MO Inquiry & Protest Configuration

Purpose

System administrators must define BOE system settings to specify defaults for your protest processes. The defaults make the data entry of the protests easier and support the mass creation protests through the wizard.

The following settings can be defined:

• BOE Options – General
• BOE Options – Letters
• BOE Options – Taxpayer Presentation
• BOE Options – Postage Fees
• BOE Options – Multiple Protesters

Purpose

Use this procedure to configure settings for BOE processing.

Prerequisites

• If you need to enter settings for a specific computer, the following user right is required:
  • PACS Administrator > Machine Settings

Procedure

1. Choose Tools > BOE Maintenance > System Settings > BOE Inquiry Settings. Then click the BOE Options tab.

   Note:   If you need to configure the following settings for a specific computer rather than for all users in the system, choose Tools > Machine Settings > Options.

2. In the Inquiry Options section, set or review the following options as required:

   

   • Generate Comp Grid when inquiry is created

     Generates comparison grids for multiple inquiries that are created at one time through the wizard.

   • Print Inquiry Form when inquiry is created through the Wizard

     Prints the inquiry form for each inquiry created with the Wizard.

   • Print Appraisal Cards when inquiry is created through the Wizard

     Prints an appraisal card for each inquiry created with the wizard.

   • When saving, automatically close an inquiry with a “close” status

     If you change the status of an inquiry to closed and then save the inquiry, sets the inquiry’s status to closed.

   • Automatically Create Inquiry when Petition is Filed

     When selected, PACS creates a new inquiry when a petition (protest) is filed and no active inquiry exists for the property. The inquiry is created with the codes specified in the Inquiry Type, Inquiry Nature, Inquiry By Type, and Inquiry Status fields specified below.

3. In the Inquiry Options section, use the drop-down lists for the following fields to specify the default selections that will be generated for each inquiry.
   • Inquiry Type

     Identifies the type of inquiry, such as walk-in or phone.

   • Inquiry Nature

     Identifies the nature of the inquiry, such as appraisal or exemption.

   • Inquiry By Type

     Indicates who made the inquiry, such as the current owner, the previous owner, or a relative.

   • Inquiry Status

     Indicates the status of the inquiry, such as open or closed.

4. In the Default Year Options Status subsection of the Inquiry Options section, specify the default selections that will be generated for each inquiry.
   • Always Ignore Machine Settings

     When selected, overrides the user’s year setting if it is different from the specified defaults.

   • Default Creation Year

     Specifies the default year for the creation of an inquiry.

   • Default Search Year

     Specifies the default year for inquiry searches.

5. In the Appraiser Meeting Options section, set or review the following fields and options as required:

   

   • Meeting Type – Select either Docket or Individual. If you select Docket, complete the following fields:
     • Auto schedule protest hearing

       Automatically schedules protest hearings in available time slots.

     • Days until informal meeting

       The number of days after the current date until a meeting can be set.

     • Days after informal meeting
   • In the Allow Mass Scheduling Paragraph subsection, use the drop-down lists to specify what types of properties will be scheduled on the docket automatically.
6. In the Property Options section, set or review the following option as required:

   

   • Lock properties that have been submitted to ARB

     When selected, allows a user to modify property values only if one of the following conditions applies:

     • A protest has been created for the property.
     • The value has not been submitted.
7. When the Inquiry options are set as required, click OK.
8. To edit Protest options, choose Tools > BOE Maintenance > System Settings > BOE Protest Settings in PACS.ADMIN. Then click the BOE Options tab.
9. In the Protest Options section, set or review the following options as required:

   

   • Auto Schedule when protest is saved, through the Wizard

     Automatically schedules protests in available time slot.

   • Generate Comp Grid when protest is created

     Generates comparison grids for multiple protests that are created at one time through the wizard.

     Note If a comparison grid was already created and set as the default, the system will not create a new comp grid.

   • Always assign agent properties to agent docket

     Assigns protests for properties represented by an agent to the docket reserved specifically for agents.

