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Easements

Easements. Improving Efficiency Through Automated Tools National Easement Programs Workshop Denver, Colorado October 31, 2006. Automated Tools Currently Available. Environmental Easements Web Toolkit Provides: Web access to national easement geospatial layer

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Easements

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  1. Easements Improving Efficiency Through Automated ToolsNational Easement Programs Workshop Denver, Colorado October 31, 2006

  2. Automated Tools Currently Available • Environmental Easements Web Toolkit Provides: • Web access to national easement geospatial layer • Tools to digitize and locate easements • Ability to attach photos and documents • Input for easement monitoring results • Generate maps and reports • Limitations • Does not include all types of easements • It’s use is optional, so dataset is incomplete • Does not provide links to: • SCIMS • FFIS financial system • Toolkit Planning or Performance Reporting Data • WRP and FRPP Access databases

  3. Current Automated Tools • WRP and FRPP Access Databases • Tracking tools for state program managers • Provide administrative data to National Program Managers • Limitations • Databases must be populated manually by states • Individual databases must be aggregated manually at NHQ • Only updated quarterly • Again, no link to other systems • Causes duplication of effort • Prone to error

  4. Current Automated Tools • FSA automated system for GRP • Provides administrative services - eligibility determinations, rental agreement generation, easement deeds, and payment processing • Limitations • NRCS program managers do not have access to FSA systems so they depend on FSA to provide program data such as obligations, modifications, and payments. • Program managers use spreadsheets, Access databases, and paper records to track programs. • A combination of manual and automated processes between agencies results in duplication of effort.

  5. It’s about time you had tools to… • Process applications • Easement, cost share or rental agreement applications • Determine applicant eligibility automatically • Access easement proposal packages from the Web • Track easement acquisition status • Appraisals, surveys, closing, and recording • Generate documentation that fits the situation • Application packages for the program and program option • Easement acquisition documents • Cost share, cooperative, and contribution agreements • Easement maintenance and monitoring forms

  6. It’s about time you had tools to… • Sign legal and funding documents electronically • Track easement program financial data • Generate reports and maps • Report performance when easement deeds are recorded, and when practices are certified for completion. • Collect data in a centralized database to provide a report mechanism for: • State and National Program Managers • O&E Reviews • OIG Audits • Congressional Requests • Civil Right Division

  7. ProTracts CommonFunctionality Cost Share Easements Stewardship Emergency Grants Land Retirement ProTracts will expand to providetools for easements.

  8. Easements Module • The Easements module will provide the tools mentioned earlier, and • It will link to other systems: • A USDA financial system • SCIMS to select customers and track program participation • Eligibility web services for AGI, HEL/WC and entity attribution • Toolkit planning database • PRS for performance reporting

  9. What happens to easement data? • Existing data will transfer to the new Easements database in the ProTracts framework. • Digitized easements, attachments, and monitoring data from the Easements Web Toolkit database • Administrative data from the WRP, FRPP Access databases • Custom data may not migrate • Chances are that the new database will meet your needs. If not, let us know what’s missing. • GRP data will be transferred from FSA systems • Financial data from FFIS or FSA will transfer to the new financial system and will be accessible from the Easements module • Agreement numbers from different data sources willneed to be aligned – some manual reconciliation may be needed. • FFIS vendors will need to be matched with SCIMS customers

  10. Departmental Initiatives will Impact Easements • FMMI - Financial Management Modernization Initiative • A new financial system that will replace FFIS within 24 months. • ProTracts framework will be a feeder system to FMMI. • Easements will likely be the first program module to use FMMI. • GMLoB - Grants Management Line of Business • USDA Chief Financial Officer has directed that agencies will use the same automated processes to administer grants. • Currently 13 agencies have joined the consortium • NRCS has a leadership role in the GMLoB initiative. • Scope of GMLoB is being defined. • FRPP & WREP will likely use the grants automated processes.

  11. Easements Development Status • Requirements Analysis Phase: Today • As Is - How you manage easements now. • Has been reviewed by national program managers. • Needs review by state program managers. • To Be - How you will manage easements with the Easements Module. • Business requirements are currently being reviewed by national program managers. • Needs input from state program managers. • Needs integration with GMLoB and FFMI. • Design Phase: January • Design Easement Database • Begin development of application • Will need more input throughout development stage

  12. Comments, ideas and suggestions may be sent to: terry.schmid@ftc.usda.gov or kathy.green@ftc.usda.gov

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