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2009-086 IT - Tax - Property Information Management System Software Vendors, Project Managers, and Transitional Contract Assistance
Server Specifications Tower Configuration — Recommended Processor: Any Dual Core Memory: 2 Gigs Hard Drive Configuration: Data RAID 5 — 300 Gigs min Hard Drives OS: RAID 1 — 60 Gigs min Hard DriveBackplane: 1X8 Hot - Pluggable Backplane Diskette - Drive - - - -- - -- - __- ._...... - -- — - -- Optional -- - - -- -- - - -- - -- -- -- DVD -ROM: DVD -Rom w/ Burning capabilities Operating System: Windows 2003 Server Tape Backup Unit: Tape Drive Network Adapter: Intel 100 /1000 Ethernet Adapter Specifications for SketchPro Hardware/Licensin WORKSTATIONS: Processor: Memory: Hard Drive: Operating System: Minimum Pentium 111 700 Mhz Minimum 256MB RAM Minimum of 10 GB Windows XP Professional *, Windows 2000 Professional The requirements stated above are the minimum required. Anything above and beyond will increase performance and reliability. *= Recommended 1; 11 at-riot P ROPERTIES, INC. August 11, 2009 Orange County HRIsborough, N( Quote for PIN Application Accella Interface AMCAD Interface Software: Annual Support $100,000 PIN Application Included in AssessPro (Any modifications to the PIN application after completion will be considered an enhancement and will be billed at the standard rate) $18,500 AMCAD Interface Included in AssessPro (Any modifications to this interface after the completion will be considered an enhancement and will be billed at the standard rate) $15,000 Acceila Interface Included in AssessPro August 11, 2009 atriot PROPERTIES, INC. Orange County Hillsborough, N( Quote for Multi -Year Software: Annual Support Fee: $15,000 $3,000 Red Gate Software is required to run this application. The license for this application runs about $1000 for a onetime fee. There are some updates that they come out with but not on an annual basis and not always required. We will keep the customer informed when an upgrade does come out. The cost for upgrades usually doesn't exceed $500. Pricing Schedule for Orange County and Patriot Properties, Inc. September 9, 2009 (Revised) Product (included in Exhibit 1) AssessPro $80,000 ..... ------ SyncPro $18,000 WebPro $17,700 Tablet Interface $12,900 Multi-Year $15,000 Total $157,400 Services (associated with above Products, also included in Exhibit I except for SyncPro pieces) Conversion $75,000 Training $20,000 — Please see Exhibit I for training breakdown Set Up/installation $15,000 Project Management $16,950 Training — SyncPro $ 2,400 — This does not include expenses Configuration — SyncPro $4,800 Total $134,150 Additional Modules PIN Application $100,000 — This includes training and all site visits associated with development. Any additional enhancements once the product is completed will be a change order and will be priced out. (included in Exhibit 1) AMCAD Interface $18,500 (Included in Exhibit 1) Accella Interface $15,000 (Included in Exhibit 1) Upgrade to NET $75,000 (this will take place after the first 3 years of release of Net product. This includes conversion, implementation and training) (This will be billed at the time of NET implementation) Total $208,500 Total for AssessPro Project $400,050— See Exhibit I for breakdown Total for PIN Project $100,000 — See Exhibit I for breakdown Total for first year (no support) $500,050 Support Fees (Year 2 — 5) AssessPro $20,000 GIS Viewer $2,800 Tablet Interface $3,500 SyncPro $4,000 Multi -Year $3,000 Total for second year $33,300 These support fees will be in effect for the first 5 years after the initial go live date. There will be a 4% increase at year 6 and will be in effect until year 10. Third Party Costs Red Gate license for MY $1,000 on time fee, will only be charged when they offer updates ESR! License $400 /seat and $100 /annual maint. — County may already have them April 7, 2009 P atriot ROPERTIES, INC. Orange County [ i llsbor6ugh. N( Quote for SyncPro Software: Annual Support Fee: $18,000 $4,000.00 Installation and configuration of software will be $4,800 ($1200 /day) Training will be $2,400 ($1200 /day this does not include related travel expenses. Expenses will be billed as incurred). "Installation, configuration and training will be handled by Timmons. Additional days will be billed at the daily rate of $1200. This quote is valid for 120 days from the date of issue. P atriot ROPERTIES, INC. Orange County, NC (58,000 RE Accounts) Revised October 10, 2008 Item BASE SOFTWARE, CLIENT /SERVER, REAL ESTATE GIS WEBPRO (Source Code) CONVERSION TRAINING SET UP AND INSTALLATION PROJECT MANAGEMENT TABLET INTERFACE Initial Cost Annual Support 80,000 20,000 13,800 2,800 17,700 0 75,000 0 20,000 0 15,000 0 16,950 0 12,900 3,500 This includes all reports for County and State requirements. No support and license fees for the first year. The Project Management Fee above is based off of 160 hours for the entire project. Patriot will have completed 47 hours during the Discovery Phase so the remainder is billed during the CAMA project at $150/hr. 93 Discover Phase _ Discovery with Orange County ACCELA Interface Project Name: Project Managers: Project Scope: Project Specifications October 5, 2008 Version 2,0 Orange County Accela Project — Draft 2 Kristen O'Connor - Patriot Properties Implement an interface with Accela from AssessPro. Patriot will pull information into AssessPro from Accela. The following is a list of enhancements that Patriot will make for the interface to work properly for the County: 1. The current interface that exists with AssessPro from Accela is shown below. This will be one option to push data in manually if the automatic procedure fails. Patriot will set up a database on the AssessPro server with the tables from Permits Plus. The County will dump their data into SQL tables and Patriot will pick up the data from here. There will be two files; one for inspections and one for permit information. Patriot will set up a job to run bi- weekly (we need to decide on dates) at 7:00pm to pull the data into the Building Permit section of AssessPro. :We also need to update the Permits Plus with data from AssessPro. There is an attachment of the data fields that are currently getting pulled into Permits Plus. So this needs to be the first part of the process. This data needs to be updated on a nightly basis. AssessPro will publish to a staging table the changes. We will not update permit plus directly. 3. 4. 5. We need to build a set of tables for the Accela import process for the county to dts their data to.The County will not be dtsing data anymore, but creating SQL tables with their data. We need a stored procedure to read in the data and - import into AssessPro. If a failure occurs they will need to modify existing user interface to open those tables and manually and assign the build permit to the correct account number. Push the data to AssessPro via the stored procedure. AAny _ - - Formatted: Font cots: rwco__ errors will be reported to BrrorHandling Table so they can query that table to check if something went 93 Discovery Phase with Orange Coun ty — ACCELA Interface wrong.The only check that we need to do is if the data from permits has been imported before and then not import that data again. We can use a unique identider to see if this data has been imported before. October 5, 2008 Version 2.0 Discovery Phase with Required A tio m: . t We need Raw Data from Customer z Mapping Requirements frmAccel■bw»ess«o I We can 2k: _ethefild October \ mm Version 2.0 4� � \. �{} � \\ � t> �)\ � {\ � \\ LaDiscovery Phase with Orange Coun t — ACCELA Interface Timing: The Permit plus tables will he updated bi- weekly by the County. Patriot will set up a job to run to pull this data over at 7:00 in the evening once County has decided on dates of table population. Budget Estimate: 96 hours of programming at $125.00/hour = $12,000 24 hours of testing at $125.00/hour = $3,000 Total cost of modification is $15,000 Discovery Action items: 1.Patriot needs a list of additional fields that need to be added to the Building Permit section and any undefined fields that need to be renamed This will need to be completed before we can test the import process. October 5, 2008 Version 2.0 October 5, 2008 Version 2.0 — ACCELA Interface We would like the following fields to be changed: Could we separate Garage and Carport SF: to two separate fields — Garage SF: and Carport SF:? Other SF: to be changed to Deck/Patio: Gas inspection: to be changed to Number of Bathrooms: The following User Defined Fields need to be added: Type: Lot Number: Owner's Name: Number of Bathroom Fixtures: Number of Fireplaces: October 5, 2008 Version 2.0 — ACCELA Interface Instead of MH Number: we need VIN Number: Can we remove the following fields: Federal Code: In Watershed? Watershed Name: On a Ridge? And add the field — Lot Number: On the size, we will need to add the x for the length and width Keep Zoning and Fllod Plain Remove Abstract Number Remove Demolition Permit Required, Erosion Control Permit Required October 5, 2408 Version 2.0 Phase with Orange County ACCELA Interface 2. Patriot will set up a separate database on the AssessPro server, so that the County can DTS tables over from Permits Plus. Once this has been completed Patriot will set up the job to pull the data into AssessPro. Project Overview: The intent of the Discovery Phase was to identify any areas that both Parties felt were in addition to the original off the shelf CAMA software. The only pieces that will require modification are the PIN History application and the Accela interface, Only the Accela specifications and project scope are listed above. The actual CA MA conversion will be included in the original contract price with no additional money to be included. October 5, 2008 Version 2.0 i`' fs Discovery Phase with Orange Count — ACCELA Interface Project Sign Off: Once the time and budget requirements have been met the County and Patriot will sign off on the requirements. Anything that fails outside of these specific requirements will be associated with a change order. An example of a change order has been attached to this document for future Orange County PM, Date Example of Change Request: 1. To be filled by customer Customer. Requested by: Email Address: Phone Number Request Date: PO Number: Request Number. Patriot Properties PM, Date CHANGE REQUEST FORM Priority" u Urgent u Routine Reason for change Problem Fix Problem Prevention El Improvement IChange Description " Screen appearance " Application behavior" Calculations October 5, 2008 Version 2.0 Di93 scovery Phase with Orange o unty -- ACCELA Interface 2. To be filled by Patriot Properties, Inc. Document ID: DevID: Version: Due Date: Estimates Resources: Time Frame: Cost: Associated /Affected elementso application database Detailed specifications: Tables: Columns: Stored procedures: Triggers: Project Components: Forms: Images: Behavior. Reports: Conditional Acceptance: October 5, 2008 Version 2.0 ® Discovery Phase with Interface Patriot Properties approval: Business management: Name: Date: Detailed Specifications: Cost Estimate: Time Frame Estimate: Prototype: Development: Name: Date: Detailed Specifications: Cost Estimate: Time Frame Estimate: Customer approval: Detailed Specifications: Cost Estimate: Time Frame Estimate: Prototype: Conditions: Customer Name: Date: Project Sign Off: October 5, 2008 Version 2.0 October 5, 2008 Version 2.0 Discovery Phase with Orange Count — ACCE_A Interface Sample of data that needs to be pulled from AssessPro to Permits Plus - ata transferred from Mainframe to Permits Plus ies read from mainframe are: LRMIF, PARCEL, and TB.NAME etd N 9873772084 9757753729 9778963759 _ VIBL 4.45A.C.9 7.118F..6 7.93.D.2 caner Name ROBERTS JESSICA D BECK LOUISE S TRUSTEE FITCH LUMBER CO wner Address 1 & JERRY WAYNE ROBERTS - 1208 MARTIN LUTHER KING JR BLVD caner Address 2 #210 203 PROVIDENCE RD 301 N GREENSBORO ST wner City CHAPEL HILL CHAPEL HILL CARRBORO :. wrier State NC NC NC wrier Zip Code 27514 27514 27510 -opedy #16 PH 2 MEL -OAKS ESTS _ ascription #31 SEC 2 JOPPA OAKS P45/91 12116 BL F LLOYD ST act 403826 733562 706316 :atus A A S and Use -ea L1 L1 S12534 jbdivision 02200 02250 = ac Year 2004 2004 2004 icestor IC 9757764143 1C ate Code 00 02 21 sc Date 11101/1979 08/21/1986 3ok/Page 4009/462 3496/554 October 5, 2008 Version 2.0 Discovery Phase with Orange County — AMCAD Interface Project Name: Orange County AMCAD Project Project Managers: Kristen O'Connor - Patriot Properties Anita Sundaram — Orange County Project Scope: Implement an interface with AMCAD to PIN History. Project Specifications: The following is a list of enhancements that Patriot will --=-- - - - - -- AmCad will make available the following fields from AMCAD: Date & Time Rec., Type, Revenue Stamps,Name (where role = Grantee), Grantee, Bk/Pg, and First Legal (once imported County will modify First Legal and Name if needed and also add more information that is required). The Grantee field will need to be a list to show all owners associated.We need to handle multiple owners associated. 1. 1. We need a stored procedure to read the data from AMCAD interface to a staging area.Make this a view so that all of the data is the ,same. 2. 2. Once the data is available (loaded or viewed within AMCAD), we need an interactive Ul to facilitate the ability tomodify the Grantee and Legal Description in separate fields for the tax owner. Leaving AMCAD untouched.We will display infromation from PIN and the County will be able to adjust or accept the data from AMCAD. 3. 3. Once Data is edited we need a stored procedure to update PIN Application 4. We will also need a job to provide feedback to AMCAD on changes they made, this would be report. Will they require a report for the data in the staging area? The County will require a report to give back to AMCAD to show the changes made in the data that was pulled over. 4. Upon pushing the job to pin history the succesfull entry will be cleared out. 5. Timing: How often does the County want this data pushed into Pin History? Or does the County want it in a report first and then push? We would want the data to be held in a report or a temporary holding area till the issue is resolved. Upon resolution, it should be pushed into PIN History. October 7, 2008 Version 1.0 Discovery Phase with Orange County — AMCAD Interface Will they require any auditing for this process? If that is the case we will need an audit table that goes in hand with the staging table. Plus a procedure to read data out of it and display in AssessPro? How many records a day are they expecting to process? Does this need to be both interactive and batch processing ?As long as we have the UI and/or report to look at the data and make changes before it is pushed that is all we need. The audit trail will be once it _ ------ __._.`___. �___Y__ is in AssassPro._So the only form _of andztingrequired in_._. the interface will be what data is in the staging table and i this will be in the form of a report. Yes Budget Estimate: 124 fours of programming at $125.00/hr--$15,500 24 hours of testing at $125.00/hr= $3,000 Total cost of modif cation= $18,500.00 Discovery Action Items: 1. Will we be matching on the PIN number? Yes 5. How often are we pushing this data into PIN History? Once the issue is resolved in the AMCAD system, it needs to be pushed over. Upon pushing over the data we will delete successful transactions. Leaving only bad data behind for them to fix. 7. Are the fields listed above correct? Does the County even want to pull over the First Legal if they are always making changes to it? Yes, the fields listed above are correct. We still want the First Legal to be pulled over in spite of having to make changes to it. Need to notify or report periodically back to AMCAD with the changes that have been made. 8. How do we handle pins not in AssessPro? For example when we do parcel splits will the pin number be setup ahead of time? Will they need a report for no match pin conditions ?Pin Numbers will be assigned in another process it has nothing to do with AMCAD. They assign. the PINS in GIS. Will they need a report for no watch ?At this point they should all match. A PIN has to be assigned in Orange before anything can be done. 9. What is AMCAD schema changes in a year or so will we be looking at this again? We don't know if they will change. It has not in a long time and they don't intend it to. IF AMCAD schema changes in the future this will be an additional change request and a new estimate will be needed. Yes, it will be a change order. October 7, 2008 Version 1.0 Discovery Phase with Orange County — AMCAD Interface 10. Will AMCAD support T -sql updates? Or will we have to put the data in a file somewhere? We do not have to push anything back into AMCAD, so we should not be doing any kind of updates. All we are doing is pulling data out and making changes before we push to PIN or AssessPro. So the only feedback to AMCAD will be in the form of a report. No automatic processing will take place at this time. This will need to be anew change request needed at a later date.I have asked the County Required Actions: 1. 2. this. I just sent the email on 10/29. This is not included m this estimate. If they want feedback to AMCAD, that will need to be estimated at a later date. The County will be happy with a report of updated data. . We need Raw Data from Customer Pin History must be complete before we start this. Project Sign Off: Once the time and budget requirements have been met the County and Patriot will sign off on the requirements. Anything that falls outside of these specific requirements will be associated with a change order. An example of a change order has been attached to this document for future reference. Orange County PM, Date Example of Change Request: October 7, 2008 Version 1.0 Patriot Properties PM, Date Discovery Phase with Orange County — AMCAD Interface JL BKM . Ric CHANGE REQUEST FORM 1. To be filled by customer Customer:. Requesfled-'by Email Address: Phone Number Request Date: PO Number: Request Number: Priority: ❑ Critical Reason for change ❑ Urgent Problem Fix 11 Routine ❑ Problem Prevention ❑ Improvement ❑ Change Description ❑ Screen appearance ❑ Application behavior ❑ Calculations 2. To be filled by Patriot Properties, Inc. Document ID: DevlD: Version: Due Date: Estimates October 7, 2008 Version 1.0 ® Discovery Phase with Orange County — AMCAD Interface Resources: Time Frame: Cost: Associated /Affected elements: ❑ application Detailed specifications: Tables: Columns: Stored procedures: Triggers: Project Components: Forms: Images: Behavior: Reports: Conditional Acceptance: October 7, 2008 Version 1.0 ❑ database Discovery Phase with Orange Coun — AMCAD Interface Patriot Properties approval: Business management: Name: Detailed Specifications: Date: Cost Estimate: Time Frame Estimate: Prototype: Development: Name: Date: Cost Estimate: - -- Time Frame Estimate: Customer approval: Detailed Specifications: Cost Estimate: Time Frame Estimate: Prototype: Conditions: Customer Name: Project Sign Off: October 7, 2008 Version 1.0 Date: Orange County Information Technologies Project Name: Orange County PIN Application Project Project Managers: Kristen O'Connor - Patriot Properties Anita Sundaram -- Orange County �tevision Dame: ------- 1GIay75,S2009 -= KO - - - - -- -------------------- Project Scope: Implement a PIN Application for Orange County that will be an functionally enhanced replacement of their current legacy application and provide more flexibility for the County and for the public users. The objective is to not mimic the legacy version but to create a new application that takes advantage of any desired core concepts of the - legacy system enhanced by new technology and allows the County to perform their work more efficiently. There will be three basic components available in the PIN Application System (PAS): (1) a PIN master index of all real property recorded documents and their associated data including converted data of the existing PIN index dating back to March 1, 1981, built upon a interface with AMCAD, the Register of Deed's proprietary existing indexing system; (2) a parcel maintenance system that creates and edits all past, present and future property and ' property ownership records that will be used by the Assessor in the new _ CAMA system for real property appraisal and the creation and maintenance of tax billing files for the Revenue Director's NCPTS system, all ownership changes will take place in the PIN Application (no ownership chances will take place in AssessPro); and (3), a parcel query /report system that will have the capability of (a.) providing a hard copy backup to the PIN Master Index of Real Property documents as required by law, (b.) provide a view or hardcopy of both an individual = property data report and a warranted view or hardeopy of the PIN Real Property Index for staff and citizens Patriot would like to use the online property record card for the property data report that is requested by a tax customer.; (c.) provide query as a desktop and web enabled capability (The County has a standard web model that will be followed. And the production database wil t be mirrored) for staff, for the public and for land research professionals. - The County side will be a permission based application and will allow certain users the right to maintain land records by creating and updating the records. The public tuner application will allow the user to access land records in a view only format. There will be certain advanced research capabilities and reports available for public and county users. This module will interface with AMCAD, NCPTS, GIS, and AssessPro. PIN Application Philosophy The PIN Application is a database that uses a PIN as the primary record, and then stores attributes of that PIN. The most important Pagel of 8 11/9/2009549 PIMS Project Orange County Information Technologies relationship in the PIN Application is the concept of a parent PIN or parent PINS (in the case of a merge). By tracking just this one level- of parental ancestry, the PIN Application can be leveraged in land research to reveal an entire "lineage" of a parcel, including ---- ___. -- —__ -- -- refexences-to alLsupportinglegaLdocuments– This-capabi*- . - - -_ -- _ _ -- allows land research to be done with great efficiency – the PIN Application will be able to show all ancestral parcels, and their - complete library of legal documents from a simple query. The PIN Application will also track historical changes to qq ownership, tax stamps and a few other fields that evolve over time, but which are required to perform "as -of' queries. One important design goal is to reduce rekeying of data as much as possible. Therefore, as systems like GIS and the Register of Deeds - feed data to the PIN Application, we'd like Patriot to develop a "workspace tool" in which these bits of data to be imported into Patriot can be reviewed by Land Records personnel who can then import them, modify them or reject the importation. (New piece for Patriot Many systems will be pulling data from the PIN Application also.= These other systems are SQL based and such interfaces will be direct SQL queries. Patriot will be responsible for providing the data but will not be responsible for getting the data into the other pieces of software. The County will use a version of SyncPro to sync the GiS data with the PIN Application and if necessary the data within AssessPro. The AssessPro piece will be necessary to check for accounts that already exist in AssessPro before creating _ them in PIN. We currently do not envision the PIN Application will "push" data, .. . but rather will respond to queries. High Level Workflow The PIN Application provides critical functionality in supporting the County's PIN ordinance and various business processes. Because the County "pre- assigns" PINS to parcels before they are officially recorded by the Register of Deeds, the PIN Application needs to record preliminary PINS and some attributes, from GIS. Once the pre - assignment is complete with sufficient attributes, the data is presented to the Register of Deeds, with the legal paperwork that initiated the newly created parcel. Register of Deeds does its official recording. Document data is then sent to the PIN Application, where it is verified, along with Page 2 of 8 11/9/20095 r ' 09 PIMS Project Orange County Information Technologies pre- assigned attributes. It is then "committed" as an official PIN record and from that point on, Register of Deeds document driven data is added to it The PIN Application will only provide a hyper link back to the - - -- -- `— -- reaorded-documents-orrtbe A- MC —AD- server -or- wherever- -tho�LFna -y - -- be stored on a County server. Project Specifications: The following is a list of enhancements that Patriot will create in a i new PIN Application or facilitate by modification to their current PIN History application to meet the needs of the County and based on the above described three basic components. 