   • When saving, automatically close a protest with a “close” status

     If you change the status of a protest to closed and then save the protest, sets the protest’s status to closed.

   • Auto start and end audio recording for Hearings

     When selected, the system automatically begins recording the session when the user clicks Start and ends the recording when the user clicks End.

10. In the Protest Options section, use the drop-down lists to specify the default selections that will be generated for each protest.
11. In the Protest Options section, set or review the following fields and options as required.
    • Number of days until auto schedule docket

      The number of days you want between the date of the creation of the protest and the date of the hearing. The system uses this number when carrying out auto scheduling.

    • Display Sales Ratio

      When selected, enables a button on the protest’s Presentation and Comp Grid dialog boxes that allows users to see the sales ratio defaults that are set up under Tools > Comparable Property > Sales Ratio Settings.

    • Auto load Last Appraiser into Hearing

      When selected, the system defaults the last appraiser from the account in the protest record’s Hearing Minutes View in the Hearing section.

12. In the BOE Default Year Options Status subsection of the Protest Options section, specify the default selections that will be generated for each protest.

    

    • Always Ignore Machine Settings

      When selected, overrides the user’s year setting if it is different from the specified defaults.

    • Default Creation Year

      Specifies the default year for the creation of an inquiry.

    • Default Search Year

      Specifies the default year for inquiry searches.

13. In the Warnings section, set or review the following options as required:
    • Show warning when a protest is being closed and there are more opened protests for the same property

      Displays a warning when a user resolves a protest on a property and another protest on that same property is still active.

    • On opening of protests and there are more opened protests for the same property, show warning

      Displays a warning when a user views an active protest on a property that has another active protest.

    • Show warning when a protest is saved

      Displays a warning when a user views and saves a protest, but does not change the status.

14. In the BOE Mass Protest Entry section, set or review the following option as required:
    • Use the Default Search By drop-down list to select the search criteria field that will be displayed in the Property tab of the Protest Search window.
15. If required, click Reset to reset the entries.
16. Click Apply to save your changes and keep the dialog box open. Click OK to save your changes and exit the dialog box.

Prerequisites

• In order to perform this procedure, the following user rights are required:
  • PACS Administrator > BOE Maintenance
  • PACS Administrator > BOE Protest Maintenance
  • PACS Administrator > BOE Inquiry Maintenance

Procedure

1. Choose Tools > BOE Maintenance > System Settings > Inquiry Settings. Then click the Inquiry Options – Letters tab.
2. Complete the Letter Options field:
   • Inquiry Form

     The form used for printing the inquiry.

3. Click OK.
4. To set up protest-related letters, in PACS.ADMIN, choose Tools > BOE Maintenance > System Settings > BOE Protest Settings. Then click the BOE Options – Letters tab.
5. Complete the following Letter Options fields:
   • Notice of protest hearing (Single Case)

     The letter used for printing the notices of protest for single cases.

   • Notice of protest hearing (Multiple Case)

     The notice of protest letter that prints for the NOP Multi Letter Processing activity.

   • BOE Certified Mailer – Agent

     The certified mailer that prints for agent protests with the ARB Board Order Certified Mailer/Letter activities.

   • BOE Certified Mailer – Owner

     The certified mailer that prints for owner protests with the ARB Board Order Certified Mailer/Letter activities.

6. Click OK or Apply.

Prerequisites

• In order to perform this procedure, the following user right is required:
  • PACS Administrator > ARB Maintenance

Procedure

1. Choose Tools > BOE Maintenance > System Settings > BOE Inquiry Settings. Then click the BOE Options – Taxpayer Presentation tab.
2. Complete the following Taxpayer Presentation/ Quick Image Defaults fields:
   • BOE Type

     In this field, specify whether the image defaults are to be associated with an inquiry or protest.

   • Image Type

     The type of document or image, such as a letter or a picture of the property.

     Note:  An image type can be set up so that it can be viewed only by users logged on to PACS in a BOE role. For more information, see Setting Up an Image Type Code.

