Property Tax Division eCRV Wor - PowerPoint by zib23319

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									                     Property Tax Division



                 eCRV Working Group
                     March 29, 2006

                                      Jason Parker
                                      Project Manager
                                      Property Tax Division
                                      Data & Information
                                      Management
                                      Minnesota Department of
                                      Revenue
                                      jason.parker@state.mn.us

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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