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CCR2005151. . COMMON COUNCIL - CITY OF MUSKEGO RESOLUTION #'151-2005 APPROVAL OF AGREEMENT FOR SOFTWARE AND PROFESSIONAL SERVICES BETWEEN TYLER TECHNOLOGIES, INC. ANID THE CITY OF MUSt(EGO BE IT RESOLVED That the Common Council of the City of Muskego, upon the recommendation of the Finance Committee, does hereby approve the attached Agreement for Software and Professional Services Between Tyler Technologies, Inc. and the City of Muskego. BE IT FURTHER RESOLVED That the Mayor, Clerk Treasurer and Information Systems Director are authorized to sign the Agreement in the name of the City. DATED THIS 23rd DAY OF Auqust ,2005. SPONSORED BY FINANCE COMMITTEE Ald. Bob Melcher Ald. Nancy Salentine Ald. Eileen Madden Deferred: 7/26/05, 8/9/05 This is to certify that this is a true and accurate copy of Resolution #1 ei 1-2005 which was adopted by the Common Council of the City of Muskego. ,1Z} . 7/05jmb . Wi fÄ . Article 1. Article 2. Article 3. Article 4. Article 5. Article 6. Article 7. Article 8. Article 9. Article 10 Article 11. Article 12. Article 13. Article 14. Article 15. Article 16. Article 17. Article 18. Article 19. Article 20. Article 21. Article 22. Article 23. Article 24. Article 25. Article 26. Article 27. Article 28. . June 2005 Vi (' 'I) , " 1- 't., ~" "P S ()' ~,~ '2U '.l~ rev/. S J on.S Articles of Agreement - ias W orId Implementation Muskego, Wisconsin T ABLE OF CONTENTS PAGE Scope..............................................................................................".......................... ......2 Time For Performance And Completion.............................................................. ............2 Contractor's Compensation And Payment.................................... ... ................................2 Specifications And Requirements .................................................................................... 3 Acceptance And Final Acceptance.................................................................................. 3 Software Licenses........................................................................................................... 4 Assurances, Representations And Wananties Of Contractor .......... ................................ 5 Termination..................................................................................................................... 6 Patent And Copyright Indemnification............................................ ................................6 Limitation Of Actions And Liability............................................... ................................ 7 Notice.............................................................................................................................. 8 Governing Law................................................................................................................ 8 Consent To Jurisdiction, Venue And Service.................................................................. 8 Covenants By The City ...................................................................................................9 Dispute Resolution.......................................................................................................... 9 Legal Restraints And Limitations.................................................................................. 10 Solicitation Of Agreement............................................................................................. 10 Independent Contractor................................................................................................. 10 Conflict Of Interest........................................................................................................ 10 Subcontractors............................................................................................................... 10 Assignment.................................................................................................................... 11 Non-Discrimination Procedures.................................................................................... 11 Authority To Execute ....................................................................................................11 Severability................................................................................................................... 11 No Waiver..................................................................................................................... 11 Law Changes................................................................................................................. 12 Non-Solicitation............................................................................................................ 12 Exhibits......................................................................................................................... 12 Witness/Signature Page .................................... ........... ................................................. 13 Tyler Assessment & Tax Division Page i . . . Articles of Agreement - i2ls W orId Implementation Muskego, Wisconsin Exhibits I Scope of Work 2 Fee Schedule 3 iasWorld Baseline Description 4 Software License/Sublicense Agreement 5 Hardware Configuration 6 Ongoing Maintenance and Support 7. City Responsibilities June 2005 Tyler Assessment 8: Tax Division Page ii . . . Articles of Agreement - iasWorld Implementation Muskego, Wisconsin AGREEMENT FOR SOFTWARE AND PROFESSIONAL SERVICES BETWEEN TYLER TECHNOLOGIES, INC. I ASSESSMENT & ASSESSMENT DIVISION AND CITYOF MUSKEGO, WISCONSIN THIS AGREEMENT is made by and between City of Mu:;;kego, a political subdivision of the State of Wisconsin, hereinafter referred to as the "City" and Tyler Technologies Inc. I Assessment & Tax Division, a company formed under the laws of the State of Delaware, and authorized to do business in the State of Wisconsin, hereinafter referred to as the "Contractor." WHEREAS, the City has determined that it is necessary, I~xpedient and in the best interest of the City to retain Contractor to provide software and professional services to further enhance the City's Property Assessment System; and WHEREAS, the City has investigated hardware and software professional services available in the marketplace; and WHEREAS, the Contractor's expanded iasWorld is deemed the best fit for upgrading the City's current system; NOW THEREFORE, it is hereby agreed that the Contractor shall provide the products and professional services contained in this Agreement, for and in consideration of the foregoing promises and the mutual covenants herein contained, it is agreed by and between the parties hereto as follows: June 2005 Tyler Assessment a Tax Division Page 1 . . . Articles of Agreement - ias World Implementation Muskego, Wisconsin ARTICLE 1. SCOPE This Agreement sets forth the terms and conditions pursuant to which the City retains the Contractor to provide enhancements to the City's computerized Property Assessment System as set forth in this Agreement (hereinafter referred to as the "System"). The Contractor shall provide the licensees) and the professional services required to customize, tailor, enhance and implement the System. The performance of this Agreement shall proceed in accordance with the Phases described in Exhibit I (Scope of Work) attached hereto (hereinafter referred to as the "Phases"). ARTICLE 2. TIME FOR PERFORMANCE AND COMPLETION Before beginning Phase 1, the City shall provide the Contractor a duplicate original of the executed contract which shall serve as the notice to proceed, which the Contractor's receipt of said executed contract shall, to the extent necessary to implement this Agreement, provide that the Contractor shall immediately begin work on project in accordance with specific deadlines as agreed to in the Detailed Project Plan, which is described and further set forth under Phase I of Exhibit 1. Any reasonable changes agreed to by the Contractor and the City's Project Manager in the description of the Phase and time for performance shall be processed through the City's change order process. If, at any time, the Contractor is delayed in its performance and/or completion of a Phase, including any delays caused by the City, the Contractor may request, in \vriting, extension of time beyond the estimated completion time set forth in Exhibit 2 (Project Phase and Payment Schedule) attached hereto and such extension shall be reasonably considered by the City provided, however, the aggregate time for completion under this Agreement shall not exceed 60 business days unless such delays are caused by the City. It is agreed that all services required for the enhancements described in this Agreement, and attachments hereto, and/or any negotiated change orders made during the project, except maintenance and support and any warranty work, shall be completed within 60 business days after execution of this Agreement. If during the project, a delay develops that will prevent the 60 business day completion, the contractor must address in writing an extension of time required and specifying a new final completion date and provide a new maximum number of business day completion. The review, acceptance and approval of this revision will be processed through the City's change order process. ARTICLE 3. CONTRACTOR'S COMPENSA nON AND PA YMENT As compensation for the goods and services to be provided by the Contractor, the City agrees to pay the Contractor a total of FORTY SEVEN THOUSAND TWO HUNDRED TEN DOLLARS ($47,210.00). Payment to Contractor shall be in accordance with the fees specified for project as provided in Exhibit 2 (Fee Schedule) and upon completion of work agreed to by the Contractor and the and acceptance by the City and in accordance with the following: June 2005 Tyler Assessment & Tax Division Page 2 . . . Articles of Agreement - ias World Implementation Muskego, Wisconsin a. The Contractor shall submit written notification to the City upon completion of project. b. The City shall, in accordance with Article 5, advise the Contractor of any work that is not accepted. c. The Contractor shall submit an invoice to the City upon notification by the City for signed acceptance of the project. d. The City shall pay the undisputed amount within thirty (30) days after receipt of an invoice. e. Failure ofthe City to make payment when due shall entitle the Contractor, in addition to its other rights and remedies, to suspend, temporarily, further performance of this Agreement without liability. f. All disputes over acceptance and payments shall be handled in accordance with the provisions of Article 15. Additional compensation that may be due the Contractor as the result of services requested by the City that are beyond the scope of this Agreement will be invoiced in the month subsequent to the month in which the services were provided. ARTICLE 4. SPECIFICA TlONS AND REQUII?EMENTS The Contractor covenants and agrees that the System, when complete, shall be in compliance with the specifications and representations attached hereto as Exhibit 3 (iasWorld Baseline Description) and such additional requirements as developed by City and Contractor in the Requirements and Specification Validation during the project. ARTICLE 5. ACCEPTANCE AND FINAL ACCEPTANCE At intervals appropriate to the progress ofthe tailoring, enhancement, or development of the software provided as part of the System, the Contractor shall provide documents related to the work in progress to the City's Project Manager for approval prior to proceeding on the subject work. The: City shall have a period of five (5) business days to notify the Contractor of documentation related to the work in progress that is not accepted. If written notice of any documentation related to the work in progress that is not accepted is not provided within such five (5) business day period, all documentation related to the work in progress covered by the specific request for review shall b(~ deemed accepted, however, such review of the activities within a Phase shall not be deemed acceptance of a Phase. Acceptance of a specific request for review shall not relieve the Contractor of any responsibility with respect to any products or services that are defective or fail to comply with the specifications and requirements pursuant to the terms of this Agreement. Upon the completion of each of the identified Phases 1 - 5, the City shall have a period of five (5) business days to notify the Contractor of work that is not accepted and provide a written signoff for each phase. Acceptance of a Phase shall not relieve the Contractor of any responsibility with respect to any products or services that are defective or fail to comply with the specifications and requirements pursuant to the terms of this Agreement. June 2005 Tyler Assessment & Tax Division Page 3 Articles of Agreement - iasWorld Implementation Muskego, Wisconsin . At the completion of Phase 9, the City will be provided fift:een (15) calendar days to operate and test the System. During the fifteen (15) day period, Contractor shall furnish complete off-site telephone support in the form of consultation and/or remote diagnostic software support within four (4) hours of the City's support request. If the error, defect or nonconformity cannot be corrected by off-site telephone support within five (5) business days of when the error was first reported during normal business hours (Monday through Friday, 8:00 a.m. to 5:00 p.m. EST), the Contractor shall provide on-site support service at the beginning of the next business week, or as otherwise agreed upon, including implementation of temporary procedures to sustain the computerized mass appraisal system. The Contractor shall provide corrective measures for all reported errors within five (5) business days of the commencement of on-site service. If the System fails to meet the specifications and requirements provided for in this Agreement during the fifteen (15) day period, City may, at City's option, request modification of the software by the Contractor, at no additional contract charge. At the conclusion of the fifteen (15) day period, if the City has not notified Contractor in writing of any such failure or defect in the System, the City wil1 be deemed to have given final acceptance for the System. ARTICLE 6. SOFTWARE LICENSES a. ORACLE@ SOFTWARE . The Contractor shall grant to the City, subject to fìlll payment of the City's obligations provided herein, a Sublicense to use the Oracle Products (RDBMS@) software identified and described in Exhibit 4 (Software License), Part A, attached hereto, needed for the operation of the System. b. TYLER TECHNOLOGIES' (iasWorld) SOFTWARE 1. Subject to the terms and conditions hereinafter set forth, the Contractor grants to the City a perpetual right-to-use, non-exclusive, non-transferable license to use the Contractor's Licensed Software, hereinafter referred to as the iasWorld Property Assessment Engine modules as identified and described in Exhibit 4 (Software License/Sublicense Agreement), Part B, attached hereto, solely in the conduct of the business of the City, iasWorld Source Code, related documentation, and any improvements, additions or modifications of the version or versions of the software which the Contractor has licensed to the City, together with the right to make such copies of the software as may be required for the City's own internal business purposes. 