplus Land Disposal Pkg _N/A Line Pin_Project_Parcel_ Surplus Land Disposal Pkg _R/A Line Example:  999910_I-15-7(3)289_434JQ_ Surplus Land Disposal Pkg _R/W Line Pin_Project(if available)_Parcel__ Surplus Land Disposal Pkg_ Shed Example:  990999_436-2_01A _ Surplus Land Disposal Pkg_Emory Shed Site  Note: (1)Use the 999xx Pin numbers as you would a standard pin (2) Use site location in file naming when applicable Pin_Project_Parcel_Trade Example(s):  General Parcel: 7703_MP-0182(6)_204K_TQ_Surplus Land Disposal Pkg _Trade  Advanced Acquisition: 3616_Advanced Acquisition _70_Surplus Land Disposal Pkg _Trade  Maintenance/Shed Site: SN-FAP68-A(3)_38B:Q_Cove Fort Maintenance Station_Surplus Land Disposal Pkg_Trade

39

Property Management (Complex) Surplus Land Disposal Package Naming Convention and Attributes DOCUMENT TYPE ROW SUPLUS LAND+

SUB TYPE

MULTIPLE SUBTYPE

Surplus Appraisal

--

Water Rights

Application

NAMING CONVENTION Pin_Project_Parcel_ Surplus Appraisal _Date (mm-dd-yyyy) Example:  3895_HPP-0151(2)0-26_STQ_Surplus Appraisal_01-14-2012 Pin_Project_Parcel_ Water Rights_Application Example:  8021_S0193(6)(6)_ST193_Water Rights_Application Project_Parcel_ Water Rights_Application

Non-Use

Example:  8021_S0193(6)(6)_ST193_Water Rights_Application Pin_Project_Parcel_ Water Rights_Non Use_yyyy

Proof

Example:  8021_S0193(6)(6)_ST193_Water Rights_Non Use_2002 Project_Parcel_ Water Rights_Proof_yyyy

FILE IMPORT LOCATION  UDOT ProjectWise v8i  Documents  Complex  Right of Way  Property Management  Surplus Property  Region  Route

Example:  8021_S0193(6)(6)_ST193_Water Rights_Proof_2007

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