New Features
Released to Clients on 11/16/2017
This release includes the following additions and modifications to functionality:
1.1 Arbitration
The goal of this project: to allow the CAD a quick and efficient way to produce a USPAP compliant appraisal report for arbitration purposes.
The solution was to introduce the concept of default evidence packet configuration for the arbitration module. It is expected, at a later date, to enhance the evidence configuration to mimic what is now available for ARB Protest evidence configuration, with multiple packets available.
- Evidence is now available on the Arbitration module, with a new tab. This is based on the ARB Protest evidence tab intended for CAD evidence.
- Information tab – changes have been made in response to the new evidence tab, to replace the individual evidence letter tracking
- Evidence prepared section
- Additional Evidence section, Remove fields:
- Type
- Letter Printed
- Delivery Date
- Packet Names – the ability to control the naming convention for packets is available for arbitration evidence.
NOTE: If your office would like to have the Packet Name be a code file, please contact Client Services to activate this option.
- Without the packet name configuration option turned on, the field is a free form text field for the user to create a name:
- With the packet name configuration option turned on, the field is limited to a drop down of the code file names configured:
- Once the setting is enabled, the configuration is available from Tools>Arbitration Maintenance>Evidence Packet Name Configuration:
- Default Packet Configuration – similar to evidence packet configuration, arbitration is available from Tools>Arbitration Maintenance>Default Evidence Packet Configuration
- Generate default packet on arbitration –
- Get Defaults
- A default file is created for each case/property
- When user clicks ‘Add’ to add an existing PDF file to packet contents, only 1 file will be created.
- If there is only one ARB Protest Case/Property associated with this Arbitration, the Case ID and Property ID will be displayed after file is added.
- If there are multiple ARB Protest Cases/Properties associated with this Arbitration, the Case ID and Property ID will not be displayed after file is added.
- Delivery – the following dialog is displayed to allow user to enter delivery data
- Change log –
- The change log will capture the following new fields under Module ‘Arbitration’:
- [arbitration]. evidence_delivered_dt
- [arbitration]. evidence_delivered_staff
- [arbitration]. evidence_delivered
- Since this project is modeled after ARB protest Module, the following items have the same behavior as ARB Protest:
- The evidence_delivered_dt, evidence_delivered_staff, and evidence_delivered fields under table [arbitration] contains the data of the 1st package
- Once the 1st package is delivered, these 3 fields will not get updated.
- User will go to Arbitration Evidence and use the ‘Delivery’ button to see or update delivery information of each subsequent package.
- Event Types – the following Event types are added to Arbitration
- PACKETADD – Item added to evidence packet
- PACKETDEL – Arbitration Evidence Packet Deleted
- PACKETREM – Item removed from evidence packet
- EP – Generate Default Evidence Packet File
- User Rights – new user right ‘Arbitration – Evidence Packet Config’ allows user to view and edit Arbitration Evidence Packet Configuration
- Arbitration Letter Processing (33401)
- The intent of this project: allow the CAD staff to create a cover letter to include property specific information and an image. This will be implemented as a letter tag, where only the main image will be displayed.
- Letter Maintenance
- A new letter node ‘Image’ is added to Arbitration letter, a letter tag ‘Property Main Image’ is under ‘Image’ node
- The image letter tag is available for the following Arbitration letter types:
- Reject
- Request
- Arbitrator Selection
- Evidence
- Additional Evidence
- Denial
- The letter tag is intended to be used as a ‘table tag’ in the word document, a table is inserted where the image should display.
- The image letter tag should be the only tag in the cell; no other tag or text should be in the same cell.
- It’s recommended to display a border while sizing the cell in order to easily identify the location and size of the Image, and then remove the border after the cell is sized, if desired.
- The user should adjust the table Cell width/height to desired image size.
NOTE: Verify the post script printer set-up in PACS allows for color images. (PACS >Machine Settings>Set Post Script Printer)
- Arbitration Search (35206) (37351)
- New search fields are added for searching Arbitration
- Property Type (property.prop_type_cd)
- Property Designation (property_val.roll_cd)
- Property Use
1.2 ARB Protest
The goal of this project: allow flexibility in creating default evidence packets, to allow multiple packets by property and protest criteria.
