Property Tax Division eCRV Working Group March 29, 2006

1
Property Tax Division eCRV Working
GroupMarch 29, 2006
Welcome!

• Jason Parker
• Project Manager
• Property Tax Division
• Data Information Management
• Minnesota Department of Revenue
• jason.parker_at_state.mn.us

2
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

3
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

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CRV Business Process
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eCRV Business Process
Edit on County system or DOR Server (no SSNs)
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eCRV Summary
Matched CRVs kept by statute and used by Income
Tax. Un-matched CRVs purged after 12 months.
County may act as proxy if CRV submitted by
paper. Passwd login may submit batch CRVs in
single XML file.
Department of Revenue
Anony mous HTTPS or Passwd
/ Web Service HTTPS Auth Login
eCRV Submission (XML file or form entry)
Submitted CRV Store (XML/DB)
Income Tax Processing Business Rules (uses SSN)
? Validate
CRV
CRV
Used only to spot check and match. Once matched,
county requests use county CRV store.
ERER Package with CRV (CRV optional)
Copy CRV when deed matched by county (no SSN)
CRV by CRV
CRV
Passwd / Web Service HTTPS Auth Login
eCRV Request (or county edit) by CRV
Orig. submitted CRV request (no SSN)
PTX Processing Business Rules (sales study)
County CRV Store (XML/DB)
CRV
? Validate
County CRV match/edit request
CRV
Public Finalized CRV request
Final CRV data
CRV format contains original data, county edit
data, and PTX edit data.
County may edit CRV on DOR server or download,
edit and upload to DOR server. Request may be a
list of CRV returning an XML file with multiple
CRVs.
b
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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?
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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

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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

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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

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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

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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

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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

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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)

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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

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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

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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

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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

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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

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ERERTFElectronic 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
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GOALS
Property Tax Division

• Improve Partnership with counties
• Standarize Data Exchange

• ACTIONS TO DO
• Understand counties and their requirements
• Create XML Schemas, processing tools and
  databases as needed
• Create Web portal tools for managing access and
  workflows

• DATA WORKFLOWS
• CRV Market Value Data
• ABSTRACT Data
• State Assessed Property
• Assessor Auditor/Treasurer communications

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PTX Workflow Vision
? Validate
System
Workflow Process Response - process status
metadata - response file(s)
Work- Flows or Actions
Web Service User Passwd HTTPS Auth Login
PTX Processing and Business Rules
Data Input Acknow- ledgement
File Submission
? Validate
Agent/ Buyer
Anony mous HTTPS Auth Login
Anonymous Portal Instructions/ News/ Action(s)
? Malware Check (EDE)
Counties / Munis
User Passwd HTTPS Auth Login
County Portal News/Cal Discussions/ Documents/
Workflows
Form Submission
Data Input Acceptance Pre-process Biz Rules
? Web Code
PTX Staff
User Passwd Internal Network Auth Login
Internal Portal News/Cal Discussions/ Documents
/ Workflows
Data Request
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State
County
XML Application Processing tools
XML Application Processing tools
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Why XML?

• XML is an industry wide text file standard
  lttagsgt 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/Triplet
  t.pdf
• Alternative? Define proprietary data syntax and
  build proprietary tools to support it.

Tag example ltfirstnamegtWilliamlt/firstnamegt
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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

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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

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Thank you

• Working with the counties has been very enjoyable
  and productive.
• Thanks!

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eCRV Summary
Matched CRVs kept by statute and used by Income
Tax. Un-matched CRVs purged after 12 months.
County may act as proxy if CRV submitted by
paper. Passwd login may submit batch CRVs in
single XML file.
Department of Revenue
Anony mous HTTPS or Passwd
/ Web Service HTTPS Auth Login
eCRV Submission (XML file or form entry)
Submitted CRV Store (XML/DB)
Income Tax Processing Business Rules (uses SSN)
? Validate
CRV
CRV
Used only to spot check and match. Once matched,
county requests use county CRV store.
ERER Package with CRV (CRV optional)
Copy CRV when deed matched by county (no SSN)
CRV by CRV
CRV
Passwd / Web Service HTTPS Auth Login
eCRV Request (or county edit) by CRV
Orig. submitted CRV request (no SSN)
PTX Processing Business Rules (sales study)
County CRV Store (XML/DB)
CRV
? Validate
County CRV match/edit request
CRV
Public Finalized CRV request
Final CRV data
CRV format contains original data, county edit
data, and PTX edit data.
County may edit CRV on DOR server or download,
edit and upload to DOR server. Request may be a
list of CRV returning an XML file with multiple
CRVs.
b
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