2. The City understands that the software provided under this Agreemen.t contains trade secrets and proprietary information belonging to the Contractor. The City agrees to hold the software in trust and confidence and will safeguard the software to the same extent that the City safeguards other trade secret information related to its uses. The City agrees not to disclose, provide or otherwise make available the software to any person other than the City's employees or agents or the Contractor's employees without prior written consent of the Contractor. The City further agrees not to sell, assign, lease, licen.se or in any manner encumber, pledge, conveyor transfer the Contractor's software or any interest therein. Software ownership will pass to the City in the case where the Contractor is financially unable to perform. . June 2005 Tyler Assessment & Tax Division Page 4 . . . Articles of Agreement - ias W orId Implementation Muskego, Wisconsin c. OTHER THIRD-PARTY SOFTWARE 1. The Contractor shall, subject to acquisition of any additional Phase of service (1 to 6) or part ofa Phase, pass to the City, subject to full payment of the City's obligations provided herein, a license to use Software identified and described in Exhibit 4 (Software License/Sublicense Agreement), attached hereto. All third-party software shall conform to published specifications and representations ofthe supplier. ARTICLE 7. ASSURANCES, REPRESENTA nONS AND WARRANTIES OF CONTRACTOR a. The Contractor warrants to the City that the System will operate according to the performance standards set forth in Exhibit 3 (iasWorld Baseline Descriptions) and such additional requirements as developed by the City and the Contractor in the Requirements and Specification Validation during Phase 2. b. The Contractor warrants that the System shall operate in accordance with the requirements of this Agreement from the date of acceptance through the maintenance periods provided in Exhibit 6 (Ongoing Maintenance and Support), and any extension or renewal thereof. c. The Contractor warrants and represents to the City that the Contractor has the: right to grant to the City the right to use all software without restriction or limitation except as provided herein and in accordance with the provisions set forth in Article 6. The Contractor warrants and represents to the City that the Contractor is an authorized distributor for the sublicensed software, attached hereto as Exhibit 4 (Software License/Sublicense Agreement). The City will have the right to use the sublicensed software. d. The Contractor warrants the software will perform as specified herein upon acceptance of Phase 6, and shall perform as represented by the Contractor with respect to updates, enhancements or additional software which may be acquired by the City so long as the City continues with a Maintenance Agreement with the Contractor or th~ Contractor's successors or assigns. During the maintenance period, the Contractor willl design, code, check out, document and deliver any amendments or alterations (the "Amendments") to the Contractor's software that is necessary to correct or avoid any defect in the Contractor's software which is present at the time of delivery, or is discovered during City usage, and affects performance ofthe Contractor's software in accordance with the functions set forth in Exhibit 3 (iasWorld Baseline Descliption). The Contractor shall only be responsible to correct deD~cts that are documented or submitted in writing during the maintenance agreement period. Oral notification or other unwritten complaints will not constitute notice under this Agreement. e. The Contractor agrees that in case of dissolution of Contractor's third party supplier, the Contractor will replace third party supply with equivalent supply, to be approved by City, within 30 days of dissolution. June 2005 Tyler Assessment 8: Tax Division Page 5 Articles of Agreement - ias W orId Implementation Muskego, Wisconsin . The warranties specified in Article 7 above do not cover damage, defect, malfunctions or failure caused by: (i) failure by the City to follow the Contractor's and the manufacturer's installation, operation, or maintenance instructions or its failure to fulfill its obligations under this Agreement, (ii) the City's modification or relocation of the System, (iii) the City's abuse, misuse or negligent acts, (iv) power failure or surges, lightning, fire, flood, accident, actions of third parties and other events, including force majeure, outside Contractor's reasonable control, and (v) failure of City to provide an operating environment for the System, including electrical and telecommunications connections as defined during the Phase 2: Requirements Analysis. TO THE EXTENT PERMITTED BY LAW, THE FOREGOING WARRANTIES ARE EXCLUSIVE AND ARE IN LIEU OF ALL OTHER WARRANTIES OF ANY TYPE WHETHER EXPRESSED OR IMPLIED, INCLUDING WARRANTIES OR MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE. ARTICLE 8. TERMINA TION . This Agreement may be terminated by either party by giving thirty (30) days written notice to the other, before the effective date of termination, providing the terminating party has first exercised the Dispute Resolution provision of this Agreement as described in Article 15 herein. In the event ofterrnination or suspension, the Contractor shall be entitled to receive payment in full at the amounts as described in Exhibit 2 herein, or if not specifically set forth in this Agre:ement, at the Contractor's standard or published rates for all services, software, licenses and/or bonding delivered by the Contractor up to the effective date of the termination or suspension, as the case may be, plus such other charges as may be agreed upon by the parties. ARTICLE 9. PA TENT AND COPYRIGHT INDEMNIFICA TION a. The Contractor shall defend or settle any PATENT AND COPYRIGHT INFRINGEMENT suit or proceeding brought against City by a third party aI1sing out of, or relating to, City's own internal use of the Software provided that Contractor is given written notice within ten (10) days of receipt of notice of such claim and is given information, reasonable assistance and sole authority to defend or settle the claim. Provided, however, in any suit or proceeding in which it is alleged that the infringement is based upon actions of the City excluded under (c.) below and the matter is finally settled (with the consent of Contractor) or held by a court of competent jurisdiction, including appellate proceedings, that such infringement did not arise as a result of any action of City covered under (c.) below, then the Contractor shall pay all costs incurred by City in defending such claim, including reasonable attorneys' fees. b. The Contractor, at its option, may obtain for the City the right to continue using or to replace or modify the equipment or Licensed Software involved so it becomes non-infringing; or if such remedies are not reasonably available, grant the City a refund, based on the City's net book value, for the equipment or Licensed Software provided pursuant to this Agreement and accept the return of the infringing product. . c. The Contractor shall have no obligation under this Section if the alleged infringement or violation is based upon the use of the Software in combination with other hardware or software (other than as installed by the Contractor) including tailoring, customizing, modifications or enhancements June 2005 Tyler Assessment & Tax Division Page 6 . . . Articles of Agreement - ias World Implementation Muskego, Wisconsin provided by the Contractor to conform to the Requirements and Specification Validation or from modifications, enhancements or changes not provided by the Contractor. d. TO THE EXTENT PERMITTED BY LAW, THIS ARTICLE STATES THE ENTIRE LIABILITY OF CONTRACTOR FOR PATENT OR COPYRIGHT PROTECTION INFRINGEMENT BY THE LICENSED SOFTWARE OR THE EQUIPMENT OR ANY PORTIONS THEREOF. ARTICLE 10 LIMITATION OF ACTIONS AND LIABILITY a. Except as provided below, Tyler/CLT agrees to def,~nd and save harmless the City, its officers, agents and employees against all claims, demands, payments, suits, actions, recovery, and judgments of every kind and description arising out of the performance of this Agreement, for personal injury or property damage brought or recovered against it by reason of any negligent action or omission of the Tyler/CLT, its agents, or employees and with respect to the degree to which the City is free from negligence on the part of itself, its employees and agents. Tyler/CLT agrees to indemnify and save harmless the City, its officers, agents and employees against all payments, recovery and judgments of every kind and description arising out of any valuation dispute, recovered against it, whether based in contract, negligence or otherwise which arise from the sole negligence of Tyler/CLT. b. The City agrees to indemnify and save harmless Tyler/CLT, its officers, agents and employees against all payments, recovery and judgments of ewry kind and description arising out of any valuation dispute, recovered against it, whether based in contract, neglIgence or otherwise which arise from the sole negligence of the City. In all other actions arising out of valuation disputes, neither party shall indemnify the other. d. Neither party shall be liable to the other for consequential, indirect or incidental damages, including, but not limited to, loss of tax revenue or claims related to valuation of property, whether based in contract, negligence, strict liability or otherwise. Notwithstanding this paragraph, both parties shall be liable to the other for breach of the terms of this Agreement. c. e. Tyler/CLT shall carry Commercial General Liability Insurance in the amount of $1 ,000,000 including protection for bodily injury and property damage with a combined single limit of $1,000,000 and $500,000 for each occurrence nammg the City as the additional insured. f. Tyler/CL T shall also maintain Automobile Liability Insurance providing limits of $1 ,000,000 per occurrence, and Tyler/CL T shall provide Workers' Compensation Insurance. The Workers' Compensation Insurance shall provide coverage under the governing Compensation Act of Wisconsin and shall provide employer's liability insurance in the amount of $100,000. June 2005 Tyler Assessment & Tax Division Page 7 . Articles of Agreement - ias W orId Implementation Muskego, Wisconsin ARTICLE 11. NOTICE All notices required or permitted to be given by one party to the other under this Agreement shall be sufficient if sent by E-mail, to the parties at the respective addresses set forth above or to such other address as the party to receive the notice has designated by written notice to the other party. Notices to the City shall be to the attention of: Mr. Joseph R. Sommers, MBA Director of Information Systems W182 S8200 Racine Avenue PO Box 749 Muskego, Wisconsin 53150-0749 Notices to the Contractor shall be to the attention of: Mr. Andy Teed Tyler Technologies Inc. Dba: Cole Layer Trumble Co. I Tyler I CL T 3199 Klepinger Road Dayton, Ohio 45406 . ARTICLE 12. GOVERNING LAW . This Agreement shall be interpreted under the substantive law of the State of Wisconsin as it existed and was interpreted on the date of this Agreement. In the event that the laws of the State of Wisconsin change, so as to create additional work for the Company not provided for in this Agreement, the City shall allow the Company a reasonable extension of the completion date and additional compensation to be negotiated. ARTICLE 13. CONSENT TO