MO Mass Maintenance

Mass Maintenance in PACS allows the user to update certain fields across multiple properties.

This process allows user to activate preliminary properties by abstract/subdivision, property list by year.

Procedure

• Browse to Activities > Mass Maintenance (Property) > Activate Preliminary Properties

• Select Assessment Year
• Under Selection, user may choose property(s) by choosing:
  • Abstract/Subdivision – user will select from drop down list. List is maintained in Tools>Code Maintenance
  • Property ID – user may enter property id’s separated by a carriage return
  • SQL Query – user may select properties properties using a SQL query.
• Property Adjustments
  • Delete parent property & add parent property information to ab/sub worksheet
  • Add Land New Value
  • Ignore Abs/Sub Activation Date Validation
• Click Next to proceed

• A confirmation screen will render. This will summarize the action to be taken as well as give the user a count of properties affected

• Report – user may render a report of action taken

• Click Finish to complete the action

Purpose

Use this procedure to create a batch or change the details of a batch.

Prerequisites

• In order to perform this procedure, the following user rights are required:
  • Daily Batch > Daily Batch Assign
  • Daily Batch > Daily Batch Delete
  • Daily Batch > Daily Batch Admin

Procedure

1. In PACS, choose Activities > Mass Maintenance (Property) > Daily Batch.
2. To add a new batch, complete the following steps:
   • Click Add to add new batch.
   • To assign a batch to a user, click Assign. If required, click Unassign to remove a user’s assignment to a batch.To assign a batch to a user, click Assign. If required, click Unassign to remove a user’s assignment to a batch.
   • In the Daily Batch Details dialog box, complete the Description and Comment fields, and select the Assign check box if required.
   • Click Ok
3. To edit the details of an existing batch, complete the following steps:
   • Highlight the batch and click Details.
   • Edit the Description and Comment fields, and select the Assign to this batch now check box if required.

     Note A user will only be able to do mass updates if a daily batch has first been assigned to that user.

   • Click OK.
4. To delete a batch, highlight the batch and click Delete .

   Note A batch cannot be removed if any kind of mass maintenance has been done in that batch.

Purpose: User can run reports to review activities done while in the batch.

Procedure:

User will browse to PACS Application button > Activities > Mass Maintenance (Property) > End of Day Reports

• Select Batch – user will select batch desired
• Recalculate Properties – check box will activate recalculation process
• Print Appraisal Cards – checkbox will produce appraisal cards in selected batch
• Print Batch Report – checkbox will produce a report to show properties in Batch
• Click Process

This function allows the user to copy sale date to multiple property records. This is great for large sales to multiple properties.

Procedure

• Browse to Activities>Mass Maintenance (Property)>Mass Copy of Sale Land & Improvements Maintenance

• Selection
  • Type – user may choose between sale id, property id, or SQL Query
  • Text Box – in the text box below, user will enter data separated by a carriage return
• Options
  • Use Captured Data – use data captured at time of sale
  • Use Current Data – use data that exists currently on property record
• Update Values – this will reflect how many records are affected; Use must click ‘Count‘ button for this to populate
• Print Report – this will render a Mass Copy of Sale Land and Improvement Reports that will show affected records.
• Click Update to Continue

Purpose

Use this procedure to create multiple properties and specify data to be applied during the creation of the properties. You could use this procedure, for example, to create property records for a new subdivision. Multiple properties can be created in multiple years–both certified and uncertified years simultaneously, if need be.

Prerequisites

• In order to perform this procedure, the following user rights are required:
  • Activities > Mass Create Property
  • Mass Maintenance > Mass Maintenance Create Preliminary Property (if required)

Procedure

1. Browse to PACS Action button choose Activities > Mass Maintenance (Property) > Mass Create.
2. In the General section, complete the following options as required:

   

   • Assessment Year – the most recent year user would like to create.

     Note The year(s) you select may affect which menu options are available in some of the remaining fields in this procedure because some options are year-specific. Selected years must be consecutive. Note that the year(s) which are selected by the user may affect which menu options are available in other fields in the rest of the procedure (i.e., Township) because some options are year-specific. Furthermore, after an initial Assessment Year is selected, the availability of previous years for property creation depends on whether values exist in those years for the following fields: Abstract / Subdivision, Township, State Code, and Land Type code. For example, if the user chooses Assessment Year 2018 and one Abstract / Subdivision code exists for the previous 5 years, one Township code exists for the previous 4 years, and one State code and one Land Type code exist for the previous 3 years, then the Number of previous Years available is 3, 2, or 1.