   • Record Type

     Further classifies the Image Type, such as Exemption for an Image Type of Letter.

   • Sub Type

     Further classifies the Record Type, such as Homestead for a Record Type of Exemption.

3. Click OK or Apply.

Prerequisites

• In order to perform this procedure, the following user right is required:
  • PACS Administrator > ARB Maintenance

Procedure

1. Choose Tools > BOE Maintenance > System Settings > BOE Protest Settings. Then click the BOE Options – Multiple Protesters tab.
2. Complete the Number of days before a scheduled protest that a protester will be added automatically through Forms Processing field.

   

3. In the Primary Protester Hierarchy field, specify the hierarchy of primary protesters by using the up and down buttons.
4. Click OK or Apply.

In This Section

Setting Up Assigned Value Reason Codes

Setting Up Inquiry By Codes

Setting Up Inquiry Nature Codes

Setting Up Inquiry Type Codes

Setting Up Taxpayer Document Type Codes

Purpose

Use this procedure to set up codes that identify the reason for an assigned value.

Prerequisites

• In order to perform this procedure, the following user right is required:
  • Codefile Maintenance > ARB > ARB Codes > Inquiry > Assigned Value Reason

Procedure

1. Choose Tools > Code File Maintenance.
2. Open the ARB Inquiry Codes section.
3. Double-click Assigned Value Reason.
4. In the Assigned Value Reason dialog box, use the following options as required:
   • To add a new code, click Add and enter the ID for the Code. Then enter a Description.
   • To edit the description of an existing code, select the code and then click Edit.
   • To delete a code, select the code and then click Delete .
5. Click Save.

Purpose

Use this procedure to set up codes that identify the role of the person who makes an inquiry.

Prerequisites

• In order to perform this procedure, the following user right is required:
  • Codefile Maintenance > ARB > ARB Codes > Inquiry By

Procedure

1. Choose Tools > Code File Maintenance.
2. Open the ARB Inquiry Codes section.
3. Double-click Inquiry By.
4. In the Inquiry By dialog box, use the following options as required:

   

   • To add a new code, click Add and enter the ID for the Code. Then enter a Description.
   • To edit the description of an existing code, select the code and then click Edit.
   • To delete a code, select the code and then click Delete .
5. If you need to set up the Inquiry By code to allow for manual entry of inquirer name and address information in the inquiry record, select Manual Entry.
6. Click Save.

Purpose

Use this procedure to set up codes that identify the nature of an inquiry, such as an ownership inquiry or an appraisal inquiry.

Prerequisites

• In order to perform this procedure, the following user right is required:
  • ARB > ARB Codes > Inquiry > Nature

Procedure

1. Choose Tools > Code File Maintenance.
2. Open the ARB Inquiry Codes section.
3. Double-click Nature.
4. In the Nature dialog box, use the following options as required:
   • To add a new code, click Add and enter the ID for the Code. Then enter a Description.
   • To edit the description of an existing code, select the code and then click Edit.
   • To delete a code, select the code and then click Delete .
5. Click Save.

Purpose

Use this procedure to set up inquiry type codes that identify the type of inquiry, such as a walk-in or phone inquiry.

Prerequisites

• In order to perform this procedure, the following user right is required:
  • ARB > ARB Codes > Inquiry > Type

Procedure

1. Choose Tools > Code File Maintenance.
2. Open the ARB Inquiry Codes section.
3. Double-click Type.
4. In the Type dialog box, use the following options as required:
   • To add a new code, click Add and enter the ID for the Code. Then enter a Description.
   • To edit the description of an existing code, select the code and then click Edit.
   • To delete a code, select the code and then click Delete .
5. Click Save.

Purpose

Use this procedure to set up codes that identify different types of taxpayer documents, such as photographs and repair estimates.