JURISDICTION. VENUE AND SERVICE The Contractor consents and agrees that all legal proceedings related to the subject matter of this Agreement shall be maintained in courts sitting within the State of Wisconsin. Contractor further consents and agrees venue for State court proceedings shall be in Waukesha County, Wisconsin, and no court actions commenced in Wisconsin shall be transferred or removed to any other State or Federal court. June 2005 Tyler Assessment 8: Tax Division Page 8 . . . Articles of Agreement - iasWorld Implementation Muskego, Wisconsin ARTICLE 14. COVENANTS BY THE CITY The City hereby covenants and agrees: a. That Joe Sommers is hereby appointed as the City's Project Manager with respect to the services to be performed by the Contractor pursuant to this Agreement. The City's Project Manager shall have the authority to transmit instructions, receive information, interpret and define the policy of the City and make decisions pertinent to services covered by this Agreement. The City's Project Manager shall have the right, from time to time, to designate another employee of the City of Muskego to serve in the absence of the Contract Project Manager. The City reserves the right to designate a different Contract Project Manager, provided that the Contractor is given written notice thereof. b. To make such facilities and properties as are reasonably necessary for the performance of work available and accessible for use by the Contractor during normal working hours as may reasonably be required by the Contractor for the performance of this Agreement. c. To perform at no cost to the Contractor such tests of equipment, machinery and facilities of the City in a timely manner as may be reasonably required in connection with the: work under this Agreement. The tests to be performed must be within the ability and capability ofthe City's equipment and personnel. d. To give prompt notice to the Contractor whenever the City observes or othenvise becomes aware of any defect in the performance of work under this Agreement. d. To give careful and reasonable consideration to the findings and recommendations of the Contractor and to respond in a timely manner so as not to unduly delay the Contractor's work called for by this Agreement. ARTICLE 15. DISPUTE RESOLUTION Disputes shall be resolved as follows: through good faith negotiations by the designees identified in this Agreement after email notification and if not resolved by such designees after seven (7) days, Contractor shall at or after the end of the seven (7) day period submit its claim with the basis for the dispute in writing to the City of Muskego's IS Director for a determination and handling. Any dispute resolution agreed to by the City's IS Director, constituting a material change in this Agreement or providing for payment different than of the amount established under this Agreement, will not be final until such changes are incorporated into a written Amendment to this Agreement by means of the City's normal change order process. If such dispute involves a payment due, the City shall, as promptly as reasonably possible after resolution of such dispute, forward payment to Contractor of any amount determined to be due and owing. Any dispute not resolved in accordance with this Article 15 may be resolved by recourse to litigation in accordance with the laws of Wisconsin with venue in the City of Muskego. June 2005 Tyler Assessment ft Tax Division Page 9 . Articles of Agreement - ias W orId Implementation Muskego, Wisconsin ARTICLE 16. LEGAL RESTRAINTS AND LlMlTA TIONS The Contractor acknowledges that the City, as a unit of local government and a political subdivision of the State of Wisconsin, is subject to restraints, limitations, regulations, and controls imposed or administered pursuant to numerous applicable laws, ordinances, rules and regulations of federal, state, regional and certain local governmental agencies or authorities. The Contractor agrees that all professional services rendered or performed by the Contractor pursuant to the provisions of this Agreement shall be in compliance therewith. ARTICLE 17. SOLICITATION OF AGREEMENT The Contractor warrants that it has not employed or retained any company or person other than a bona fide employee working solely for the Contractor to solicit or secure this Agreement, and that it has not paid or agreed to pay any company or person other than bona fide employee working solely fc)f the Contractor, any fee, commission, percentage, brokerage fee, gift, contingent fee or any other consideration contingent upon or resulting from the award or making of this Agreement. For breach or violation of this warranty, the City shall have the right to annul this Agreement without liability or at its discretion to deduct from the Agreement price or consideration or otherwise recover the full amount of such fee, commission, percentage, brokerage fee, gift or contingent fee. . ARTICLE 18. INDEPENDENT CONTRACTOR . The relationship of the Contractor to the City shall be that of an independent contractor and no principal- agent or employer-employee relationship is created by this Agreement. ARTICLE 19. CONFLICT OF INTEREST The Contractor covenants, that it, has no public or private interest, and will not acquire directly or indirectly any interest which would conflict in any manner with the performance of its services. The Contractor warrants that no part of the total contract amount provided herein shall be paid directly or indirectly to any officer or employee of the City as wages, compensation, or gifts in exchange for acting as officer, agent, employee, subcontractor or consultant to the Contractor in connection with any work contemplated or performed relative to this Agreement. ARTICLE 20. SUBCONTRACTORS It is expected that the Contractor and their sub-contractor Akanda Innovation, Inc. shall have standard in- house capability to provide all the services required by this Agreement; however, should the Contractor find it necessary to utilize the services of additional subcontractors, the Contractor shall first obtain the written approval of the City. The Contractor shall also require each subcontractor to adhere to applicable provisions of this Agreement. The utilization of any subcontractor by the Contractor shall not relieve the Contractor from any liability or responsibility to the City pursuant to the provisions of this Agreement or obligate the City to the payment of any compensation to the subcontractor or additional compensation to the Contractor. June 2005 Tyler Assessment & Tax Division Page 10 . . e Articles of Agreement - ias W orId Implementation Muskego, Wisconsin ARTICLE 21. ASSIGNMENT No assignment of this Agreement or any right or interest herein by either party shall be effective unless the other party shall first give its written consent to such assignment. The performance of the Agreement by the Contractor is the essence of this Agreement. Notwithstanding, the Contractor may, with the City's consent, assign this Agreement to an affiliate or subsidiary of the Contractor or its parent corporation, or assign its rights to receive payments hereunder. ARTICLE 22. NON-DISCRIMINA TION PROCEDURES During the performance of this Agreement, the Contractor agrees as follows: a. The Contractor will not discriminate against any employee or applicant for employment because of race, creed, sex, color, national origin or age, and will take affirmative action to insure that all employees and applicants are afforded equal employment opportunities without discrimination because of race, creed, sex, color, national origin or age. Such action will be taken with reference to, but shall not be limited to, recruitment, employment, job assignment, promotion, upgrading, demotion, transfer, layoff or termination, rates of training or retraining (including apprenticeship and on-the-job training). b. No person in the United States shall, on the grounds of race, creed, sex, color, national origin or age, be excluded from participation in, be denied the proceeds of, or be subject to discrimination in the performance of this Agreement. ARTICLE 23. AUTHORITY TO EXECUTE Each of the parties hereto covenants to the other party that it has lawful authority to enter into this Agreement, that the governing or managing body of each of these parties has approved this Agreement and that the governing or managing body of each of the parties has authorized the execution of this Agreement in the manner hereinafter set forth. ARTICLE 24. SEVERABILITY If any provision of this Agreement shall be declared invalid or unenforceable, such invalidity or unenforceability shall not affect the whole Agreement, but the whole Agreement shall be construed as if not containing the provision, and the rights and obligations of the parties shall be construed and enforced accordingly. ARTICLE 25. NO WAIVER The failure by any party to exercise any right provided for herein shall not be deemed a waiver of any right hereunder. June 2005 Tyler Assessment 8: Tax Division Page 11 . . . Articles of Agreement - iasWorld Implementation Muskego, Wisconsin ARTICLE 26. LAW CHANGES This Agreement and the system will be in compliance with the laws and regulations of the State of Wisconsin and City of Muskego as they exist as of the execution date of this Agreement. The Contractor agrees to make changes to iasWorId resulting from future Wisconsin State or City of Muskego laws or regulations for a fee to be determined and negotiated based upon the following: a. Changes required as a result of State of Wisconsin laws and/or regulations. Contractor agrees that any changes necessitated as a result of State law and/or regulation changes will be covered in accordance with Exhibit 6 of this agreement, which states that as part of the maintenance of the software, twenty base hours per year are included in the maintenance support to cover changes necessitated by state law and/or regulation changes. If a change is required that shall exceed the twenty hours provided, BEFORE COMMENCING ANY WORK, the Contractor shall submit to the City, in writing a description and fees related to the work required for compliance. b. Any changes required as a result of City of Muskego specific requests, will be evaluated by Contractor and pricing negotiated with City. PR10R TO COMMENCING ANY WORK, the scope of work and related fees shall be docuffil~nted through the City's change order procedure. ARTICLE 27. NON-SOLICIT A TION During the Time for Performance and Completion (Article 2) and for a period of six months following the project completion date, the City will not solicit for employment or hire any Contractor employee without the express written consent of the Contractor. ARTICLE 28. EXHIBITS The documents listed below have been attached hereto and are incorporated herein as a part of this Agreement. Exhibit Number 1 Scope of Work 2 Fee Schedule 3 ias W orId Baseline Description 4 Software License/Sublicense Agreement 5 Hardware Configuration 6 Ongoing Maintenance and Support 7. City Responsibilities June 2005 Tyler Assessment & Tax Division Page 12 . . . Articles of Agreement - iasWorld Implementation Muskego, Wisconsin IN WITNESS WHEREOF, the parties hereto have set their hand to the Agreement on this day of ,2005. ATTEST: June 2005 CITY OF MUSKEGO, WISCONSIN BY: BY: BY: TYLER TECHNOLOGIES INC. ASSESSMENT & TAX DIVISION Dba: Cole Layer Trumble Co. I Tyler I CLTI BY: Reid B. Terry Northwest Regional Manager Tyler Assessment 8: Tax Division Page 13 . . . Exhibit 1 - Scope of Work City of Muskego, Wisconsin EXHIBIT 1 - SCOPE OF WORK Phase 1: Phase 2: Phase 3: Phase 4: Phase 5: Phase 6: Phase 7: Phase 8: Phase 9: Phase 10: June 2005 Planning. Installation ofORACLE@ and iasWorld software on city supplied hardware. City shall purchase the server and install it in the existing Domain as a member Server. Copying and loading the City's iasWorld database table from the Waukesha County's IAS production server to the City supplied IAS server. Testing the iasWorld installation. The County will be responsible to create the file IMPORT interface from the EZ Access Tax System with the required data that will be used as input to this JAS Import. The Company shall provide up to 16 hours to train the City of Muskego IS Director and Computer Specialist in the backup and restart procedures for the IAS database. Additional training can be identified, of which support monies can be allocated. The Company shall build an Export interface to the County EZ Access Tax System. Transition to Support. Support (two years). Tyler Assessment a Tax Division Page 1 . . . Exhibit 4 - Software License / Sublicense Agreement City of Muskego, Wisconsin EXHIBIT 2 - FEE SCHEDULE l. Oracle License Cost: $ 2,230.00 2. Oracle Annual Technical Support: (Two Years) 980.00 3. IAS Annual Support: (CAMA) (Two Years) 9,000.00 4. IAS Annual Support: (AA) (Two Years) 9,000.00 5. IAS Annual Support: (PP) (Two Years) 6,000.00 6. Install of Oracle and IAS: (incl. 16 hrs of training) 15,000.00 7. Database Service: (Oracle management, 20 hrs) 5,000.00 Total Cost $ 47,210.00 June 2005 Tyler Assessment & Tax Division Page 1 . . . iasWorld Baseline Description Presented by Tyler Technollogies, Inc:. 