1. The parcel maintenance components (parcel creation, parcel split, parcel merge, parcel data editing, parcel transfer) require a comprehensive view of property data for the land records staff who will have the permission to both view and modify the data. Parcel creation, split and merge functionality will happen in GIS since the creation of a new PIN takes place in CIS. Parcel Transfers will take place in the PIN Application.The County and vendor will review data field requirements which may need to be added or modified in the Patriot system to meet parcel maintenance requirements. Based on a example provided by Patriot, modification would begin with adding the following fields — Legal description, Township, TWP, MAP, BLK, LOT (TMBL), Location (City, State and Zip as well as the situs address), Subdivision Code, Rate Code (taxing district), Revenue Stamp Value, Current Owner, Tax Owner as of January 1'. (Need all the fields listed on PIN Inquiry and Appraisal Inquiry screens — page 1, 2 & 3 of `PIN Appraisal Screens.pdf ). Below is a screen shot of the existing application .7- with the fields available now. Fields to add: _ Township, Account Number, Tract Number, Taxed as (Individual), merged to and from should be available in the list of the PINS on the left hand side of the screen (when that is clicked on it should show the relevant information for each one), (owner's mailing address on front screen).Make sure Grantor and Grantee are a part of this as a supplement view. See attachments to end of this section for all of the fields that need to be displayed. All of these fields will also need to be available in the maintenance section as well - i Page 3 of 8 11/9120099 SM09• PIMS Project Orange County Information Technologies -- -- _ eat e9n , ,....._.__._�_.._._irecsdid l6 ! • w .w': . :s Ji a..at ii - �.� --- 967Bi689�r9btid__ ercw6:A +]a.e> •••••,•A•� rwmdiT SFat : ;:i xaxe9919w9e uivoiasii`viAi� -......____._._._ _._'_ ._ -. •_ _ - ` , ._, .; :.. r;j lxxT590r31W0 OeMParp __ V.AM. RFaassadA— ._ - ]MlgA9ee l ;ass 9erx/s9en9AOe -- _ .._.... _ _ 9Nx15932x9e i i�rrfeYex - ;• xMO]AAw5 - �j xaea]5913Axee � - . �} 96,"15n4wew Hill 111, 111111 1111111111,1111 1 11 E „i <u]wM ill -,3 xaaeenswwee -»awe � - J crcn 2. The modified PIN Application will need to display a link to all = legal real property documents describing a parcel to which a _ PIN has been assigned. We currently store the deed book and page document record but will need to include all other real - property documents that the County records, including the grantor(s) and grantee(s). The real property documents, comprising the official real property index of the County, will be displayed in a separate page/view from the tax data. On the left hand panel where it says current PIN, we need to change this wording to "Selected ", Even though it may be the "current/active" PIN being displayed, it is misleading to the viewer as to what the PIN status really is. The "displayed" PIN may be "active" or "inactive" or "Preassigned." (See PIN Application Data model for a full list of parcel attributes) We also need to add a sort function on the transaction drop down. This would only be for the County and not for Public view. They want to be able to sort by document TYPE. We will need to add some fields to the transaction grid. Type, Owner Name, Situs Address. The PIN Application will comprise a Master Index of all real property documents with each document linked to its unique PIN and each PIN linked to its PIN(s) of Page 4 of 8 11/9/20095]x, '>009 P1MS Project Orange County Information Technologies origin and any descendent PIN such that staff or citizen can automatically trace a history of related PIN records (ancestors and descendents) backwards and forward in time. All current and past PIN data will be converted to work on the new PIN 7. Application. We also need to add a function so that when data --- - - " - -� i— — is passed- f6-q -0-i5gsPro-it- gets-labeled-with-a twstatus-so-the - - - -- - - — appraisaI side knows what to work (a tax status may differ from a PIN status). 3. Modify the search criteria to include PIN, name, property address (need both situs and mailing address), and book/page. This is already available in the search location. We need to add legal description. [not searching on mailing address or legal _ description, display only] 4. Status — Active, Inactive (PIN status different from Tax status) and "Preassigned." 5. The following is an example of the report that exists. TIpD Sp41 inm._ ` ToewsliF 02 WW: PIN N—ber. 9649.96693900000 Sheet. Accwil: 7977498 ORIGLOT: 0—Name SMITH, M DAVO R SALLY E T ORKWWT: Deed Book: 1424 ASSEACRE. ODO - Daad Pay: 0222 Date: m ms96 ToM%Wp: 02 Ward - PIK Numhw: SUB97900100006 shcet - Accw W 0102337 OFAGLOT. - .. QmwrWms: WNG. DEBORMA ORiGLWI. Daod Book: 1897 ASSEAORE. 41'10 = Wed Page O98 Dore: 03201998 onto :YaM !N ?: !_'/er tcg'l9t? :Dateb— by 6. The public access will need to have the location(need situs and mailing address) added to the search criteria [not mailing address as search criteria] as well.Public Access will be the same as the County view. The Public will not have access to the Maint. Section. There will also be limits put on the sort Page 5 of 8 11/9/200954M2009 PIMS Project a x .. . ' 15JU•2D0B z ... Bw.wbe CWWY Put - - - NWa7P7OURY .. _. PROPERTY HsfORY REPORT F. Pat a 964912968967000 - .. T —ship: 02 - Went 02 PIN N—bec SM12068DBM Sheet 613 P. AccdW: 7977438 ORIGLOT: we Owner Nams SMRH, M DAM 6 SAUY E T ORIOUN T OO 206 Deed Book: 1424 ASSEAORE: OLIO Deed Page 0122 Darr. 04021986 TIpD Sp41 inm._ ` ToewsliF 02 WW: PIN N—ber. 9649.96693900000 Sheet. Accwil: 7977498 ORIGLOT: 0—Name SMITH, M DAVO R SALLY E T ORKWWT: Deed Book: 1424 ASSEACRE. ODO - Daad Pay: 0222 Date: m ms96 ToM%Wp: 02 Ward - PIK Numhw: SUB97900100006 shcet - Accw W 0102337 OFAGLOT. - .. QmwrWms: WNG. DEBORMA ORiGLWI. Daod Book: 1897 ASSEAORE. 41'10 = Wed Page O98 Dore: 03201998 onto :YaM !N ?: !_'/er tcg'l9t? :Dateb— by 6. The public access will need to have the location(need situs and mailing address) added to the search criteria [not mailing address as search criteria] as well.Public Access will be the same as the County view. The Public will not have access to the Maint. Section. There will also be limits put on the sort Page 5 of 8 11/9/200954M2009 PIMS Project Orange County Information Technologies options for the drop down for the transactions, where user is viewing the real property index data. 7. This is a sample of the public access screen as it exists now. The public access needs to include the following fields and Search options: PIN, Name(Tax Current Owner) Grantor /Grantee (including non - property documents), Uniform Commercial Code (Individual or Corporate name), Book and Page. Once the search has been selected the same information will pull up that the County sees but there will be no options to make changes of any kind. We should be able to display all owners of record for any property that has multiple owners.We don't need this other screen for public. (? Not clear on what is the other screen 3—an, :.ie "Wt-y you Iwve thadwkvd d, tkk3 the PL aaanber to the Grid to display tha Ptn Histm y. . Pb Ne[Oh P Pan. nl ........... -: (- Neat 'Pn rteDDR_ P 9648(7 Miami -3.&. - Mid 'M..wihc 1 P W"79897981W0 A0 Fater a No Muster to the kRm3d dkk on 'Be Pinto retHeve the WS HMMY. FaW recall can be expaldd to a lame deG3ed view by Cd:ka9 on tbe'pkW `Y[aaihv _.... . he tia6er.aen'�a.'[:LbiPrar:Ca�UNe {Mrcs�adapee lar!9sd; _ ; -• .?: ssaauv9arsmaones :ISS ....._°'°° u1y39s9 9.53 a .. ia, SS:att3a0dVlf®. aw9u aoa p3z :t(i?7N?k : am [I '� %etmeo -WWO s•»;i 3r,9 .. .ass StWm93 o.s3 p i _ '.. ;9.' 90 N97Ji0114'00 "IMM '3594 93Q the Grid below an be-ed aF a Lookap tmL FnW dfflereet 4lwb w tha a d—m FlwV IM otuv you Iwve thadwkvd d, tkk3 the PL aaanber to the Grid to display tha Ptn Histm y. Ckar¢ta� 'M..wihc 1 .0omeaxaier � taa�Viana aaaddrrt '0rr9a9r 43Pd Start DFq�ololOr�rl Ti fl I %1k?iriT JaOa Mme S �® Ifi1S M .GL %3 336 .. - ....... .... ___.. __ %4a�'6'DOOWD d9!a3i9i ....__...tom...._. .... ... .. ... ...... ... .... :. ..... ..... .,- .... aL11A0aFOL W aC � 1903 D%d 01 �oDS :3a0 ..'� A . �964a!TY.ial.GLt-0:]%a9+a ... 'tli3'OP aSFYr_lt WS D343 0l %S .330 f ��95969>XJSWWe 33W]S ::.................... �tpl K�H2 1551 Oi05 01 .W5 39P .. .. .....__....._._.__._._._.._.._....... ............ ..._... ..._._._........__......_...... ..... .. ... -..._ .. :i966�i5D:WWD'.a19D9:S .. �� .,,F 90th o314 of CW �i Page 6 of 8 11/9/2009"'�'t c�9 PIMS Project Orange County information Technologies 8. The County version will include maintenance options to allow the user to create and updatelmodify records that exist in the application as implied in the Project Scope and Specification 1. 9. Patriot will create an interface with the current GIS system to allow the data to automatically be available in the PIN - __�__._ - -- ----------- -___ -- kpp ficatiarrand -wilj -not require- double - data- entr- y.- V1Lip- need - - - -- data entry in the PIN Application as well. (See PIN Application Data model for a full list of parcel attributes)The PIN Application still needs to have the manual capability to create, update and fix records in case something fails in GIS or if there is an error while keying in the information in GIS. Also straight transfers would happen in the PIN Application. What we really need is some type of spatial view created between the two systems (The County is responsible for this spatial view) so that you can see what is in the PIN Application while using the GIS application. Also GIS will allow editable relationship classes so that the vector data and certain attributes can reside in one table (in the GIS database) and other attributes can reside in a totally different database (PIN Application), most likely in some sort of holding table till it is processed and committed. This interface will work with SyncPro to pull the GIS data into the PIN Applccation so that the parcel record can - be processed and then the PIN Application the PIN Application will provide info to update the other system) will update AssessPro, Permits, AmCAD and Web. 10. Patriot will need to create a process to designate new PINs that come in from GIS to be assigned to the correct staff to look at i and process. We will need something like the status/work flow that exists in AssessPro. 11. Convert existing PIN History data from County's current system as implied in specification 2. County will provide a sample of the PIN data that is to be converted. PIN Assumptions: - PIN -The Parcel Identifier Number (PIN) is a geo -coded unique 1D for real property or other .I geographical features. It is created by paring the unique X,Y values at a parcel's centroid or other selected geo - feature, and is based on the state plane coordinate system = PYN Creation - The PIN is currently created by the County's GIS system and manually entered = into the legacy system that performs all parcel maintenance. The new PIN Application will need I to receive PIN(s) and several other attributes from GIS, and administrative sheets needed for recording with real property documents that create new parcels (deed, plat). The new application will need to perform }parcel merge appropriate status changes to existing and new PIN's involved (active, inactive, Preassigned) deMnding on what has been pushed over from GIS. The Use Cases show that the split or merge is done in mapping, and Page 7 of 8 I1 /9/20095 r'S 009 PIMS Project Orange County Information Technologies another tool, the Public Notice Sheet Application will feed resulting new PINS and initial attributes to the PIN Application database. PIN Index - The PIN Master Index is the official real property index of all recorded documents in the Reamer of Deeds Office that describe Imd —The_ creation- md_use oftho_PINJoxlhese__ - -_ - - purposes is governed by the General Statutes and described in the County's user manuals. This includes an ordinance approved by the Orange County Board of Commissioners in 1982. The PIN in Orange County has been used for these purposes for 30 years: parcel identity, parcel indexing, and situs addressing. This new application will have to interface with the Register of = Deed's existing indexing system, AMCad. (Currently, this interface is through creation, exchange and processing of XML files, but we're looking into having AmCad redevelop their interface so that it's more of a SQL to SQL dialog between the two databases.) PIN Maintenance -- The PIN Application will manage basic land data and status for the Assessor and other offices. This will include real property ownership with owner's mailing address, the transfer of property ownership, the parcel's situs address, and various Land features 1 used by the Assessor and other offices (legal description, parcel size, tax ID(s), jurisdictional TD, tax status, PIN status, and tax types). Most PIN creations, referenced above, will be via application functions subdividing and combining real property with associated ownership and geographic feature data provided by recorded documents and GIS. PIN Query - The PIN Application requires an intuitive and dynamic query functionality. It must serve public staff, real property professionals, and citizens in both a in -house and web environment. Land Records, appraisal, and revenue staff will have query access in their maintenance functions and public. Many of these queries will serve as interfaces with other documents, but we need a robust query system for public researches and internal use. Worksnaee - The PIN Application will allow some data fields to be automatically input directly from other applications (See the PIN Application Data Model for specific fields and the System Diagram for a visual depiction), some will be manually keyed, while others will require user verification prior to automate input. For those fields requiring validation, we propose the PIN = Application have a "workspace" where such data requiring validation are queued up for Land Records staff to review and then based on that review, Accept, Edit, Hold or Cancel. See the Use Cases for more detailed description of this functionality. Information that Patriot Needs: 1. On Page I , we need a write up of the legal verbage that needs to print on a warranted hardcopy for the customer. 2 A list of the GIS Attributes as described on pane 2 It also discussed pre- assigned 7 Formatted: Numbered + Level: 1 + attributes: we will need these as well. Numbering style: 2, ... +start + Alignment: Left + Aligned at: 0.25" + In dent at: 0.5' Page 8 of 8 11/9/2009"' � '00 PIMS Project &P p tv a. 103t INC. 1. To be filled by customer Customer: _ Requested by: Email Address: Phone Number Request Date: PO Number: Request Number: CHANGE REQUEST FORM Priority: ❑ Critical ❑ Urgent ❑ Routine Reason for change ❑ Problem Fix ❑ Problem Prevention ❑ Improvement Change Description ❑ Screen appearance ❑ Application behavior ❑Calculations 2. To be filled by Patriot Properties, Inc. Document ID: Devl D: Version: Due Date: Estimates Resources: Time Frame: Cost: Associated /Affected elements: ❑ application U database Detailed specifications: Tables: Columns: Stored procedures: Triggers: Project Components: Forms: Images: Behavior: Reports: Conditional Acceptance: Patriot Properties approval: Business management: Name: Date: Detailed Specifications: Cost Estimate: Time Frame Estimate: Prototype: Development: Name: Date: Detailed Specifications: --------------- -- Time Frame Estimate: o.....,.+........ Customer approval: Detailed Specifications: Cost Estimate: Time Frame Estimate: Prototype: Conditions: Customer Name: Date: Project Sign Off: rnoditda end vr*,t dense denged at NI. meeerg Oat. in.t.0 sd .1 A..s..P. Pow "iulall W eel up A...a.PYe m eN salver. Yana we maoun ne wvny r wel W- P.6— m .3m. hM b be.l.e AMsdNM m etdlviduW meahlmL PakIN wlg elan MnOM can. mslmmslt.. d.Y IM" ..wlon— A....Pr. h.c ben MM.W m aR-lk A.M.. wo A..::- m tr.WN .a.dell. Attachment A a.-- en r Peg. 1 et 3 Attaehawnt A a Paulat ttespemsiLmilties C a ftlsh Total 1.E, Data MappL V - Ttds pmosss PaNOt VIII work wan County to place data eNmand In M. wrreat Odd. In Ass•saPm County will most PaIH" the data mappk4 WA usually t"s 00 dW. I f, i I j I i I.F. CgVaatm- This omens usu$My, Pdrld will wawan the data that has been mapped od'nio A"asasPro County is aslsbb to smw. gieNaw WA to.. 30 drys ' I 1.0, Oskv.y of tai Pata Of data Patriot wig dealer 1N pea of data County w0 must If mcneary nettling daft onto Mar a.wr.Onu trutalled the Cowry 0% of co-Ion price - mmtof the wWK is canptated during Ye Tat pass wnvxslon County oar, as acceptance bat sadists eAI baps looking at Me crmenlan - 537,600 to •aa If "to Ia In lt.—at Ft—. j Not all Nrmlbnatlty, will wark properly tut ant data should be pwad In 1.H Patrld tw wait on rttdMtatlms for Pat YAI start work on Mess mwd0cngom as spaced out In the gawvsty, Phase. County mll be ¢whit for queatbns dump this Wee pr clod. 30 %d AMCAD andAwaita module- 519,7`"0 a do AM d a I 1,I. Coudywtk twit at data doil—d far Portal "I amww gwnlona above data. Crwny wll twit d data Pat wa dalvarod ant report as wows bad, b P— Screen WA i the Id pus and r.W beam bad, b shot. me InpMKt In We prows km ASassepm and the sieves LAMA rystprn to Patriot. The County has IS days to too ddaia j I I.J. Stovall Trsninp Session- Ca"y Parlotwil prodde trains,) on sit$ tr 2 dry" d rdrynp. Plena• am the OFP rpmae County wll prevlde a training facility for thee. assdom. 33,200 I& Mo days d raining. If me I ens vainer s on sits M price will lessens awt accept td date de0way for Te to for MI m belting simdoru. � happen Parld msds to kaki on the Co.," dda fa Ws swain 1.K dabb Iwll roeW f (r2Mw Caunl Nom aanNa tam ¢i. 1.L PaWd roaxnen 2ntl pass ddata Pedal Wit aarwan Bala We to aqud conv.slon todpb as upasay b aareM des County w1A he ua6ahla for quadlots. WA wllh Wa along. Wet ft. Canty lasua r P.W by Corny. ,.paned eMr rwbwirg tat pass. Thla bkK 30tl t,M Wlwy2ndpa %s fdda.TH•"I Patrol alld,1hw2ndpasso(dat& Cauntyv01111sta02MPeraof". 10%of— entlonpnw- 57,000 k,MUae the Wades. as d'ueuaad In Sb 1.H I.N. County look. a date and report Petrb1 wig anaww gwssap about data County wit mak d data d d and trepan t Parts WA btuK back b Peabi. Th• County has t, ck d ft aunback kon, n. ends sn ItgartaM h w. Proesu rwn AeiasRe aid w anent LAMA srsaem. I S p=, t da d nI 1.0. Third Trdninp Baden -county Patriot w11 pro.14 ratn.fsl on alb M 2 days d trar:np. Ptaa1• sa em RFP reposes Covey will yrovlW s vdninp facility kx 0wa sawam. b,2Mp for haw days d trininp.l(mara nu om rdmr is m spa the give wp Invests. nuts Copt 2n4 pass d data for It" b fa datds on kalHng sosdons. 1,P. Taipb Ools lien - Pavbt will vaek Post vAl won with the County m get lha A us. .dWraft —.9y, We veal be on the County mill be avasaale to work on table Padbra be with PO M. Arry raNnO loss for ondla vsis- w$ ar0pes 30--00 hews draining Um for Wa. ash a• County b oWII Me 1"da far sum of Wt and soaewg take Pleas ranotaiy. (53,000- 51100) .W on the ndus. tod w. g Woparly. We veal o dy do Ma — M. date late bean dgnK •t w and looking 9" Papa 2 d3 AttachmentA P AP Tas s b bl R all C C s V 1:0. Cowdy vdA aend fod pan d dale P P*W V AI eoaepl data fmm CeunlY. C C"* wS Goats dale xr form Pn. W Petrbl Wr oawotapn. s Vefdblsa P em Ac« ca C da pp . of d [o Thl- p 7rd and Iytd P Peldd rill convert slw dwn Install delabaas C Cou>ty Will teat data Lida loaded They can o. the acceptann b ti v smptx R Rnal —11 lo"-N - Well) xd fmat sal up and kladisoa P P ew for p I.S. TaadnA end SyelaW Accept— by P P--1 adder any wawa sw1 ets dbcovatad dodos INS wlslnp phase, O OoUty %Me lest data awl hate bon ddlwrsd• N NIA 7 Canty. T1ie Wetted be ban 7-16 days fa tae . 7r1 A —ptame sodpb 1.T, llyalate GO UVE - Pal tVAl have P Peldd.11 be Wt. f. GO WE County "I make VPe w fiWal s sl sat for GO UVE ( d Pt m l and aeMws fraeirr*,d • On ode for bvo days of 001Wa • B Beaw an susoassful tsstl p tram 1.0 k,*Nr,g . (RemaYWr d ...,...:5:: . .:'.::. i... '..:�., ;:::.: ... ...,a" . .. :'5..1 .: i:.. ...i N. _. .% r riY 1NY... p. : :: " >, • `. 7 7 7 .. -- Need to dirws SymPnidspfa6nn.. WW have to wait amp PIN is cwO Wd for min. ••Thus ere hvoday. of trW iq ml =Nw .d eb.. bat on be -adat aaydms dunes the Ceunly. f�ro TwMOU(wcPal 8ynaRo Trrntn9 aM C�plre4m� AMCAO IntaAsce and Axdla averaee, i Pose 3,9 3 Page 1 d2 Attachment A Pap. 2 of 2 Pan rrN W ' 1 10 P Ld 1.6. Pabt wN oonikWa to vaak w IM TN6 WV be dQv.ed U drys 6om 1M Imtbadheelt providod by tbudy, p.kld wlfi M Lowy veil mnOrere to look at i epplbellm and prwIda faadbrok Carmty wN praNa 0710BI10 00107!10 8 %of.moecl prior 166,0001 Dosvery d3rd end papa.atl Mal ppfidadon for M. Wait, d,]Wwabls on .M tar Or deliverable to A... rd gwaoa a wnpellta. feedback an Mix portbn W MIn 6 days of deliverable. apgbstln. iM calm rwud b. both y s (proposed 6rld), ehkh VAN.�.dd of oawMed data, and -,king acre.. for I Ina Gent end web W. at the lock ud: edl Mat wab portlon f all spgoal1- Be% aMWd W.W. as place.). ➢atdd watt M m eNS lor se+ specMad with pwsibte mWor atlkl.tmmb, W dawable awl meet 1w review and - PA rapona wN . be delivered and held be rom 1 ae weO .. dsaas mY loved Fa furwtlonakq. pre ecmarted data oomrdm 1—... I I I I aMWd be In appropriate B4 apptoprplaoss, 1.F. Patrol will deliver 0nd pradaa for abler make ace all o ours sat hargss have been addrarsed for IM Mal Lamy b r.epmdNe bI...a FINAL LOk b deyefram 03108/10 03f13n0 2696 d nraaa pen (67�A001 AB ors h the cork nv»w eM ownnwntweTb 16 drys of d deliverable tleHuaWe far both web and olMr epp6eacn d —n sp.-s end make d.0v.ade. The Caeiry also needs toche.k ow Or span and malts awe tat at 1,v n Will. N r D.aJmnla van wmk AN raPwle we rark We reoalq d.Olwanb koln the last req Iremmts have Oem and and IM gotlaclwit —k I. Iham. Atlrowadw 1.—. 'at be delivered.. —.k d6ad. Ihe poke in tlme. BoN /M r.snt and client sad web eppli.atln wN e.q.m a i i I I I I I dwlpn.d. 1.0. Final chm8ea and mmwslw Peed vA w.k with the Ludy b mek. sure al lee— ha. been addressed for hIs county wBl be reaponalbb to provide any additional chsapn to Patrld a soon a 810111111 O&MMO 30%of.wWaa pn.a (630.000) Fk.1 PW Appib.U- M11 —.t .11 weO.W. el County to day. kom One final dalvarebb. Peab ( ragalrmanb ...p..Iftd in Dl.—,y nres and feedback km Ow - doamanb and Inn.B above above el .:.:i11 _ ....�__,_, .e.,• :.. .,...W�.. .. ., �:.:.. �...,:.:.. . -,: r.:..x :.. :zx: .r.�.,..�,.« -, s ,:.:s: ...: xen... .ra.ix, z ¢rd.liu0.xc.:5.).<.w) °slir63. :'i '.. .?i:;..; .<N :Y.?x%'i Z<`x.wa7R.Ut..^ k'r�:i �. .. fl:. .�•..S ,eb `Y:.: Pap. 2 of 2 r? � *�7� r r- v ;;t� yew � � � 2 �. � � `�: � � mob, � x � t' .. � � �- � � - � ��� � 4 -�.� � �; REAL ESTATE DATABASE TEST Questions to ask before testing: ❑ Does the Jurisdiction have Personal Property? If not, you don't need to execute second part of the test plan. ❑ Does the Jurisdiction use income approach? If not you may skip 23 -24. 1. Create your data sources.. - - -=----- - - - -•— Go- -to- Start/- P- rog>'ams- /- AssessP -ro -/ - New- Data_Source_ • Click Launch ODBC button. Click on Add button. • Select System DSN Tab. Select SQL Server. Click on Finish button. • In the Name field type: AssessPro - Your Jurisdiction name. • In Server field type: Server name the database is in. • Click Next. • Check "With SQL Server..." radio - button. • Enter Login "apro" and Password "support". Click Next. • Check "Change the default database to" check box. Select database with Your Jurisdiction name. • Click Next. Click on Finish. • Click on Test data source. Make sure test result says Test completed successfully. Click OK 3 times to get to New Data Source screen. • Click Refresh button. Select Data source name you just set. Check box to right to set your Jurisdiction as Default Database. • Type the path name into Update path field (for example): \ \kyle\soft43 • Click Write to the registry button. Click Exit • Make sure that Database Information Paths are correctly named (ask if you not sure what they should be). 2. Create Analysis data source. • Repeat step 1, Using AssessPro -Analysis Your Jurisdiction name in the Name field. And select Analysis DBTest in the Default database field. 3. Create Counter data source. • Repeat step 1, Using AssessPro - Counter Your Jurisdiction name in the Name field. And select Your Jurisdiction name Database in the Default database field. 4. Verify that Jurisdictional Options values are correct. • Click on the Jurisdiction Options button on the Main Menu. • Make sure the following are correct: Parcel Info tab - check Parcel ID descriptions Parcel ID 1 =Map Parcel ID 2 = Block Parcel ID 3 = Lot Note: sometimes these vary. If they are not Map, Block, Lot just make note to check that they are set correct for the Jurisdiction you are working on. • Legal information tab - check that all information appears reasonable. Information can be missing except the following Municipal name Report heading (typically also the Jurisdiction name) • Appraisal Date should be 01 /0l /Current year. • Valuation options tab - royal blue fields should be populated with data. 5. Verify previous and current values don't change. Page I of 15 C:\Documents and SettingsWristenoNORTEMMy Documents \My Files \Orange County, NC\Contract\Exhibitl - Test Acceptance Scdpts.DOC • Click on the Record Card Screen button. • Note what the Assessed values are for previous and current • Click on the calculator button and verify that the previous and current values are the same as the ones you noted. 