   • Property Count – The number of lots to be created in the series.
3. In the Legal Information section, complete the following options as required:
   • Abstract/Subdivision
   • Block
   • Starting Lot – The number of the first lot to be created in the series.
   • Reverse Order – Check to display the listing of lots from highest lot number to lowest lot number on the final screen of the wizard.
   • Additional Legal
   • Book/Page
   • Primary Use
   • Secondary Use
   • Property Sub -Type
4. Complete the following in the Geo and Ref ID section:
   • GEO Id

     Note If you are using auto build geo, you do not need to enter a geo ID number.

   • Ref Id 1

     Note This is usually the property ID number from the old system. To continue maintaining this number in PACS, type the REF1 number to be added in the mass creation. All accounts created will have the same number. You will also need to change the number to reflect an individual number in the wizard property breakdown dialog box.

   • Ref Id 2
   • GEO Format
   • Auto Fill GEO Id
   • Auto Sequence GEO Id – Automatically sequenced geo ID based on the geo number entered.
   • Auto Build GEO Id – Click to create the GEO ID automatically.
5. Enter the prefix, street, suffix, city, state and zip values in the Situs section.

   Note If zip codes are available in your PACS system, zip code options are available in the pull down menu after the street is selected. If zip codes are not available in your PACS system, type the zip code of the situs here.

6. Complete the acres/SqFt, land size, land type and state code values in the Land Information section.
7. To create split history on the new properties, enter the property ID of the parent account in the Parent Account section.
8. Click Next.
9. If you are not creating properties in a certified year, then proceed to the next step. If you are creating properties in a certified year, enter the supplement information by doing the following:
   1. In the Supplement section of the Mass Create New Properties Wizard, select one of the following supplement options:

      

      • Available
      • New
      • Pending
      • Create New Supplement Group
   2. Select or enter the following:
      • Supplement Date
      • Do not send Change of Value form
      • Supplement Code
      • Supplement Reason

      

   3. Enter a Comment as needed.
   4. Click Next.
10. In the General window, associate the properties you are creating with the correct neighborhood, region and subset by using the drop-down lists. Enter the map ID and Mapsco value in the General section.
11. In the Owner Information section, review the information that corresponds to the property ID entered in the first dialog of the wizard. To add or change the information, click Search/New.
12. To indicate that any linked owner accounts available from the parent property must be copied to each newly created property, select Include Owner Linked Accounts.
13. In the Property Information section, enter the zoning values or other property characteristics.
14. In the Special Assessment section, the Special Assessment field is populated with the tax area to be associated with the properties created in mass. Click the drop-down list to change the tax area.

In The Properties Group Codes section, user may populate the appropriate Property Group Code. For example, perhaps they want to code the property with a Field Check Property Group Code.

1. To log information in the Events panel that describes a system or user activity which affects the property records click Add Event in the Add Event section.
2. Click Next.
3. In the Legal Description window, review the legal description. Edit the fields if necessary.
4. If you are reasonably sure that the properties will be activated and the parent property will be inactive, select Delete Parent Property and Add Parent Property Information to Abs/Sub Worksheet.
5. Click Finish.

Result

In a few moments, the properties are created. Then you are presented with the option to generate list of the newly created properties.

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

Procedure:

• Browse to PACS Application Button > Activities > Mass Maintenance (Property) > Mass Create Damage Assessements

• Assessment Year – this is the qualify year of the Damage Assessment
• Selection – user can choose properties in a variety of different ways:
  • Abstract/Subdivision – search for specific abstract subdivision or choose several abstract/subdivisions
  • Property ID’s – list property id’s separated by a carriage return
  • SQL Query – use query to select properties
• Property Adjustments
  • Delete parent property & add parent property information to Abstract/Subdivision Worksheet
  • Add Land New Value – checkbox allows user to enter New Value
  • Ignore ABs/Sub Activation Date Validation

• User will receive a confirmation screen to validate changes

• Click Finish

PACS has the ability to create roll corrections in mass.