Prerequisites

• In order to perform this procedure, the following user right is required:
  • ARB > ARB Codes > Inquiry > Taxpayer Document Types

Procedure

1. Choose Tools > Code File Maintenance.
2. Open the ARB Inquiry Codes section.
3. Double-click Taxpayer Document Types.
4. In the Taxpayer Document Types dialog box, use the following options as required:
   • To add a new code, click Add and enter the ID for the Code. Then enter a Description.
   • To edit the description of an existing code, select the code and then click Edit.
   • To delete a code, select the code and then click Delete .
5. Click Save.

Purpose

Before beginning PACS activities involved in protest processing, system administrators must set up the protest codes in PACS for users to access during protest processing.

The PACS ARB/BOE/VAB module comes with default codes identified as the most frequently used codes for each of the processes. System administrators can change or delete these codes, or add codes of their own.

Note:   Once a user uses a code and it is linked to a property record, it cannot be deleted.

Purpose

Use this procedure to set up codes that identify the individual who provides an affidavit or testimony for the protest hearing.

Prerequisites

• In order to perform this procedure, the following user right must be assigned to your ID:
  • ARB > ARB Codes > Protest > Affidavit/Testimony Received By

Procedure

1. Choose Tools > Code File Maintenance.
2. Open the ARB Protest Codes section.
3. Double-click Affidavit/Testimony Received By.
4. In the Affidavit/Testimony Received By dialog box, use the following options as required:
   • To add a new code, click Add and enter the ID for the Code. Then enter a Description.
   • To edit the description of an existing code, select the code and then click Edit.
   • To delete a code, select the code and then click Delete .
5. Click Save.

Purpose

Use this procedure to set up codes that identify the ways in which an individual provided either an affidavit or testimony for the protest hearing.

Prerequisites

• In order to perform this procedure, the following user right must be assigned to your ID:
  • ARB > ARB Codes > Protest > Affidavit/Testimony Received Via

Procedure

1. Choose Tools > Code File Maintenance.
2. Open the ARB Protest Codes section.
3. Double-click Affidavit/Testimony Received Via.
4. In the Affidavit/Testimony Received Via dialog box, use the following options as required:
   • To add a new code, click Add and enter the ID for the Code. Then enter a Description.
   • To edit the description of an existing code, select the code and then click Edit.
   • To delete a code, select the code and then click Delete .
5. Click Save.

Purpose

Use this procedure to set up codes that indicate the Appraisal Review Board has decided that a protest is qualified for arbitration.

Prerequisites

• In order to perform this procedure, the following user right must be assigned to your ID:
  • ARB > ARB Codes > Protest > ARB Board Decisions

Procedure

1. Choose Tools > Code File Maintenance.
2. Open the ARB Protest Codes section.
3. Double-click ARB Board Decisions.
4. In the ARB Board Decisions dialog box, use the following options as required:
   • To add a new code, click Add and then enter the ID for the Code and the Description. To use the code to identify a protest as one that qualifies for arbitration, select the Type check box for Qualifies for Arbitration.
   • To edit the description of an existing code, select the code and click Edit.
   • To delete a code, select the code and then click Delete .
5. Click Save after each change.

Purpose

Use this procedure to set up codes that identify the decisions reached by the board.

Prerequisites

• In order to perform this procedure, the following user right is required:
  • ARB > ARB Codes > Protest > Decisions

Procedure

1. Choose Tools > Code File Maintenance.
2. Open the ARB Protest Codes section.
3. Double-click Decisions.
4. In the Decisions dialog box, use the following options as required:
   • To add a new code, click Add and enter the ID for the Code. Then enter a Description.
   • To edit the description of an existing code, select the code and then click Edit.
   • To delete a code, select the code and then click Delete .
5. Click Save.

Purpose

Use this procedure set up a code for a panel.

Note:   You must create at least one panel.

Prerequisites

• In order to perform this procedure, the following user right must be assigned to your ID:
  • ARB > ARB Codes > Protest > Panels

Procedure

1. Choose Tools > Code File Maintenance.
2. Open the ARB Protest Codes section.
3. Double-click Protest Panels.
4. In the Protest Panels dialog box, use the following options as required:
   • To add a new code, click Add and enter the ID for the Code. Then enter a Description.
   • To edit the description of an existing code, select the code and then click Edit.
   • To delete a code, select the code and then click Delete .
5. Click Save.