- Configure ARB default evidence packets from PACS Appraisal> Tools > ARB Maintenance> Default Evidence Packet Configuration
- This dialog lists all configured ARB default evidence packages in order.
- User can use ‘Move Up’ and ‘Move Down’ button to change the order.
- The ‘Year’ Combo box allows user to view/create Default Package in different year.
- The Global Default Packet is intended to be used by clients who do not wish to have multiple evidence packets or to ensure that a packet is always created, where the criteria is not specifically met. The packet will always display at the bottom of the list.
- The Global Default Packet is used when a protest does not meet the criteria of any other configured default.
- After the upgrade, when user clicks ‘New’ to create a new package the very first time, PACS will create a Global Default package if there is no Global Default package.
- In the upgrade for this release, for clients who already have a single default evidence package configured, it will be converted to the Global Default package. The global default evidence package will be used for each year.
- New… – will launch the dialog below
- Packet Name/Description – used to identify the packet configuration.
- Packet Description – will be assigned to a created packet if the CAD is NOT using the option to configure packet names through code file
- Criteria – used to match a property to evidence packet when creating in mass or getting the defaults on a protest
- State Code
- Neighborhood
- Improvement Type
- Select items – the list has been expanded, adding several options. Below are specifics for each item
- Single-Copy Packet – this is intended to be used when a large file represents the static evidence prepared for a group of properties.
- For example, TCAD prepares a Commercial evidence packet that is used for every commercial property protest. Rather than publish the file for each protest, the link to the file will be used for viewing the file .
- The file must be located on a shared network folder. A message will display if the folder is non-network . Due to this limitation, the option to include a single copy file will NOT be available for hosted Online Appeals clients.
NOTE: If other items are selected with the static file, a separate packet will be generated for the static file. Two evidence packets will be generated and published if using the option from ARB protest search results.
- Sort option – this allows the user to designate an order for all the files in the packet
- Mass Generate Default Evidence Packets –
- PACS Appraisal > Protest search results > right click >Evidence> Generate Default Files for Evidence Packet
- This function is modified to generate default evidence files for all selected protests, not only for protests filed online. The files within the packet will be created and made available on the protest. The user is expected to review and create the packet manually from the protest.
- Evidence files will not be generated for closed protest.
- Each selected protest/property is matched with the default evidence packet configuration criteria (state code, neighborhood and imprv type). Global default evidence packet will be used if there is no match found.
- PACS Appraisal > Protest search results > right click >Evidence >Generate and Publish Default Files for Evidence packet
- This function is modified to generate default evidence packet for all selected protests, not only for protests filed online. The evidence packet will be generated and created on the protest.
- If the protest is filed online and Onlineappeals EFile is enabled, the packet will be published online.
- Create Evidence Packet on ARB Protest – this allows the individual packet to be configured at the protest level .
- PACS Appraisal > ARB Protest > Evidence tab
- The protest and property characteristics are matched with the default evidence packet configuration criteria (state code, neighborhood and imprv type). Global default evidence packet will be used if there is no match found.
- The default files are listed in the grid for User to create packet on protest
- Actions are available to change order of files (move up/down), the sort order configured for the default evidence is the default sort.
- Actions to View and Remove are available
- If user wants to ‘Remove’ a file which is a ‘Single Copy Default Evidence’, the shared single copy file will not be deleted. Only the reference record is removed from table.
- Protest Letter Processing (34143)
The intent of this project: allow the CAD staff to create a cover letter to include property specific information and an image. This will be implemented as a letter tag, where only the main image will be displayed.
- Letter Maintenance
- A new letter node ‘Image’ is added to ARB Protest letter, a letter tag ‘Property Main Image’ is under ‘Image’ node
- The letter tag is intended to be used as a ‘table tag’ in the word document, a table is inserted where the image should display.
- The image letter tag should be the only tag in the cell; no other tag or text should be in the same cell.