3199 Klepinger Rd. Dayton, OH 45406 Note: This Baseline Description and Website contains confidenttial and proprietary information of Tyler Technologies, Inc. I Assessment & Tax Division and is intended solely for the internal use of Preble County. The information provided here should not be disclosed to outside third parties without the prior written consent of Tyler Technologies, Inc. ias W orId Baseline Description City of Muskego, Wisconsin . An Overview of iasWorld Tyler I CLT introduced iasWorld, the latest release of its proprietary property tax system, in 2002. As a next generation product, iasWorld was engineered to leverage Tyler I CLT's Integrated Assessment System database engine while taking advantage of the emerging development technologies. By building upon years of industry-leading expertise, Tyler I CL T developers brought together decades of experience with the technology of the future. iasWorld was developed with a modular design, allowing each jurisdiction to select those modules that meet their immediate requirements, while allowing for future expansion to other modules as needed. These modules are characterized in two categories: the Property Tax Engine and Productivity Tools. Each module within these two functional groups can individually provide tremendous power; but, when combined, the strength and value of the system is maximized. Property Tax Engine The Property Tax engine is powered by Oracle@ which has been the underlying database foundation since Tyler I CLT introduced its original version of IAS in 1989. The associated modules running on this engine in iasWorld make up the underlying intelligence of the system. The Property Tax Engine modules include: . AA (Required Module) Inquiry & Appeals Tracking Conveyance Animal Registration Landisc™ CAMA Personal Property Manufactured Homes Natural Resources Tax Extension Tax Billing & Collection Delinquent Tax Apportionment & Settlement Financial Accounting Estate Tax Cashierin /Revenue Collection More detailed information on each ofthese modules is contained in the following section entitled "Property Tax Engine." . Application Functionality/Productivity Tools.. iTools are not included as part of the City of Muskego agreement The iasWorld application functionality is built upon the core Property Tax Engine using state-of-the-art technology. The browser-based design sets this product suite apart from any other in the market, fully addressing the enterprise needs of the modem assessment and tax agency. iasWorld provides improved presentation, maintenance and analysis for property tax administration through the following modules: · System Framework (iEnable) . Configurable, Work Flow Enable Data Maintenance (iMaintain) · Spatially Enabled Assessment Analysis (iAnalyze) . Public Access (iCare) . Generic Electronic Document Management System Interface (iDoc) · Messaging Framework to Manage Customer Correspondence (iResponcl) . Mobile Solutions, Take iasWorld into the Field (iField) . Electronic Payment (iPay) February 2005 Tyler I Assessment & Tax Division 2 . . . ias W arId Baseline Description City of Muskego, Wisconsin iasWorld Application Functionality provides solutions for the enterprise built on modem internet, spatial, workflow, and collaborative technologies. All iasWorld Application Functionality modules serve user interface screens in a standard web browser (Internet Explorer 6.0). In this environm~nt, the availability of applications, functions and data elements are controlled through User Roles defined for classes of users. This allows certain functional and data subsets to be configured on a user class basis. iasWorld Application Functionality delivers enterprise oriented solutions via an advanced n-tier web- enabled framework, application customization tools and specialized vertical application modules. This functionality allows customers to configure and optimize their workflows by customizing web forms and the associated work transactions. ~~ iasWorld ~iceA~V Productivit Tools Leverages iasWorld Property Tax En:gine iasWorld Application Functionality is a suite of business process oriented functionality which leverages Tyler I CL T' s industry proven Property Tax Engine. Business process driven transactions are managed via a sophisticated XML based transaction layer. February 2005 Tyler I Assessment &. Tax Division 3 . . . ias World Baseline Description City of Muskego, Wisconsin A~~e~~ment Alhnini~t:l'atíon Ífls\VOl'ld PI'OI)~lty Tax Engine CAI\lA Penon.'Ù Pl'Opelty l\1anllfartllrell Home~ Inqlùry & AppeaI~ Tracking Tax Billing & Collection DeünqlùllCY Pl'OI'el'ty T ax FÙlancì,li~ - - ,~ ~ :: ~ .... I:lJ, ~ .:: ~ = ;: ~ ... ~ f-< .. X~IL Ífls\VOl'ld Pl'odlllcthity Tools III ...Otben ÙI Development il\laùltain iAnnlyze iFielrl iCare iPay iRe~poUlI Microsoft .Net Architecture iasWorld is based on an n-tier model built on the Microsoft .Net architecture. The data marshalling between tiers is via XML and presentation is managed, in general, via XSL. Systems integration is facilitated through the provisioning of web services via iEnable framework components. February 2005 Tyler I Assessment & Tax Division 4 . . . iasWorld Baseline Description City of Muskego, Wisconsin Introduction This document is a Baseline Description of the iasWorld solution's Property Tax Engine. The following pages will provide some background on how the Property Tax Engine maintains data associated with property assessment and taxation. iasWorld's Property Tax Engine is a fully integrat1ed computer system that contains seven core modules: Computer Assisted Mass Appraisal (CAMA), Assessment Administration (AA), Personal Property (PP), Tax Billing and Collection (TBC), Inquiry & Appeals Tracking (I&AT), Delinquent Tax (DQ), and Manufactured Homes (MH). Each of these modules can incorporate sub-modules that will assist your Jurisdiction in proper data maintenance. The seven main modules are discussed in this document. The sections in this document include: . System Overview - This is a brief description of the system and each module. . System Architecture - This section describes what type of database the system is built upon and how that database is used to calculate data. . iasWorld Property Tax Engine Modules - This section describes how the seven main modules are used in the overall property assessment and taxation process. Each section also contains brief descriptions ofthe major reports associated with {:ach module. The face of property appraisal for the purpose of taxation has changed over the years and Tyler I CL T has changed with the times. Since 1939, Tyler I CLT has been involved in property appraisals throughout the United States and Canada. What started out as a property appraisal firm has grown to become a leader in the computer technology associated with property tax administration. As more housing developments pop up each year, and taxation laws change, it is hard to find software that can keep up with local Jurisdiction needs. Originally developed in 1989 as lAS, the latest release iasWorld, has evolved into the most complete property tax administration software package available to the local governments in the United States and Canada. iasWorld's Property Tax Engine has the ability to support the following Property Classes and Property Tax functions: Property Class (Type) Property Tax Function . Residential . Assessment Administration . Agricultural . Computer Assisted Mass Appraisal . Commercial . Tax Billing & Collection . Industrial . Delinquent Taxes . Natural Resources . Inquiry & Appeals Tracking . Tangible Personal Property . Tax Extension . Motor Vehicles . Conveyance . Manufactured Homes . Estate Tax February 2005 Tyler I Assessment ft Tax Division 5 . . . ias W arId Baseline Description City of Muskego, Wisconsin Enhanced Functionality Tyler I CLT has bundled the Application Functionality/Productivity Tools with the core Property Tax Engine modules to offer extended and increased functionality as part of its offering. Now, as part of the Property Tax Engine Module licensing the jurisdiction also receives perpetual right to use licensing for the enhanced functionality as well. The functionality included with each Property Tax Engine module is as follows: Assessmel1.t..Administration....(M) iEnable iMaintain iCare iDoc CAMA iAnalyze iField Tax B i I I i n g& C 0 I lection ( TB&C) iP a y P e rso n a I Prop e rty (P P) iRe s p 0 nd I n q u i ry & A P P ea I 5 Tra c k i n 9 (I &AT) iRe sp 0 nd iasWorld's Property Tax Engine Can Adapt to Law Changes In 2000, a Western state passed a law that limited the amount an assessed value could increase in a year for residential use parcels (including commercial buildings such as apartment compll~xes). This meant that the Property Tax Engine client had to implement a major change to its assessment processing within a few months. The law, like most property tax laws, was complex in the details of how the rules were applied. Jean Hostetler, a Tyler I CLT business analyst, æad the materials provided by the client and presented two options for implementation using the baseline Property Tax Engine product. After a discussion, the client chose one. Changes were made to the Property Tax Engine parameters for the 2001 tax year (the old rules remained in place for earlier years). Two county employees did the actual implementation within a week. No programming changes were required. This is just one example of the flexibility of ias World's Property Tax Engine. How does iasWorld work in the everyday processing of data associated with property appraisal? What valuation approaches are supported by iasWorld? Does it keep a history of the parcel? Can it handle personal property valuation? How are tax bills handled? This document will answer these and other questions. February 2005 6 Tyler I Assessment & Tax Division . . . ias W odd Baseline Description City of Muskego, Wisconsin System Overview iasWorld's Property Tax Engine is a software solution designed to meet the needs ofthe property tax function of local and state governments. It is modular in design and is built upon the ORACLE@ relational database platform. The Property Tax Engine is organized in the modules shown below: The Modular Design of the IProperty Tax Engine Tax Billing & \ Collection I CAMA Manufactured ~ Homes ~ Assessment Administration ... . ... . Delinquent Tax Personal Property Figure 1. Property Tax Engine Structure All modules are tightly integrated through the common Oracle relational database and have been developed using Oracle Developer 2000@ tools. The user has the ability to easily access all data elements within the application database via various screens or report writing capabilities. The application has a complete Graphic User Interface through the use of iasWorld's Productivity Tools modules. The online menus and drop down menus can be customized per site to meet the Jurisdiction's terminology and office procedures. The Oracle database also has the ability to accommodate very large volume database and user requests. The following is a brief description of the modules and their capabilities. February 2005 Tyler I Assessment &: Tax Division 7 . . . ias W orId Baseline Description City of Muskego, Wisconsin Computer Assisted Mass Appraisal (CAMA) This portion of the system maintains a database of property characteristics from which appraised value estimates are developed. It supports the three approaches to value: cost, sales comparison (regression and comparable sales) and income, using valuation tables and algorithms which offer the appraiser flexibility and ease of use. CAMA supports classification of propert:ies, land and improvements, for purposes of determining the assessed values used in calculating taxes. CAMA provides a variety of reports required for reviewing individual properties and assessing the perfiJrmance of the valuation and review efforts. Within CAMA is a Classified Use Valuation subsystem. Land is appraised on the basis of its fair market value and classified use. This subsystem provides the mechanism for applying use value tables or crop, age, or income use values and tracking both market and use value on each parcel. Personal Property The Personal Property valuation module interfaces with other Property Tax Engine modules by sharing Assessment Administration (AA) account records, but it can also function as a stand-alone system. In addition to the AA information, Personal Property facilitates the receipt and processing of property returns from taxpayers, the computation of an assessed value, and, in case of failure to report, a mechanism for forced valuation of the property. The Personal Property module also provides auditing features to assist users in verifying the reasonableness of a return. Assessment Administration The Assessment Administration module maintains the ownership, mailing address, legal description, property classification, and appraised and/or assessed value(s) for properties maintained in the Property Tax Engine. It may include information for Real Estate or Personal Property in addition to other types of property such as Manufactured Homes and Livestock. The module produces the assessment roll which lists each property in a jurisdiction and the total assessed, exempt, and net taxable values residing in that jurisdiction. The information residing in the Assessment Administration module is the primary source of value information used to extend taxes in the Tax Billing and Collection module of ias World's Property Tax Engine. Tax Billing & Collection - Not included as part of the City of Muskego agreement The Tax Billing and Collection module performs the primary functions of extending, maintaining, collecting and distributing property taxes. The module extends taxes