Property Tax Division eCRV Working Group March 29, 2006 Jason Parker Project Manager Property Tax Division Data & Information Management Minnesota Department of Revenue firstname.lastname@example.org DOR March 2006 Agenda • CRV Business Requirement • Current CRV business process • eCRV business process • eCRV business process summary diagram • Project summary – Early adopters – Statewide adoption • Project activities • Working group • eCRV Funding – County Contributions – Industry Contributions • ERERTF summary • Risks • PTX goals and strategies – standardizing data exchanges • Next steps • Next meeting DOR March 2006 CRV Business Requirement CRVs declare the purchased value of all sold property in the state • Used to validate and adjust property assessements for fair application of property tax laws • Buyer/Agent submits a DOR prescribed form • County checks and verifies submitted information • DOR applies oversight responsibility in reviewing submitted information and county edits • Sales identified as “arm length transactions” are used in statewide assessment equalization by DOR DOR March 2006 CRV Business Process Submitter Fill & submit Buyer/Agent CRV form County Verify, Submitt Pass to enter & SSNs to Assessor Auditor edit data Income Tax as needed County Verify & enter Submit to sales & class Property Tax Assessor Information (paper & efile) DOR Match with Income Tax Income Tax process DOR Process Sales Studies for Property Tax Equalization DOR March 2006 eCRV Business Process Submitter Enter & Submit deed submit with CRV# Buyer/Agent CRV form County Retrieve CRV Pass to data. Verify & Assessor Auditor edit data as needed Edit on County Verify Sales & Submit to County classification Property Tax system Assessor information or DOR Server DOR Respond Allow County (no SSNs) with CRV# to Retrieve DOR Match with Income Tax Income Tax process DOR Process sales studies for Property Tax equalization DOR March 2006 County may act as proxy if CRV submitted by paper. Passwd login may submit batch CRVs in single XML file. eCRV Summary Matched CRVs kept by statute and used by Income Tax. Un-matched CRVs purged after ~12 months. Department of Revenue Anony Agent/ mous eCRV Buyer HTTPS Submission (XML file or form Income Tax CRV Submitted or entry) CRV Processing CRV# Store & Web User Validate (XML/DB) Business Passwd / <XML Web File> Rules Web Used only to (uses SSN) Service Form spot check and HTTPS match. Once matched, ERER Auth county requests Package CRV# Login use county CRV Copy CRV with CRV# store. when deed (CRV optional) matched by county (no SSN) eCRV Orig. submitted Request CRV request (or county edit) (no SSN) Counties / Munis by CRV# PTX CRV# <XML County CRV match/edit County Processing CRV Passwd / File> request Validate CRV & Web Business Web Form Store Rules Service Public (XML/DB) HTTPS Final CRV data (sales study) Finalized CRV Web User request Auth Login County may edit CRV on DOR server or download, edit CRV format contains and upload to DOR server. Request may be a list of original data, county edit CRV# returning an XML file with multiple CRVs. data, and PTX edit data. DOR March 2006 b eCRV Project Summary • eCRV Early Adopters – Spring thru Winter 2007 – approximately 5 to 7 counties one at a time • eCRV Statewide Adoption – 2008 & beyond – counties adopt at own pace Paper forms will continue to be accepted during transition for some time – 2010? DOR March 2006 eCRV Project Summary • eCRV Early Adopters – Spring thru Winter 2007 – Selected counties with password logins (setup one at a time) – Selected submitters with password logins – Web form or XML file upload of XML eCRV data (batch supported) – CRV data selection by CRV# (batch download supported) – eCRV data integration with current DOR Sales Studies DOR March 2006 eCRV Project Summary • eCRV Statewide Adoption – 2008 & beyond – Counties may adopt at own pace – Anonymous login for submitters – Web edit of CRV data by counties (no download needed) – Public access of CRV data – Continue acceptance of paper – counties enter into system – CRV data search, browse and comparison tools DOR March 2006 eCRV Project Activities • eCRV Requirements & Communication – on-going • XML Schema Work – In progress – leverage ERERTF progress • Web tools – Fall 2006 to Spring 2007 • Data submission tools DOR – Fall 2006 to Spring 2007 • Data processing tools – Fall 2006 to Spring 2007 • Statewide adoption work – Fall 2007 to Summer 2008 • Other related activities DOR March 2006 eCRV Project Activities … • eCRV Requirements & Communication – describe what is needed – manage acceptance and validation of plans – on-going – Current CRV form field review – DONE (Working Group – Dakota & Hennepin) – Use case diagram – DONE – Data flow and Web interaction diagrams – DONE – Detailed use cases – to follow – Validation from counties