Subject: Land Activity Updates

 

Effective: April 1, 2004

 

Expiration Date:Two (2) Years

 

Supersedes:Not Applicable

 

Authority:

Capital Program Administration is responsible for developing, implementing and updating guidelines and procedures supporting delivery of Capital Projects as delegated by the Hillsborough County Administrator. Please refer to Administrative Directive #CS-12.

 

Purpose:

To provide guidance for planning, tracking, updating and documenting Land Acquisition activities (Land) within project schedules in PIMS.

 

Guideline:

Land updates are a crucial component of many project schedules. Roles and responsibilities associated with Land updates are clarified as follows:

 

Project Manager Responsibilities

�      Overseeing the project process, ensuring project objectives are being met, monitoring and reporting on project performance, recognizing and reporting on non-performance, and initiating corrective action

�      Identifying projects that require Land and subsequently building a Land element (schedule and cost) into the PIMS project

�      Establishing the Land requirements (via completing the “Real Estate Department Request for Services Worksheet“)

�      Control of the PIMS project schedule and cost, including predecessor/successor relationships, activity durations, relationship type (finish to start, start to finish, finish to finish, etc), and activity progress (based on input from the Project Team)

�      Knowing and communicating status of the Land phase of their projects (based on interaction with the Real Estate Department)

�      Submitting Project Change Requests and/or budget amendments when applicable (including those resulting from Land issues)

�      Fully utilizing their leadership, communication, and influencing skills to ensure they receive monthly Land updates from the Real Estate Department

�      Communicating performance of Real Estate staff in support of their assigned projects

 

Real Estate Department Responsibilities

�      Direct control over Land

�      Advising the project manager of Land issues impacting the established project scope, schedule, or costs

�      Monitoring, tracking, controlling, and updating Land, including but not limited to the following activities:

o       Start/Actual Start

o       Duration

o       % Complete

o       Finish/Actual Finish

o       Cost Estimate

o       Notes (at their discretion)

�      Publishing a monthly Land status report, the content of which will be used by the project manager for incorporation into their project schedules

�      Supporting the project manager by providing timely and realistic input on Land

�      When eminent domain is applicable, timely referring the Land portion of the project to the County Attorney�s Office for handling (note updates shall continue to be processed through the Real Estate Department based on their communications with the County Attorney�s Office)

 

Absent input from the Real Estate Department, the project manager shall exercise their best judgment and update Land accordingly. The project manager MUST then enter a Land Note into the project schedule indicating the source of the Land data and notify management of non-compliance. The project manager shall also indicate in the Land Notes should they choose to enter Land updates in the project schedule that are different than the input received from the Real Estate Department.

 

Any conflicts, discrepancies, or communication issues shall first be resolved by internal department management and then, if necessary, by the Capital Project Oversight Committee (CPOC) at the request of the parties involved.

 

“Template“ Land Activities

Real Estate Acquisition Tracking (REAT) is the tool the Real Estate Department uses to plan, execute, and control parcel acquisitions. REAT therefore contains the details of the Land procurement process. Due to the complex and diverse nature of parcel procurements, the Capital Improvement Program (CIP) project�s Land Phase template may only contain the following generic activities:

1. Submission of “Request for Services Worksheet“ — a zero duration Start Milestone
2. Land Acquisition — default duration 360 days (may be adjusted)
3. BOCC Award — a zero duration Finish Milestone

 

This template is for guidance only. The project manager may refine the schedule in coordination with the Real Estate Department.

 

Procedure:

The project manager shall initiate Land work for their project by submitting a “Real Estate Department Request for Services Worksheet“ to the Real Estate Acquisition Section. The project manager shall verify that their request has initiated a Real Estate Department project by accessing the applicable REAT project in PIMS and/or communicating directly with the Land Acquisition Section Manager when necessary.

 

The suggested sequence of events is as follows:

#	Action	Role
1	Identify need for Land in the project schedule	Project Manager
2	Establish Land requirements	Project Manager
3	Submit the “Real Estate Department Request for Services Worksheet“ to the Real Estate Department (this milestone activity shall “kick-off“ the Land phase of the project)	Project Manager
4	Develop the Land schedule in REAT (targeted for entry within 10 days of receipt of above request)	Land Acquisition Section Manager
5	Retrieve the “Land Acquisition Tasks“ report to assess which projects need Land updates	Land Acquisition Section Manager
6	Retrieve the “Land Phase Schedule Update Form“ for the projects that require Land updates	Land Acquisition Section Manager
7	Manually update the Land status of respective projects	Land Acquisition Section Manager
8	Return hard copy update form to the project manager by their requested date. (The date for this action shall be as mutually agreed to by the parties to facilitate the monthly PIMS update)	Land Acquisition Section Manager
9	Incorporate the Land update into their project scheduling considerations	Project Manager
10	Submit comprehensive project schedule update to their scheduler for inclusion in the overall project�s monthly update	Project Manager

 

Note: The project manager may also rely on their personal communications with the Real Estate Department to gather the necessary data to update their schedules.

 

Summary of applicable forms/reports:

 

1. Real Estate Department Request for Services Worksheet — maintained and available from the Real Estate Department
2. Land Acquisition Tasks — retrievable via Oracle Discoverer
3. Land Phase Schedule Update Form — retrievable via Oracle Discoverer

 

 

Approval Signature:

 

 

 

___________________________ __________

Stephan J.Cassidy Date

Capital Program Administrator

 

 

 

___________________________ __________

Eric R. Johnson Date

Director, Management & Budget Department