- It’s recommended to display a border while sizing the cell in order to easily identify the location and size of the Image, and then remove the border after the cell is sized, if desired.
- The user should adjust the table Cell width/height to desired image size.
NOTE: Verify the post script printer set-up in PACS allows for color images. (PACS >Machine Settings>Set Post Script Printer)
- Hearing Dockets –
- Search (35201) – Currently, when ‘Future Dates’ is selected there can be a delay in the search. The ability to enter the date needed at the bottom of the page would narrow the search, avoid delay, and even perhaps avoid selecting an incorrect date.
- Protest Search options
- Exclude Agent (35209) – on the Property tab for the protest search, the Agent section has been updated
- User can search for protests:
- With any Agent is associated
- With a specific Agent associated, per user criteria
- Without an Agent associated
- With or Without an Agent (both)
- Excluding protests with a specific Agent, per user criteria
- The same options exist for ARB Inquiry search, as well
- With any Agent is associated
- With a specific Agent associated, per user criteria
- Without an Agent associated
- With or Without an Agent (both)
- Excluding protests with a specific Agent, per user criteria
- Consolidated Menu (37175) – The Protest Search Results Menu has a large number of entries. This project will consolidate the menu entries into a smaller number of “parent” entries and move many of the current entries into sub menus.
- Some menu options are dependent on the system setting for Appraiser Meeting
Type (Tools> ARB Maintenance> System Settings)
- Schedule-Appraiser Meeting
- Schedule-Clear Appraiser Meeting Appointments
- Schedule-Set Appraiser Meeting Date &Time
- When Appraiser Meeting Type is set to:
- Docket – menu items are displayed
- Individual – menu items are NOT displayed
- Mass Update Evidence Delivered (35203) – allow user to mass update for a group of selected protests the Evidence preparer and delivered dates
- Mass Update Hearing Appraiser (35211) – to mass update for a group of selected protests the Hearing Appraiser for the protest record
1.3 Income
The goal of this project: be able to enter directly into PACS the income and expense data the appraisal staff receives from property owners and agents throughout the year.
To meet that goal, new tabs have been created for the Income valuation module.
- CAD User can enter income data separate from the existing tabs:
- Direct Cap
- Schedule
- Pro Forma
- DCF
- PACS Appraisal Property> Values tab > Income button > Add…
- The Actual tab is modeled after the Direct cap tab, with:
- Same data fields
- Same columns and rows in the grid
- Same calculations
- The Settled tab is modeled after the Direct cap tab, with:
- Same data fields
- Same columns and rows in the grid
- Same calculations
- Allows loading of Actual data and from the Schedule data
- The Summary tab is modified for the new valuations
- The Income Worksheet is modified for the new valuations
- Base Cap Breakdown (34915)
The goal of this project – allow CAD to track base cap rate with options for loading the tax rate to calculate an overall cap rate.
Background:
Property taxes are accounted for within the income module either by allowing PACS to calculate a tax amount using the property tax rate or by loading the cap rate manually (where the tax amount field would be overridden to 0).
Currently, there is no indication in the worksheet of a loaded cap rate where the tax rate used by the CAD would display.
The income module needs to allow the flexibility to be able to use and display either a tax load rate OR the tax amount calculation. The tax load is the same thing as the tax calculation but expressed as a rate instead of a tax amount (i.e. expense in the income module). If the CAD uses a tax rate, the tax expense calculation will be overridden to zero. If the CAD uses the tax calculation, the tax rate load would be zero.
TCAD values properties utilizing a “loaded” cap rate in almost all instances and uses the income schedules. There is a need to display a line item for Base Cap Rate and then a line item for Tax Load in the income grid/worksheet. TCAD will ALWAYS use a Base Cap rate and then decide how to handle the tax load, either at the income schedule level or for each individual property.
Requested Options:
- Use the existing Taxes field and display the property tax Rate
- Load the Property Tax Rate from PACS
- Enter a Tax Load Rate override
With the additional display and options at the schedule level, TCAD can streamline the process of valuing properties and account for the differences in tax load based on each individual property’s tax entities and rates. This is needed for each income screen; actual, settled, schedule, proforma, and direct cap.