and ERERTF – YES (so far – continued through this eCRV working group) – County visits – Jason has reviewed the CRV process for Anoka, Dakota, Carver, Hennepin & Ramsey. Would like to visit Sherburne, Stearns, Steele & Ottertail DOR March 2006 eCRV Project Activities … • XML Schema Work – define the eCRV XML file data format – design for administration of the process – In progress – ERERTF schema version – XML Schema resource being hired – Schemas for CRV, Homestead and Market Value by Parcel to be communicated by fall – Resource will assist in draft schemas for Assessment, Tax List, and Manufactured Homes abstracts DOR March 2006 eCRV Project Activities … • Web tools – eCRV Web entry form – eCRV data retrieval via CRV# – eCRV batch submission and retrieval – Fall 2006 to Spring 2007 – Will be designed and worked on when schema is stablized DOR March 2006 eCRV Project Activities … • Data submission tools DOR – Submitter login – Virus checking – Data format checking – Notifications & data routing – Fall 2006 to Spring 2007 – DOR has some of these in place today – Needs additional work to be usable by eCRV – Counties – Will need to develop XML format export and import (smaller counties can use the web form) DOR March 2006 eCRV Project Activities … • Data processing tools – XML data processing programs – XML file and/or Database storage to hold submitted data – Data access, retrieval and comparison programs – Fall 2006 to Spring 2007 – DOR – Will use XSLT to modify XML for SAS sales study processing – DOR – Will provide XSLT format tool for Web display & printing – DOR – Will need web login tools for DOR regional reps to review CRVs – Counties – Will need to develop XML format export & import DOR March 2006 eCRV Project Activities … • Statewide adoption work – Fall 2007 to Summer 2008 – Edit: CRV edit Web application – Search: General CRV search and browse – Compare: General CRV data comparison tools – Anonymous: Non-login CRV submission DOR March 2006 eCRV Project Activities … • Other related activities – Data exchange with counties – Standardize on XML formats – Homestead application file – Available for testing by February 2007 – Market Value by Parcel abstract – XML schema format receipt targeted for Fall 2007 – Assessment, Tax List, Manufactured Homes abstracts – XML format targeted for 2008 – All schemas being worked on during 2006 DOR March 2006 eCRV Working Group • eCRV Requirements Review (esp. Counties) – Requirements – Data formats – Workflows & procedures • Represent small and large counties (CRVs) – 39,000 CRVs down to 1,200 CRVs • Represent consortia systems – ACS, ASIX, Manatron, MCIS, MCSS, Independent • Form pool for eCRV early adopters – Process will be one at a time, priority will involve many factors • Funding options – Form a subgroup to discuss funding needs and options • eCRV Project Web Site – Will establish soon – Information made available to all counties DOR March 2006 eCRV – Core Subgroup Help me to organize a core subgroup • As you can see – The Early Adopters working group is quite big • Create a core early adopter subgroup with smaller attendance • Let me know your attendance preferences Tasks: • Review requirements – process and county system interactions • Participate and communicate plans, formats and project activities • Plan for each early adopter county participation (one at a time) • Serve to assess and recommend solutions to issues that come up throughout the project All of you will kept informed and can participate as needed DOR March 2006 ERERTF Electronic Real Estate Recording Task Force • Secretary of State Chairs • Counties and Industry on Board (no other state agency members) – Early Adopters: Carol Leonard (Dakota), Mike Conniff (Hennepin) • Technical Subcommittee – Early Adopters : Larry Dalien, Mike Connif, Ray Hirte Technical Subcommitte reacted positively to the eCRV summary diagram DOR March 2006 Property Tax Division • Improve Partnership with counties • Standarize Data Exchange DATA & WORKFLOWS ACTIONS TO DO • CRV & Market Value Data • Understand counties and their requirements • ABSTRACT Data • Create XML Schemas, • State Assessed Property processing tools and databases as needed • Assessor & Auditor/Treasurer • Create Web portal tools communications for managing access and workflows DOR March 2006 PTX Workflow Vision System Web Workflow Process Response Service - process status & metadata User Passwd - response file(s) <XML HTTPS File> <XML Other Validate Server Auth File> File Login Other Agent/ Anony Anonymous File Submission Data Input File Buyer mous “Portal” Acknow- HTTPS Instructions/ <XML File> ledgement Auth News/ Malware <XML Other PTX File> File Login Action(s) Other Check Work- Processing Web User File (EDE) Flows or and Counties User County Actions Form Submission Validate / Munis Passwd “Portal” Business