6. Set Prompt Defaults. • Select Prompt Defaults from the utilities menu. • Select "R - Residential" from the upper left list box. • Then select on Building Description from the lower left list box. • For each of the settings noted below select the category from the middle list box, click on the Mod button, select the appropriate value from the right list box and click on save. Codes will vary for different states. In that case you can go by the decription rather than the numerical code. - - -- Frame = 1 wood Prime Wall = 2 clapboard Roof Struct =1 gable Roof cover = 1 asphalt sh Avg Height = standard Primary Interior Wall = 2 piaster Partition = T (for typical) Primary Floors = 3 Hardwood Basement Floor = 12 concrete Electric = 3 typical Insulation = 2 typical Int vs Ext = S (for same) Heat Fuel =1 oil Heat Type = 3 hot water % Heated = 100 (type this # in the Primary Default field) # of Heat Systems =1 7. Set the High Warnings. • Stay in Prompt defaults. • For each of settings listed below highlight the category in the middle list box, click the Mod button, type the value listed below into the High warning field and click "Save ". Baths = 10 Kitchens =10 Fireplaces = 10 W. S. Flues =10 8. Make sure the land use codes for mixed -use are defined. • Go to Description tables. • Select Land use codes. Click OK • Verify that there are codes with a description stating "Mixed Use ". 9. Go into the filter and make sure it's working properly. • Click on the filter button (the button has two screens and a question mark). • Click on the + sign in front of a folder under the Field Name column (ex. General Data) • When the folder is open, select a field name by which your criteria will be sorted. (ex. Account Number) • When you select the field name, the large value box to the right should populate. • Select an operator (ex. = or >_) • Highlight a value from the list, or type one into the small value field, and click the Add to Criteria button below. • After the first value is selected click the "OR' radio button, and then continue to add a few more values. • When values are selected, click OK in the upper right comer. This should prompt a box telling you how many matching records were found. Click ok to this box. Page 2 of 15 C.-Mocuments and Seuings\KHsteno.VORTEX\My Documents\My Files\Orange County, NC\Contract\ExhibiLl - Test Acceptance Scripts.DOC • You should then be returned to the main record card screen, with your first filtered record card (the records will filter in numerical order) appearing on the screen. • You can use the arrow buttons on either side if the white box below the words "Indexed By" to scroll through your filtered records. • To turn the filter off, just open the filter again, click the "clear filter" button on the right side of screen, and click ok. • Exit the filter by clicking YES to the message prompt box. 10. Setup a QuickList. • From the record card screen click on the Parcel Data button (red index box). • Click on the Quicklist button at the bottom of the pop up box. • Add and delete some of the screens from the list box by using the buttons between the two boxes. (You will navigate through the screens in the order the list is set up). • Note the screen names in order and click on the OK button. You should be brought to the first screen listed on your • Click on the red parcel data button and select one of the screens from your list. Click OK. • Click on the gage up" and "page down" buttons on your keyboard to navigate through the screens that you set up in the Quicklist. You should be able to navigate forward and backward through the list of screens and it should work like a loop with the last screen leading to the first screen on your list. 11. Add a test code to one of the Descriptive Tables. Make sure you can modify the code and save it. • Click on the Descriptive tables button (the file cabinet) and select a code that you will be able to use later on in the application. Select one of the following and you will access the code on the building description screen: building type, exterior wall type, heating fuel type, heating system type, any of the ratings for a building. • Click on the add button and add a test code and description to the table. • Click on the save button. • Click on the modify button, change the code and description, and click on save. You should not get any errors. The new code should be displayed. • Note what Table you added to here: • Note what Code you added here: 12. Modify one of the codes within the Calculation Tables. • Click on the Calculation Table button (purple lightening) and select a table that you will be able to use later on in the application. • When in the table, select a code to modify. Click the Mod button, and make a change to the selected code. • Click the Save button, your change should not return to what it was before you modified. • Note the Table here: • Note the Code here: was: now: 13. Create a New Parcel. • Return to Record Card/Sketch screen. • Click on Add button. Select New Parcel. Select Correction. • Enter the data into the following fields. Map: 1 Block: l Lot: TEST Number: any Street Name: any Owner #1: your last name, your first name both in the last name field • Click on Save and Close and then "ok" to "Created New Parcel ". You should be returned to the Record Card Screen with your new parcel displayed. Page 3 of 15 C:\Documents and Settings \Kristeno.VORTFX\My Documents\my Files \Orange County, NC \Contract\FxbibitJ - Test Acceptance Scripts.DOC • Note the Account number • Note the Location 14. Add Land Data. • Go to Parcel data. Select Land data. Click OK. • Click on the Add button. • Enter the following information on the screen: Land Use Code: 101 No of Units: 2 Unit Type: Acres Land Type: P SITE NOTE: if you feel comfortable with the application enter any data you want in your parcel. • Click on Save 15. Add Building Data. • Go to Parcel Data. Select Building Description. Click Ok. • Click Mod button and fill data into the fields. Click Save. 16. Add a sketch. • Go to the record card screen. • Click on the pencil button (upper left comer) in the sketch area. • On the toolbar, click on the pencil button and draw a box. • Click on the label button and assign the sketch at least a fll • Click on calculate and exit through green door. Say "yes" to update sketch. • Calculate your parcel 17. Verify the values in newly created parcel. • Make sure defaults match prompt defaults you set up before, by simply entering through the fields. • Go through every field on the property record card. • Make sure you can use the test codes you put in the descriptive and calculation tables. 18. Add card #2 to the newly created parcel. • From the main record card screen, click the add button. • Select New Card, say OK to the to message boxes that follow. • You should now be looking at the newly created card (you will be brought into the Activity/Revision Info screen automatically). The Land info should automatically fill in, and should contain the same land use code as card 1, and have 0 (zero) for the number of units. • You can now move through the building description screen and add information. 19. Change the ownership on the test parcel. Afterwards, go into the lookup screen and look up the ownership and make sure the new name shows up. * ** NOTE: If this does not work and you have to manually fix it. You cannot be sure that the problem is permanently fixed until you add another owner and verify that you can look that owner up too. • From the parcel data box (red card file) on the upper left of screen, select Owner/ID/Prop Fact/Tax Info. Click OK. • Click the Mod button, and change the Current Owner. • Save • Open the parcel lookup (binoculars), and change the index field on the far left to Ownership from the drop down menu. • Type in the new owner name that you just entered, and click Find First (lower right). Page 4 of 15 C:1Docurwnts and SettingsUCristcno.VOR,rFx\My Documents\My Files\Orange County, NC1ContractTx1ibitd - Test Acceptance Scripts.DOC • Verify that the new name is in fact showing up, if you don't see it, try updating tables through the utilities menu, and then search for the name again. (In most cases this step should not be necessary). • Highlight the parcel and click ok, to verify that this is in fact the correct parcel. 20. Change the newly created parcel to a commercial parcel. Modify space quality adjustments. • From the parcel data box (red card file) select Land Data. Click OK. • Click Mod to change the Land Use Code to a commercial use. (ex. 325 — Store). • Jurist Code drop down list comes up. Select one. • Click on Save. • Go to Parcel Data. Select Depreciation & Remodeling. • Click Mod. Change the value in the Physical Condition field. Click Save. The percentage should change too. • Go back to the Record card Screen. Click on Calculator button. • Verify that the building value changed. 21. Add Reported Income information to the test parcel. • From the Parcel Data box (red card file) select Reported Income. Click Ok. • Click on the Add button. Begin adding data to each field, starting with the Year field (For the moment, only on the front tab). • Use the arrow keys on your keyboard to move through the fields. • After entering one line, click Save. 22. Add Reported Expense information to the test parcel. • From the Parcel Data box (red card file) select Reported Expenses. Click Ok. • Click the Add button and fill in each field. • Select either the Owner or the Tenant radio button. • As you enter information into the expense fields, the totals boxes should calculate automatically. (ex. Put a 1 in each field and your top total box should be 33, the bottom one should be 30). • Click on Save. 23. Test that you can use the searches on the Lookup screen. • Click on the binoculars to get to the Look Up screen, • Select Parcel ID from the Indexed by drop down list box and enter the parcel ID for the parcel you created. • Click on Find First. Your parcel should be displayed on the screen. • Highlight your parcel and click OK or double click on it. Verify that the parcel you are looking at on the screen is the same one you selected from the list. • Repeat this process using ownership, Location, and account number as the indexed by criteria. 24. Calculate the income. • From the Parcel Data box (red card file) select Income Approach • In the Income approach screen, click the Calculate Income Only button. • The Income should now have been calculated. • At the top right (under the tool bar) verify the value of the Cost field. • Make sure it is equal to the value in Market adjusted cost field (which appears in the Valuation Information screen). 25. Modify Valuation Information. Verify the values. • From the Parcel Data box (red card file) select Valuation Information. • Under the Valuation Used tab, click the Mod button. • Select the Income Approach radio button. • Click Save. Click Calculator button. • The value in Income field should change. • Verify it is equal to the value in Income field at the top right (under the tool bar). 26. Make sure you can delete the reported income and reported expense information. • Go back into the Reported Income screen. • Highlight the line that the data to be deleted is on. Page 5 of 15 C: \Documents and Settings%ristenoNORTEMMy Docu nents\My Files \Orange County, NC\Contract\ExhibitJ - Test Acceptance Scripts.DOC • Click the Delete button. Say OK to delete selected information. • Go into the Reported Expenses screen. • Click the Del button to delete the data. • Say OK to delete the information. 27. Go into the Copy Parcel Utility and copy some info from an existing card to the newly created parcel. • From the Utilities Menu select Advanced Utilities. • Then select Copy Data. • On the Parcels tab, choose Select Source, this will bring up the up the lookup screen. • Search for and select the parcel from which you want to copy data. • Note Source Parcel here: • Click OK to return to the copy data screen. • Select how you want to lookup parcels to copy to (ex. Account Number) • To select parcel(s) to copy data to, click either the Add (single) or Add (filtered) button on the right of screen. • The Add (single) button will bring up the lookup screen. • The Add (filtered) button will bring up the filter screen. • when you have selected the parcels that the data will be copied to, you need to the select what data will be copied over. • Note parcel or account here: So you can check that the information has actually copied over. • Click on the Tables tab. • Select which tables (screen info) you would like to copy onto the parcels by clicking in the checkbox next to the table name(s) • Note tables to copy here: • when you are done selecting tables, click back onto the Parcels tab. • Click "Start Copy ". The bottom of the screen will flash while the copy is taking place. when it stops flashing, the copy is complete. • Click the Close button (lower left of screen) to exit this function. • Go into the parcels that you copied from and to, verify that the screens you copied are the same on both parcels. 28. Create an analysis database. • From the utilities menu select Analysis Module • Enter User ID: apro Password: support Click OK • In Select data source drop down list select your Jurisdiction name. • When the Analysis Module opens, click the Create Database button. • In the Source Database select your Jurisdiction name from the drop down menus. • In the Destination Database select Analysis + Your Jurisdiction name (ex. AssessPro — Analysis Haverhill) • In the Selection Criteria manipulate the sales dates so there is less then a year between the dates. • Click on Check records button. Number should appear in the Record selected Field. (If the number is greater than 200 reselect so dates are closer to each other). • Click on Create it. • On the message box verify that your analysis database is selected as the destination] l? Click OK. Progress will be shown on the bottom of the screen. • Message Box "Do you want to copy sketches and images ". Click NO. Progress — in the bottom of the screen. • Click Close Function. 29. Create an analysis table. • Click on create analysis table. • On source/Destination Database Field select your Jurisdiction analysis database. • Select Sales criteria (less than a year). • Click on Create it. Click YES on the Message to continue. Progress will be displayed at the bottom. 30. Print an analysis report. Page 6 of 15 C: \Documents and SettingsWristenoNORTEX\My Docu nents\My Files \Orange County, NC\Contract\Exhibit.T - Test Acceptance Scripts.DOC • Click on report button. Select Real Estate /Analysis Report/Detailed Report/Grand Total • Click on Printer button. Select All. Click OK. • "Select Value" message box will pop up. Click OK. • Verify the report. • Exit from Report module + Analysis module. 31. Add a sale to the newly created parcel, (and make sure you can transfer it to the analysis database). SKIP MOVING IT TO AN ANALYSIS DB IN VERSION 4.1.1. THERE IS A KNOWN BUG PREVENTING YOU FROM COMPLETING THIS STEP.) • Open the parcel that you created earlier. • Click on the parcel data button. • Select Sales Information, and click Ok. • Click the Add button. Enter data into Sales price, Book an—ic -Page fiatds and trdke sure that -eopy-to- other - Database- box -is- checked. - - - -- - -- — • Save • Select your Analysis Database from the Iist. • Select the Transfer button. 32. Verify that the parcel you created is in the analysis database. 33. Click on the "I" button to make sure that Quick Info works. • Click on the "I" button (on the right side of toolbar). • A Quick Info screen should appear, and display a summary of the entire parcel. • Make sure that you can maximize this screen and that the scroll bars on the bottom and right of screen are working. • Click on the "X" in the upper right comer to close. 34. Run the Quartile Report. • Click the Reports button • Select your analysis database from the Select DataBase to Report On list box. • Select Reports/Real Estate/Analysis Report /Analytical Quartiles/Quartiles 101 sorted by date. • Click on Preview. Once the report is displayed click on close. • Click on Print button. 35. Print filtered LA3 MA State report. (For Massachusetts Databases Only) • Click on the Report Engine button. • Select Reports /Real Estate / State Reports / MA Reports / Property Sales (LA3) from the directory tree. • Go to Filter. Select Sales Data/Sale Price. • From Operator field select >(greater than). • To the Value box type 999. Click Add to Criteria. • Click OK. A box will appear telling you how many matching records were found. Click OK. • Parameter Values Screen will appear. Enter current year. • It will take a minute or so for the report to compile data. • Click on Print button. 36. Go into reports and view the CertDetail State Report. • Click on the Report Engine button. • Select Reports/ Real Estate / State Reports / Certification Detail / Certification Detail Rpt • Click the preview button • A screen named Enter Parameter Values will appear. The tab is labeled Display Ratio • Select either P= Previous Value or S--Sale Price and Click OK. • The preview screen should appear, (it will take a minute or so for the report to compile data). Page 7 of 15 C: \Documents and Settings\Kristeno.VORTEX\My Documents\My Files \Orange County, NC\Contract \ExhibitJ - Test Acceptance Scripts.DOC • This is a very large detailed report, use the arrows to scan through a few pages, and then to the end (use the >1 button), to make sure the report completed. • Click the "X" button on the upper right comer to close this preview box. • Click Exit button to return to Record card screen. 37. Make sure you can save and load a query. • Go to "Process" in the toolbar menu. Select "Background Jobs" from the list. The `Batch Processing" screen should appear. • Click on the Filter button. • Under the "Fields" section select a folder to open. Click to open a folder (ex.General Data). • Select a field name (ex. Account Number or Parcel ID) • Select or type data in the Value field and click the Add to Criteria button. • Click on the "OR" radio button (below the operator section) _ Select a few more values, elk criteria Mutton after eacc value is selected • Click the Save Query button (bottom of screen). A new screen will appear with a space to name your query. • Type in a query name relevant to the criteria you have selected and that you will remember. • Click Ok. This will take you back to the filter screen. Click Cancel to exit the filter screen, and then go back into filter. • Click on Load Query (bottom of screen), and select the query that you just saved. This should populate the screen with the criteria you selected prior to saving the query. Click OK It will take you to filter screen again. • Click OK, and the filter screen should find matching records. • Click OK to this message, and you should end up back at the Batch Processing screen. Exit through the green door. 38. Print one sided, two sided and commercial/industrial cards. Make sure location, etc. shows up on all cards. • Click on the printer icon on the toolbar. • Select One -Sided Residential, and click ok. • Click on the printer icon again (after first card has completed printing) • Select Two -Sided Residential. Click ok. • Again click on the printer icon (after second card has completed printing) • Select Commercial/Industrial. Click ok. • Make sure that parcel ID, location, and owner name appears on each card. 39. Batch -print a series of cards, (this requires use of the filter) • From the Process Menu select Background Jobs • When the Batch Processing screen opens click on the filter button. • Under the `Melds" section select a folder General Data to open. Click to open the folder. • Select a field name (ex. Account Number or Parcel ID) • From the "Operator" section, select — (equal to) as your operator. • Select a value from the populated (large box) area of the value section. • After the first value is selected (ex. By account number or parcel id), click "Add to Criteria" • Click on the "OR" radio button (below the operator section) • Select a few more values, clicking on the "Add to criteria" button after each value is selected. • Click "Ok" (upper right). A box will appear telling you how many matching records were found. Click "Ok". • When you return to the Batch Processing screen, click on the printing button. Select two -sided residential radio - button. A box will appear, telling you how many accounts will print. • Click "Ok ". Depending on how many accounts there are to print, this will take a few minutes. • Exit the Batch Processing screen, by using the green door. 40. Go through an existing parcel. Print the card to verify the results. Make sure you can modify and save. Also, go into an existing sketch. Calculate and resave it. • On the record card screen, open the sketch by clicking on the little pencil button. • When in the sketch, click on the calculator button. • Then click the exit, and select yes to update. Page 8 of 15 C:\Documents and SettingsWristenoNORTEMMy Documents \My riles\Orange County, NC\Contract\ExhibitJ - Test Acceptance Scripts.DOC 41. Calculate comp sales for an existing residential parcel. • Select Update local tables from the Utilities menu. Click OK. • Select Background Jobs from the Process menu. A. Filter for a small data set. • Click on the filter button. • Select General Data / Account Number from the directory tree on the left side of the filter. • Select the < sign and enter 39 in the data field then click on the "add to criteria" button. • Click on OK. You should get between 10 and 50 parcels. If you have fewer than 10 parcels return to the query and type in a higher account number. B. Calculate the comparable sales in batch processing. • Check off the Market Cost Adj box underneath Comparable sales. • Click on the Calc Market Value button on the left. Answer yes to "Would you like to refresh the comparable sales data." • Answer yes at "Are you sure you want to -- • Once this has finished, go back into AssessPro and go to any account between 1 & 39 that has a building on it C. Calculate the comparable sales for user processing • Click on the Parcel data button and select Comparable sales from the list. • Click on the Mod button. • Click on the Mod button on the new screen. • Select yes to "Copy the system values." • Click on the Save button. • Click on the item factors tab and select mod. • Change some of the values that are not set to 100 to be 0. • Click Save. • Click on the Calculate Comps button. • Click on yes to both of the message boxes that appear. • Click on ok to the message telling how long it took to calculate. • Return to Record Card Screen. The application should calculate the comparable sales (Sys comps). The screen will show multiple comparable parcels. • Click on the User comps button. The screen should calculate the comparable sales (User comps). The screen will show multiple comparable parcels again. 42. Delete card 1 of the newly created parcel. Make sure the legal info from card 2 transfers correctly. Delete the entire test parcel. • Open the (two -card) test parcel that you created. Using the look up or simply typing the parcel id in the Indexed By box. • From the main record card screen (you should be looking at Card i of the parcel), select the "Del' button. • You will be prompted to confirm that you want to delete card 1 of this parcel. Click "Yes" • A box will appear telling you "Deleting Data and Writing to Parcel History" • Card 2 should now become card 1. • Click the "Del" button again, and say "Yes" to delete the test parcel completely. • Prompt will appear asking you to select which parcel this is to be combined with. Click ok to the message, and when the Lookup screen comes up, just cancel out of it. Your test parcel will then delete. 