Purpose

Use this procedure to set up codes to be assigned to the members of a panel.

Prerequisites

• In order to perform this procedure, the following user right must be assigned to your ID:
  • ARB > ARB Codes > Protest > Panel Members

Procedure

1. Choose Tools > Code File Maintenance.
2. Open the ARB Protest Codes section.
3. Double-click Panel Members.
4. In the Panel Members dialog box, use the following options as required:
   • To add a new code, click Add and enter the ID for the Code. Then enter Description.
   • To indicate that a panel member is no longer active, select the Type check box for Inactive.
   • To edit the description of an existing code, select the code and then click Edit.
   • To delete a code, select the code and then click Delete .
5. Click Save.

Purpose

Use this procedure to set up codes that identify the individuals filing protests.

Prerequisites

• In order to perform this procedure, the following user right is required:
  • ARB > ARB Codes > Protest > By

Procedure

1. Choose Tools > Code File Maintenance.
2. Open the ARB Protest Codes section.
3. Double-click Protests By.
4. In the Protests By dialog box, use the following options as required:
   • To add a new code, click Add and enter the ID for the Code. Then enter a Description.
   • To edit the description of an existing code, select the code and then click Edit.
   • To delete a code, select the code and then click Delete .
5. Click Save.

Purpose

Use this procedure to set up event codes.

Prerequisites

• In order to perform this procedure, the following user right is required:
  • ARB > ARB Codes > Protest > Events

Procedure

1. Choose Tools > Code File Maintenance.
2. Open the ARB Protest Codes section.
3. Double-click ARB Protest Events.
4. In the ARB Protest Events dialog box, use the following options as required:
   • To add a new code, click Add and enter the ID for the Code. Then enter a Description.
   • To edit the description of an existing code, select the code and then click Edit.
   • To delete a code, select the code and then click Delete .
5. Click Save.

Purpose

Use this procedure to set up codes that identify the reasons for protests.

Prerequisites

• In order to perform this procedure, the following user right is required:
  • ARB > ARB Codes > Protest > Reasons

Procedure

1. Choose Tools > Code File Maintenance.
2. Open the ARB Protest Codes section.
3. Double-click Protest Reasons.
4. In the Protest Reasons dialog box, use the following options as required:
   • To add a new code, click Add and enter the ID for the Code. Then enter a Description.
   • To edit the description of an existing code, select the code and then click Edit.
   • To delete a code, select the code and then click Delete .
5. Click Save.

Purpose

Use this procedure to set up codes that identify the status of a protest.

Prerequisites

• In order to perform this procedure, the following user right is required:
  • ARB > ARB Codes > Protest > Status Codes
• The letters to be printed have been selected. To do this, in PACS.ADMIN, choose Tools > ARB Maintenance > System Settings. Click the ARB Options – Letters tab and select letters from the drop-down lists.

  

Procedure

1. Choose Tools > Code File Maintenance.
2. Open the ARB Protest Codes section.
3. Double-click ARB Protest Status Codes.
4. In the ARB Protest Status Codes window, use the following options to add a new code:
   1. Click Add .
   2. Enter the Code name and Description.
5. Use the following options as required:
   • To generate a letter when the code is applied to a protest, select Generate Letter.
   • If you select Generate Letter and you would like to specify the letter to be printed for protests that do not qualify for arbitration, select a letter from the Non-Qualifying Arbitration Letter drop-down list.
   • To close a protest when the status code is applied to it, select Close Case.
   • To edit an existing code, select the code and click Edit.
   • To delete a code, select the code and then click Delete .
6. Click Save after each change.

Purpose

Use this procedure to set up codes that identify the types of protests.