through the use: of values maintained in the Assessment Administration module and jurisdiction rates maintained in the Tax Billing & Collection module. In this module, taxes may be paid in real-time through a Tax Billing & Collection form or by setting up an interface for a separate cashiering application. In addition, tax payments made through mortgage companies, lock boxes, or other forms of mass payment entities can be processed using batch payment transaction applications in the module. The distribution of collected property tax funds to individual jurisdictions is a major function of the Tax Billing and Collection module. This process allows for the interface of fund distribution to separate financial applications for general ledger activities. Inquiry & Appeals Tracking - Not included as part of the City of f\1uskego agreement The Inquiry & Appeals Tracking module tracks the scheduling and disposition of properties being appealed. The hearing process can be defined by Jurisdiction to support multiple levels of appeal. The Inquiry & Appeals Tracking module allows the user to define the hearing process for a particular Jurisdiction. February 2005 Tyler I Assessment & Tax Division 8 . . . ias W orId Baseline Description City of Muskego, Wisconsin Delinquent Tax - Not included as part of the City of Muskego agreement The Delinquent Tax module is used to maintain delinquent property tax accounts. The module tracks and maintains functions such as payment processes, calculation of intl~rest, bankruptcy, and foreclosure. Manufactured Homes - Not included as part of the City of Muskego agreement The Manufactured Homes module allows the Jurisdiction to maintain and track manufactured homes valued as either Real Property or Personal Property. The Manufactured Homes module allows maintenance of data, including the Parcel ill of the associated land, make, model, serial number, and other identifying and descriptive data. Integrated Financials- Not included as part of the City of Muskego agreement iasWorld Financials is an automated General Ledger and Accounts Payable system that is integrated with the Property Tax Engine's Tax Billing and Collections module. February 2005 Tyler I Assessment ft Tax Division 9 . e . iasWorld Baseline Description City of Muskego, Wisconsin System Architecture The essential points of the Property Tax Engine software architecture are as follows: Programming Languages . Oracle RDBMS · Developer 2000 for all fOlms, some reports . SQLPlus for some reports . PL/SQL with database engine . COBOL Calculations . PL/SQL . stored as database items · The use of objects; e.g. dwelling valuation, in which the dwelling is composed of additions plus other sums. If there is a change in an addition, the dwelling value changes accordingly. Data Organization iasWorld is a multi-year and multi-cycle system. iasWorld has the capability to store an unlimited number of tax years and it can apply different valuation and taxation rules for each year. The capability is also there for the Property Tax Engine to support an unlimited number of versions of the data within a tax year. This feature provides for a complete audit trail of user-maintained data. Future Growth and Scalability iasWorld is well positioned for future system growth and functional scalability. iasWorld started as a Tax Billing and Collection system for the State of Ohio. Since that time, functionality has been added to include Computer Assisted Mass Appraisal, Personal Property Administration and Valuation, Manufactured Homes, Natural Resources Valuation, and Inquiry & Appeals Tracking. Enhancements in the flexibility of the Property Tax Engine have increased such that it is currently installed in over twenty states and one Canadian Province. Oracle is well known for its technical capabilities and the continuous improvement and updating of its product offerings. As Oracle makes advances in technology, they are incorporated into the iasWorld architectural scheme when beneficial to the product. The Oracle database engine is lmown for its scalability with respect to database size and transaction volume handling, so as Jurisdiction needs for data storage and transaction volume grow, the scalability is available. One particular aspect of the Oracle 9i database platform that also relates to scalabili~y is the near linear performance improvement that can be achieved by additional servers available to the: application. Recommended Tools The tool we always recommend with iasWorld's Property Tax Engine is Oracle's Discoverer Product. It is a user-friendly ad hoc reporting tool. Other than that, the functionality of iasWorld is self-contained. That said, there is nothing to preclude the use of third par1y products as long as they are capable of querying the database. Structure The Property Tax Engine is designed as an object relational database. The relational description means that the data is stored in tables in a relational database. The object portion means that the business rules relating to the tables are also stored in the database. February 2005 Tyler I Assessment fr Tax Division 10 . . . ias World Baseline Description City of Muskego, Wisconsin There are two definitions of object. An object is an element of the system that is the combination of data and business rules. These objects map to the things a user of the system sees and does. Objects can also combine and nest together to produce the complete system. Thus, a dwelling may bt:: an object. A parcel is also an object that is the combination of objects including the dwelling, land, etc. The second definition for object is the Oracle term for items in the database. These are various types defined by the Oracle architecture, which can be divided into objects that contain the data and those that contain the rules. Objects Containing Data The type of object that is a combination of data and business rules contains or provides a way of accessing the data. Tables Tables contain all the actual data. They are defined as a group of columns. Columns are sometimes called fields or data items. A row is one set of columns. The whole table is a set of rows. Within the Property Tax Engine the tables can be broken into five types: · Data Tables-Data tables contain actual data. These include descriptions and values. Most data tables are tied to a parcel. This is the data the system holds and manipulates. New parcels, dwellings, or whatever may be removed or added. A new tax year may require freezing the old data in time. New rates may require new values. · Rate Tables-Rate tables contain factors that are used to compute values. These change as conditions require: a revaluation or tax calculation or other change in computed results. · Parameter Tables-Parameter tables define the business rules. These define the definition of codes in a table, the meaning of a field, the method of calculation, the rules for calculation, edits of the data, and other things which describe how the system should work. · System Tables-System tables are used by the system to track and do its work. These are usually not changed directly by users. The contents are changed by the system as it processes. These contain data such as error logs, processing status, and system version information. · Temporary Tables-Temporary tables are used by processes - usually reports - to hold information compiled by the process. They usually are used to improve performance. Views Views are an alternate method oflookíng at tables. They are actually stored as SQL statements but are accessed like tables. They provide an easier or more efficient way of accessing part of a table or a combination of tables. Synonyms Synonyms are alternate names for a table or view. Snapshots Snapshots are copies of a table or view that are stored as a table. They may be created so that data from other databases appears as part of the user's database. They may also be built from complex views to improve performance. They need to be refreshed as the data in the tables is changed. Snapshots reference changes. February 2005 Tyler I Assessment & Tax Division 11 . . . ias W odd Baseline Description City of Muskego, Wisconsin Indexes Indexes are built to improve performance in reading data from a table. An SQL stat~:ment will provide the same results whether an index exists or not. When an indl~x exists on some columns in the database, Oracle can use the index to only look at some of the rows in the table to see which ones meet the requested conditions. Without an index, Oracle has to read and examine every row. For some queries, an index can produce a huge improvement in performance. Indexes are also used to edit rows for uniqueness. This helps maintain database integrity. Indexes used for this are defined as UNIQUE. In this sense, they are used to enforce business rules. The selection of indexes in IAS is based on our knowledge of the relationships and business rules for the tables. Objects Containing Rules Most objects, which define the rules in the Property Tax Engine, contain program code. This code is written in SQL and Oracle's programming language, PL/SQL. The code reads data and processes it, often to write other data. Functions Functions are program elements that are called, with or without input parameters, and return a single value. They are not used to change any data in the database directly. One characteristic is that they can be called from an SQL statement. Procedures Procedures are program elements that are called, with or without input parameters, to perform some logic. They may return one or more values as output parameters. They may also update the database. They must be executed from a PL/SQL block or from SQL *PLUS with an EXECUTE statement. Some procedures are used to maintain the database. Packages Packages are bundled groups of functions and procedures. Oracle executes code within packages more efficiently than functions and procedures compiled outside packages. It is also an easier way to manage a large number of those objects. The current release has almost 200,000 lines ofPL/SQL code in packages. Some Property Tax Engine packages are used to perform global functions, such as common calculation functions, error processing, and edit processes. Other packages and processes such as batch jobs and forms use these. External programs such as forms (screens) use other packages. These handle data manipulation, field edits, pull down logic, interfaces for the databases for displays, etc. Others perform calculations and other functions within modules. These process the individual business rules for modules. Others manage processes that are performed across modules. These include functions such as automatic parid id assignment, parcel locking, copying parcel data, dc. Packages have two parts. The package header defines the functions, procedures, and their parameters. The body contains the program code. Triggers Triggers are routines called when an event happens in the database. The event is usually the update or insert of a row. They update the maintenance and timestamp information. Triggers are used to version tables. They also may edit the data, call calculations, synchronize the data with other tables, or update fields. February 2005 Tyler I Assessment & Tax Division 12 . . . iasWorld Baseline Description City of Muskego, Wisconsin Sequences Sequences are called to produce the next number in a series. They produce numbers and keys for a variety of functions, such as sales history (the salekey), automatic parcel id generation, and payments. Property Tax Engine Objects outside the Ðatabase While the data and rules are stored in the database, there is a need to access this information. This is usually done through software such as screens and reports. These are stored in files outside the database to create the client portion of the system. iasWorld uses other files for the client part of the system. SQL code (*.sql) is used to create the objects, run reports, and do a variety of other tasks. Some reports are written in Oracle RepOlis (* .rdf, * .rep). Others are COBOL or C and the executable (*.exe) is provided. Forms (*.fmx) also require libraries (* .plx) of common code, icons (* .ico), logos (* .tit), and parameter (* .ini) files. These programs are stored on a forms and/or reports server. They make calls to the database or interact with each other. The presentation of data from the Property Tax Engine is the primaIY purpose of these items. The actual storage and processing of data occurs within the database. Dependencies Oracle maintains a list of dependencies between objects. This list is consulted whenever an object is recompiled in the database. This insures that as objects aæ changed related objects remain synchronized. Any problems that may occur will be identified before they impact work done on the system. Relationships between Tables The primary key of most tables is defined by a unique index. In iasWorld, these usually are named as the table name followed by _u. The primary key is also normally the first column on the table. Commonly used foreign keys are given another index. The overall system design is based upon the idea that the application revolves around a set of objects referred to as parcels. These objects may be grouped together in various ways to forrn groups. Individual parcels are assembled from other objects. Diff~:rent classes of parcels are çomposed of different types of objects. For example, the data describing dwellings is different from that describing