43. Delete the test codes that you created in the Descriptive and Calculation tables. Update local tables and make sure they are gone. • Go into Descriptive Tables and find the test code you created earlier. • Highlight the code and click the "Del" button. • Make sure that you are in fact on your test code, and say "Yes" • Update local tables, and make sure the test code does not re- appear. • Go into Calculation tables and locate the code that you modified earlier. • Select "Mod" and change the code back to what it was before you modified it. • Click Save. 44. Update local tables. Page 9 of 15 C_ \Documents and Settings \Kristeno.VORTEX\My Documents\My Files \Orange County, NC\Contract\ExhsbitJ - Test Acceptance Scripts.DOC • Go to Menu Bar/Utihties. Select Update Local Tables. Click OK. 45. Batch - calculate the Jurisdiction and then recalculate flagged accounts only. • From the Process Menu select Background Jobs • When the Batch Processing screen opens click on the Calculate button. • A prompt box will appear telling you how many accounts will be processed • Click ok (the process will take a while to complete) • When the process has completed, click ok to the prompt box that appears. • Click on the check box labeled "Flagged Accounts Only" • Click the Calculate button again, there should be no accounts to be calculated. If there is, then the process did not calculate the first time. 46. Update and create an LA4. (Massachusetts Report Only) • Open the Report Engine, (from either main menu or from the toolbar — paper with squiggly lines) • Select Real Estate /State Reports/MA Reports/Assessment Classification (LA4) • Highlight this report, (a description and instructions will appear to the right). • Click the Utilities button (hammer and wrench) • When the screen opens, double click on LA4. • Select a fiscal year (ex. 2000), • Click the update button (traffic light) • A prompt box will appear stating what data source will be used, verify that it matches the database you are in, and click yes. • The update function will begin, when it is done, a "Transfer Complete" box will appear. Click ok. • Click the Close button, then click the Exit button to go back to the Report Engine. • Print the LA4, using the printer icon 47. Print an LA2. (Massachusetts Report Only) • While still in the Report Engine, select Real Estate /State Reports/MA Reports/Classification Totals (LA2) • Highlight this report, a description will appear to the right. • Print this report using the printer icon. • Make sure that the totals match the LA4 48. Print the Land use Summary report and make sure values match the LA4 and the LA2 • While in the report engine, select Real Estate/Land Section Reports/Land Use Summary • Highlight this report, a description will appear to the right. • Print this report using the printer icon. • Make sure that the totals match the above two reports. 49. Run a Standard Appraisal File Transfer Extract • Go to Report Engine • Select Extract Folder /Real Estate /Common Extracts/Standard File Transfer (w/LcgalDesc, PrcI1D) • Click on Extract Button. • Select text radio - button. Click OK. • Change the name of the output file to the Jurisdiction and date.txt (ex. Haverhillfeb 14.txt), and click on Save. • Say Yes when asked if you want to retrieve current data. • It doesn't matter if you select A or F. • Click on OK on the c/o owner sale date without entering any data. • Select the current fiscal year. • Select FV as the previous year category. • When prompted to select a type of file extract select file transfer. The extract takes a while to run. The status shows up on the bottom of the screen. • Look for your text file in c:/AssessPro / Programs/ Jurisdictionmonthday.txt. Page 10 of 15 CADocuments and Setdngs\Kristeno.VORTEX\My Documents \My Files\Orange County, NC\Contract\ExhibiU - Test Acceptance Scripts.DOC 54. Run the Exemption File transfer. A. First verify that there are exemption codes to see if the Jurisdiction uses exemptions. • Click on the filter button. • Select Exemptions / Exemption Amount from the directory tree on the left side of the screen. • Select "is not null' from the operator field and click on "add to criteria ". • Select Exemptions / Exemption Amount Code from the directory tree. • Click on the OR radio button. • Click on the Add to Criteria button. • Select Exemptions /Amount off Total Assessment from the directory tree. • Click on the Add to Criteria button. • Click on OK. Click OK on the results message. If you get no results then the Jurisdiction does not use exemptions and you do not have to run an Exemption file transfer. Skip to the next step. --------- - - - - -- • Click on the Report Engine button. • Select Extracts/Real Estate /Common Extracts/Exemption File Transfer. • Click on Extract button. • Click on OK to use text as your output format. • Change the name of your extract to exempt Jurisdiction name. txt and click on save. • Click on Yes to retrieve current data. • Enter the previous year as the exemption year. The extract should run. The status bar will show the progress. • when the extract is done. Open the txt file in C:AssessPro/ exemptJurisdiction name.txt. You should see results that look lined up and like reasonable data. if the extract is not lined up turn word wrap off in your options. • Close out of the extract and delete it from your machine. 51. Go into the counter terminal program and make sure it is working properly. • From the Start Menu, select Programs/AssessPro /Counter Terminal • Updating Tables box should appear and be working before the application opens. • when the Counter Terminal opens, make sure that an Address, Parcel ID and Owner Name are appearing on main record screen (Legal Information Tab). • Click on the Legal Description button, and make sure that a screen pops up. Use the arrow button on this new screen to exit back to the main screen. • Click on the Exterior Information tab. Make sure that there is information on this screen (or at least labeled fields for the information). Make sure that navigation buttons appear at the bottom of the screen. • Click on each of the buttons (one at a time), a screen should pop up for each button, displaying relative information. Use the arrow buttons to exit each screen. • Click the Interior Information tab. Make sure that there is information on this screen • Check that you can use each of the search methods, and the keyboard, (or at least labeled fields for the information). Make sure that navigation buttons appear at the bottom of the screen. • Click on each of the buttons (one at a time), a screen should pop up for each button, displaying relative information. Use the arrow buttons to exit each screen. • Click on the Comparable Sales tab, there may or may not be any sales to compare to. • If there are comparable sales, click on the print comparable sales button, and make sure that you can print. • Go back to the Legal Information tab, and make sure that each of the Search By buttons bring up the keyboard screen. To search using the keyboard, click on the keys with the mouse to enter the parcel information to search for and click the enter key. • If you enter vague parcel information, a look up screen will come up. Highlight the parcel you want and click GoTo. This should bring you back to the Legal information screen, with the parcel you selected displayed on the screen. • Conduct a search using Parcel ID, Street Name, and Owner Name. • Print a property record card, using the print button. A message will appear stating the price of the card, and asking if you still want to print. Say "Yes" • Another prompt will appear asking how you want to print. Select "Yes" for a horizontal page turn. • To exit the counter terminal press Ctrl +Alt +Del, and then when the task manager box comes make sure that Counter Terminal is highlighted, and click Ok. 52. Go into Parcel Review and make sure you can go through all the fields. Page 11 of 15 C:\Documents and SettingsWristenoNORTEXWy Documents\My Files \Orange County, NOContract\ExbibitJ - Test Acceptance Scripts -DOC • From the Main Menu, select the Parcel Review button. A "Reviewing Data" box will appear. When this process is complete, the box will disappear, and the Parcel Review screen will open. • This application is extremely similar to the Counter Terminal. With the exception of the look up process. • Check each of the tabs (follow the same steps as in the Counter Terminal steps above) • The look up for the Parcel Review is the same as the look up from with in the AssessPro application. • From the "Indexed By" pull down field, (top left) select each of the following: parcel ID, Account number, Owner Name, Location. • Enter criteria to look up (bottom right), and click find first. Highlight the parcel you want to look at and click ok. This should take you back to the parcel review screen with the selected parcel displayed. • Click on the Print Record button. A box will pop up (as in the counter terminal) asking how you would like to print. Select "Yes" for a horizontal page turn. • Click on the exit button (bottom right) to leave the parcel review screen. Page 12 of 15 C:tDocu=nts and SettingsWristenoNORTEMMy DocumentAmy FileslOrange County, NOContractlExhibitT - Test Acceptance Scripts.DOC PERSONAL PROPERTY DATABASE TEST Jurisdiction: Tester: WE t - 1. Create a new account • Click the Add button on the Account Detail screen (yellow folder). • Select Add New Record by clicking OK • Fill in main fields: business & owner names, DBA, Street No./Dir /Street, state code & type. • Note the following: Account #: Business Name: Location: Owner Name 2. Enter line items on the Account Asset Detail screen and override cost and depreciation. • Click on the red Parcel Data button and select Account Asset Detail from the list or click on the double white paper button • Click on the Add button. • Select an Asset Type by either using the list from the drop down box or typing a number into the field. • In the middle scrolling area enter a number (quantity) into the # column. • Enter a year in the Year New column. • Check the OR Cost checkbox and enter a value in the Or Unit Cost to override the cost. • Select a different Qual Code and Cond Code from the drop down list box. • Check the Ovr Depr checkbox to override depreciation. • Select something from the Dep Sch list box. • Select a value from the Asset Stat drop down list. • Click on Save. • ** **need to verify that each of these parts makes the correct difference on the value 3. Close this account, • Click on the Account Detail screen. • Click on the Mod button. • Click on the Closed Account radio button in the Account Status group box in the top right corner of the screen. The check mark should disappear from the Include in Value check box_ • Click on Save. 4. Go into lookup and make sure you can find the account you created by account number, business name, location, and Owner Name. • Click on the Lookup (binoculars) button. • Click on the "Indexed By" button on the top of the lookup screen. • Select a method by which to search (ex: Location). • The parcel you just created will likely be displayed in the window. Search for a different account so you clear the screen. • Search for your parcel by the four methods you made note of in step 1. Page 13 of 15 C:\Documents and Settings\Kristeno.VORTEX\My Documents\My Files \orange County, NC\Contract\ExhibitJ -'rest Acceptance Scripts.DOC; 5. Print your new account. • Click on the printer icon on toolbar. • Make sure all the data you entered looks right on the record card as shown in print preview. • Click on the print icon and verify the data on the printed record card. 6. Go into process menu and run a valuation. • From Main Menu screen, click on Process Menu. • Click on the Valuation Button (bright green money — top left) • A message will appear telling you that all assets will be revalued, and asking if you want to continue. • Say, "Yes" to this message. • The Valuation will start running, this process should not take very long. A box will appear when the process is finished, telling you how long it took to run. Click OK. - - - -- - — - - -• --- %ile-stili-in the- Process -Menu, click -on- the - Commitment- button -(top • A message will appear telling you what the process will do, and asking if you want to continue. • Say, "Yes" to this message. • The Commitment will start running, this process should not take very long. A box will appear when the process is finished, telling you how long it took to run. Click OK. 7. Compare the values from LA4 and the Tax Code Summary reports. The totals should match. Go into System Valuation and make sure values match above 2 reports. • Click on the Report Menu button • Select Personal Property / State Reports / Massachusetts Reports / LA4 from the directory tree and press the 'printer button. • Select Tax Code Summary report from the same folder and print that one as well. • The Total Assessed Values should match each other. Also all of the included in value totals from the Tax Code Summary report should match the values in the LA4. 8. Run a Personal Property Transfer file. • Select Extracts / Personal Property / Common Extracts / Personal Property File — Standard, and click on the Extract button. • Click on the ok button to accept text as the output format. • Change the name of the file to test and the date so you can find the output file (ex: testfeb1txt). • Click on Yes to retrieve current data. • Enter 0 as the beginning account number • Enter Z as the ending account number • Your extract file may take a little while to "write data to file" depending on number of the size of the extract. • Look at the extract file in c:\AssessProTrograms\yourfl1e name.txt. Open this in notepad and make sure the word wrap is off (in the edit menu it should not have a checkmark next to "Word Wrap ") the columns should all be lined up. If this is the first time you have seen an extract have someone give it a quick look over to make sure it seems right. • Close out of notepad and out of the report module. 9. Verify data in the system Table. • Go back to the Personal Property screen, click on Descriptive Tables button (file cabinet), and select System Table. • The current tax year should be next year (the fiscal year is always a year ahead). • The Base Depr. Year should be filled in. • The Values Committed checkbox should be checked off. 10. Verify that Summary Valuation & Prior History screen is displaying a previous assessment history on existing accounts. (A new account will not have a history) • Use the lookup (binoculars) to select an existing account. • Click on the parcel data button (red card box) and select Summary Valuation & Prior History. • Make sure that the Summary Valuation and Value History areas are populated with values. Page 14 of 15 CADocuments and SettingsWristenoNORTEMMy Documents\My Files\Orange County, NC\Contmct\ExhibitJ - Test Acceptance Snipts.DOC • Re -open your newly created account to verify that there is no previous assessment. 11. Go into Master Tables and make sure there is at least one code set up in each table. If there is a blank table, set up a test code. • Open Descriptive Tables list box (file cabinet). • Make your way through the list, selecting one table at a time, and verify that there is at least one code set up in each table. • Then select one of the tables (ex. Business Type Table), and add a test code into the this table. • Note the table name here: Note test code here: • Update local tables, through the Utilities menu. ..-= ------------ --- • - - -Go- into- Aeeount Detail - Screen -and mare -. sure - that - you- .can..use- the- ne.wl.y-ereat-e l�code in.the T - e Field. • Open Calculation Tables list box (purple lightning) • Make your way through the Iist, selecting one table at a time, and verify that there is at least one code set up in each table. 12. Go into reports and randomly print reports with various filters. • Click on the Report Menu button (white paper w/ squiggles) • Select any report under the Personal Property folder. Note the text on the right side of the screen do not use this report if it requires you to run other functions first. • Click on the filter button. • Click on one of the folders in the left most list box (Account Information is a good choice). • Select the field name to filter on by clicking on one of the choices in the left most box. (Account Number is a good choice) • - Make sure the desired operator is selected in the Operator field. (ex: equal to =) • Select or type in a value in the value area. • Click on the "Add to Criteria" button. • Click the "OR" radio button. • Add more values to the criteria area if desired. • Click on OK. This will tell you how many matching records are found. 13. Run the Closed Accounts report and make sure the test parcel shows up. • Select Report Module/ Reports / Personal Property Record Cards / Closed Accounts • Click on the preview button. Look for your test parcel in the list. 14. Delete the test parcel. • Click on the Account Detail button (make syre you are in Your test account) • Click on the Del button. • Click on the OK button. 15. Delete the test Descriptive Code. • Click on the Account Detail button to go to Account Detail Screen. • Go to Description Tables. • Select the table you added the code in (ex. Business Type Table). • Highlight the code line. Click Del. • Go to Utilities on Main Menu Bar. Select Update local Tables. • Verify the test code is deleted, by using the look up screen or trying to bring it up from the Account Detail screen. Signed Date Page 15 of 15 C:\Docurnents and Settings\K6steno.V0RTEX\My Docurnents\my Files \Orange County, NC\Contract\Exhibiti - Test Acceptance Scripts.DOC GIS Server Land Records OrangeGOB 2Ge!od uda ba s �e Geodutsibme (read-ordy data werahmae) • Used to edft parcels (and aaa=lated layers) p and mom boundary layers (municipal, rate ,Ides, fire/poll" response, t..Q. • Used to sans GIS data to "wral A Mdanial GIS • Edits are manually synchronized to mom lndudhv Percale, Sweet Cenarknes, and OrangeGuk Addresses. etc, RoceWas now parcels from ft Land Records Ater PlNetatm Is ctlMged rro pr geodatabsee through manual "Innhadim J�P% �A I F 3 ra C v"oowt * MS.dsAUIFpYv. they i Disoap raw pwash uahV a view 111W lecosseas ft PWCGI layerjokdi to debt Comirg dh* ftom the PIN Am and Auese Pro. Transportation Goodatab"s �Uwd to #0 street centedinesi addinessm * code olindaries, - al. " data . Mally,Weronlized to Updated "M 0Mg8GDBformaeacom ptIon. -Access Is anted to "*my perAces and Tr-GIS stafr. /-� PlatTmckw 9 A (11119ACC4560 base -M) with wI_ Wtomlnp f.M Lt 5.,, =ad Plat ft 61WOd Into PIM Tracker ng. tracks a. 1. Mcal—plaL That—rd received, iv 4 by wham, date compt by and date mc.'ead. Orange County- NC .7 PIS System Diagram ego Created April 2oog LEGEND tatdaaeads Ott eu► (caw •red ..emWMKHA -y- Orange County Information Technology PIN APPLICATION USE CASES This document lists the basic functionalities expected of the PIN Application. It uses a streamlined version of Use Case methodologies. It should be noted these are general functionalities which may be implemented in several different and specific ways. E.g., Many of the system interfaces will be specific queries to the PIN Application, as denoted in Use Case #2, below. In that sense, the use cases below indicate general classes of functionality. 1. Query PIN uniqueness Input: PIN coordinates (based on Centroid) from GIS Mapping process Output: returns that PIN (if it already is in the PIN App) or a null (if it isn't already in the PIN App Note:. If PIN is returned (indicating that PIN is already in PIN App), GIS will resubmit new PIN (with slight offset coordinates, to attempt to establish a new, unique PIN). This cycle continues until the PIN App returns a null. 2. Basic PIN attribute query Input: PIN and data field(s) query request from another system or report generator. Output: PIN App returns attribute data associated with PIN in delimited format 3. Preliminary PIN assignment Input: PIN and parent PIN(s) from Public Notice Application Output: PIN App creates a new record, using PIN as primary key, parent PIN as attribute. PIN App sets PIN status to "Preassigned." 4. Populate Preliminary PIN attributes Input: PIN Attributes from Public Notice Application Output: Attributes assigned to PIN are input to PIN App for that PIN Page 1 of 6 1119/2009 PIMS Project Orange County Information Technology . Manual entry Of PIN attributes Input: Entry screen allows user to input any PIN attributes listed in PIN Data Model as "Manual" in Manual /Automated column. Note that attributes will be entered one of the following ways: ® Pick list for attributes that are finite and defined in the Data Model - -- -- � -- Ty ing of- input-foritemsso-- ident -i 1e ----- - - - - -- ------------------------------------- - - - - -- ® Free text for items so identified Output: PIN attributes populated in PIN App fields for that PIN record 6. GIS Pushes PIN attributes t0 PIN App Input: attributes (and parent PIN). For detailed information on possible attributes, see "Data Model for PINs." Output: Association of original input PIN attribute data.. Note: Some of this data may be subject to the validation use case, as discussed in Validate Pushed PIN Attribute Data from GIS 7. AmCad Pushes PIN attributes t0 PIN App Input: XML file with PIN and attributes For attributes consult PIN Data Model for definitive list. Output: Association of original input PIN attribute data. Note: Some AmCad data will be subject to validation, as described in the Validate Pushed PIN Attribute Data from AmCad use case. Page 2 of 6 11/9/2009 PIMS Project Orange County Information Technology 8. Validate Pushed PIN Attribute Data from external system Input: Some data field values are pushed to the PIN App from AmCad, GIS, or some other interfacing system. Action: PIN App receives data associated with a PIN. PIN App lists the validation request in a 'Workspace list." LR staff can pick items off the workspace list to validate - - -- -- - - -- - - - -- As LR staff chooses an item to validate, a screen pops up, displaying the data to be validated, and other attributes for that PIN, to provide context. The workspace list tool in the PIN App prompts the user to choose from 4 choices: • "Accept" — imports the PIN attribute data into the PIN App database and removes the item from the workspace list. • "Edit' -- opens a text editing window for the PIN attribute to be validated. Staff can edit that text and then click "Accept" to import the PIN attribute data into the PIN App database and removes the item from the workspace list. • "Hold" — closes the choice window, leaving the item in the workspace list • "Delete" - opens an "Are you sure ?" window. If "No" then do nothing. If "Yes," remove the item from the workspace list. Page 3 of 6 11/9/2009 PIMS Project Orange County Information Technology 9. Committal process Input: LR personnel indicate they want to commit a PIN. Action: PIN App lists all PINs of status "Preassigned." LR staff clicks on PIN to be committed. PIN App displays attributes and choices "Accept," "Edit" or "Hold" If LR staff clicks "Accept" then PIN status is changed to "Active" and parent PIN's PIN status is changed to "Inactive" If LR staff clicks "Edit" then a screen is displayed in which data fields are populated with existing data but can be edited. Once staff is finished editing, they can click either "Accept' or "Hold ". If they click "Accept," those edits are saved, the PIN status is changed to "Active" and parent PIN's PIN status is changed to "Inactive." If they click "Hold," any changes are saved, but the PIN status remains "Preassigned." 10. PIN History Report Input: A PIN Output: message of no matching PIN found, or a list of ancestral and descendant PINs of the originally submitted PIN, in chronological order, showing where the PIN resides in that chain. 11. Get PIN documents Input: A PIN Output: a list of all legal documents associated with PIN, as listed in PIN application document attribute field(s), with each document displayed as a hyperlink back to the AmCad system's document display webpage. 12. Get PIN document history Input: A PIN Output: a list of ail the ancestral and descendent PINS for the supplied PINS, as well as all documents associated with those PINs, with each document listed as a hyperlink to the AmCad document display for that document. 13. Get ownership as of date for a PIN Input: A PIN and a date Output: the owner of that associated parcel as of the date supplied Page 4 of 6 1 119f200 PIMS Project Orange County Information Technology 14. Get ownership as of date for all active PINs Input: A date Output: a table of all active PINs and their owners as of the date supplied 15. Populate workspace Note: for pushed data requiring validation, there will be times when LR staff is not available to address validation requests live. There needs to be a workspace ---- --- - - - - -- for- -LR staff -in- which -- all - unresolved validation- requ-ests_.are-listed.— Input: Data requiring validation is pushed from GIS, AmCad or some other interfacing system. Action: PIN App appends the workspace list with new data item requiring validation_ Each item requiring validation has a button associated with it. 16. -Work on items in workspace Input: LR staff clicks on button associated with validation item in workspace Output: data item is displayed, with PIN (and some PIN context data), with options to "Accept" "Edit," "Hold" or "Delete." Remaining behaviors as per Validation use cases, except cancel leaves item in workspace. Acceptance or Editing and acceptance will remove that item from the workspace list. 17. Maintain a Picklist Input: user with admin rights indicates a picklist (s)he wishes to add an item to, delete and item from, or edit an existing item Action: PIN App opens a picklist editing window for that attribute. User can add new item to the picklist, delete an item from that picklist or modify an existing item on the picklist Once they save their changes, the picklist in the "Add Attribute" screens reflect those changes. Page 5 of 6 11/9/2009 PIMS Project Orange County Information Technology 18. Calculate Condominium Suffixes . Input: User clicks a button associated with a PIN record. Action: PIN App prompts user for tots! number of condominiums and prompts user to determine whether or not (s)he wants the resulting condominiums to inherit common fields from parent parcel User supplies an integer from 1 to 999 and indicates inheritance rules System creates a series of records (one per condominium), sharing dating specified in inheritance rules, each with a common PIN, but each with a different condo suffix, ranging from 001 to the total number of condominiums specified. 