Data Input Rules HTTPS Auth News/Cal Discussions/ Acceptance Web Pre-process Login Documents/ Web Code Biz Rules Web User Workflows Form PTX User Internal Data Request Staff Passwd “Portal” Internal News/Cal Network Discussions/ Auth Documents/ Web User Login Workflows DOR March 2006 b <XML Data Submitter based file> Web Form Word / XDP(PDF) / etc County State <XML Server File> Server XML & Application XML & Application Processing & tools <XML Processing & tools Schema> Databases Databases DOR March 2006 Why XML? • XML is an industry wide text file standard – <tags> help define & structure data – more usable than flat files • XML supported by inexpensive tools – is being added to tools – Next version of MS-Office will be XML based. • XML enhances data portability – allows integrating data into new processes more easily. • IRS has gone XML – XML schemas defined for many forms – PDF/XML forms available. http://www.taxadmin.org/fta/meet/tw05_pres/Triplett.pdf • Alternative? – Define proprietary data syntax and build proprietary tools to support it. Tag example: <firstname>William</firstname> DOR March 2006 RISKS • Funding. Development needs $600k • County development needs • Funding. Maintenance coverage – state & county • Security. Anonymous login is an issue at DOR • Development schedule • Potential for ERERTF process changes DOR March 2006 Next Steps • Funding subgroup and meeting • Review CRV field analysis and make final suggestions • Review eCRV business process and make suggestions Next Meeting • Will schedule a funding group meeting in the next two weeks • Will schedule a core group meeting for early May to review suggestions DOR March 2006 Working with the counties has been very enjoyable and productive. Thanks! DOR March 2006 County may act as proxy if CRV submitted by paper. Passwd login may submit batch CRVs in single XML file. eCRV Summary Matched CRVs kept by statute and used by Income Tax. Un-matched CRVs purged after ~12 months. Department of Revenue Anony Agent/ mous eCRV Buyer HTTPS Submission (XML file or form Income Tax CRV Submitted or entry) CRV Processing CRV# Store & Web User Validate (XML/DB) Business Passwd / <XML Web File> Rules Web Used only to (uses SSN) Service Form spot check and HTTPS match. Once matched, ERER Auth county requests Package CRV# Login use county CRV Copy CRV with CRV# store. when deed (CRV optional) matched by county (no SSN) eCRV Orig. submitted Request CRV request (or county edit) (no SSN) Counties / Munis by CRV# PTX CRV# <XML County CRV match/edit County Processing CRV Passwd / File> request Validate CRV & Web Business Web Form Store Rules Service Public (XML/DB) HTTPS Final CRV data (sales study) Finalized CRV Web User request Auth Login County may edit CRV on DOR server or download, edit CRV format contains and upload to DOR server. Request may be a list of original data, county edit CRV# returning an XML file with multiple CRVs. data, and PTX edit data. DOR March 2006 b eCRV Use Case Diagram Full data versions and edit version 0.g Jan 2006 information between CRV edits MnDOR / Property Tax Division and submissions is maintained. * * Retrieve Market Manage Data Files CRV & Market Value Data Submitted data Value Database * * Accepted CRVs will be given purged if not numbers reported back to the «uses» <XML county finalized submitter to assist in matching File> after defined time separately submitted deed * period. documents. Formated Data or edits accepted only on Validate & Accept Report <XML passing all validation checks. XML or Web File> «uses» Page CRV status allows each county «uses» to include multiple data review <XML Compare Data steps prior to finalization. File> CRV versions and <XML valid XML portions.1 «uses» «uses» * File> «uses» «uses» Edit will support multiple CRVs in file. Edit CRV Data Retrieve CRV Data Create Sales File Public access «uses» «uses» «uses» restricted to finalized CRV Uploaded data files data. populate form for review, edit and submission. «uses» Execute Sales Web <XML Studies Form «uses» File> «uses» «uses» Functional use of PDF/XML form as an off-line collection Public DOR Staff tool is not yet determined. PDF/XML Form County staff will submit & edit Role based restricted login and access required for county data versions and CRVs DOR and County staff use cases. for received paper forms. «uses» «uses» «uses» Import/Export CAMA Submit CRV data or Other <XML Public access: Submit full XML (or PDF) documents File> 1Must allow counties to compare or update or simply enter data using Web form on edit. XML schema will support multiple (batch) CRVs. CRV data with other system stored data. Agent/Buyer County Staff E.g. PIDs or legal descriptions. Public may edit only current submission. DOR March 2006 Once submitted data cannot be edited.
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