- The income schedule dialog has been modified from PACS Tools> Income Schedule Maintenance > Details/New:
- A ‘Cap Rate’ Group is added to this dialog. There are two radio buttons in the group:
- Use Base Cap Rate – when selected, the following fields are enabled:
- Base Cap Rate – user entered Base Cap Rate
- Load Property Tax Rate –
- Check box to indicate PACS property Tax Rate is used
- Income schedule will use Base Cap Rate + PACS Property Tax Rate to calculate Income
- Override Property Tax Rate –
- Check box to indicate user entered Tax Load Rate is used
- User can override Property Tax Rate by entering a value into the ‘Tax Load Rate’ field.
(i) Tax Load Rate: it is enabled when check box ‘Override Property Tax Rate’ is checked
- Income schedule will use Base Cap Rate + user entered Tax Load Rate to calculate Income.
- Use Overall Cap Rate – when selected, the following field is enabled:
- Overall Cap Rate – user entered Overall Cap Rate as the existing function
- This mimics existing functionality without the new Base Cap option
- The Income Valuation dialog is modified as follows:
- Modify label ‘Operating Expense (Less Taxes)’ to ‘Operating Expenses’
- Add the following two new fields into grid, with existing Overall Capitalization Rate row
- Base Cap Rate
- Tax Load Rate
- Modify Overall Cap Rate field to display the sum values in Base Cap Rate and Tax Load Rate fields when Base Cap Rate plus Tax Load Rate is used.
- Display 0 (or empty) in Base Cap Rate and Tax Load Rate fields when Overall Cap Rate is used.
- Add a new Read Only field ‘Tax Rate’ at the top of the view (below existing field Taxes) to display PACS Property Tax Rate as a reference.
- The Property Tax Rate is the sum of ([tax_rate]. m_n_o_tax_pct) + ([tax_rate].i_n_s_tax_pct) from all entities of this property on the specified tax year.
- Tax Rate is stored as numeric (13, 10) in database. It is rounded to 2 digits after decimal point to display on the new Tax Rate field.
- The following screen shot shows the Direct Cap Income Method using Overall Cap Rate. When Overall Cap Rate is used, both Base Cap Rate and Tax Load Rate have value 0. The tax value is displayed in Taxes field with override flag unchecked.
- If user enters a value greater than 0 into the Tax Load Rate, the following message is displayed to stop user from entering value greater than 0 into Tax Load Rate field.
- The following screen shot shows the Direct Cap Income Method using Base Cap Rate plus Tax Load Rate. Both Base Cap Rate and Tax Load Rate have values greater than 0. Overall Cap Rate is the sum of Base Cap Rate + Tax Load Rate. Value 0 is displayed in the Taxes field with override flag checked.
- When Base Cap Rate plus Tax Load Rate is used, Taxes field is set to 0 with override flag checked. If user enters a different value as override or unchecked the override flag, notify User on screen that a value greater than 0 cannot exist in both the Taxes field and the Tax Load Rate field
- When Base Cap Rate plus Tax Load Rate is used, if user want to convert to Overall Cap Rate and enter 0 into Base Cap Rate field, user will be prompted with the following message, PACS will set both Base Cap Rate and Tax Load Rate to 0 if user want to continue.
- Users are allowed to edit ‘Base Cap Rate’, ‘Tax Load Rate’ and ‘Overall Capitalization Rate’ fields on Direct Cap, Actual and Settled Method View, but not allowed to edit on Schedule and Pro Forma Method view.
- Direct Cap, Actual and Settled Method View:
- Base Cap Rate – allow user to edit
- Tax Load Rate – allow user to edit
- Overall Capitalization Rate – allow user to edit (existing function)
- Schedule and Pro Forma Method view:
(i) Base Cap Rate – Edit will not allowed
(ii) Tax Load Rate – Edit will not allowed
(iii) Overall Capitalization Rate – Edit will not allowed (existing function)
- Since user is allowed to edit ‘Base Cap Rate’, ‘Tax Load Rate’ and ‘Overall Capitalization Rate’ fields on Direct Cap, Actual and Settled Method View. The following rules are applied if user changed values of these fields from the original values loaded from Income Schedule.