19. Relinking Input: User specifies PIN and clicks a "Relinking" button Action: System prompts user to identify another PIN for which to inherit attributes. User identifies PIN from which to inherit attributes. Attributes are inherited from that PIN. The PIN from which the attributes are inherited is rendered inactive A "Comments" Window is displayed, allowing the user to type in any explanatory text. 20. Delinking Input: User specifies PIN and clicks a "Delinking" button Action: System checks to see if there are any documents associated with selected PIN. If not, the system sets the PIN status to "Inactive." If system finds documents associated with selected PIN, the system prompts the user to provide a PIN to attribute documents to. 21. Purge old Preassigned PINs Input: User initiates a request to Purge old PINs Action: System returns a list of all PINs older than a year with a status of "Preassigned." User can unghighlight items from that list, unhighiight all items from that list and /or highlight items in the list. User then clicks "Purge" button and the highlighted items are purged from the PIN App database. Page 6 of 6 11!912009 PIMS Project Exhibitl< Legacy Field # Field dame Description List of Possible Values Source Manual /Automate _ _ Document recorded in ROD (Register of A document could Deeds) or - -- Type—of .____..b-e_af'_lat Deed or.._ Three possible values are Plat, Deed or COC (Clerk Document Declaration. Declaration Manual -- -�- - - -_— of Courts) Date the � _ � Document Date document is recorded in Recorded recorded MMIDD/YYYY ROD or COC Manual Notary Date - used when December notary date is on real property document Document Manual (as notary recorded in recorded in date is not recorder Effective Date January ROD or COC in AMCAD) _ Person i entering and verifying the Validation Flag Processing status V = validation complete, H = hold data Manual Person entering and Hold verifying the Comment Reason for Hold data Manual PIN _Datestamp (ION _MMDDYYYY)19 characters - will not be using the hyphen in Unique number the PIN or the slash in the date. For used for an Condominiums, PIN_Datestamp electronic file (1 ON.3N_MMDDYYYY) 23 characters - will containing not be using the hyphen in the PIN or the PNA (Public attributes from slash in the date, but need the period Notice Version Preassignment before the condominium suffix Application) Automated Generated PIN 4N -2N -4N through GIS . Automated I .... )OCS vi i�Y if It is Yes PIN Yes { PIN No PIN .. (could ;come tj quired 'ater) PIN Yes L PIN ExhibitK Township.Map.Blo ck.Lot (TMBL) (14 characters) is the old (Sidwell) method of Manually providing a parcel created identification based on GIS number. It is a and unique number. verification in The tax fife uses a ...1-- Lfittle River,-2 -- -Cedar Grove,- 3---- - - - - -- cur- rent - legacy. Manual.- (alr_eady._____ TWP MAP numerical code for Cheeks, 4 - Hillsborough, 5 - Eno, 6 - system for exists for straight 5 BLK LOT township Bingham, 7 - Chapel Hill — uniqueness transfers) — Currently comes from the legacy Automatically system. The generated unique new PIN app number and has 6 will need to characters. The generate tract first character is numbers, always the incrementing numeric township from last code and the latter parcel that 5 are automatically was assigned assigned and a tract 7 Tract Number incremented by'l' number __Automated Currently in A - acres; SF - square feet; Recorded size of LOT (only for condominium units). In future the parcel in should store only one size value and have Document Manual (already Deeded Parcel Acreagelsquare tool convert to either measure and should recorded in exists for straight 8 Size feet/lot have no values for condominiums ROD or COC transfers) Calculated (in Calculated GIS) size of the Should display'A calculated' or'A Cal' after Calculated Parcel Size parcel in Acreage the value I from GIS IManual I I 'Docs ,Yes PIN No I Owner No Owner . es I Owner 14 ExhibitK . Non US Address if owner address is outside the US. Land Records may receive a notice of a new address or address change, including non US addresses, from a returned Tax listing or Tax Bill, by a citizen Document recorded in ROD or COC legacy system Manual 00 - Orange Rural Fire, Orange County J -- Tax; 01 - Orange County Tax, White Cross Fire; 02 - Chapel Hill School, Orange County Tax; 03 - Efland Rural Fire, Orange County Tax; 04 - Chapel Hill School, South Orange Rural Fire, Orange County Tax; 06 - Orange County Tax, South Orange Fire, 07 - Chapel Hill School, New Hope Rural Fire, Orange County Tax; 08 - New Hope Rural Fire, Orange County Tax; 09 - Eno Rural Fire, Orange County Tax; 10 - Orange Grove Fire, Orange County Tax; 11- Chapel Hill School, Orange Grove Fire, Orange County Tax; 13 - Chapel Hill School, Orange County Tax; 14 - Chapel Hill School, Chapel Hill Fire, Orange County Tax; 15 - Little River Fire, Orange County Tax; 16 - Cedar Grove Fire, Orange County Tax; 17 - Chapel Hill School, Southern Triangle Fire, Orange County Tax; 19 - Chapel Hill School, Damascus Fire, Orange County Tax; 21 - Town of Carrboro, Orange County Tax, Chapel Hill School; 22 - Town of Chapel Hill, Orange County Tax, Chapel Hill School; 23 - Town of Hillsborough, Orange County Tax; 24 - Town of Mebane, Orange This shows the County Tax; 25 - Orange County Tax, City GIS or the taxing district in of Durham; 32 - Orange County Tax, legacy Automated througt which the property Chapel Hill Schools, Chapel Hill City, system IGIS Rate Code is located - -)ocs " ^s (has _be at ;t 0.00) PIN PIN Yes PIN No PIN ;Yes PIN Document which is an attribute of Yes the PIN ExhibitK ACCPT - Acceptance, ACK - Acknowledgement, ADM /N - Administrative Notice, AFVDT - Affidavit, AGMT - Agreement, AMD - Amendment, ANNEX - Annexation, APPT - Appointment, LLC - Articles of Organization, ASGM - Assignment, ASMT - Assessment, AUTH - uthorization, B/S - Bill of Sale, BYLAW - By -Laws (as of 1/1198), C - Cancellation, - -- — -- — -- — -- — C /G--- Corpor-ate-C.harter, C/- - Correction _ Deed, CM /D - Commissioners Deed, ORDER - Court Order, CEM /D - Cemetery Deed, CERT - Certificate, SATIS - Certification of Satisfaction (as of 1/1/98), COMM - Commission, DECL - Condominium (PLANS & DECL only), CONF - Confirmation, CONST - Consent, CONT - Contact, COV - Covenant, CTN - Continuation, D /SEP - Deed of Separation, D /SUB - Deed of Subordination, D/T - Deed of Trust, DECL - Declaration, DIED - Dedication, DEED - Deed, DISC - Discharge, DISL - Dissolution, DPLAT - DOT Highway Map, EASE - Easement, ESTATE, EXT - Extension, F - Foreclosure, FF - Fixture Filing, RM/ - Highway Right -of -Way, IND - Indenture, JGMT - Judgment, LEASE - Lease, LIS /P - Lis Pendens, LLC - Limited Liability Automated through Company, PTNS - Limited Partnership, Document the XML file from Type of LTR - Letter, M/A - Modification recorded in AMCAD. Manual fo Instrument Type of instrument Agreement, M/S - Memorandum of ROD or COC COC documents The first book and page that was assigned in the PIN legacy system and on each screen thereafter, the documents are Document Automated through in chronological recorded in the XML file from BKPG order ROD or COG AMCAD Date the Document Automated througt Date document is recorded in the XML file from Recorded recorded MM /DD/YYYY ROD or COC JAMC AD ._.....?ocs Document which is an attribute of Yes the PIN Document which is an attribute of Yes the PIN Yes PIN Interest Yes Owner Interest Yes Owner Yes (if state Interest reference) Owner Interest No Owner Orange County Information Technology Orange County has been working diligently since our meetings with Patriot, IIS and Strock and Associates on April 2nd & 3rd to clarify the requirements and specifications for the technology supporting the County's Parcel Identification Number (PIN) Management processes, There were concerns among Orange County employees that the original work performed between Orange County and Patriot did not adequately describe the technology requirements. To address these concerns, the County's subject- matter -experts; -in- concert- with -ITT- has.- ..— __.__- .- ___ - -_. developed a series of documents Orange County feels will more fully explain how the process works and how it might be improved with newer technology. it is also our hope that this work to further detail our needs will assist Patriot Systems in more efficiently designing a PIN system, by reducing the amount of give and take in hashing out detailed needs. Lastly, Orange County anticipates Patriot Systems may propose managing some of the data listed in the PIN Application Data Model in the AssessPro database rather than the PIN Application itself. This is not a problem, as long as the same functionalities are supported. Digesting these documents Orange County recognizes there's a lot of detail and depth in these documents. Our guess is that reading any single document in isolation will produce more confusion than clarity. Thus, Orange County recommends Patriot pore through these documents as a whole, referencing each document off the others. Document 1: PIN Application Data Model This document lists all the data fields Orange County believes are necessary to support the PIN Application. Orange County hopes the column headings are self - explanatory and guide Patriot to envisioning how the underlying database should be constructed. Prime Contact: Anita Sundaram (919) 245 -2287, asundaram @co.orange.nc.us Document 2: System Diagram This document provides a visual depiction of the PIN Application and the various other systems it interacts with. This diagram is intended to be a high -level view, with detail provided in other documents. Prime Contact: Steve Averett (919) 245 -2501, saverett @co.orange.nc.us Document 3: Workflow This document provides a visual depiction of the business processes that invoke the PIN Application. Much of the workflow shown involves staff decisions and /or other systems in the overall business processes. Like the System Diagram, this Page 1 of 2 11/9/2009 PIMS Project Orange County Information Technology workflow is intended to be a high -level view, with detail provided in other documents. Prime Contact: Roscoe Reeve (919) 614 -0172, rereeve @bellsouth.net Document 4: Use Cases This document provides a list of basic functionafities Orange County identified as necessary to support the PIN management activities described in the System Diagram and the Workflow documents, using the PIN Application database. Todd Jones_ 919 245 -2285, tjones @co.orange.nc.us Document 5: Discovery Document Orange County made a series of edits to the originally agreed upon Discovery Document so that it supports PIN management at a lower level of detail. Prime Contact: Todd Jones (919) 245 -2285, tjones@co.orange.nc.us PROPOSED NEXT STEPS Orange County intends for Patriot to thoroughly review these documents, request any clarification necessary from County staff, then a week later participate in a teleconference in which Patriot can demonstrate its understanding of the PIN management system and the proposed PIN Application. Once Orange County concurs that Patriot understands the functionalities needed, the County will work with Patriot to develop detailed design documents, including specific queries needed to support interfaces with other systems. Few of these specific queries are documented in the enclosed documents, but Orange County recognizes that work is still ahead. Page 2 of 2 11/9/2009 PIMS Project Patriot discussion on the PIN Application and a sample scenario We decided to walk through the current User's Manual and the Use Cases that were provided and cover each section as to how it will be handled in the new application. We assumed that by working through the existing document it would help the County feel more comfortable with what Patriot is proposing for the PIN application. Central Land records Procedure Clerk of Superior Court Procedure Register of Deed Procedure Land Information File Procedures Master Inquiry Screen Master Inquiry: The information search in the new PIN application can be executed by the public or the Orange County staff in the same manner. This is where all of the searching capabilities will take place. Our current search screen looks like this: IOead Bndc ....., .,x",.,�'`T',.�'.e...,.i.:s`�'• OesdPegg Oud Dat6 Assezfed Ava9 " %? `% Rd- ; Ft, ^� �H�xr..___� I a,.... �vd f9Bgs6omm 6Ox9400 CITY Of ASYEVUE �9648169156AOW0 6029400 COY OF ASHEYRIF i064&"B95600000 6029100 CITY OF A516YME 196984F095MMO 60ZMM C19Y Of A91WRtE 19648100%600000 6029400 CITY Of ASMU E 60229400 CITY OF MMWLE "R91 Wowlffi 984848695 -0 6029400 O37YW ASHEYIUE �9WB 600000 602HOO ❑1Y OF A20= ��987H9BD9560@00 6019400 MY OF A919ME 1256 02H 1256 0214 1256 0219 4256 M4 1256 M14 1256 0214 1256 0214 1256 0014 AeadY j_` D9f0 U9..r: laps 5 Y19{SQI -2004. D- NtMWV Rapp[, Lgh {I X iMne2:zrhro �F 6 6d PlO 1 R ReosdO fD r � i> ' '� �. � � s MM v IBaxgsiha MC9t4t Hn9hu T Tamewp 1' Orvxr flare O OlW.ILPt . . ; Ft, ^� �H�xr..___� I a,.... �vd f9Bgs6omm 6Ox9400 CITY Of ASYEVUE �9648169156AOW0 6029400 COY OF ASHEYRIF i064&"B95600000 6029100 CITY OF A516YME 196984F095MMO 60ZMM C19Y Of A91WRtE 19648100%600000 6029400 CITY Of ASMU E 60229400 CITY OF MMWLE "R91 Wowlffi 984848695 -0 6029400 O37YW ASHEYIUE �9WB 600000 602HOO ❑1Y OF A20= ��987H9BD9560@00 6019400 MY OF A919ME 1256 02H 1256 0214 1256 0219 4256 M4 1256 M14 1256 0214 1256 0214 1256 0014 AeadY j_` D9f0 U9..r: laps 5 Y19{SQI -2004. D- 1256 02H 1256 0214 1256 0219 4256 M4 1256 M14 1256 0214 1256 0214 1256 0014 AeadY j_` D9f0 U9..r: laps 5 Y19{SQI -2004. D- F."A.7 Rte __ �___ �n0 .__..._.._. J_ bit Pn 1 - W,o- ....._.:_.�- ._......._.__. .._ � « 4 4� 1 Rand l oL 6 L N to 3 0100 5155999 SMITH ST04E71F 4340 1715 5186017 9.�iurtmt ! RRMw�6i. 0765 Yard 90TH _ _. [ �![9[9T86[T05000.1nxWe 0879 .v' 997N KATRDAR 307{ •tiJ %404351[650855 euxiw5i A[omt IAf oba :� ......__.. SMITH 7ovms5V 9105 01 501 091 .� 8163100 _._... ;7")4811 .� ®DE&AVAKATHE... 26% ., .`'1,.°.°_L ... -_.. _. ... .. _. 5647230 SMITH ._...._ -___ OataYlbim OR2 �•• pd9qulLe[ - ....___ -_ Qa9H CIRMMN TAI BlEJC0 CgN1Y 81E 7201 . Deideaik ' - - -- - oma?age 0000.._.. Coate- -"- A�SEd!1aro0_ CjRdaame tT la-k a- :edn I- t. t-,, 5Y 9mt. -. A*btwy Searth ., 4 7909176 SMITH MAUME 1357 3 0100 5155999 SMITH ST04E71F 4340 1715 5186017 SMITH NMOTAB 34% 0765 5153863 90TH 5"MtONK M 0879 8195916 997N KATRDAR 307{ 0772 SMAZOO SMITH GEORGIAN M61 9105 01 501 091 .� 8163100 940TH ®DE&AVAKATHE... 26% 0700 01 002 006 5647230 SMITH 85NIF&MOWK 2260 OR2 OIlJI2M Qa9H CIRMMN TAI mrR We will be making the changes mentioned in the PIN document to field names and also how we label the PIN as current. These screens will be used in the same manner by the County and the public for the Parcel Identification Number option that is currently listed as part of the Master Inquiry Menu. There will be separate reports that the user will be able to print instead of the screen. This is a change from the current application. We will show as a part of this screen the recording information for the PIN. In the current application this information was displayed on separate screen. The side bar on the left of the screen will show the ancestry and then the user can highlight and select one of those parcels and the appropriate information will be available on the right hand side of the screen. Tracking the PIN will be handled in this same fashion by using the panel on the left to track the PIN. If the PIN has multiple owners or interest they will be accommodated on the main screen of the PIN application. There will not be having to switch to different screen like the current system is set up. They will either be listed on the screen or they will appear as a tab to select that will show the multiple owners. 13/2009 ' 1 a d3 AM 20 s QuickLisl This is a sample of the PIN Report that can be printed for County and public users (will include specific modifications based off of County feedback ). 5 t di . L_7 j. Q.Qj tOM1A 16Jn -maa BeeWOmbe County PP4 FTrolmy BdOUIRY PROPERTY H1570RY REPORT Fm P.-4 9rA91 10M Tmmsh1p: 02 Account Hisltsy Far Account Number 20 PIN Number. MW M 013 Ac k 7977436 ORIGLOT: A 2a 20 j=1121 p 0 DEMaOWSM El 1424 20 20 i I � Th" Sp14 WW_ i 02 > 4I I �, X00 Shwl: 20 j001 020 7977438 10 -W9 010.0.29 0-1 Noma: 6MTH, M DAVID SALLY E T r20 29 10 -0-29 Deed BoW.. 10.0.29 10.0.29 ASSEACRE 000 ; Dowd Pay0 20 (10.0.29 X10.0 =23 Toem qx 02 Wald: TIN Number. 98499790m00000 Show: 13/2009 ' 1 a d3 AM 20 s QuickLisl This is a sample of the PIN Report that can be printed for County and public users (will include specific modifications based off of County feedback ). 5 t di . L_7 j. Q.Qj tOM1A 16Jn -maa BeeWOmbe County PP4 FTrolmy BdOUIRY PROPERTY H1570RY REPORT Fm P.-4 9rA91 10M Tmmsh1p: 02 Werd: 02 PIN Number. SM129WEB70M Sheet: 013 Ac k 7977436 ORIGLOT: 09D O—r Name: SMFM, MDAVID SALLY ET ORK3UNM DOU:-106 Doed Boek 1424 ASSEACRE: MOD ; Deed Page 0271 Dare: 01021986 Th" Sp14 WW_ Twins* 02 W0.t PBV NUmber. X00 Shwl: ARwft 7977438 ORIOLOT: 0-1 Noma: 6MTH, M DAVID SALLY E T ORIGUNIT: Deed BoW.. 1424 ASSEACRE 000 ; Dowd Pay0 D222 O. OM98G Toem qx 02 Wald: TIN Number. 98499790m00000 Show: AccWnl 810MY OrMOLOT: [{ Owner Name; 10MG, DEBORANA OR401"r Deed OWL 1897 ASSEACRE 0.00 Deed Page 0576 Date: 03201986 i flmdy van Uan: repea Server KlY1119Q1i005 e*M' Mary •,:, Master Name Inquiry - This will pull back the same results as the Parcel Identification Number but just allows a different way of searching. So the above referenced screens will be used for this search option as well. There will now just be one screen that will allow for the searching instead of selecting different numbers for different options. The Grantee /Grantor search that is included in the current application allows the user to look at the documents that are available from the Registry of Deeds. This information will be searchable as well in the new application and will return the same results as what the Registry of Deeds option in the current application does. The main difference between the current application and the new PIN application is that the user will not have to select options from a main menu, once on the screen; they will be able to access all data from there depending on what they search by. Book and Page (Reg. of Deeds) —This will be the section where there will be a link to the actual documents that are stored on the AMCAD system. As discussed in the PIN document the PIN application will not store the actual document but there will be a link back to the document. Tax Collection Information — This will be a link to the IIS system that will allow the user to look up tax information. This is an interface that will be designed by HS. Tax Appraisal Information — This will be a link to the web application from AssessPro that will allow the user to look up tax information and also print an online property card. . The next piece to the PIN application is the updating /adding of data. If the user has the correct permissions they will be able to have maintenance functions available to them. The following is just one scenario that we will take from start to finish in the new application. A person requests a new PIN for a Split. A parcel is split in GIS. The GIS creates a new PIN using current logic. Information concerning the parcels involved will be available from AssessPro and the PIN application during this process. The requestor receives the PIN certification document suitable for the registrar. All information is passed into the PIN application from GIS and it is identified as a pending PIN. All available tabular information from GIS will be sent over to the PIN application. This will stay in pending status until the document has been returned from ROD. A return of PIN info from AMCAD implies that it has been certified. ,., + PIN an Ret already exist iA PIN 9F massessPF8. AssessPro will only be involved in this process once the PIN becomes active in the PIN Application There will be a table of `Inheritance Rules" where specified elements will be inherited by the children parcels. This should be available in the GIS as well as in the PIN Validation. Assignment of Condominium suffixes will also utilize the Inheritance Rules. 2. Once the PIN has been certified the information will be available in the "work space ". This is envisioned to be part of the regular tables but with a status field set to mean "pending' or similar. The user will be able to use the following tools in the work space; Accept, Edit, Hold and Delete with the data before it comes into the PIN application. This "work space" will be updated -- ------------ - --as- often -a -s- new - data -is- available- from- AMCAD_O-nce_the_i.nforma.ti4 -. isdeemed _ready for active PIN, the status will be changed. 3. The link to the documents will also be provided from AMCAD into the PIN. The user will search and find the documents that they wish to view and then click on the link and it will take them back to the actual document that is stored in AMCAD via a call or service from AMCAD. 4. There:will be links to AssessPro, NCPTS as well that will provide specified information from the applicable application relating to that PIN. 5. Based off of permissions the user will be able to enter the PIN application and make changes to any of the records no matter what the status is of that PIN. 6. All ownership changes will be made in the PIN application. There will not be any ownership changes made in AssessPro. We will remove the permissions from AssessPro for ownership changes. 7. Data changes in PIN required by AssessPro will be synced with AssessPro on a periodic basis. An audit trail will be created for any changes on a parcel. If a new parcel is created it will receive a new status so that it can be worked by the appropriate people in AssessPro. 8. Various Look Up tables will be created and available for commonly used choices for the various activities. -NSA m- mRelnex|n & Maintenance /ƒ /\ �- �m© � � Ism 2 I c,lr}:; A. New PIN'S Recording Info PATRIOT PROPERTIES, INC. COUNTY SOFTWARE SUPPORT AND LICENSE AGREEMENT THIS SUPPORT AND LICENSE AGREEMENT, dated November 16, 2009 ("effective date ") is between Patriot Properties, Inc., a Massachusetts corporation- with a place of business at 330 Lynnway, Lynn, Massachusetts 01901 (hereinafter Patriot); and County of Orange, North Carolina, a government organization organized under the laws of the State of North Carolina with a place of business at 200 South Cameron Street, Post Office box 8181 Hillsborough, North Carolina 27278 (hereinafter "County"). WHEREAS: Pursuant to an Agreement dated November 16, 2009, (the "Contract ") County retained Patriot to provide a computer system which includes certain Application Software; and WHEREAS: Pursuant to the Contract County now is using such Application Software; and WHEREAS: Pursuant to the Contract, the parties have agreed to enter into this License and Support Agreement relating to such Application Software upon expiration of the Contract and full payment of the purchase price for the Application Software; NOW THEREFORE, It is mutually agreed by and between the parties as follows: 1. License. Provided that County pays the License and Support Fee designated herein, Patriot grants and the County accepts a nontransferable, non - exclusive, perpetual license to use the Application Software listed on Schedule A hereto subject to the terms of this License and Support Agreement. 2. Support. A. Pursuant to this License and Support Agreement and in exchange for the License and Support Fee set forth on Schedule A, Patriot will provide Support for the Application Software, for the Term, on the conditions set forth herein and in all attachments, hereto. As used herein, "Support" shall mean all reasonable efforts required to insure that each portion of the Application Software will operate in the same manner, and perform the same functions, as it did at the time of Acceptance of such portion by County, as that term is defined in the Contract. B. Patriot agrees to provide unlimited, toll -free "800" telephone lines from 8:00 a.m. to 5:00 p.m., Eastern Standard Time, Monday through Friday, excluding national holidays. C. Patriot agrees to extend availability of service coverage for weekday and weekend coverage if County provides notice of the need of such extended coverage at least seven (7) days in advance and agrees to pay the surcharge requested by patriot at the time of notification. D. Support is provided through a specific format. The support desk takes the initial call. The majority of problems are solved at this level. If support desk passes the problem to other staff, Patriot is required to inform County and offer a contact name, an anticipated procedure and a time estimate. ii. If phone support does not succeed, a dial -in connection is made to view the database and attempt to correct the problem on -line. The County agrees to provide Patriot with access to the County's application server through modem type"connection or similar device. iii. Patriot may choose to request a copy of the County's database to load in Patriot's offices in an attempt to either recreate the process or run the application to complete a process if time is of the essence. iv. Patriot shall assist County, where applicable, in determining whether problems with the Application Software are caused by the operating system or databases. V. If these steps fail to correct the problem, and Patriot determines the problem is application based and caused by application error, Patriot will go the County's site to remedy as needed. vi. In the event Patriot is unable to correct the problem within thirty (30) days of notice of the problem pursuant to Section 2(D), and the County finds through an independent third party vendor that the problem is application based, Patriot will be responsible for all reasonable costs incurred by the County to correct the problem. 