personal property. A given class of objects may be used by one or more parcel types. Some objects are composed of sub- objects, which may also be composed of other sub-objects, etc. Data Defined by Tables Allowable Values The Property Tax Engine has tables to assign allowable values. These determine the allowed codes and what they mean. The System Administrator can define th~: values allowed in the table and their meaning. Edits A table allows the creation of edits on fields that have been coded for them. The user can define an error message. Using a negative value for the results sets a hard edit; a positive number makes it a warning. Range edits and special cross edits can be entered. Processing Options The Property Tax Engine provides alternative methods of valuation for many types of property. For example, residential valuation can compute each element of a property to include the grade and February 2005 Tyler I Assessment & Tax Division 13 . . . ias W orId Baseline Description City of Muskego, Wisconsin depreciation factors or compute each part as the base value and apply the grade and depreciation factors to the total. Commercial valuation can use the Tyler I CL T method or Marshal & Swift@ (MSW). Setting the appropriate flag produces a full audit trail of all changes. Setting the flag keeps versions for all changes when appropriate while not setting it during test cycles such as cost table calibration prevents expanding the database. U ser- Defined Fields/Calculations Many of the fields commonly used for property tax processing are built into the systl~m. In some cases, there is information that may be desired by some sites and not others. Sometimes just the label of a screen needs to be changed to match local terminology. In some cases, these definitions are coded into the processing options. At other times, they are coded in a table. The iasWorld Property Tax Engine contains a large number of user-defined fields. These are often labeled as USERI, USER2, etc., up to the number that is defined for the given table. User-defined fields can also be defined to affect the calculation of a value. Placing a predefined calculation function name in the Function field does this. Summary It has been discussed how the object structure is used to create the functionality of the system. Users can define data and calculations to meet their requirements while sharing the same program code with other users with different requirements. As legislative and other desired changes occur thc:::y can often be implemented without requiring the programs to be changed. Additional functionality can usually be added without changing the way things work for users who do not want to use it. February 2005 Tyler I Assessment & Tax Division 14 . . . ias World Baseline Description City of Muskego, Wisconsin PROPERTY TAX ENGINE MODULES This section describes how the seven core modules are used in the overall property appraisal process. Reading this section will give you an idea of how each module can handle everyday data entry processes. The following modules are discussed in this section: The main modules . Computer Assisted Mass Appraisal . Personal Property . Assessment Administration . Tax Billing and Collection . Inquiry & Appeals Tracking . Delinquent Tax . Manufactured Homes . Property Tax Financials . Cashiering Each module description contains the purpose for the module, an overview of its functions, brief descriptions of how it manages data, and major reports associated with each module. February 2005 Tyler I Assessment & Tax Division 15 . . . ias W orId Baseline Description City of Muskego, Wisconsin Computer Assisted Mass Appraisal (CAMA) Module Purpose The CAMA module is a complete and accurate tool for the appraiser to set equitable property values. It maintains a database of property characteristics from which appraised value estimates are developed. It includes the necessary valuation tables and algorithms to support the three approaches to value: cost, sales comparison (regression and comparable sales) and income. CAMA permits classification of properties, including both land and improvements, for purposes of determining the assessed values used in calculating taxes. It includes a range of reports required for reviewing individual properties and assessing the performance of the valuation and review efforts. CAMA General Description Equitable Market Values The system supports the three approaches to value (cost, income, and sales comparison) necessary to establish fair, uniform, and equitable market values for various types of properties required by state statute. When properly applie:d to a database of up-to-date property characteristics, and when subjected to review by experienced appraisers and/or valuation analysts, the CAMA system will meet the objectives of generating equitabIe market values. The term sales comparison is used here in place of market to emphasize that when properly applied, all three methods are designed to estimate the fair market value of a property. Land Valuation Land in the Property Tax Engine is valued on a market basis using one of five measurements: front foot, square foot, acreage, gross, or site value. The front foot method provides for a depth table adjustment. All methods provide for the application of influence factors to adjust the base value of parcels whose land is atypical of the neighborhood. Land valuation is an integral part of producing the properly value under the cost approach, i.e., Land + Building = Parcel Value. It is assumed that the land value allocation developed above will apply to all valuation of the property (market and income). The CAMA module provides for Computer Assisted Land Pricing (CALP) that allows the appraiser to set up a series of land models for lots, square foot, and acreage entries to cover the range of land prices in the Jurisdiction. The appraiser then specifies, on a neighborhood basis, the applicable land model for parcels in that neighborhood. The system automatically applies the unit prices from the modd to each parcel, making the adjustment for excess size. Other land factors affect value, and so model rates can be adjusted by zoning, street, location, and utilities. The system will allow multiple land lines to be associated with a single property. CALP is applied to both residential and commercial properties. The land values it provides can be adjusted by applying influence factors or re-specifying the land breakdown, as appropriate, or the land values can be overridden by inputting the desired unit price. Land models entered into CALP can be developed in several ways in the Property Tax Engine. The most frequent approach is to execute a series of report templates that provide vacant or abstracted land values (land residuals) from sales. These can be expressed on per front foot, per square foot, per acre or site value basis. They can be sorted by neighborhood and other user-specified criteria. Statistics (average, low, and high) can be obtained from these reports and used in establishing benchmark models. February 2005 16 Tyler I Assessment & Tax Division ias W orId Baseline Description City of Muskego, Wisconsin . Classified Use Valuation The CAMA module also provides for a Classified Use Valuation subsystem. Land is appraised based on both its fair market value and its classified use. This subsystem provides the mechanism for applying use value tables, such as crop, age, or income use values. The system can then track both market and use value on each parcel. Land valuation is based on use (pasture, tillable, etc.) and soil (actual soil or soil class) or any four user-defined classifications. User-definable rate tables are then set up for each classification as appropriate. If the land is used for farming, different yield rates can be applied based on year planted. The Property Tax Engine allows for land line assignment of acreage by soil type. Override adjustments can be made at the line level. The system also provides for the recoupment of taxes if land is taken out of the preferential treatment program. The Cost Approach Cost value estimates are computed in the CAMA module using the cost methodology developed by Tyler I CL T during its sixty-year-plus history as an appraisal company. This methodology is widely accepted and forms the basis for the Illinois standard Appraisal Manual and the statewide CAlMA systems in Kansas, Montana, West Virginia, Wisconsin, and Wyoming. The cost tables for each class of property are indexed to facilitate adjustments for time and location differences. Users with proper security can access the cost tables to modify unit values for individual construction components such as yard and miscellaneous improvements. . The cost tables used in applying these cost models are stailldard Tyler I CLT base tables. These tables can be tailored to match the cost level in the Jurisdiction by conducting a cost index study that determines the typical (mean, median) ratio between actual new construction costs and the estimated costs established by applying the base tables. Sometimes changes in building practices or local conditions will require an adjustment to the rate or value for one or more of the base: cost components. Occasionally, new structures, features, or components will be encountered which require additions of new codes and prices to the tables. The design of both the residential and commercial cost algorithms readily supports these types of user modifications. Residential Cost Valuation Residential cost valuation uses a base price for a standard structure, with additions and subtractions for variations from that structure. The standard structure is a 1200 square foot I-story frame ranch with no attic, central heat, and plumbing fixtures. Adjustments are made for differences in heating, plumbing, basement, attic, finished basement, ree room area, unfinished area, fireplaces, and miscellaneous other features. . The cost of additions are calculated at a dollar/square foot rate, with the ability to make size adjustments using a constant and a square root ternl. Additions may be graded and depreciated separately from the main dwelling. The CAMA module provides the ability to make adjustments using factors based on neighborhoods and class codes of improvements. Commercial Cost Valuation Two cost methods are available for commercial structures, Tyler I CL T and Marshall & Swift. Only one method may be used for a given tax year. The commercial structure is viewed, for pricing purposes, as consisting of sections and levels, each of which can be depreciated separately. Each level can have its own story height, construction type, plumbing, heat, etc., on which to base its valuation. To thlls end, the computed RCN, percent good, and February 2005 Tyler I Assessment & Tax Division 17 . . . ias W odd Baseline Description City of Muskego, Wisconsin RCNLD are stored for each level. Other feature values are added into the section line on which they are located, so that they are depreciated in accordance with the physical condition and functional utility rating of that line. There are some differences between the data collected for the Tyler I CL T cost approach and the data collected for Marshall & Swift. In both methods a base square foot rate is established based upon structural components, with adjustments for certain conditions. The Tyler I CLT method tends to build a base rate from a "lowest common denominator" and then make adjustments for any variations in exterior and interior factors. Marshall & Swift has separate rate tables for different quality levels ofthe same structure type, and makes fewer adjustments to the base rate. Marshall & Swift includes time and location multipliers. Both methods produce an RCN, which is then depreciated to produce the building RCNLD. Both methods support all appropriate rates depending on building use and type. Both methods calculate a perimeter area ratio using exterior wall sizes applied to wall height. Story adjustments are made where appropriate. Condominiums The Condo Master screen allows information for the individual condominium complexes to be stored. Each unit type within the complex is identified, as well as the areas, rates, and any value adjustments. The system offers numerous variables such as location, floor, view, and amenities to value condominiums. Final values will optionally include a percentage of ownership ofland or building from the condominium master. Property Sketch Sketches are drawn with a point and click utility (Mouse Sketch) integrated into the iasWorld screens. The sketch is stored in a vector format. These vectors are stored as character data, e.g., U25R40D30L20U5L20 (up 25 feet, right 40 feet, down 30 feet, left 20 feet, up 5 feet, left 20 feet), and can be entered and maintained manually as well as through Mouse Sketch. The vectors are edited for closure and areas computed. If the vectors do not close, the system will display the line that needs to be reviewed for errors. Simple rectangular additions may be described by providing the starting direction and second dimension, e.g., R20xlO, which (assuming a clockwise direction) would be translated R20DIOL20UIO. Mouse Sketch provides the ability to maintain a set of sketch vectors previously entered to define the perimeter of the main dwelling and its additions. A computer-printable sketch can be produced with area computations and dimensions. The areas calculated from the vector sketch are written to the file and used for