Prerequisites

• In order to perform this procedure, the following user right is required:
  • ARB > ARB Codes > Protest > Type

Procedure

1. Choose Tools > Code File Maintenance.
2. Open the ARB Protest Codes section.
3. Double-click Protest Type.
4. In the Protest Type dialog box, use the following options as required:
   • To add a new code, click Add and enter the ID for the Code. Then enter a Description.
   • To edit the description of an existing code, select the code and then click Edit.
   • To delete a code, select the code and then click Delete .
5. Click Save.

Setting Up Letters

PACS has the ability to create all necessary letters for ARB/BOE/VAB processes.  

Purpose

Use this procedure to create and review letter templates for inquiry and protest processing.

Prerequisites

• In order to perform this procedure, the following user right is required:
  • PACS Administrator > ARB Maintenance

Procedure

1. Choose Tools > ARB Maintenance > Letters > Letter Templates.
2. In the Letters Template dialog box, use the following options to create a new template:
   1. Click Add .
   2. In the ARB Template Details dialog box, complete the following fields:
      • Name
      • Type
   3. Click Add again.
   4. In the Select Letter dialog box, specify the letter name, the printer, and the number of copies.
3. Use the following options as required:
   • To edit an existing letter, highlight the letter and click Details.
   • To copy a letter, highlight the letter and click Copy.
   • To delete a letter, highlight the letter and click Delete .

Purpose

Use this procedure to enter printer settings for inquiry and protest letters and certified mailings.

Prerequisites

• In order to perform this procedure, the following user right is required:
  • PACS Administrator > ARB Maintenance

Procedure

1. Choose Tools > ARB Maintenance > Printer Settings.
2. In the ARB Letter Printer Selection window, do one of the following:
   • To select the default printer for a letter, select the letter and click Set to Default.
   • To select a printer other than the default printer for a letter, do the following:
   1. Select a letter and click Details.
   2. In the Select Printer for Letter dialog box, select the printer to be used for the letter and then click OK.

In This Section

PACS has the ability to scan and process protest for offices with high volumes of taxpayers protesting the values.  In this section, the process covered are:

Setting Up Map Sources

Setting Up Protest Mapping

Enabling Computers for Scanning

Purpose

This procedure is applicable only for offices that use barcodes to scan inquiries and protests.

Use this procedure to set the default protest by party for each type of protester. The default protest by party supplies the name and ID of the protester for the inquiry or protest record in PACS based on the type of protester that is scanned.

For example, if in the Owner field, you select:

• OWN (Owner) as the protest by party, then the owner ID is the default ID used when the owner is the protester scanned.
• AG (Agent) as the protest by party, then the agent ID is the default ID used when the owner is the protester scanned.

Prerequisites

In order to perform this procedure, the following user right is required:

• PACS Administrator > ARB Maintenance

Procedure

1. Choose Tools > ARB Maintenance > Map Sources.
2. In the Map Source window, select the default protest by party for each field. Then click OK.

   

Purpose

Use this procedure to enable barcode scanning of protest forms for your appraisal district, and to map your office’s customized protest reason codes to the state-approved reason codes.

Prerequisites

• In order to perform this procedure, the following user right is required:
  • PACS Administrator > ARB Maintenance
• In order to perform this procedure, you must have purchased a barcode license. For more information, contact the Sales Department at 972-881-1858.

Procedure

1. Choose Tools > ARB Maintenance > Protest Mapping.
2. In the Reason Code column, select reason codes to map to the state-approved reasons displayed in the Text Question column. Then click OK.

Purpose

Use this procedure to set up a computer for scanning.

Prerequisites

• In order to perform this procedure, the following user right is required:
  • PACS Administrator > Module Administration
• Verify that the Forms Processing activity (Activities > Forms Processing) is grayed out and disabled. If it is disabled, then you need to enable the computer for scanning with the procedure below. If it is not disabled, you do not need to carry out this procedure.

Procedure

1. On computer, find computer name (in most cases, select windows icon>Settings>System)
2. Copy the computer name.
3. Choose Tools > Module Administration.
4. In the Module Administration dialog box, click Add.
5. In the Add Machine dialog box, paste the machine name and click OK.