3. Successor Software Products. In the event Patriot makes available software products based on new technical architecture which have substantially similar functionality to the Application Software ("Successor Products "), within ten (10) years from the execution of the Contract, the License granted herein shall apply to such Successor Product provided County ceases use of the Application Software and instead uses the Successor Product. In such event, County shall pay the then current Application Software Maintenance Fees negotiated by the parties for the Successor Products, in addition to any services or third party fees associated with such Successor products. Notwithstanding anything to the contrary, Successor Products shall not include ( ".Net Upgrade "). 4. Modifications. If, at any time after the initial acceptance date, Patriot shall develop any changes in the Application Software that change the basic program function(s), operating environment, or add additional function(s) (Collectively "Modifications "), County shall have the right to obtain such Modifications at a price specified in Exhibit D, Pricing Schedule. The Net Upgrade shall be considered a Modification. 5. Compliance With State and Federal Mandates. Patriot shall insure that the Application Software remains compliant with State of'North Carolina and Federal mandates and shall make all necessary alterations to the Application Software to insure such compliance. Time expended by Patriot in connection with such alterations up to 80 hours annually shall be provided by Patriot at no additional charge. In the event required time exceeds 80 hours annually, Patriot shall divide the charges between all existing government customers located in North Carolina. 6. Term. The term of this Support and License Agreement shall be one year from the date executed by the parties. This Agreement shall automatically renew for subsequent one -year terms ( "Renewal Term ") upon terms and fees as set forth in Exhibit D — Overall Pricing Schedule, and on Schedule A hereto for a combined term of ten (10) years unless terminated earlier pursuant to this License and Support Agreement. 7. Termination. A. Termination By Patriot. In the event Patriot determines it will no longer support the Applications Software, it may terminate this Agreement upon thirty (30) days written notice prior to the end of the Maintenance Agreement to the County. Upon such termination, County may continue to use the Application Software for internal purposes. B. Termination By County. In the event County determines to no longer use the Application Software, it may terminate this agreement upon thirty (30) days written notice to Patriot. Upon such termination County shall immediately cease all use of the Application Software. 8. Confidentiality. County understands and agrees that all Application Software, Modifications, Successor Products, alterations and supporting documentation and materials ,delivered with such software (collectively "Delivered Materials ") are the property of Patriot and that there is a need for maintaining confidentiality regarding such Delivered Materials. The County agrees it will not assign, sub - license, provide, make available, transfer, discuss, or otherwise convey to any person said Delivered Materials. No right to print, copy, or disk copy the Delivered Materials, in whole or part, is granted except as hereinafter expressly provided. The County further agrees to promptly notify all of its employees of the confidentiality required under the terms of this agreement. The licenses granted hereunder prohibit access to any source code, prohibits use by other licensed or unlicensed users, prohibits use by any parties other than the licensee except Patriot Properties, and prohibits any "for profit" uses. County agrees to allow Patriot full access to all relevant hardware, software and material to determine compliance. Patriot will defend, indemnify, and hold the County and its affiliates, employees and agents harmless from and against any and all claims, costs, losses, damages, and expenses (including reasonable attomeys' fees) pursued by a third party, if such claims arise out of or are related to the disclosure of proprietary information provided by Patriot pursuant to the Implementation Services Agreement with Intelligent Information Systems, Inc. { "IIS "), or any third party(s) for the purpose of integrating the software, services and /or deliverables provided by the Patriot or third parties to the County for the purpose of implementing the NCACC Collaborative Property Tax System ( "NCPTS"). 9. Use of Application Software. The license granted under this agreement authorizes the County to use the Delivered Materials on its internal computers for internal use only. County agrees to allow Patriot full access to all relevant hardware, software and material to determine compliance. 10. Discontinuance/Termination. Within one week after the termination of this Support and License Agreement, except such termination provided for in paragraph 7(A) herein, the County will certify to Patriot in writing that the original and all copies, in whole or in part, in any form, including partial copies in modifications, of all Delivered Materials, including the Application Software received from Patriot or made in connection with such license have been destroyed. County agrees to allow Patriot full access to all relevant hardware, software and material to determine compliance. 11. Warranty and Exclusion of Warranties. County has elected, in its sole discretion, to use the Delivered Materials after reviewing and assessing them. Based upon such review and assessment, County has made its own independent judgment that the Delivered Materials are appropriate for such use. Patriot represents and warrants that the services performed and any deliverables provided shall materially conform to the requirements of this Agreement and any specifications provided in the attached Schedules, Exhibits or Statement of Work ( "SOW"). Patriot warrants that it shall use best efforts to resolve complaints, errors and problems within a reasonable time and to the County's satisfaction. EXCEPT AS OTHERWISE SPECIFICALLY PROVIDED HEREIN, THE DELIVERED MATERIALS ARE PROVIDED BY PATRIOT "AS 1S ", AND ANY USE BY COUNTY OF THE DELIVERED MATERIALS WILL BE AT COUNTY'S SOLE RISK. PATRIOT MAKES NO WARRANTIES RELATING TO THE DELIVERED MATERIALS AND EXPRESSLY DISCLAIMS ALL WARRANTIES, EXPRESS AND IMPLIED, INCLUDING WITHOUT LIMITATION, INFRINGEMENT, OR IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE. PATRIOT DOES NOT WARRANT THAT THE DELIVERED MATERIALS WILL MEET ANY REQUIREMENTS OR NEEDS COUNTY MAY HAVE, OR THAT THE DELIVERED MATERIALS WILL OPERATE ERROR FREE, OR IN AN UNINTERRUPTED FASHION, OR THAT ANY DEFECTS OR ERRORS IN THE DELIVERED MATERIALS WILL BE CORRECTED, OR THAT THE DELIVERED MATERIALS ARE COMPATIBLE WITH ANY PARTICULAR PLATFORM. PATRIOT DOES NOT ASSUME ANY LEGAL LIABILITY OR RESPONSIBILITY FOR THE ACCURACY, COMPLETENESS OR USEFULNESS OF THE DELIVERED MATERIALS. PATRIOT IS NOT OBLIGATED TO PROVIDE ANY UPDATES TO THE SOFTWARE. SOME STATES AND JURISDICTIONS DO NOT ALLOW LIMITATIONS ON IMPLIED WARRANTIES, SO THE ABOVE LIMITATIONS MAY NOT APPLY. THE FOREGOING PROVISIONS SHALL BE ENFORCEABLE TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW. 12. Limitation of Liability. TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, IN NO EVENT SHALL PATRIOT BE LIABLE FOR ANY INCIDENTAL, SPECIAL, INDIRECT OR CONSEQUENTIAL DAMAGES WHATSOEVER, INCLUDING, WITHOUT LIMITATION, DAMAGES FOR LOSS OF PROFITS, LOSS OF DATA, BUSINESS INTERRUPTION OR ANY OTHER COMMERCIAL DAMAGES OR LOSSES, ARISING OUT OF OR RELATED TO COUNTY'S USE OR INABILITY TO USE THE DELIVERED MATERIALS, HOWEVER CAUSED, REGARDLESS OF THE THEORY OF LIABILITY (CONTRACT, TORT, INFRINGEMENT, NEGLIGENCE, OR OTHERWISE) AND EVEN IF COUNTY HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. SOME JURISDICTIONS DO NOT ALLOW THE LIMITATION OF LIABILITY FOR INCIDENTAL OR CONSEQUENTIAL DAMAGES, SO THIS LIMITATION MAY NOT APPLY_ 13. Access to the Source Code. Access to the source code shall be governed by the Escrow Agreement attached hereto as Exhibit D. 14. Notices. Any and all notices, demands, or other communications required or desired to be given hereunder by either Party shall be in writing and shall be validly given or made to the other Party if personally served, deposited in the United States mail, certified or registered, postage prepaid, return receipt requested, or delivered to Federal Express or any similar express delivery service for delivery the next business day. If such notice or demand is served personally, notice shall be conclusively deemed given at the time of such personal service. If such notice, demand or other communication is given by mail as described above, such notice shall be conclusively deemed given three business days after deposit in the mail, or if delivered to an express delivery service as described above, such notice shall be conclusively deemed given the next business day after so delivered. If mailed or sent by express delivery, such notice, demand, or other communication shall be addressed to the Party to whom it is to be given as follows: If to Patriot: _Patriot Properties, Inc. ATTN: Kristen O'Connor _330 Lynnway _Lynn, MA 01901 If to County: Either Party may change its address for notices under this Agreement by giving the other Party written notice of such change. 15. Independent Contractor. This Agreement shall not render either of the Parties an employee, partner, agent of, or joint venturer with the other Party for any purpose. 16. Governing Law: Venue. This Agreement shall be governed by the laws of the State of North Carolina, without reference to its conflict of laws principles. Each Party hereby (a) designates the courts of general jurisdiction sitting within the state of North Carolina as the exclusive courts of proper jurisdiction and venue of and for any and all legal proceedings relating to this Agreement; (b) irrevocably consents to such designation, jurisdiction, and venue, and (c) waives any objection or defenses relating to jurisdiction or venue with respect to any legal proceeding initiated in or transferred to such courts. 17. Severabilitv. If any provision of this Agreement is -held invalid,- illegal or unenforceable, the validity, legality and enforceability of any of the remaining provisions of this Agreement shall not in any way be affected or implied. 18. Entire Agreement. This Agreement, including without limitation the attached exhibits, which are hereby incorporated herein by reference, constitutes the entire agreement between the Parties concerning the subject matter of this Agreement and supersedes any other prior or contemporaneous agreements or communications with respect to such subject matter, whether written or oral. This Agreement may not be modified except by a written amendment signed by a duly authorized representative of the parties. No provision of this Agreement shall be deemed waived unless such waiver shall be in writing and signed by the waiving party or a duly authorized representative . 19. Successors and Assigns. The provisions of this Agreement shall be binding upon and inure to the benefit of the Parties and their respective successors and assigns. No party may assign this Agreement or any right hereunder without the prior written consent of the other party; provided however that Patriot may assign this Agreement to the acquirer of all or substantially all of its business, so long as such acquirer agrees in writing to be bound by the terms of this Agreement and notice is provided to County within ten (10) days of such transfer of any new entity, address and /or contact(s). Any attempted assignment not authorized herein shall be null and void. 20. Headings; Genders and Numbers. Section headings are not to be considered a part of this Agreement and are not intended to be a full and accurate description of the contents hereof. Where permitted by the context, each pronoun used in this Agreement includes the same pronoun in other genders and numbers, and each noun used in this Agreement includes the same noun in other numbers. 21. Waiver. Waiver by one party hereto of breach of any provision of this Agreement by the other shall not operate or be construed as a continuing waiver, or as a waiver of any other breach of any provision of this Agreement. 22. Counterparts. This Agreement may be executed in multiple counterparts, each of which shall be deemed to be an original, but all of which, taken together, shall constitute one and the same agreement. Facsimile signatures shall be as effective as if originals. PATW&K. ERTIES, INC. By: Titleu %q • _ Date: ORANGE C OLINA By: Title: 5� 6 C C� Date: 3 ) -W e1 SCHEDULE A Patriot Properties, Inc., hereby grants the Customer non - transferable, non - exclusive licenses for the Term of this agreement and under the terms of this agreement to use the following licensed programs and /or related optional materials in machine readable form on designated serial numbered CPU's and /or to utilize licensed programs and related optional materials in printed form, as specified below. Date: Hourly Programming Rate: $150 /hour Number of Users: Unlimited Number of Parcels: 50,000 Annual Support" Fees Licensed Basic: $33,300 Support: Year One (1) Included Year Six — Ten (6 -10) $34,632 Subsequent Conditions: as Year Two - Five (2 — 5) $33,300 Optional Material Support/License Support/License Fe Agreed to Fee Beginning 10120/2010 6K 3 = f C, cz, SketchPro ( R.E. Parcels) Included in AssessPro Basic Real Estate $20,000 GIS Viewer $2,800 MRA Module NIA Marshall Swift Module N/A WebPro N/A Personal Property N/A SyncPro $4,000 Multi -Year $3,000 Tablet Interface $3,500 CollectPro NIA #1 Customization Fee All customization are included Exhibit E ESCROW AGREEMENT This Escrow Agreement is made effective the 16th day of November, 2009, between PATRIOT PROPERTIES, INC., a Massachusetts corporation, with offices at 330 Lynnway, Lynn, Massachusetts 01901, ( "Provider"); ORANGE COUNTY, NORTH CAROLINA, a political subdivision duly existing under the laws of the State of North Carolina and having its principal place of business at 200 South Cameron Street, Hillsborough, North Carolina 27278, ( "Beneficiary'); and Baker & Hostetler LLP having its principal place of business at 45 Rockefeller Plaza, New York, New York 10111, ("Escrow Agent "). NOW, THEREFORE, in consideration of the mutual promises and subject to the terms and conditions set forth herein, the parties hereto agree as follows: L SOFTWARE LICENSE AGREEMENT. (a) Except as otherwise contemplated by this Escrow Agreement, this Agreement is made pursuant to and subject to the terms of the Software License Agreement, which is deemed incorporated herein by this reference and shall constitute part of this Agreement as if fully set forth herein. (b) The Software License Agreement grants to Beneficiary the right and license to use the Software Program subject to the limitations and conditions set forth in the Software License Agreement. (c) The parties intend that the source code shall maintain all protection under the United States Copyright Act and shall remain the exclusive proprietary property of the Provider, with access being permitted to the Beneficiary only in compliance with the terms of this Escrow Agreement. 2. ESCROW AGENT. (a) Baker & Hostetler LLP is hereby appointed and accepts appointment to act as Escrow Agent under this Agreement. Any fees and expenses of Escrow Agent in connection with his duties hereunder shall be paid by Provider. (b) The Escrow Agent has agreed to hold the source code in escrow and in trust as the property of the Provider, and to permit access to the Source Code by the Beneficiary only in compliance with the terms and conditions set forth in this Escrow Agreement. 3. DEPOSIT. (a) Following the execution of this Agreement, Provider shall deposit with the Escrow Agent and the Escrow Agent shall accept from Provider a true, complete and fully licensed version of the source code, commentary and any associated support documentation for all software to be used by Beneficiary, including data schema and data dictionary, as it exists in its most current version as of the date hereof and the two most recent prior versions thereof. The names and addresses of the programmers shall also be placed in escrow with the Escrow Agent. Thereafter, Provider shall promptly supplement the source code deposited hereunder with all updates, corrections, enhancements, changes and revisions thereto made by Provider so that the source code constitutes the most current version of the software licensed to Beneficiary (collectively and individually `Deposit" ). (b) The Escrow Agent will issue to Provider a receipt for the Deposit upon delivery. Beneficiary shall have the right, from time to time, on an annual basis, as reasonably requested: (i) to have Provider review, compile and test the source code in its current version in Escrow Agent's presence; and/or (ii) to verify, audit and inspect the Deposit to confine compliance with this Agreement. Beneficiary shall pay Provider its then current time and material consulting rates for Provider's services performed under this Section. (c) The Deposit shall remain the exclusive property of Provider and the Escrow Agent.shall not use the Deposit except as specifically provided for in this Agreement. 4. CONFIDENTIALITY. (a) .Escrow Agent acknowledges and understands that the Deposit is to be kept strictly confidential and is trade secret and highly sensitive. Escrow Agent further acknowledges and agrees that unauthorized disclosure of the Deposit may subject Provider, its affiliated companies, employees, customers and/or suppliers, and Beneficiary to substantial harm. Escrow Agent agrees to treat the Deposit as trade secret and proprietary, to hold same in trust and confidence for Provider and Beneficiary and provide security 2 provisions, at a minimum, to the extent that Escrow Agent would provide security for its own similar information. (b) Escrow Agent will establish appropriate safeguards by agreement, instruction and otherwise, to enable Escrow Agent, its employees, representatives, agents and suppliers to comply with the obligations set forth herein. S. REPRESENTATIONS, WARRANTIES AND COVENANTS. Provider hereby represents, warrants and covenants to Beneficiary that: (a) The source code for the most recent version of the software and the two (2) most recent prior versions shall be kept on Deposit with the Escrow Agent as part of the Deposit material. (b) The source code delivered to the Escrow -Agent pursuant hereto is and shall be contained on the same medium and in the same format as the software delivered and licensed to Beneficiary and shall consist of source code comprising the software as defined in the Software License Agreement. Provider shall deliver the source code material on a CD or in other forms of media if so agreed by with the Escrow Agent and the Beneficiary. The source code material may not be in an encrypted form and it must be useable without submitting identification data. (c) Provider will promptly supplement the Deposit with all updates, revisions, corrections, enhancements or other changes made by Provider so that the source code constitutes a machine - readable program and associated support documentation for the most current and prior two (2) versions of the software licensed to Beneficiary. (d) The Deposit delivered to Escrow Agent now consists, and at all times during the term of this Agreement will consist, of a full source of the language statement of the program or programs comprising of the software and any associated support documentation in sufficient detail to allow a reasonably skilled programmer to understand, the logic, sequence and structure of the software so that the software may be maintained and enhanced. All third party software necessary to compile, maintain and modify the software shall be sufficiently disclosed in any associated support documentation. Any associated support documentation shall include by way of example the following: master file maintenance, operations functions, user functions, workstation functions, batch processing, 3 system operations and operator's guide. Any associated support documentation shall be provided in written form as well as electronic format for use in connection with the current "Microsoft Ward" processing program version at the time of each deposit, as defined by Microsoft Corporation software support schedules (Microsoft Word 2003 on 6/6/2007). 6. RELEASE OF DEPOSIT. As used in this agreement, "Release Condition" shall mean the following: a) Provider's material, uncured breach of the Software License Agreement; or (b) Joint written instructions from Provider and Beneficiary; or (c) Provider or a successor to Provider materially fails to provide maintenance under the Maintenance Agreement after notice and a reasonable opportunity to cure; and (i) Provider files a petition for protection under the U.S. Bankruptcy Code, or an involuntary petition is filed against it and is not dismissed within 60 days; or (ii) Provider, whether directly or through a successor or affiliate, ceases its ongoing business operations. (1) This Software Escrow Agreement is intended by the Parties to be "supplementary" to the License Agreement within the meaning of Section 365(n) of the US Bankruptcy Code (11 U.S.C. 365(n)). If this Agreement and/or the Software License Agreement is (are) rejected by Provider as a debtor in possession or a trustee or by any other person or entity under the US Bankruptcy Code, then Beneficiary may elect to retain its rights as provided in Section 365(n). (2) The Deposit Materials are an "embodiment" of "intellectual property" as those terms are used in Section 365(n) of the US Bankruptcy Code 11 U.S.C. 365(n)). In the event of any of the occurrences stated in Section 6 of this Agreement, Beneficiary shall give written notice to Escrow Agent and Provider requesting release of the source code and/or of its intent to use the source code,. Provider shall have ninety (90) days upon receipt of written notice to remedy the Release Condition (the "remedy period "). Unless, (i) Provider shall file with the Escrow Agent an affidavit executed by a 0 responsible Executive Officer stating that that no Release Condition has occurred or (ii) Provider fails to remedy the Release Condition within the remedy period, Escrow Agent shall deliver to the Beneficiary the entire source code, commentary, and any associated support documentation with respect to the software then being held by Escrow Agent; provided however, that release and delivery of materials under this Section 6 shall not constitute a transfer of ownership, and the Deposit shall remain the exclusive proprietary property of Provider. 7. PROVIDER RESPONSIBILITIES. (a) Ensure that the source code material is being deposited with the Escrow Agent within the time limits set forth in Software License Agreement; (b) For every deposit being made, state on the outside of the package, the following information: • The names of Provider and Beneficiary • The date of the deposit of the source code material • Information on the complete content of the source code material (c) Pay the fees due to the Escrow Agent hereunder. 