subsequent valuation processing. The capability to sketch angles other than 900 and the ability to sketch arcs and circles is also provided. The user only enters manually calculated areas if a structure is so irregular that it cannot be sketched. For commercial structures, both areas and perimeters are computed from the sketch vectors but do not update the areas/perimeters used for determining value-this allows the appraiser latitude in sectioning and applying adjustments for common walls. A graphics sketch display uses the graphics mode of PC workstations to display the line work, dimensions, and labels of the perimeter sketch. This feature also tiles the different areas of the sketch with different colors or shaded patterns. The graphic sketch allows isolation by floor level and zooms in and out for varying scales. Sub-area codes are displayed to the right of the sketch with the calculated square footage amounts. An alphabetical code is tied to each individual sub-area and displayed within the sketch to show the location. In the CAMA module there is no limit to the number of additions that can be vectored and calculated. Any addition can be vectored or entered as a manually computed area regardless of its order in the sequence of additions. Individual addition vectors can be maintained without the need to re-key the February 2005 18 Tyler I Assessment & Tax Division . . . ias Wodd Baseline Description City of Muskego, Wisconsin whole vector. In sketching structures, miscellaneous buildings can be located in relation to the main structure without being drawn, using the Mark command. Upon original conversion, iasWorld's Property Tax Engine will batch load the building sketches and vectors into the database. Other Building and Yard Improvements Miscellaneous (OBY) commercial and residential items are supported in the Property Tax Engine. Valuation is table-driven, allowing rate flexibility using size adjustments and a grading system. The Property Tax Engine also allows for other modifications, including obsolescence and override capability. Sales Comparison and Multiple Regression Analysis The market sub-module produces market value estimates using MRAlcomparable sales. It can extract sold properties from the master file and build a sales history file for sales analysis purposes. The flexible design of the market sub-module allows users to: . Process complete multiple regression analysis modeling within lAS. . Import coefficients from a stand-alone modeling program. . Enter coefficients for sales adjustment. . Calculate value based solely on comparable sales. Regression Analysis The system features constrained multiple regression analysis (MRA) modeling, designed for the appraiser's ease of use. Constrained regression modeling permits the appraiser to sp1ecify the property factors to be considered in each model and an acceptable range of values on the coefficient of each factor. For example, due to the mix of sales available and the property factors considered for a particular model, a factor such as detached garage area comes into the unconstrained model with a coefficient of $4.53. The appraiser/ modeler wants a coefficient between $8.00 and $10.00 per square foot and, by specifying this as a constraint, will force the factor into the model at $8.00. Constrained regression automatically adjusts the coefficients of the other factors to obtain the best least squares fit. Constrained regression is especially helpful in market areas where lack of sales data makes it impossible to develop a complete market model. Appraisal knowledge combines with actual sales to provide better models. The system allows the user to create a number of models within the Jurisdiction, each applying to a neighborhood or group of neighborhoods. Within a neighborhood, further subsets may be created based on a user-defined data item. The system supports up to 99 candidate variables for use in regression and market valuation. It does not place a limit on the number of observations (sales) in a modeling run. Up to 59 of the variables can be specified as candidate variables for a specific regression model. An unlimited numh<er of variables version is also available, but is not usually practical due to performance issues. The market valuation subsystem allows the creation of new variables for valuation. These can be based on algebraic, exponential, logarithmic, and trigonometric functions among others. The constraint feature allows the user to control the inclusion or exclusion of specific variables. The data extraction sub-module includes featuæs for the linearization of assigning weights to coded variables in the database. The Edit and Expansion sub-module allows the user to create transgenerated variables using arithmetic or algebraic terms. The Edit and Expansion module also allows the user to expand classification or discrete variables into binary (yes/no) variables. They are then assigned individual February 2005 Tyler I Assessment 8: Tax Division 19 . . . iasWorld Baseline Description City of Muskego, Wisconsin coefficients, aggregated into groups, or weighted into a linearized value, for use in modeling and/or comparable selection. The system generates numerous performance statistics. The software, through its transgeneration capability, supports log-log or linear-log models. Comparable sales is the primary factor in determining the sales comparison value, and hence primary emphasis in modeling has been placed on calibrating models that provide reasonable adjustments to be applied in adjusting comparables. However, the modeling capabilities are quite powerful and can be used in analyzing other property characteristics and value indicators. Comparable Sales The comparable sales sub-module uses a Minkowski metric to determine comparability of sales based on user-assigned Selection weights. The module relies on regression coefficients to adj ust comparable sale prices to the subject property. When creating comparable sales selection criteria, the user specifies each variable as continuous or discrete. Discrete variables apply the weight to the comparable sales price if the vanlable value of the sale is not identical to the subject. Weights are assigned which cause the comparability distance metric to make rational trade-offs between significant differences in various essential property characteristics. In other words, the system searches for comparable sales within the neighborhood group. If there are not five highly comparable sales within the group, it will then search all of the sales for the subject property's cluster, a superset of all properties exhibiting similar market behavior. The user can calculate comparables for one parcel, a group of parcels, a neighborhood or the entire file. The user specifies the property characteristics to appear on the report and the selection weights. The adjustments are normally the MRA coefficients from the model and used to value the subject parcel. These comparables are used in conjunction with the MRA model to generate an estimate of the market value of the subject property. This estimate can then be correlated with the cost approach on a single field review document known as a comparable sales report. There is a series of detail market screens that allow for comparable sale review, criteria selection, and model results. Non-Linear Methods Other model calibration methods can be implemented. The export features of the Property Tax Engine can be used to download CAMA data to personal computers for input to PC-based modeling packages that perform feedback analysis (Adaptive Estimation Procedure), non-linear regression, etc. These models can be applied to properties and the resulting value estimation imported back into the iasWorld database. The CAMA module ofiasWorld currently supports third party statistical analysis int,erfaces such as SPSS. Income Valuation Income models for various types of income-producing property in different geographic areas (neighborhoods) are maintained in the system and applied consistently to each property with the appropriate characteristics. The potential net income streams are then capitalized to provide estimates of value in accordance with the income approach. The applic:ation of gross rent multipliers or gross income multipliers is available as part of the model approach for appropriate types of properties. Several February 2005 20 Tyler I Assessment & Tax Division . . ias World Baseline Description City of Muskego, Wisconsin analytical tools including MRA are available to the user bor the purposes of gross rent or gross income multiplier studies. Statements of actual income and expenses can be used to calculate an income value using several methods, including GRM, GIM, mortgage equity, discounted cash flow, property residuals, and direct capitalization. These methods have corresponding review screens for valuation. The user chooses the most appropriate final value. The iasWorld income approach allows the user to choose between an income model approach and the use of actual income and expense data. The income model approach uses the description of the property laid out in the collection of improvement characteristics for the cost approach, as the baslls for aggregating areas and units against which income and expense models will be applied. This income model approach is a ProForma type approach. Use of actuals is implemented by entering income and expense detail developed from owner statements. Several calculation methods are available to compute a final income value. The appraiser compares both the modeled and actual income values and chooses the most appropriate value estimate. The income model approach contained in the system perD)rmS valuation by income capitalization for all types of commercial properties, including apartments, hotels, motels, offices, retail, warehouses, auto service, banks, restaurants, and fast food. There are 25 pre-defined categories installed with the base system, and the user can define others. The income model approach differs from traditional computer-assisted income valuation techniques in that it does not require income data on each property. Income models may be developed through external spreadsheet analysis of income and expense data or by utilizing computerized modeling software such as the MRA module in IAS to analyze the data. Models are developed on the basic physical characteristics collected on the standard Commercial/Industrial data collection form. Valuation results may be adjusted for exceptional properties by inputting income quality rating, expense adjustment factor by age, occupancy adjustment factor, and capitalization adjustment level. Provisions are included for excess acreage valuation. Value Reconciliation The CAMA Appraised Value screen is a final value screen where the user chooses which method of valuation is applied to the parcel. All three estimates (with both market comparables and regression estimate for the market approach) are written to the database. Anyone of these values can be selected as the final value, or an override value can be entered for the parcel. iasWorld allows for a last review date on the value reconciliation screen and supports re-costing and assessment posting from the value reconciliation screen. CAMA Data Management The CAMA module provides a complete database of property characteristics. Here is a partial list: Parcel . Neighborhood . MaplRouting . Location Address . Property Use and Classification . Zoning and Municipality . . Topography . Utilities . Reason for Change Codes February 2005 Tyler I Assessment & Tax Division 21 . . . ias W orId Baseline Description City of Muskego, Wisconsin . Economic Condition Factor . Exemption Percent Land . Size (front feet, square feet, acres, units) . Land Code (use) · Influence Factors . Classified Use (soil, etc.) Residential . Story Height . Style . Construction · Year Built, and Effective Year Built · Basement and Attic . Heating and Heating System . Miscellaneous Features · Fireplaces, Stacks, and Openings · Additions (separately graded and depreciated) . Grade . Condition, Desirability, Utility (CDU) · Physical, Functional, Economic Depreciation Condos . Type . Level . View · Complex Name and Number . Unit Number Commercial . Structure Code . Year Built, Effective Year Built · Construction Type . Area by Section . Wall Height · Number of Stories . Interior Condition . Attached Other Features Income . Tenant Name . Rental Income . Other Income . Expenses by Type February 2005 Tyler I Assessment & Tax Division 22 . . . iasWorld Baseline Description City of Muskego, Wisconsin . Area · Income and Expense Dates . Contact Info In addition to these maintainable fields, intermediate and final value calculations are stored in the database. There are also a number of user-defined fields available for locally significant characteristics not included in the pre-defined characteristics. CAMA Reports The CAMA module provides a number of pre-defined reports. These include: Appraised/Assessed Value Listings - The system provides the ability to print apprais'ed/assessed value listings for the Jurisdiction, sorted by parcel identification and/or map and routing number, account number, and owner's name. These listings contain, at a minimum: . Neighborhood or Tax District . Parcel J.D. and/or Map and Routing . Account Number . Number of Acres . Class of Property . Improvement Value . Land Value . Total Value . Totals are produced by property use code within neighborhood