1.Understanding Dates in Damage Assessments #

Damage Assessments reviews 3 years in the process:

  • Damage Date – this is the date the damage occurred
  • Qualify Year – Damage date year plus 1 year.
    • the qualify year is the year the damage will be recorded. This is typically the next appraisal year after the damage date.
  • Expire Year – Qualify Year plus 3 years
    • the year the damage assessment and any reductions expire

2.Before Creating Damage Assessments #

Before creating Damage Assessments in PACS, the following Code Maintenance must occur to ensure has correct codes created.

  • Browse to PACS Application Button>Tools>Code Maintenance>Property
    • Damage Event Category Code – this is the category of the event. Office procedures will dictate but examples may be Hurricane, Flood, or Wildfire.
    • Damage Event Status Code – this is a code used to track the process of damage assessment.
      • Active – this indicates user is still making changes
      • Closed – this indicates no more changes can be made to the damage assessment and the damage assessment is closed.

NOTE: User may create other Event Status Codes as office procedure dictate. Examples: Review, Start, Repair, etc.

  • Damage Event Type Code – this is a sub category for the event. Example: User could create an event type code that reflects hurricane name (Irma, Harvey)
  • Damage Event Severity Code – this codes controls the severity user wants to apply to the improvement details included in the Damage Assessment

  • User Defined Code – allows user to set a percentage amount for the damage or a total amount
  • User Defined Percentage or Amount – will show zero but need to be overridden at the damage assessment to show an amount or percent.

NOTE: When this severity code is set on the damage assessment, the percentage or amount from this code will apply to all improvement detail value that is included in the damage assessment.

  • Browse to PACS Application Button>Tools>Code Maintenance>Improvement
    • Detail – Improvement Type Code
      • Check the ‘Is Damage Capable SF’ to each improvement detail type that would qualify for a cap.

3.Creating a New Damage Assessment #

Purpose: User will use PACS to create a Damage Assessment on a property.

Procedure:

  • Open Property in PACS
  • Browse to Damage Assessments and click the Green Plus to begin the process

  • The Damage Assessment Paragraph will appear

  • General Fields
    • Status – this is a drop down of the Event Status Codes. Codes are managed in Code Maintenance. See Before Creating a New Damage Assessments for more information.
    • Damage Date – this is the date the damage occurred.

NOTE:   Read documentation for Creating a Future Year if you would like to create the damage assessment in the current year you are working is also the damage year. The qualify year MUST BE the damage year plus one.

  • Completion Date – this is the date of the completion of the repairs. This should only be completed by either expiring, repairing or completing the repairs. This date will close the damage assessment and no further edits can be done.
  • Event Type – this is a drop down of the codes entered in Code Maintenance. See Prerequisites for more information.
  • Severity – this is the percent, amount or user defined amounts user wants applied to the improvement details included in the damage assessment.
  • Damage Appraiser Information
    • Appraiser – drop down to choose appraiser
    • Review Date – not required; but date of review
    • Comments – text field to capture Appraiser notes regarding damage assessment
  • Taxpayer Information
    • Report Damage – this is a user defined field. User may enter the percentage
  • Supporting Documentation – open field to capture information regarding the Damage Assessment
    • Comments – open field to capture information regarding the Damage Assessment.
  • Damage Assessments
    • When entering a new damage assessment, check the improvement and check the improvement details that will be included in the damage assessment

  • The amount or percentage used in the SEVERITY will automatically fill in unless your SEVERITY at the top is a code that is user defined.
  • If your SEVERITY is a percentage, you may override the percentage by checking that box and entering in the percentage at the improvement detail.
  • If your SEVERITY is an amount, you may override the amount by checking the damage amount by checking override and entering in the amount at the improvement detail.
  • DMG in the ADJ Type column stands for Damage Assessment adjustment
  • After the Damage Assessment is correct, recalculate the property

4.Entering Repair Information on Damage Assessments #

Purpose

When damage assessment is entered and repairs are being made on the property, this procedure will show user how to enter repairs.

Procedure

  • Open Property in PACS
  • The user has two choices if the Damage Assessment has been created and started
    • The user can make the changes to the improvement details from the improvement tab
    • The user can make the changes to the improvement details at the Damage Assessment

NOTE:  If you make a change from the improvement tab or the damage assessment, the changes will be reflected in both areas.

  • Adjust the damage assessment by adjusting the amount of percent

5.Mass Create Damage Assessments #

Purpose

This process allows the user to create damage assessments in mass.

Procedure

  • Browse to PACS Application Button > Activities > Mass Maintenance (Property) > Mass Create Damage Assessments
  • Click Green Plus to add a new damage assessment section
    • Damage Year  = year of damage
    • Damage Event = this is a list of items that you have set up in your system.  Set up is in  Tools>Code Maintenance
    • Damage Status = this is a list of items that you have set up in your system.  Set up is in  Tools>Code Maintenance
    • Damage Severity = this is a list of items that you have set up in your system.  Set up is in  Tools>Code Maintenance
    • Criteria Type = User has two 3 options to update properties.  What is chosen will change how data is input in data box.
      • Prop_id
      • Geo ID
      • Query’
    • Data Section – this will be determined what is chosen under Criteria Type.  If property, input properties
  • Click Count – this will give user # of properties created
  • Click Create to create damage assessments

6.Mass Update Damage Assessments #

Purpose

This process allows the user to mass update the  damage assessments created in mass.

Procedure to Mass Update

  • Browse to PACS Application Button > Activities > Mass Maintenance (Property) > Mass Create Damage Assessments
  • Highlight the desired line item for mass created damage assessment
  • Click Mass Update

  • This will render the Mass Update dialog box which user will update.
    • For more questions in regards to using Mass Update, please reference the Mass Maintenance User Guide.

 

7.Special Note: Capping and Damage Assessments #

As damage assessment improvement detail amounts change, the cap can be affected. If an improvement detail with improvement detail with the ‘Is Damage Capable’ selected, then the Damage Repair Cap Information is changed.

Once a damage assessment has been created and saved, it must have a completion date or be expired so that it no longer calculates.

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