8. BENEFICIARY RESPONSIBILITIES. It is expressly understood and agreed that if the Deposit is delivered or disclosed to Beneficiary by Escrow Agent pursuant to this Agreement, the following provisions shall apply and such delivery or disclosure shall be subject to these provisions. (a) Beneficiary shall have the right and shall use the Deposit solely to support (including maintenance and enhancement within the rights granted to Beneficiary under the Software License Agreement) the software licensed to Beneficiary. (b) Beneficiary shall not copy (except up to two copies for back -up and archival purposes), prepare derivative works, disclose (subject to the exceptions set forth in the Software License Agreement), sell, distribute, sub- license or deliver the Deposit, whether in written, oral or graphic form, to any third party without prior written consent of Provider. Beneficiary will reproduce on all copies of the Deposit all confidentiality notices appearing on the originals. Beneficiary further acknowledges and agrees that unauthorized 5 disclosure of the Deposit would subject Provider, its affiliated companies, employees, customers and/or suppliers, to substantial harm. 9. ASSIGNMENT. (a) No party hereto shall assign this Agreement or any rights or obligations hereunder without the prior written consent of the other party and any attempt to assign or transfer without such prior written consent shall be void. Consent to any single assignment or transfer shall not constitute consent to any further assignment or transfer. (b) This Agreement shall be binding upon and inure to the benefit of the parties, their respective successors and assigns. 10. NOTICES. All notices shall be in writing and deemed given and received when made in accordance with the notice provisions set forth in the Software License Agreement. 11. GOVERNING LAW. This Agreement shall be construed and enforced according to the laws of the State of North Carolina. 12. MODIFICATION, AMENDMENT, SUPPLEMENT OR WAIVER. No modification, amendment, supplement to or waiver of this Agreement or any of its provision shall be binding upon the parties hereto unless made in writing and duly signed by the parties to this Agreement. A failure or delay of either party to this Agreement or to enforce at any time any of the provisions of this Agreement or to require at any time performance of any of the provisions hereof shall in no way be construed to be a waiver of such provisions of this Agreement. A waiver by either party of any of the terms and conditions of this Agreement in any one instance shall not be deemed a waiver of such terms or conditions in the future or of any subsequent breach thereof. 13. ENTIRETY OF AGREEMENT. R This Agreement constitutes the entire agreement between the parties with respect to escrow of the software. 14. SEVERABILITY. If any provision of this Agreement is held by any court to be invalid or unenforceable, that provision will be severed from this Agreement and any remaining provisions .will continue in full force. 15. LIABILITY. Escrow Agent shall not, by reason of its execution of its Agreement, assume any responsibility or liability for any transaction between Provider and Beneficiary, other than the performance of its obligations, as Escrow Agent, with respect to the source code, commentary, and any associated support documentation held by it in accordance with this Agreement. 16. GENERAL INDEMNITY. (a) Provider and/or Beneficiary, to the extent permitted by the laws and Constitution of the State of North Carolina, shall indemnify and hold harmless Escrow Agent, its officers, agents, servants, employees, and authorized representatives against any claims, suits or proceedings asserted or commenced by any third party and arising out of, or relating to, Provider and/or Beneficiary's use of the source code. This obligation shall include indemnifying against all damages, losses, costs and expenses (including attorneys' fees) incurred by Provider and/or Beneficiary, its officers, agents, servants, employees, and authorized representatives as a result of any such claims, suits or proceedings, including any costs or expenses incurred in defending against any such claims, suits, or proceedings. 17. READINGS. The headings of this Agreement are for purposes of reference only and shall not in any way limit or otherwise affect the meaning or interpretation of any of the terms hereof. 7 IN WITNESS WHEREOF, the parties have caused this Agreement to be executed and do each hereby warrant and represent that their respective signatory whose signature appears below has been and is on the date of this Agreement duly authorized by all necessary and appropriate corporate action to execute this Agreement. PROVIDER PATRIOT COMPANIES, INC. By: - Name: d Title: BAKER & HOSTETLER LLP By: Name: Title: BENEFICIARY ORANGE COUNTY, NC By; ��� Name: � Title: ',—AA-4 Au- P'. SOFTWARE INTEGRATION AGREEMENT This Software Integration Agreement (this "Agreement ") is made and entered into as of November 10, 2009 (the "Effective Date") by and among Intelligent Information Systems, Inc., a North Carolina corporation having a place of business at 2810 Meridian Parkway, Suite 160, Durham, North Carolina 27713 ("I!S "); Patriot Properties, Inc., a Massachusetts corporation have a place of business at 330.1-ynnway, Lynn, MA 01910 ( "Patriot "); and Orange County, a North Carolina county with a mailing address of its executive offices at P 0 Box 8181, Hillsborough, NC 27278 ( "County's. RECITALS WHEREAS, on or about the date of this Agreement, County is entering into an agreement with I18 (the "IIS Implementation Agreement ") relating to the implementation of the billing and collections portion of the NCPTS property tax system (the "IIS System "); and WHEREAS, on or about the date of this Agreement, County is also entering Into an agreement with Patriot (the "Patriot Implementation Agreement") relating to the Implementation of AssessPro 4.6 property assessment product (the "Patriot System "}, and WHEREAS, under the terms of this Agreement, the parties wish to confirm their agreement regarding the implementation for County of an interface between the IIS System and the Patriot System and certain other matters related to the Implementation for County of the IIS System and Patriot Systems: NOW THEREFORE, in consideration of the mutual promises and covenants contained herein and other good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, the parties agree as follows: 1. Development of Interface. Patriot will develop and implement for County an interface ('Interface ") for the exporting of data from the Patriot System to the 113 System In accordance with the specifications set forth in Exhibit A (or mutually agreed revisions to such specifications), Including a mutually agreed automated methodology for reconciling data between the two systems. IIS agrees that, as part of the implementation of the IIS System under the IIS Implementation Agreement, it will fully cooperate with Patriot and use commercially reasonable efforts to assist in the development of the Interface. The County acknowledges that work done by IIS in connection with the implementation of the integration is outside the original scope of IIS' proposal and will be performed on a fixed cost basis in accordance with a mutually agreed Statement of Work under the IIS Implementation Agreement. 2. Support of Interface. Patriot agrees that, so tong as the County remains on a support and maintenance contract with Patriot, it will: (a) use commercially reasonable efforts to correct errors in the Interface, and (b) keep IIS and the County informed in advance of any new releases or updates to the Patriot System that might affect the operation of the Interface. Likewise, IIS agrees that, so long as the County remains on a support and maintenance contract with 11S, It will: (a) use commercially reasonable efforts to assist Patriot with Patriot's correction of errors in the Interface, and (b) keep Patriot and the County informed In advance of any new releases or updates to the IIS System that requires a modification to Exhibit A or that otherwise might affect the operation of the Interface. In the event that either party changes its system in a manner that requires an adjustment to the Interface, then Patriot and/or IIS will negotiate in good faith with the County a fixed cost Statement of Work to cover the services associated with such adjustments. "Good faith" means that degree of diligence which a reasonable person would exercise In the Page 1 performance of legal duties and obligations. "Good faith efforts" means, but is not limited to, those reasonable initial efforts necessary to comply with requirements and additional or substituted reasonable efforts when it is determined that such initial efforts will not be sufficient to comply with such requirements. 3. Overlapping Functionality. Certain aspects of the 11S System and Patriot System overlap in functionality. The parties agree to divide the implementation of the overlapping functionalities of IIS System and Patriot System as set forth in Exhibit B, attached hereto. 4. Confidentiality 4.1. The County agrees that information shared with County under this Agreement is- subject to the confidentiality terms set forth in the IIS Implementation Agreement and the Patriot Implementation Agreement, respectively. IIS and Patriot agree that the terms of the Mutual Non - Disclosure Agreement between IIS and Patriot dated June 1, 2008 (the "NDA ") shall apply to information shared between IIS and Patriot under this Agreement. IIS and Patriot acknowledge that all contracts with the County are "proprietary' and are not public records subject to disclosure in whole or in part under the North Carolina Public Records Act but may be subject to release . when required by court order or law. County will provide IIS and Patriot with prompt notice of any intended FOI disclosures or post - execution FOI requests, citations to or copies of applicable FOI for review, and an appropriate opportunity to seek protection of confidential and proprietary information consistent with all applicable laws and regulations. 5. Intellectual Property 5.1. Each party shall retain ownership of the intellectual property relating to their respective products and any other intellectual property or Confidential Information developed by or for such party. Except as provided in separate agreement(s) between the parties, no license or other right is granted or transferred by either party to any other party under this Agreement, by implication, estoppel or otherwise, under any intellectual property rights now or hereafter owned or controlled by such party. So long as the confidentiality obligations hereunder are followed, nothing in this Agreement shall restrict a party from developing and licensing software that. performs the same or similar functions as software of any other party. 6. Term and Termination 6.1. This Agreement shall be in effect for an initial term of one (1) year from the Effective Date unless earlier terminated pursuant to this Section 6. After the end of the initial term, this Agreement will automatically continue for annual renewal terms unless any party provides the other parties written notice at least sixty (60) days prior to the end of the then - current term of its intent to terminate this Agreement. 6.2. Any party may terminate this Agreement or if any other party materially breaches this Agreement and such breach is not cured, or an acceptable plan for resolving the breach is not put in place, within thirty (30) days after written notice identifying specifically the basis for such notice. 6.3. The terms provided in Sections 4 through 10 of this Agreement shall survive any termination of this Agreement. 6.4. IIS and Patriot each acknowledge that a "nonappropriation" may occur when the County is unable to secure or allocate sufficient funds in its operating budget to fulfill its financial obligations under this Agreement. If a nonappropriation occurs during the term of the Agreement, County may terminate the Agreement at the end of the then- current fiscal period ( "Termination Date") without incurring any termination liability. County will not be obligated for payments for any fiscal period after the Termination Date. County will give IiS and Patriot written notice of any termination under this section at least 30 days before the Termination Date. At IIS' and or Page 2 Patriot's written request, County will promptly provide supplemental documentation about the non - appropriation. Provided however, County must take all necessary action to budget and secure any funds required to fulfill its contractual obligations for each fiscal year during the term of the Agreement, including the exhaustion of all available administrative appeals if funding is initially denied. Termination pursuant to this Section shall be subject to the Section 6.3 of this Agreement. 7. Warranties 7.1. Each party represents and warrants that it has received all necessary authority and approvals to enter. into this Agreement, and that the negotiation and performance of this Agreement is not in conflict with any other agreement entered into by such party. Patriot and IIS each further represents and warrants that it will provide services under this Agreement in a good and workmanlike manner, using qualified personnel. Each party further represents and warrants that it will use good faith efforts to perform its obligations under this Agreement in accordance with the terms of this Agreement, including the Exhibits hereto. 7.2. EXCEPT AS EXPRESSLY SET FORTH IN THIS AGREEMENT, NO PARTY MAKES ANY WARRANTIES, EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO ANY IMPLIED WARRANTIES OF MERCHANTABILITY, NONINFRINGEMENT OR FITNESS FOR A PARTICULAR PURPOSE OR ANY WARRANTIES ARISING AS A RESULT OF USAGE IN THE TRADE OR BY COURSE OF-DEALING. 8. Liability 8.1. Ail liability arising under or relating to the subject matter of this Agreement, whether under theory of ,contract, tort (including negligence), or otherwise, shall be limited to direct damages. Neither party, including its officers, directors, employees, agents, representatives, and subcontractors, shall have any liability to the other party or to any third party for any incidental, punitive, indirect, special or consequential damages, including but not limited to lost profits, loss of data, cost of recreating lost data, interruption of business, or costs of procurement of substitute goods or services, even if advised of the possibility of such damages, whether under theory of warranty, contract, tort (including negligence), strict liability or otherwise. 8.2. IIS will defend, indemnify, and hold Patriot and its affiliates and agents harmless from and against any and all claims, costs, losses, damages, and expenses (including reasonable. attorneys' fees) pursued by a third party if such claims arise out of or are related to the use of or errors in the IIS System. 8.3. Patriot will defend, indemnify, and hold IIS and its affiliates and agents harmless from and against any and all claims, costs, losses, damages, and expenses (including reasonable attorneys' fees) pursued by a third party if such claims arise out of or are related to the use of or errors in the Patriot System. 8.4. In the event that either Party claims that it requires indemnification from the other Party under the terms of this Agreement, then such Party shall provide the other Party with: (a) prompt written notice regarding such claim, including copies of all communications relating thereto; (b) sole authority to defend or settle such claim; and (c) reasonable assistance and cooperation with respect to such claim, at the expense of the indemnifying Party. 9. Dispute Resolution 9.1. The parties agree to attempt to resolve any controversy, claim or dispute ( "Dispute ") arising out of or relating to this Agreement by means of good faith discussion and Page 3 negotiation. In the event that a Dispute cannot be resolved at the project level, then designated senior executives of the parties shall meet and enter into further good faith settlement negotiations. If such senior executives cannot resolve the Dispute within thirty (30) days, the parties agree to try in good faith to settle the dispute by mediation administered by a mutually agreed third -party mediator before resorting to arbitration. If the parties do not reach such solution within a period of sixty (60) days after engagement of a mediator, then, upon notice by either party to the other parties, any Dispute shall be finally settled by binding arbitration administered by a single arbitrator under the rules of the American Arbitration Association. The venue for any mediation or arbitration shall be in Orange County. 9.2. This Agreement shall be interpreted, construed, and governed by the laws of the State of North Carolina, without regard to conflict of law provisions. 10. Miscellaneous 10.1. During the term of this Agreement and for a period of one (1) year following the termination or expiration of this Agreement for any reason, no party shall employ nor offer or seek to employ, either directly or indirectly, any person who, at that time or within the last six (6) months, was either employed or engaged as an independent contractor by any other party. 10.2. The parties are and intend to be independent contractors with respect to the services contemplated hereunder. IIS and Patriot each agree that neither it nor its employees or contractors shall be considered as having an employee status with County. All persons employed by IIS and Patriot to perform Services shall be subject to the exclusive direction and control of IIS and Patriot, respectively, No form of joint employer, joint venture, partnership, or similar relationship between the parties is intended or hereby created. 10.3. No party shall be liable for any failure or delay in the performance of its obligations due to causes beyond the reasonable control of the party affected, including but not limited to war, sabotage, insurrection, riot or other act of civil disobedience, strikes or other labor shortages, act of any government affecting the terms hereof, accident, fire, explosion, flood, hurricane, severe weather or other act of God. Each party shall promptly notify the other party in the case of an event arising under this Section. 10A. This Agreement, along with the NDA, constitutes the entire understanding of the parties with respect to its subject matter, and supersedes all prior or contemporaneous written and oral agreements with respect to its subject matter. Except as provided expressly herein, this Agreement shall not be modified, amended, or in any way altered except in a written amendment executed by all of the parties. No waiver of any provision of this Agreement, or of any rights or obligations of any party hereunder, will be effective unless in writing and signed by the party waiving compliance. 10.5. Headings used in this Agreement are for convenience of reference only and shall not be deemed a part of this Agreement. 10.6. No party may assign this Agreement or any right hereunder without the prior written consent of the other party; provided however that Patriot and IIS may assign this Agreement to the acquirer of all or substantially all of its business, so long as such acquirer agrees in writing to be bound by the terms of this Agreement and notice is provided to County within ten (10) days of such transfer of any new entity, address and/or contact(s). Any attempted assignment not authorized herein shall be null and void. 10.7. All notices required or permitted hereunder shall be in writing, delivered personally; by certified or registered mail, or by overnight delivery by an established national delivery service at the respective addresses first set forth above. Notices to IIS shall be sent to the attention of Vice President of a -Gov Solutions or to such other person designated by IIS in a written notice to the other parties. Notices to County shall be sent to the attention of Tax Administrator or to such other person designated by County in a written notice to the other Page 4 parties. Notices to Patriot shall be sent to the attention of Vice President of e-Gov Solutions or to such other person designated by Patriot in a written notice to the other parties. All notices shall be deemed effective upon personal delivery or when received if sent by certified or registered mail or by ovemight delivery. IN WITNESS THEREOF, the parties have caused this Agreement to be signed and delivered by its duly authorized officer or representative. PATRIOT PROPERTIES, INC, INTEL.L.1G T INFORMATIO STEMS, INC. By: ; By. Name:'] Z6 6 '-0 - le iyj Na q, )7 (I A4 /0 Title: .ti C, l L Date: f1 ' %- Date: r 11 -� r -o 9 ORANGE COt! By: ��-- Name: Title: Date: i JL-�-3 ) ' `7 T Page 5 External Interface Requirement Specification - 6>3 iis - EXHIBIT A External Interface for Land Record NCPTS V4.0- Application Version No. 1.9 Private and Confidential — Not for Public Distribution - 03Z %s External Interface Requirement Specification REVISION HISTORY Date Version Description Author 11114/2005 1.0 Initial Draft Duncan Campbell 11/15/2005 1.1 Removed annexation processing from LR Duncan Campbell interface, since it will be handled directly' between GIS and the NCPTS addressing module. All processing related to exemptions /tax relief is pending clarification, and will be updated when finalized. 12/15/2005 1.2 Updated exemption processing after Duncan Campbell clarification with Mecklenberg and receipt Abhijit $agal of Mecklenberg comments. Changes from version 1.1 are highlighted in yellow. 07/17/2006 1.3 Added new fields to parcel data from land Vivek Pathak records. 03/13/2007 1.4 Adding new columns, Municipality, Police Vivek Pathak and Special Dist, for Tax districts in Land records interface file. 05109/2008 1.5 Adding new columns for Ownership type in Vivek Pathak Land record interface file 06/03/2008 1.6 Update file layout to add jurisdictions fields W Ramos in ParcelPrimary and address fields for OtherOwners 02/18/2009 1.7 Added Parcel Tax Districts file to interface B. O'Daniel 04116/2009 1.8 Changes made for increasing Parcel# length Ashish Nagar to 25 08/25/2009 1.9 Incorporated changes for Ownership B.O'Daniel Transfer record Private and Confidential — Not for Public Distribution Table of Contents ' � �^�J�0/ 9 ' ' ~'~~~-_-- -_-_— ��� 9 DESCRIPTION .............................................................................................................. }FLOW cm EVENTS ........................................................................................................ 9 �I� ���jc}�oo� . .--'—__----_—* ! ' --''—~---'----~--'--' � 1.2.2 Alternative Flows ................................................................................. /0 � lI] Special Conditions ............................................................................... 2/ ! ` ` ' .Private and Coofideotial — Nn for Public Distribution i"iS External Interface Requirement Specification Land Records Description Real property is maintained in a separate LR system from NCPTS B&C. In order to have a consolidated view of assessment records for all property types, and to combine properties at the same situs address on a single abstract, real property data needs to be transmitted from the separate LR system into NCPTS B &C on a regular basis. To accomplish this, a nightly process identifies changes made to real property in the separate LR system, and transmits those changes for update in NCPTS. The process consists of. (a) an extract from the separate LR system, and (b) an upload and update to NCPTS. The types of change include- 0 Splits and combinations • Transfers of ownership resulting from splits, combinations, and straight transfers •. Situs address changes • Ownership information changes (including mailing address changes) • Value changes, including changes to land use and historic use value • Exempt information changes • Solid waste changes • Other administrative (i.e. non - value) changes, including corrections and updates to deed, account, and zoning information This specification describes the expected. extract file content, and the upload and update process in NCPTS. Flow of events 1.2.1 Basic Flow: 1. NCPTS expects the extract file to contain the following record types: Record Field Field Format Description type sequence Private and Confidential — Not for Public Distribution *us External Interface Requirement Specification Record Field Field Format Description type sequence Parcel 1 Parcel No X(25) Parcel number used for Primary primary matching Data purposes. If the parcel number for an existing parcel was changed, this reflects the new number; matching is performed on the Prior Parcel No (see below) 2 Update flag X N =New; U= Update existing; V =Void; X= Delete 3 Prior Parcel No X(25) . If the parcel number has been changed, the number that the parcel was changed from. Only populated if the parcel number was changed for the processing period (e.g. day) being updated. 