- Income Method will use Base Cap Rate + Tax Load Rate if the Both Base Cap Rate and Tax Load Rate are greater than 0. Overall Cap Rate is the sum of Base Cap Rate and Tax Load Rate
- Income method will use Overall Cap Rate + PACS property Tax Rate (Existing function) if Tax Load Rate is 0.
- If user enters 0 into the Tax Load Rate field, PACS will assume user want to use
‘Overall Cap Rate’ with PACS Property Tax Rate to calculate Income.
- Pro Forma Search Dialog is modified as follows:
- Add ‘Base Cap Rate’ and ‘Tax Rate’ columns to the Grid.
- Add ‘Base Cap Rate’ and ‘Tax Rate’ text box at the bottom of the dialog.
- Values of ‘Base Cap Rate’, ‘Tax Rate’ and ‘Cap Rate’ are the average of the selected Incomes from the Grid.
- Selected Incomes must all use Base Cap Rate (Tax Load Rate greater than 0) or all using Overall Cap Rate (Tax Load Rate = 0). User will be prompted with the following message to remove unwanted incomes before saving the data.
1.4 Lawsuit
- Letter Processing (35202) (37342)
- Tools > Lawsuit Tracking > Letter Maintenance… new menu item ‘Letter Maintenance’ for Lawsuit is enabled when user has user right ‘Lawsuit – Edit’.
- The following Letter Types are available for Lawsuit Letter. These types are for grouping purposes only. There is no specific functionality related to the letter types .
- When user opens a Lawsuit Letter, user shall see the following letters tags:
- Global Tag: mailing date
- System Address – set up like Arbitration
- Appraiser(s) – letter tag to print all appraiser(s). User will need to create as a ‘table’ tag. User shall insert a table with only 1 cell into the letter at the location where user would like to display the Appraiser(s). User shall open the Appraiser(s) node; drag the ‘appraiser_full_name’ into the table cell. This shall be the only tag in the same cell; no other tag or text shall be in the same cell.
- Property ID(s) – consider multiple PIDs can be associated. Letter tag to print all PIDs. User will need to create as a ‘table’ tag. User shall insert a table with only 1 cell into the letter at the location where user would like to display the PropertyID(s). User shall open the PropertyID(s) node; drag the ‘prop_id’ into the table cell. This shall be the only tag in the same cell; no other tag or text shall be in the same cell.
- Year(s) – letter tag to print all years. User will need to create as a ‘table’ tag. User shall insert a table with only 1 cell into the letter at the location where user would like to display the Year(s). User shall open the Year(s) node; drag the ‘lawsuit_yr’ into the table cell. This shall be the only tag in the same cell; no other tag or text shall be in the same cell.
- Lawsuit Fields – new tags are available under field Lawsuit, including:
Contact fields- will be added as formatted letter tags corresponding to each contact type in code file. The letter tag will populate from the first record in list for each contact type .Owner fields – if multiple properties associated, it’s possible to have different owners. Likely the lawsuit will have a single owner, though. Pull the first property from database table [lawsuit_property] and display the owner associated to that property in the letter tag output.
- These are the formats [Bexar] will need to satisfy [their] courts requirements:
- A letter tag for a combination of the following:
- Name
- Misc Codes
- Email Address
- A letter tag for a combination of the following:
- A letter tag for a combination of the following:
- Name
- Address
- Telephone: Phone number (Telephone: text must be included before number)
- Facsimile: Fax number (Facsimile: text must be included before number)
- A letter tag for a combination of the following:
- Name
- Address
- Misc Codes
- Phone number (Telephone: text NOT needed here))
- Fax number
- Email Address
- To populate the telephone number, use a hierarchy:
- The same group of letter tags will be available for each different contact type
- If there are 3 different contact types defined, that would be a total of 12 tags (4 tags x 3 contact types).