Procedure:

• Browse to PACS Application Button > Activities > Mass Maintenance (Property) > Mass Maintenance > Mass Roll Correction
• Click Green Plus

• Update information
  • Batch – batch is a ‘bucket’ that holds value. The batch must be created through Create Daily Batch function
  • Year – use drop down to choose year in which to roll correct
  • Reason Code – drop down of Codes created by office in Code Maintenance
  • Description – open text to describe the mass roll correction
  • Type – Standard will use search critiera, Property will use list of property ID, SQL Query will use Query

• Selection Criteria – will only be valid if Standard Type is selected
  • Property level – user may search by a variety of selections including: Abstract/subdivision, neighborhood, Condo Group, Primary Use, Tax District, Secondary Use, Group Code, Zoning, Region, Cycle, Map Id, Subset, Tax Area. These can be used alone or in conjunction with each other
  • Land/Improvement Detail Level – user may search by: Improvement class, Improvement sub class, Land Type, Features, GLA, Acreage, Effective/Actual Age. These can be used alone or in conjunction with each other.
• Update Values – use will select the ‘Count’ button to identify exact # of properties being updated.
• Click Update to complete

Purpose

Use this procedure to update multiple properties at the same time.

Prerequisites

• Your daily batch (Activities > Mass Maintenance (Property) > Daily Batch) is assigned.
• Either Mass Maintenance Administrator or Mass Maintenance Mass Update is assigned to your user ID. If you need to undo a mass update, the Mass Maintenance Undo user right is assigned to your ID.

Procedure

• In PACS Appraisal, choose Activities > Mass Maintenance (Property)> Mass Maintenance >Mass Update.
  • The Mass Update Maintenance dialog box is displayed.
• Click Add.
  • The Mass Update Details dialog box is displayed.
• In the Year drop-down list, specify the year for the update.
• Select a batch and in the Description field, enter a description of the mass update. complete the following options as required:
• Complete one of the following options:
  • If you selected Standard, in each field, click […] and use the arrows to move items from the left column to the right column to select the codes to use as search criteria when retrieving properties.

    

  • If you selected Property ID's:
    • In the Property ID(s) section, enter property IDs separated by a carriage return.
  • If you selected SQL Query:
    • In the SQL Query section, enter a SQL query to return property ID’s or click Get Query to select a query.
• In the bottom section, enter the values to be applied in the mass update process:

• Table – The table containing the fields to be updated.
• Field – The field to be updated.
• Item – For improvements, in this field you can enter either the improvement number or * for all improvements.
• For improvement details, in this field you can enter either the improvement number plus an alpha character for each improvement detail, or the improvement number plus * for all improvement details.
• Old Value – A value or code to be matched on for the action specified. The update will be carried out only if the old value equals the current information in the field or item.
• New Value – A new value or code to be added to the property for an insert or modify action. The value entered here will replace the old value.
• Adj – The type of adjustment. Options include P for a percentage or A for an amount.
• Action – Select one of the following options:
• Insert to create a code or value.
• Delete to remove the specified code or value from the property if it exists.
• Modify to replace the code or value indicated in the Old Value column with the code specified in the New Value column.
• When you need to enter an action to mass update comments, you can select one of the following options:
  • A – Appends the comment to the end of the comment field.
  • D – Deletes the comment.
  • I – Inserts the comment at the start of the comment field.
  • R – Replaces the entire comment with the new comment.
• Criteria – Applies the update only if additional criteria for another field specified here is met.
• By selecting this option, in the Choose Criteria dialog box, you must select the table, the name of the other field, the operation (such as greater than or less than), and the value for the other field.

• Click Count to review the number of property records to be updated.

  Note Ensure that the count is within a reasonable estimate. The count is not referring to properties but rather to the number of items to be updated. If a property has multiple improvements and you are updating all improvements, the count includes each individual improvement.

• Click Update.

Next Steps

If required, you can undo a mass update by clicking Undo in the Mass Update Maintenance dialog box. For example:

Purpose

Use this procedure when you need to do one of the following:

• Change the tax area on properties, for example, when a tax area was assigned incorrectly to properties.
• Add a special assessment agencies to properties to indicate that the properties will be part of an assessment, or that they are within the boundaries of an assessment.

Prerequisites

• In order to perform this procedure, one of the following user rights is required:
  • Mass Maintenance > Mass Maintenance Admin
  • Mass Maintenance > Mass Maintenance Mass Update
• Assign a daily batch (see Creating a Daily Batch).
• The Mass Update Reason Code that you will use has been set up in PACS.ADMIN under Tools > Code File Maintenance > General.

Procedure

1. Choose Activities > Mass Maintenance (Property) > Mass Maintenance > Mass Update Tax Area/Special Assessment.
2. In the Mass Update Tax Areas/Special Assessment Agent History dialog box, click Add.
3. In the Update Information section, complete the following options as required:
   • Batch
   • Description
   • Year
   • Reason Code
   • Include Deleted Properties
   • Type
   • Update properties that exist in the Future Year (XXXX-XXXX)
4. Complete the following in the Selection Criteria section, based on your selection in the type field:
   • If you selected Standard:
   1. In the Property Level section, in each field, click and use the arrows to move items from the left column to the right column to select the codes to use as search criteria when searching for properties.