4 Year For YYYY Appraisal year to which changes are to be applied 5 Tax Year YYYY Tax year to which changes are to be applied 6 Taxpayer Last Name 7 Taxpayer First Name 8 Mailing Address Line 1 VX(4 9 Mailing Address Line 2 10 Mailing Address Cit I I Mailing Address State XX 12 Mailing Address Zip-] X(5) 13 Mailing Address Zip -2 X(4) 14 Account Type XX Maps to NCPTS owner type and subtype 15 Property Situs House # X(6) 16 Property Situs Unit # X(5) 17 Property Situs Direction XX 18 Property Situs Street Name X(25) 19 Property Situs Street Type XX 20 Property Situs Street XX Municipality 21 Police District XX 22 Special District XX 23 Deed Book X(5) 24 Deed Page X(3) 25 Deed Date YYYY MMDD 26 Deeded Name I X(40) 27 Deeded Name 2 X(40) 28 Legal Description X(40) 29 Size Unit Type XXX Acres, Sq Ft, Lot, Mixed 30 Size Units 9(6)V99 31 Deeded Acreage 9(6)V99 Private and Confidential —Not for Public Distribution US External Interface Requirement Specification Record Pe Field sequence Field Format Description 32 Calculated Acreage 9(6)V99 33 Percentage Ownership 9V999 Primary owner 34 Mortgage Company # X(4) 35 Mortgage Company Loan # X(12) 36 Real Land Value 9(9) 37 Real Building Value 9 9 38 Real SFYI Value 9(9) 39 Land Use Value 9(9) 40 Land Use Code X(4) 41 Historic Use Value 9(9) 42 Historic Use Code XXX 43 Deferred Value 9(9) 44 Taxpayer ID 9(9) 45 Personal Property Account # X(10) Account # for personal property associated with this parcel 46 PIN X(16) GIS geocode 47 Parcel Group X(4) I Appraiser Number 48 Document Number X(20) Register of Deeds Document ID 49 Account Number X(50) 50 In Care Of X(35) 51 Municipality Code X(4) 52 Police Code X(4) 53 Special District Code X(4) 54 Owner Type X(20) Owner type like By Entirety, By Will, etc, Parcel Other Owners 1 Parcel No X(25) Parcel number used for primary matching purposes. 2 Year For YYYY Appraisal year to which changes are to be applied 3 Tax Year YYYY Tax year to which changes are to be applied 4 Taxpayer Last Name X(30) 5 Taxpayer First Name X(30) 6 Percentage Ownership 9V999 7 Taxpayer ID 9(9 8 Account Type XX Maps to NCPTS owner type and subtype 9 Owner Type X(20) Owner type like By Entirety, By Will, etc. 10 Mailing Address X(50) 11 Mailing Address2 X(50) 12 Mailing City X(35) 13 Mailing State X(35) 14 Mailing ZipX(5) 15 Mailing Zip Extension X(4) 16 Owner Order X(50) 2nd , 3dr, Alt Private and Confidential — Not for Public Distribution - 6>32LS External Interface Requirement Specification Record Field Field Format Description type sequence Parcel Solid 1 Parcel No X(25) Parcel number used for Waste primary matching purposes 2 Year For YYYY Appraisal year to which changes are to be applied 3 Tax Year YYYY Tax year to which changes are to be applied 4 Solid Waste Type X(4) Single family (SFR), multi - family (MFAM) 5 Solid Waste Units 9(4) Exemptions 1 Parcel No X(25) Parcel number used for primary matching purposes. 2 Year For YYYY Appraisal year to which changes are to be applied 3 Tax Year YYYY Tax year to which changes are to be applied 4 Exemption Code X(4) 5 Taxpayer ID 9(9) 6 Taxpayer Income 9(9) 7 Taxpayer DOB YYYY MMDD 8 Primary Residence Value 9(9) Value of primary residence and up to one acre of land 9 Tax Relief Amt 9(9) Value amount off of assessment total 10 Grant Year X(4) Year that the relief was anted Parcel Tax X(25) Parcel number used for 1 Parcel No - Districts primary matching purposes 2 Year For YYYY Appraisal year to which changes are to be applied 3 Tax Year YYYY Tax year to which changes are to be applied 4 District Code (Contains X(4) Tax district Fire, School, Cit y codes) 5 Billable Percentage 9(9) Assessed % for billing 2. There will be five upload files one each for Parcel Primary Data, Other Owners, Solid Waste, Exemptions, and Jurisdictions. Update flag will be present in Parcel Primary Data record type only. 3. For Parcel Primary Data record types: 3.1 If any of the following fields are not populated, an error is generated to the error log, and the record is skipped. All subse uent records (of all types) with the same Parcel Number and Year or are skipped and written to the error log. Private and Confidential — Not for Public Distribution 0 ds External Interface Requirement Specification • Parcel Number • Update flag • Year For 3.2 If the Update Flag is "N" and any of the following fields are not populated, an error is generated to the error log, and the record is skipped. All subsequent records (of all types) with the same Parcel Number and Year For are skipped and written to the error log. • Taxpayer Last and First Names • Taxpayer ID • Mailing Address • Account Type • Property Situs • Municipality 3.3 The Parcel Number and Year For are matched to an existing abstract. 3.3.1 If an existing abstract is found and the update flag is "N ", an error is generated to the error log, and the record is skipped. All subsequent records (of all types) with the same Parcel Number and Year For are skipped and written to the error log. 3.3.2 If an existing abstract is not found and the update flag is "N ", processing continues. 3.3.3 If an existing abstract is found and the update flag is "U ", processing continues. 3.3.4 If an existing abstract is not found and the update flag is "U", a further check using the Prior Parcel Number is made. If an existing abstract is found using the Prior Parcel Number, processing continues. If an existing abstract is still not found using the Prior Parcel Number, an error is generated to the error log, and the. record is skipped. All subsequent records (of all types) with the same Parcel Number and Year For are skipped and written to the error log. 3.3.5 If an existing abstract is found and the update flag is "V ", processing continues. 3.3.6 If an existing abstract is not found and the update flag is "V ", a further check using the Prior Parcel Number is made. if an existing abstract is found using the Prior Parcel Number, processing continues. If an existing abstract is still not found using the Prior Parcel Number, an error is generated to the error log, and the record is skipped. All subsequent records (of all types) with the same Parcel Number and Year For are skipped and written to the error log. Private and Confidential — Not for Public Distribution _ i$ External Interface Requirement Specification 3.3.7 If an existing abstract is found and the update flag is "X ", processing continues. 3.3.8 If an existing abstract is not found and the update flag is "X ", a further check using the Prior Parcel Number is made. If an existing abstract is found using the Prior Parcel Number, processing continues. If an existing abstract is still not found using the Prior Parcel Number, an error is generated to the error log, and the record is skipped. All subsequent records (of all types) with the same Parcel Number and Year For are skipped and written to the error log. 3.4 If the update flag is "N ", a new abstract is created. Tax Year for the new abstract defaults to the system Tax Year, and Status is set to "Not Ready For Billing." 3.4.1 If the Year For is a prior year, the Listed Flag for the property and the abstract is set to "Discovered ", otherwise they are set to "On Time ". 3.4.2 Owner information is matched to existing NCPTS owner information using the Taxpayer ID, which is stored for this purpose on the NCPTS owner record. If the owner does not exist in NCPTS, a new owner record is created. 3.5 If the update flag is "U', the process is as follows: 3.5.1 If the NCPTS abstract status is "Void" or "Billed ", an error is generated to the error log, and the record is skipped. All subsequent records (of all types) with the same Parcel Number and Year For are skipped and written to the error log. 3.5.2 If the above validation is successful, the Deeded Name 1 and 2 on the input record is compared with the NCPTS Deeded Name 1 and 2. If they are different, a change in ownership is assumed, and a new abstract is created. Tax Year for the new abstract defaults to the system Tax Year, and Status is set to "Not Ready For Billing." 3.5.2.1 If the Year For is a prior year, the Listed Flag for the property and the abstract is set to "Discovered ", otherwise they are set to "On Time ". 3.5.2.2 Owner information is matched to existing NCPTS owner information using the Taxpayer ID, which is stored for this purpose on the NCPTS owner record. If the owner does not exist. in NCPTS, a new owner record is created. If a new owner is to be created and the Account Type on the input file is blank, the record is skipped, an error record is generated to the error log, and all subsequent Private and Confidential — Not for Public Distribution 3> iis External Interface Requirement Specification records (of all types) with the same Parcel Number — Year For combination are skipped. 3.5.3 If it is not a change in ownership, the abstract is updated using the data on the input record. If the abstract status is "Ready For Billing ", it is changed to "Ready For Billing ". 3.5.3.1 If the taxpayer ID is changed, the NCPTS owner information is matched to the new taxpayer ID. If it does not exist, a new owner record is created, using the name and mailing address from the input record. If a new owner is to be created and the Account Type on the input file is blank, the record is skipped, an error record is generated to the error log, and all subsequent records (of all types) with the same Parcel Number — Year For combination are skipped. If it does exist in NCPTS and the mailing address on the input file does not exist for the new taxpayer ID, it is added to the owner record and attached to the abstract. 3.5.3.2 If the taxpayer ID is not changed, but the mailing address is changed, the new mailing address is added to the owner record and attached to the abstract. 3.5.3.3 If the taxpayer ID is not changed, but the account type is changed, the account type is updated for the owner. 3.5.3.4 Since owner name may exist elsewhere in NCPTS in the form used on the NCPTS abstract, owner name changes for existing taxpayer IDs are not automatically changed in NCPTS. A message is written to the error log, and if necessary can be changed manually. 3.6 If the update flag is "V ", the abstract status is set to "Void" and a . message is written to the error log. 3.7 If the update flag is "X ", a message is written to the error log, indicating that the parcel abstract is identified for deletion and the abstract status in NCPTS is set to "Void". User may then view the log and review the details on the voided abstract. If needed, user may un -void the abstract and make other changes such as creating a new abstract with personal properties that may have existed on the abstract that was voided. 4. For Parcel Other Owner record types: 4.1. If any of the following fields are not populated, an error is generated to the error log, and the record is skipped. All subsequent records (of this type) with the same Parcel Number and Year For are skipped and written to the error log. Private and Confidential — Not for Public Distribution SM, External Interface Requirement Specification • Parcel Number • Year For • Taxpayer ID 4.2. If an abstract with the input record's Parcel Number — Year For combination is not found in NCPTS, an error is generated to the error log, and the record is skipped. All subsequent records (of this type) with the same Parcel Number and Year For are skipped and written to the error log. 4.3. The input record's Taxpayer ID is matched with an NCPTS owner record. 4.3.1. If one is found, it is then matched to the NCPTS abstract record. If the owner exists on the abstract, the percentage ownership is updated (if present on the input record). If the owner does not exist on the abstract, it is added, along with percentage ownership (if present on the input record). If the account type is changed, the account type is updated for the owner. Since owner name may exist elsewhere in NCPTS in the form used on the NCPTS abstract, owner name changes for existing taxpayer IDs are not automatically changed in NCPTS. A message is written to the error log and the user may view the log, and if required, make the necessary changes manually. 4.3.2. If one is not found, a new owner record is created, and the abstract is updated with the new owner information. A message is written to the error log to alert users that additional ownership information may need to be added online to complete the owner record. If a new owner is to be created and the Account Type on the input file is blank, the record is skipped, an error record is generated to the error log, and all subsequent records (of this type) with the same Parcel Number —Year For — Taxpayer ID combination are skipped. 4.4. Once all Parcel Other Owner records for the current Parcel and Year For have been updated, the (non -null) percentage ownership values for the abstract are totaled, and if they do not equal 100 %, an error is generated to the error log. In addition,' a warning message will appear on the abstract screen when it is launched, indicating that the percentage ownership does not add up to 100 %. 4.5. The status of the abstract is changed to "Ready For Billing ". For Parcel Solid Waste record types: 5.1 If any of the following fields are not populated, . an error is generated to the error log, and the record is skipped. All subsequent records (of this type) with the same Parcel Number and Year For are skipped and written to the error log. Parcel Number Private and Confidential — Not for Public Distribution 0 11, External Interface Requirement Specification • Year For • Solid Waste Type • Solid Waste Units 5.2 If an abstract with the input record's Parcel Number — Year For combination is not found in NCPTS, an error is generated to the error log, and the record is skipped. All subsequent records (of this type) with the same Parcel Number and Year For are skipped and written to the error log. 5.3 If the Solid Waste Type already exists for the abstract, the Solid Waste Units field is updated. 5.4 If the Solid Waste Type does not exist for the abstract, a new one is created. 5.5 The status of the abstract is changed to "Ready For Billing ". 6. For Exemption record types: 6.1 If any of the following fields are not populated, an error is generated to the error log, and the record is skipped. All subsequent records (of this type) with the same Parcel Number and Year For are skipped and written to the error log. • Parcel Number • Year For • Exemption Code • Taxpayer ID 6.2 If an abstract with the input record's Parcel Number — Year For combination is not found in NCPTS, an error is generated to the error log, and the record is skipped. All subsequent records (of this type) with the same Parcel Number and Year For are skipped and written to the error log. 6.3 The input record's Taxpayer ID is matched with an NCPTS owner record. 6.3.1 If one is not found, the record is skipped and an error is written to the error log. All subsequent records (of this type) with the same Parcel Number, Year For and Taxpayer ID are skipped and written to the error log. 6.3.2 If one is found, but the owner does not exist on the abstract for the specked Parcel Number — Year For combination, an error is generated to the error log, and the record is skipped. All subsequent records (of this type) with the same Parcel Number, Year For and Taxpayer ID are skipped and written to the error log. 6.3.3 If one is found, and the owner does exist on the abstract for the specified Parcel Number — Year For combination, the Income, DOB, and Exemption Code information is updated on the owner record. If any of these fields is changed from a non -null value, a message is written to the error log. In Private and Confidential — Not for Public Distribution I- 0 External Interface Requirement Specification addition, the Relief Code is updated on the abstract, along with the Primary Residence Value (which populates the "Real Property Residence Value" on the abstract's real property record). If the Relief Code already exists on the abstract, a message is generated to the log. The status on the abstract is changed to "Ready For Billing ". 7. For Parcel Tax Districts record types: 7.1 If any of the following fields are not populated, an error is generated to the error log, and the record is skipped. All subsequent records (of this type) with the same Parcel Number and Year For are skipped and written to the error log. • Parcel Number • Year For • Tax Year • District Code 7.2 If an abstract with the input record's Parcel Number — Year For combination is not found in NCPTS, an error is generated to the error log, and the record is skipped. All subsequent records (of this type) with the same Parcel Number and Year For are skipped and written to the error log. 7.3 If. the District Code already exists for the abstract but the percentage changed, the percentage is updated. 7.4 If the District Code does not exist for the abstract, the new district is assigned to the parcel's situs address. 7.5 The status of the abstract is changed to "Ready For Billing ". 1.2.2 Alternative Flows 1. NCPTS expects another separate set of extract files, separate from the extract files described in Section 1.2.1 Basic Flow above, for handling ownership transfers. This second set of extract files should contain the following T record layout to indicate ownership transfers have occurred after the parcel has been billed in NCPTS (i.e. if the ownership transfer occurs for a parcel/year for combination post July 1St of the year that the parcel was to be billed in): Record type Field sequence Field Format Description Parcel 1 Parcel No X(25) Parcel number used for Primary primary matching Data purposes. If the parcel number for an existing parcel was changed, this reflects the new number; matching is performed on the Prior Parcel No (see below 2 Update flag X T=Ownership Transfer Private and Confidential — Not for Public Distribution External Interface Requirement Specification Record Field Field Format Description type sequence 3 Prior Parcel No X(25) Field not populated for Ownership Transfer records 4 Year For YYYY Appraisal year to which changes are to be applied 5 Tax Year YYYY Tax year to which changes are to be applied 6 Taxpayer Last Name X(35) 7 Taxpayer First Name X(25 8 Mailing Address Line 1 X(40) 9 Mailing Address Line 2 X(40) 10 Mailing Address City X(25) I I Mailing Address State XX 12 Mailing Address Zip-1 X(5) . 13 Mailing Address Zip-2 X(4) 14 Account Type XX Maps to NCPTS owner type and subtype 15 Property Situs House # X(6) Field not populated for Ownership Transfer records 16 Property Situs Unit # X(5) Field not populated for Ownership Transfer records 17 Property Situs Direction XX Field not populated for Ownership Transfer records 18 Property Situs Street Name X(25) Field not populated for Ownership Transfer records 19 Property Situs Street Type XX Field not populated for Ownership Transfer records 20 Property Situs Street XX Field not populated for Municipality Ownership Transfer records 21 Police District XX Field not populated for Ownership Transfer records 22 Special District XX Field not populated for Ownership Transfer records 23 Deed Book X(5) 24 Deed Pa X(3) 25 Deed Date YYYY MMDD 26 Deeded Name 1 X(40) 27 Deeded Name 2 X(40) 28 Legal Description X(40) Field not populated for Ownership Transfer records 29 Size Unit Type XXX Field not populated for Ownership Transfer records Private and Confidential —Not for Public Distribution 0 15 I External Interface Requirement Specification Record Field Field Format Description type sequence 30 Size Units 9(6)V99 Field not populated for Ownership Transfer records 31 Deeded Acreage 9(6)V99 Field not populated for Ownership Transfer records 32 Calculated Acreage 9(6)V99 Field not populated for Ownership Transfer records 33 Percentage Ownership 9V999 Primary owner % ownership 34 Mortgage Company # X(4) Field not populated for Ownership Transfer records 35 Mortgage Company Loan # X(12) Field not populated for Ownership Transfer records 36 Real Land Value 9(9) Field not populated for Ownership Transfer records 37 Real Building Value 9(9) Field not populated for Ownership Transfer records 38 Real SFYI Value 9(9) Field not populated for Ownership Transfer records 39 Land Use Value 9(9) Field not populated for Ownership Transfer records 40 Land Use Code X(4) Field not populated for Ownership Transfer records 41 Historic Use Value 9(9) Field not populated for Ownership Transfer records 42 Historic Use Code XXX Field not populated for Ownership Transfer records 43 Deferred Value 9(9) Field not populated for Ownership Transfer records 44 Taxpayer lD 9(9) Id for Primary Owner 45 Personal Property Account X(10) Field not populated for # Ownership Transfer records 46 PIN X(16) Field not populated for Ownership Transfer records 47 Parcel Group X(4) Field not populated for Ownership Transfer records 48 Document Number X(20) Field not populated for Ownership Transfer records Private and Confidential — Not for Public Distribution Z2 External Interface Requirement Specification Record type Field sequence Field Format Description 49 Account Number X(50) 50 In Care Of X(35) Field not populated for Ownership Transfer records 51 Municipality Code X(4) Field not populated for Ownership Transfer records 52 Police Code X(4) Field not populated for Ownership Transfer records 53 Special District Code X(4) Field not populated for Ownership Transfer records 54 Owner Type X(20) Owner type like By Entirety, By Will, etc. _ > - -_. -. ... - ._ . . __...... Parcel Other Owners 1 Parcel No X(25) Parcel number used for primary matching purposes. 2 Year For YYYY Appraisal year to which changes are to be applied 3 Tax Year YYYY Tax year to which changes are to be applied 4 Taxpayer Last Name X(30) 5 Taxpayer First Name X(30) 6 Percentage Ownership 9V999 7 Taxpayer ID 9(9) 8 Account Type XX Maps to NCPTS owner type and subtype 9 Owner Type X(20) Owner type like By Entirety, By Will, etc. 10 Mailing Address X(50) 11 Mailing Address2 X(50) 12 Mailing City X(35) 13 Mailing State X(35) 14 Mailing Zip X(5) 15 1 Mailing Zip Extension X(4) 16 1 Owner Order X(50) 2", 3dr, Alt When the Ownership Transfer ( "r' records) are fed into NCPTS B &C. NCPTS will change the ownership on the parcel's bills to point to the new owners. In addition, it will attach an ownership transfer flag to the bills. If the County staff wants to create the ownership transfer letters, then a County staff member would need to execute the ownership transfer letter batch job post LR Interface updates. 1.2.3 Special Conditions None. Private and Confidential — Not for Public Distribution External interface Requirement Specification EXHIBIT B OVERLAPPING FUNCTIONALITIES �raicess `x NCPt'S E'a #rtotAssessPra Ownership Ownership Ownership data will be transmitted from I End users will enter property owner AssessPro to NCPTS via the Land Records Interface. names and other attributes for each real property parcel. Situs addressing We assume that MOAC will be the source database for situs addresses and those addresses will be synchronized into the NCPTS address tables and used for all properties: real, personal, and RMV. Exemptions Exemptions will be maintained in NCPTS on the abstract, for all real and personal ro er1 . ( Circuit Breaker NCPTS will be used to maintain the property owners' age, income, ownership type, and exemption election for Circuit Breaker and the alternative exemption types. Users will utilize the Tax Relief Worksheet i to compare alternative selections. j ( Present Use NCPTS will receive the deferred value The value of the permanent residence Value from AssessPro and store that on the and 1 acre of land must be determined abstract, along with the assessed in AssessPro and transmitted to (taxable) value. If the deferment is lost, NCPTS via the Land Records Interface. NCPTS will handle the rollback of deferred bills. Appeals NCPTS will be used to manage appeals Value changes, after an approved for all real, personal, and RMV property, appeal, must be entered into AssessPro and flow to the abstract in NCPTS via the Land Records Interface. Mortgage NCPTS will manage the collection and N/A company transmittal of mortgage escrow escrow information. NCPTS will provide an accounts extract file for all bills, to be sent to mortgage companies. Bills will be sent to , mortgage company and a notice sent to taxpayer. Correspondence The NCPTS Correspondence module can Sales Verification letters and other manage incoming and outgoing CAMA- related correspondence will be correspondence for all property based on sent by AssessPro. data available in the abstract. [IS will deliver the currently defined standard correspondence documents. The County can edit and maintain any text information I within the correspondence Word templates. Additional data elements to be added to a template or the creation of a new template will require additional programming and cost. j Both real property and personal property II 1 Parcel editing Notices of Value will be sent by NCPTS. N/A Patriot will provide and interface AssessPro with a parcel editing tool. "Private and Confidential — Not for Public Distribution" External Interface Requirement Specification — is iis I Geographic j analysis j } { The Farragut MapMetrics solution will be t delivered for geographic analysis, map visualization, and classification of all property types. It will be integrated with the NCPTS Assessment module. Reporting NCPTS includes various standard reports for the Assessment, Billing, and I Collections modules. It also includes a user - friendly ad hoc reporting capability based on Microsoft SQL Server Reporting Services. _ Public Web j Access I _ NCPTS includes a public web site to display abstract information (for all abstract/property types), as well as billing and collections information. TBD "Private and Confidential — Not for Public Distribution" This instrument has been pre - audited in the manner required by the Local Government Budget and Fiscal Control Act Gary Hufi�F4 reys, Finadcial Services Director