- This will need to be dynamic so that a new group of 4 letter tags will be available for each new contact type that may be added in the future.
- Owner fields – if multiple properties associated, it’s possible to have different owners. It is expected that the lawsuit will have a single owner. The first property from database table [lawsuit_property] will be used to display the owner associated to that property in the letter tag output.
Lawsuit Letter History –
- A new button ‘Letter History’ is added to Lawsuit View
- Include filter like Arbitration
- Capture in history grid:
- Letter Name
- Created Date
- Created By
- Allow Print
- Retain a copy of the letter with history record so that it may be opened and viewed, as in the arbitration module
- When right click the letter history list item, a menu is displayed to let user ‘Open’, or ‘Delete’ the selected letter.
- The ‘Delete’ button will not be displayed if user has no user right ’Delete Print Letters’.
- If a Lawsuit letter is associated with an Event, when this letter is printed an Event is inserted into the Lawsuit ‘Event History’ list.
1.5 Online Appeals
- Activate/Deactivate Efile (36696)
The primary focus of the project to provide online appeal clients with a way to restrict taxpayer/agent access to various online appeals functions at time suitable for them. This project is limited to the following online appeals functions.
- EFile
- Online Scheduling
- Online Rescheduling
- Settlement Offer
- Upload Evidence
- Withdraw Protest
- The Online Appeals Configuration dialog in PACS Appraisal is now multi-tabbed with the General tab and the new Date Restriction tab.
- At a new client the Date Restriction tab will not show in PACS Appraisal application until after the Online Appeals Website Configuration dialog has been saved for the first time. Both new and existing clients will defaulted to active mode with EFile Protest date pre-populated with 03/15 of the current appraisal Year as shown below.
- When the User has indicated the functions are active:
- Enter a Deadline… The intent is to allow the client office to indicate a deadline for properties without a protest deadline, meaning no appraisal notice was generated.
- The date selected will apply to all properties where a protest deadline does not already exist
- PACS will recognize the protest deadline functionality which already limits a Taxpayer from filing a protest once that date passes.
- Default to May 31st of the current appr_yr
- Other functions will be enabled as configured for each office:
(i) Online Scheduling or Rescheduling
(ii) Upload Evidence
(iii) Withdraw
(iv) Settlement Offer Acceptance
- PACS will recognize the protest deadline functionality which already limits a Taxpayer from filing a protest once that date passes.
- Default to May 31st of the current appr_yr
- Other functions will be enabled as configured for each office:
- Online Scheduling or Rescheduling
- Upload Evidence
- Withdraw
- Settlement Offer Acceptance
- When the User has indicated the functions are inactive, the Online Appeals website will still be accessible for Taxpayer login but all functions will be disabled or hidden:
- E-File Protest will not be active, even where protest deadline has not passed
- Online Scheduling will not be active
- Online Rescheduling will not be active
- Upload Evidence will not be active
- Withdraw will not be active
- Settlement Offer will not be active
- Some offices may choose to allow protests with a hearing date to continue with functions until the hearing date, where the hearing has been scheduled:
- E-File Protest will not be active, even where protest deadline has not passed
- Online Scheduling will not be active
- Online Rescheduling will be restricted by hearing date
- Upload Evidence will be restricted by hearing date
- Withdraw will be restricted by hearing date
- Settlement Offer will be restricted by hearing date
- Taxpayers will be able to VIEW Profile information regardless of configurable deadlines and protest status
- Edit Profile
- Manage PINs
- Waivers
- Taxpayers will be able to VIEW Protest information for the current appraisal year regardless of configurable deadlines and protest status.
- Protest Summary
- E-File Protest status
- Evidence – CAD and Uploaded
- If user selects the Inactive option and attempts to save the selection while Automatic Distribution is enabled, user will be presented with the following error message and will not be permitted to save the selection.
1.6 Property Search
- Implemented the following options when using DBA as a search criteria, to match DBA or alternate DBA field:
- Begins With
- Contains Exact Phrase
- Contains All Words
- Contains Any Word
- Equals
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