      Note When entering multiple items, separate the items with commas.

   2. In the Land Improvement/Detail Level section, complete the following options as required:

      

      • Improvement Class
      • Improv. Sub Class
      • Land Type
      • Miscellaneous Code
      • GLA
      • Acreage
      • Effective Age
      • Actual Age
      • In the table, complete the following options as required:

        

      • Feature Type
      • Feature Value
   • If you selected Property ID's:
     • In the Property ID(s) section, enter property IDs separated by comma or carriage return.
   • If you selected SQL Query:
     • In the SQL Query section, euter enter a SQL query to return property IDs, or click Get Query to select a query.
5. In the Tax Areas and Special Assessment Agencies section, complete the following option as required:
   • Tax Area
   • # of Properties to be Updated
   • Add Special Assessments
   • Remove Special Assessments
6. To print a report that lists the properties affected by the mass update of tax areas, click Print.
7. Click Update to update the tax areas and special assessment information.

Purpose

Use this procedure to recalculate the values for multiple properties at the same time.

Prerequisites

• In order to perform this procedure, the following user right is required:
  • Activities > Recalculate All Property

Procedure

1. Browse to PACS Application Button, choose Activities > Mass Maintenance (Property) > Mass Recalculation.
2. In the Recalculate Property dialog box, choose one of the following options:
   • All Properties
   • Select by Options
     • If you choose the Select by Options option, then select from the following check boxes as required and specify the values for each:
     • Property Type
     • Neighborhood
     • Subdivision
     • Class
     • Tax Area
     • Group Code
     • Appraiser
     • Last Modified
   • To enter a query with which to retrieve a group of property records to be recalculated, choose the Select by Query option. The do the following:
   1. Enter the query in the Query panel.
   2. Click Verify Query to verify the syntax. Then click Load Query.
3. Click Recalculate to recalculate the property values.

Note:  The fields available for data entry in the PACS Data Entry dialog are determined by the template built in Tools. For more information, see Managing Data Entry Templates.

Prerequisites

• PACS Data Entry templates have been created in (Tools > PACS Data Entry Template Maintenance).
• To perform this procedure, the Mass Maintenance > Mass Maintenance PACS Data Entryuser right is assigned to your ID.
• To add Land Miscellaneous Codes to a record from PACS Data Entry, the Disable Addition of Land Miscellaneous Codes option is set to False (Tools > System Configuration > PACS Data Entry Options).
• To add Improvements to a record from PACS Data Entry, the Disable Addition of New Improvements option is set to False. (Tools > System Configuration > PACS Data Entry Options).

  Note:  The abilities to create or edit Improvements, add Group Codes, view sketches, delete Land Segments, etc., all require the same user rights that would be required outside PACS Data Entry.

Procedure

1. In PACS, do one of the following:
   • Choose Activities > Mass Maintenance (Property) > PACS Data Entry.
   • From the Property record view, choose Commands > PACS Data Entry.
2. In the PACS Data Entry dialog box, enter the Property ID. If you entered the dialog through the Property Commands menu, the Property ID field is already loaded with the subject property’s ID.

   Tip

   – Hitting the Tab key or clicking the mouse to move the cursor to the next field after entering the Property ID automatically populates the other property fields in the General section.

   – Navigation hotkeys are available for this dialog. See PACS Data Entry Hotkeys for more information.

3. Choose the Template from the drop-down list. Templates created with your user ID and all Global templates are available for selection.
4. Then choose the Record Type that is the type of record you are modifying or entering data for. The Record Type options available in the drop-down lists depend on the selected template. If the selected template only includes Improvement-related fields, then Improvement will be the only Record Type option.
5. Depending on your chosen Record Type, do one of the following:

   Note The options and appearance of the PACS Data Entry dialog box vary according to the selected Record Type.

   

   • If you selected Property Record Type, use the following options as needed:
     • Create New Event
     • Add New Group Code
   • If you selected Improvement Record Type, use the following options as needed:

     

     • If the selected template allows, you can add Improvements, Improvement Details, and Improvement Detail Attributes to the property by clicking Add in the Improvement Information grid toolstrips.
     • Adjustments
   • If you selected Land Detail Record Type, use the following options as needed:

     

     • Land Miscellaneous Codes
     • Land Adjustments
6. Enter the appropriate values directly in the grid for each field.
7. Click Recalculate as needed. To view recalculation errors, click Errors. The Errors options are enabled when errors exist.
8. When you have finished, click Save. If the data saves successfully, the cursor resets in the Property ID field so that the next property ID can be entered.
9. When you have finished with PACS Data Entry, click Close to exit the dialog.