Setting Up Appraiser Meetings

In some offices, the user may choose to create individual appraiser meetings.  This section will cover:

Purpose

Use this procedure to enter general meeting information such as meeting length and beginning and ending dates and times. This general information is required for scheduling individual appraiser meetings.

Prerequisites

• In order to perform this procedure, the following user rights are required:
  • PACS Administrator > ARB Maintenance
  • ARB > Inquiry/Protest > Edit ARB Inquiry/Edit ARB Case > Set Appraiser Meeting Date

Procedure

1. Choose Tools > ARB Maintenance > Appraiser Meetings > Settings.
2. In the Appraiser Meeting Setting dialog box, enter the meeting length, and the beginning and ending dates and times. Then click OK.

Purpose

Use this procedure to specify holiday dates so that the dates are not available for scheduling meetings when Exclude Holidays is selected in the Add Meeting Availability tool.

Prerequisites

• In order to perform this procedure, the following user right is required:
  • PACS Administrator > ARB Maintenance

Procedure

1. Choose Tools > ARB Maintenance > Appraiser Meetings > Holidays.
2. In the ARB Appraiser Meeting Holidays dialog box, use the Date drop-down list to enter the date of the holiday.
3. In the Description field, enter a description of the holiday. Then click Add.
4. Repeat Steps 2 and 3 as required to continue adding holidays.
5. Click Close.

Purpose

Use this procedure to specify when appraisers are available for meetings.

Prerequisites

• In order to perform this procedure, the following user right is required:
  • PACS Administrator > ARB Maintenance
• If you need to prevent meetings from being scheduled on holidays, you must have entered the holidays in the Holidays tool.

Procedure

1. Choose Tools > ARB Maintenance > Appraiser Meetings > Add Meeting Availability.
2. In the From and to fields of the Add Appraiser Meeting Availability dialog box, enter the range of dates for which you will enter availability information.
3. Choose the following options as required:
   • To prevent meetings from being scheduled on a weekend during the date range, select Exclude Weekends.
   • To prevent meetings from being scheduled on a holiday during the date range, select Exclude Holidays.
4. Select an appraiser and the times that the appraiser is available:
   1. In the Appraisers & Times section, use the drop-down list to select the appraiser for which you are entering availability information.
   2. In the From and to fields, enter the beginning and end times that the appraiser is available for the date range you specified. Then click Add.
5. Repeat Step 4 as needed to add more appraisers to the date range.
6. Click OK.

Purpose

Use this procedure to retrieve a calendar view of scheduled meetings for an appraiser.

In the calendar, you can view, edit, or delete meetings.

Prerequisites

• In order to perform this procedure, the following user right is required:
  • PACS Administrator > ARB Maintenance

Procedure

1. In PACS Appraisal, choose Tools > ARB Maintenance > Appraiser Meetings > Manage Meetings.
2. In the Appraiser Meeting Calendar dialog box, select the appraiser and date.
3. Review the meetings scheduled on the day you selected. Then click Close.

Use the procedures in this section to set up dockets that can be used to schedule hearings for agents, property owners, or appraisers.

Purpose

Use this procedure to create a property owner docket.

Prerequisites

• In order to perform this procedure, the following user rights are required:
  • PACS Administrator > ARB Maintenance
  • Codefile Maintenance > ARB > Setup Hearing Docket
• The meeting type Docket is selected in the Meeting Type field of the Appraiser Meeting Options section in the BOE System Settings window. This is done in PACS.ADMIN via Tools > ARB Maintenance > System Settings.

Procedure

1. Choose Tools > ARB Maintenance > Protest Hearing Dockets > Property.
2. In the BOE Protest Property Hearings dialog box, click Add.
3. In the next BOE Protest Property Hearing dialog box, select the hearing date.
4. Select the property types and account type.
5. In the Dockets section, complete the following options:
   • Start and End – The start and end times of the fields.
   • Maximum – The maximum number of protests to be heard within the timeframe.
6. Click Apply to enable the Add button in the Docket section. Then click Add in the Docket section.

