The client needed to upgrade its landowner (CRM), real estate acquisition and asset management systems in order support the objectives of a massive new land acquisition program. Relevant data was housed in two stand-alone systems plus multiple spreadsheets. Reporting was difficult since various data sources (often with conflicting data) had to be analyzed in an effort to obtain accurate information. Workflow status was unavailable since land acquisition workflows were not systematically tracked.
The client retained us to perform an assessment of its current systems and processes, lead the development of requirements, and provide assistance in the evaluation and selection of the replacement solution.
Working with the client’s Executive Sponsor and key stakeholders, we defined the key system requirements and developed the overall conceptual architecture for the replacement system. In order to obtain a common understanding of the need for and objectives of the new solution, we published and disseminated a simplified visual representation of the key requirements, and came up with a new name – Integrated Real Estate Information System, or IRIS, for the future solution.
Following requirements definition, we estimated the expected initial system acquisition costs under various scenarios ranging from implementation of a packaged solution to development of the system using custom development tools. We performed a “build versus buy” analysis, and determined that a commercial solution, if available, would be the most cost effective solution.
We performed an extensive analysis of over 30 different vendor applications, and identified and rank-ordered several that would meet requirements with configuration and/or customization. We developed and employed a multi-attribute decision model to identify and evaluate each of the potential solutions against key criteria.
We wrote the Statement of Work (SOW) for the Request for Information and Request for Proposals (RFI and RFP), and served as technical advisor to the vendor selection team. Following selection of the preferred alternative, we were retained first to provide quality assurance services, and then to serve as program managers, coordinating the efforts of two separate implementation vendors.
IRIS was successfully implemented, enabling the client to meet the land acquisition requirements of the Comprehensive Everglades Restoration Plan (CERP), a $9.5 billion project aimed at restoring the South Florida ecosystem. IRIS consolidated all relevant information within one database, and provided land acquisition specialists with a 360-degree view of the land acquisition process as well as associated landowner and tract information
As a result of the implementation of IRIS, the number of workflow steps was reduced from 224 to 12, the number of data fields was reduced from 244 to 151, and the number of contact types was reduced from 25 to 4. In conjunction with the implementation of IRIS, 100% (57,000) of the bad owner contact records were cleaned or purged form the database.
The IRIS program was the subject of a number of professional publications, including being highlighted in ESRI’s ArcUser Magazine and the subject of a presentation at the ESRI Users Conference.