Purpose

Use this procedure to update the values within fields for multiple property records, one after another.

To enter data quickly, you can assign repetitive data entry tasks to function keys, and/or you can use the TAB key rather than your mouse.

Not all data in the system can be updated with this activity; a select group of fields is available to be updated from the following tables:

• Building Permits
• Improvements
• Improvement Detail
• Land
• Property

When you select the table, the fields that you can choose to update are displayed in the Field column:

Caution There is not a way to automatically undo a quick entry update, other than by doing another quick entry update to change the data.

Prerequisites

• The Mass Maintenance Quick Entry user right is assigned to your user ID.
• Your daily batch is assigned.

Procedure

• In PACS Appraisal, choose Activities > Mass Maintenance > Quick Entry.
  • The Mass Maintenance Quick Entry dialog box is displayed.
• In the Year drop-down list, specify the year for the update.
• Enter the property ID and press TAB to display the property information.

  Note You can use the < and > buttons either to retrieve the previous geo ID or to advance to the next geo ID.

• To enter values for a row, complete the following options:

• Table – The table containing the fields to be updated.
• Field – The field to be updated.
• Item – For improvements, in this field you can enter either the improvement number or * for all improvements.
• For improvement details, in this field you can enter either the improvement number plus an alpha character for each improvement detail, or the improvement number plus * for all improvement details.
• Old Value – A value or code to be matched on for the action specified. The update will be carried out only if the old value equals the current information in the field or item.
• New Value – A new value or code to be added to the property for an insert or modify action. The value entered here will replace the old value.
• Adj – The type of adjustment. Options include P for a percentage or A for an amount.
• Action – Select one of the following options:
• Insert to create a code or value.
• Delete to remove the specified code or value from the property if it exists.
• Modify to replace the code or value indicated in the Old Value column with the code specified in the New Value column.
• When you need to enter an action to mass update comments, you can select one of the following options:
  • A – Appends the comment to the end of the comment field.
  • D – Deletes the comment.
  • I – Inserts the comment at the start of the comment field.
  • R – Replaces the entire comment with the new comment.
• Criteria – Applies the update only if additional criteria for another field specified here is met.
  • By selecting this option, in the Choose Criteria dialog box, you must select the table, the name of the other field, the operation (such as greater than or less than), and the value for the other field.

• To create another row, either tab to the Criteria cell or click the Criteria cell.
• To save your entries in a row for future use and assign the row to a hot key, do the following:
  • Select the row you would like to retrieve in the future and click Add Row.
    • The Row Name dialog box is displayed.
  • Enter a description of the row and click OK.
    • The row name is displayed in the drop-down list in the bottom of dialog box. For example:

• Click Assign Key.
  • The Quick Entry Assign Key dialog box is displayed.
• Do the following:
  • (i) On your keyboard, press the function key to which you want to assign the row.
  • (ii) Verify that the function key you chose is displayed at the end of the Function Key Selected row. For example:

• (iii) Enter a button label and click OK.
• The button label is displayed below the hot key code. For example:

• To retrieve a row of entries previously saved and assigned to a hot key, select the hot key.
• Click Update to apply the new values to properties.
• Repeat the steps above as required to change data for additional property records.

This feature allows the user to update Special Assessment fees to properties in Mass.

Procedure

• Browse to Activities>Mass Maintenance (Property)>Special Assessment Quick Entry Dialog

• General
  • Year – Select Assessment year
  • Special Assessment Agency – Select special assessment agency from drop down list. List is maintained in Special Assessment
• Property Identifier
  • Select identifier they wish to enter Assessment Data section below. Selection is: Geo ID or Property ID
• Options
  • Select option to enter fees. This controls what is populated in Assessment Data section below
    • Enter Fee Amount Only
    • Enter Units; Calculate Fee using Rate. In open data entry field, user will select default amount
• Assessment Data – this section allows user to input property id, rate, fee for properties
  • To add property/geo id, click Green Plus
  • A line item is added in table below
  • User may data enter data required.
• Click OK or Apply

This process updates all Legal Descriptions with the Auto Build Legal checkbox checked when the client configures the Legal Description template under the Tools menu

Procedure

• Browse to PACS Application button, choose Activities>Mass Maintenance (Property)>Update All Legal Descriptions
• User will receive a confirmation dialog box, click Yes to continue or No to cancel the process

• User may track progress in InBox. PACS will notify when the process is completed.