   

7. To copy a docket created for a given day to other days, do the following:

   Note Using this copy feature allows you to create one docket and then use it again on subsequent days without having to repeat the steps above.

   1. In the Copy all dockets to the following date range section, enter the date range that you want to copy the docket into.
   2. To prevent a docket from being copied to weekend days within the date range, click Exclude Weekends.
   3. Click Copy.
8. Click OK.

Result

The docket is ready to be used for scheduling hearings

Purpose

Use this procedure to create an agent docket only if your CAD schedules agent hearings separately from other hearings.

Prerequisites

• In order to perform this procedure, the following user rights are required:
  • PACS Administrator > BOE Maintenance
  • Codefile Maintenance > BOE > Setup Hearing Docket

Procedure

1. Choose Tools > BOE Maintenance > Protest Hearing Dockets > Agent.
2. In the BOE Protest Agent Hearings dialog box, click Add.
3. In the Dockets section of the BOE Protest Agent Hearing dialog box, complete the following options:
   • Start and End – The start and end times of the hearings.
   • Schedule – The number of protests scheduled for the timeframe.
4. Click Apply to enable the Add button in the Docket section. Then click Add in the Docket section.

   

Purpose

Use the procedures in this section to check the workflow and progress of inquiries and protests.

Monitors provide online reports of information related to inquiry and/or protest processing. You can set the monitors to be updated as often as every second.

Examples

Examples of monitors include:

• Daily Statistics –A daily statistics monitor could display the number of inquiries and protests processed each day, along with other information such as phone numbers and the taxing units.
• Panel Monitor –If there are multiple panels for hearings, a panel monitor could display the property ID, protester, and time of hearings for different panels.

Purpose

Use this procedure to create a monitor.

Prerequisites

• In order to perform this procedure, the following user right is required:
  • ARB > Edit Monitors

Procedure

1. Choose Tools > Monitors.
2. Click Add to add a new monitor.
3. In the Monitor dialog box, complete the following fields:
   • Monitor Name

     The name of the monitor.

   • Query or Stored Procedure

     The SQL query or stored procedure that will retrieve the data to be displayed.

     A query up to 3,000 characters is supported. If a larger query is needed, place the query in a stored procedure and enter ‘exec {stored procedure name}’ in the monitor.

   • Monitor Type

     Determines whether the monitor is for inquiries, protests, or neither.

4. Click Verify Query to verify the syntax of the query.
5. To deactivate the option to sort columns in the Monitor Results columns, select the Disable List Sort check box.
6. Choose one of the following options:
   • Refresh Rate

     The interval at which the online display of data will be refreshed. Entered in minutes and/or seconds.

   • Use Notification Service
7. Click Assign Users to select the users who will be able to view the monitors.
8. Click OK to complete the monitor creation.

Purpose

Use this procedure to view monitor results or process the results further.

Prerequisites

• In order to perform this procedure, the following user rights is required:
  • ARB > Run Monitors

Procedure

1. Choose Tools > Monitors.
2. Double-click a monitor to view the results in the bottom of the window.
3. To use any of the following options, right-click the results list and choose from the menu:

   

   • Sign In – Signs in the taxpayers or agents in the results list.
   • Assign Panel – Assigns a panel for the properties in the results list.
   • Assign Appraiser – Assigns an appraiser to the properties in the results list..
   • Update Status – Updates the status of properties in the results list.
   • Clear Sign-In Date – Removes the sign-in date of an inquiry or protest.
   • Print ARB Templates – Enables you to select and prints a letter template for the selected properties.
   • Print ARB Letters – Enables you to select and print a letter for selected properties.
   • Open Property – Opens the property record for the selected row.
   • Open Case – Opens the inquiry or protest for the selected row.
   • Quick Scan – Displays the Quick Image Scan dialog box in which you can scan an image or document.
   • Resume Auto refresh – Resumes auto fresh after it has been paused.
   • View Query Details – Displays the query used to retrieve monitor results.