or tax district Valuation Report - Value Change Abstract - Assessor's Final Report ~ Using the value change reason codes in the system, the user can track all value changes as to amount and reason, and produce a detail report listing all value changes, the reason(s) for those changes, and the total changes by tax district and reason code within each class. This report provides the Assessor/Appraiser with the necessary information for documenting the updated value abstract and for tracking and documenting value changes that may result from Formal Appeals proceedings or subsequent Court action. Impact Analysis ~ This report provides detail and summary information as to the change in value due to reassessment by property class and tax district. It can be used to evaluate the impact of the reassessment before release of new appraised values, i.e., to identify any shifts in value between classes, within neighborhood, etc. Impact Notice ~ This is a taxpayer information document that presents the new appraised value to the taxpayer in light of the taxes that the taxpayer would pay on the same property prior to revaluation and after revaluation. The taxes before revaluation are calculated based on previous assessed value (adjusted for any inventory changes) and previous effective tax rate. The "impact" taxes are calculated based on the new assessed value and an "impact" tax rate calculated by assuming the same fiscal requirements (effective tax rate times tax base) as the previous year, i.e., Impact tax rate = Old Tax Base times Old Tax Rate divided by New Tax Base (excluding New Construction). The impact notice shows the taxpayer that, even though the assessed value may have increased by a significant percentage, the taxes will not necessarily increase by this same amount. Moreover, in fact, for some properties the taxes may decline if the new assessed value shows a smaller increase in value relative to other properties. February 2005 Tyler I Assessment & Tax Division 23 ias W odd Baseline Description City of Muskego, Wisconsin . Data Mailer - Property Description Report - A data mailer can be produced that will show selected physical characteristics of properties on the database. These can be mailed to taxpayers for verification of information or sales verification based on ownership change. Property Review Document - The CAMA module produces a detailed field review document that lists all of the property characteristics organized by building. An expanded version of the report includes the income model approach for commercial properties. This document may be used for field audits (data verification and review), picking up new construction and alterations, or value review. Value Change Report - This report in the CAMA module produces a standard value report that compares the prior year value to the new value and the percentage of change per parcel. Field Work Sheet - A field work sheet can be produced that will store the needed information for the Appraisal staff to take to the field, including assessment data, permit data, ownership data, and sketch of property. Agriculture Rate Table List - This report contains all crop or soil and use types in the table and the associated rate. . Agriculture List by Parcel- This report prints all Agriculture types per parcel along with Owner Name, Classified Use Application Number, Class, Range-Tract-Section, Appraised, and Assessed Land. Agriculture List - This report prints totals by Agriculture Category or Tax District. Current Classified Use Valuation List - This report prints all parcels on the Current Classified Use Valuation program. It contains Parcel ill, Application Number, Owner Name, Classification, Acreage, Appraised Values, and Mailing Address. This report may be in Owner Name, Parcel ill, or Application Number sequence. Current Classified Use Valuation Applications - The systi;:m generates the classified use applications. Computer-Printed Property Record Card - Property Record Cards can have been created for some Jurisdictions. These cards can be printed for individual parcels or in continuous form. In general, the computer-printed property record contains the following data: . Parcel Identification . Ownership . Legal Description . Land Description and Pricing Data . Improvement Description and Pricing Data . Correlation of Values . Sketch of the improvements on the property . Spatial Analysis (iAnalyze) Not included as part of the City of Muskego agreement The spatial analysis functionality provides a comprehensive application module for conducting a wide variety of assessment and taxation related analysis. This provides easy access to statistics commonly used in assessment analysis and modeling (e.g.: Median, COV, COD, PRD). The user can freely move between tabular, spatial (e.g.: thematic maps) and charting representations of their project datasets. The results of the analysis session can be saved as a user-defined project including the source property list and all applied criteria filters. Saved analysis sessions can be shared with other staff for review. The connection February 2005 Tyler I Assessment & Tax Division 24 . . . ias Wodd Baseline Description City of Muskego, Wisconsin to both the GIS data sets and the iasWorld CAMA databasi;: are real-time. The following are some of the included features: Assessment Analyst Features: - Project Session Management - Create Selected Record Sets - Display, Save, Filter Lists - Client Side Interactive GIS with VML Support - Common valuation statistics e.g. mean, weighted mean, COD, COY, PRD - Thematic mapping, Reports - Graphing (e.g. histograms) Common Assessment Statistics Ave Sale Value F.'ean Ratio WeIghted Mean Geometric Mean Median Ratio 140418 0.838 0.763 0.783 0.783 COD Weìgllted COD PRO COV BroadenedMed 21.113 15.769 1.097 50.555 0.785 Figure 2 - Standard statistics for sales ratio analysis. There are additional statistics available. Mean Assessed Values per Square Foot by Year BUiR ,',- 1f)f)~L. 90~iç <) 1',0% 7rh', 60';;\: 50% 40'10 30% 20',,, ... .. tfh,., Figure 3 -Numerous charting options are available without requiring: any programming. In this chart the mean appraised value per square foot is plotted February 2005 Tyler I Assessment &. Tax Division 25 . . . ias W orid Baseline Description City of Muskego, Wisconsin against the year built. The histogram provides the relative distribution of properties by year built. ~~':~G ~~~[Q]~~ + 11111111_ Figure 4 - Spatially Enabled Mapping. This map has been themeatic:ally rendered by sales ratio. The yellow shading represents neutral zone, properties wilth sales ratios close to 1.0. February 2005 Tyler I Assessment & Tax Division 26 ias W orid Baseline Description City of Muskego, Wisconsin . Data Items Value Value ITotal Value rmmumum____mmm.. m u_.._ . ISales Ratio Ilast Sale A~ount lL.,rt-saï;;ïï;rt-;----- Subject 012001 ;Heighbourhood : '00311 r.........m_mm......m..m_..~um_~~~i r-.....~.........._...._...._._-_........._......_-..- ,Grade 'ie (.u_u~..~u___.._m___! r--....-.................---..---..--., [Vear Built ; 11987 IT;;t~ïR;,~;;m I 1:---'- - " jDedrooms : 14 r-------------------------, ,-------------.-- IBathrooms _12 ~asement IIFUlL [H-;;ati,;--------------i ieENTRAC-;i------------ f...~~~.----~-...-.....--! r-v--------.-.........--- ,Building Square Feet i 11853 f......................__.........._..--~ui~-......----- IAcres 10.68 . Price: Net Adjustment: Adjusted Sale Price: Avg. Adj. Sale Price: ImI Value Sale L_JJ:iÜîoö] L:!}~JL11~,QQQJ Sale [~_m.Q,QQii] ~~,' e. $9,OQQf rjJ~iëíQól Sale [=~$i~Q:QQii] Ci?3.1..IL__:l8,5.D.Q! [=$1]ijQ~ ....... lIII\:m..mJm ~ Figure 5 - iasWorld Interactive Sales Comparabh~s Worksheet. Appraiser can make adjustments by entering values in the adjust grid. Alternatively the adjustments can be based on system coefficients. Field Work Efficiencies (iField) Not included as part of the City of Muskego agreement The field work efficiency functionality is a web-based management tool for property assessment and inspection projects, This cost effectively increases productivity by providing powerful tools for resource coordination, task assignment, work pack creation and project report generation. By bringing together the Internet, DBMS-based CAMA data, enhanced GIS functionality and advanced workflow technology, common processes are modernized and simplified by most property assessment and taxation agencies are modernized and simplified. The following features are included: Field Operations Management - Create Inspection Project Databases - Analyze Work Distribution (optional routing with GIS assistance) - Define Work Pack templates (Residential, Commercial, photo collection, New Construction, New Sales, Appeals) . February 2005 Tyler I Assessment & Tax Division 27 ias W odd Baseline Description City of Muskego, Wisconsin . - Auto create integrated Work Packs (printed, PDF or iField XML), - with PRC data, Maps, Sketch, Photos and Address Listing · Manage Resources & Assignments · Create Management Reports · Web Access for remote Work Pack Distribution · Integration with IAS database ~~I~][!J(Ij]~(Q)~ Sel."b AllParcels v + I . Figure 6 - Supervisors can more effectively load balance resources by vif:wing properties that require site visits. Workpacks can be either paper-based or digitally loaded onto a field device. When workpacks are loaded onto a field device, the system is designed to support the "sometimes connected" use:r. Where and when wireless internet access is available, field personnel can access and update the live database. In the event that wireless internet access is unavailable staff can continue their work because workpacks include all of the required information to work off-line. As internet access is restore, the application manages data replication and synchronization. . Handheld Device Interface (iField) Property Record Card (datalet format similar to iCare) Content Sensitive Data Entry (optimized for fast and accurate edits) iField and iasWorld Interface (XML/XSL work transactions) Vector-driven Sketch Support Online Connectivity - LAN or wireless (if coverage is available) Offline Support (local copy of data records) February 2005 Tyler I Assessment 6: Tax Division 28 . . . iasWorld Baseline Description City of Muskego, Wisconsin Figure 7 - Work packs downloaded to a handheld PDS can have photos, sketches and maps in addition to the CAMA data fields being captured in the field data collection process. February 2005 Tyler I Assessment & Tax Division 29 ias W odd Baseline Description City of Muskego, Wisconsin . Personal Property Purpose The Personal Property module provides for the receipt and processing of property returns from taxpayers, the computation of an assessed value, and in case of failure to report, a mechanism for forced valuation of the property. The personal property module also provides auditing features to assist users in verifying the reasonableness of a return. Reporting forms, the categorization of personal property for valuation (and sometimes assessment factoring) purposes, and administrative functions, such as forced audits, penalties for failure to file, etc., often vary by state. Various forms can be produced and select lists produced using Oracle tools such as Oracle Discoverer@. Personal Property General Description The on-line Personal Property System provides for the maintenance of personal property information, tax extension, and timely reporting. The system provides the following functions: . . . . . . . . . . . . . . . . . . . February 2005 Unlimited history to view values and tax history information by tax year and file year Unlimited alternate name indexing (aka, dba, etc.) Unlimited alternate identitìcation number indexing Unlimited location address indexing Optional Auto-assigning ofPP Account number with the ability to customize the assignment of account numbers by installation site Unlimited ownership and multiple ownership information Inquiry search screen for real or personal property records using user-defined codes that can be set up as State use codes or any other defined codes Account via OCR-A or bar coded documents Entry of account numbers for mass filing of non-filer entry using OCR-A or bar coded account numbers Reconciliation status summary screen to reflect preliminary and changed values and exemptions for any account/parcel during reconciliation Status of the account, review date, additional status flags, tax codes, and neighborhood codes Entry of new account records and database changes on a current year, ne:xt year, or back assessment record Unlimited access to add, insert, and/or modify comment maintenance on a detailed line basis On-demand or in batch reporting for a single account or entire file or sections of the file Bar Code scan of the Account number on the Tax Return Index search screen to find a personal property account by account number, location address, owner name, or alternate name, tax district, business name, NAICS code, etc. Integration from the iasWorld Real Property System to notify a personal property account of key activities, such as the removal of an exemption or sale of real property Tyler I Assessment & Tax Division 30 . . . ias W orId Baseline Description City of Muskego, Wisconsin In addition, the Personal Property system provides the following interfaces with the iasWorld Property Tax Engine base module: . Exemption Sub-System . Common Owner Table . Mortgage CodelMailing Number Table . Alternate Names Table . Alternate Identification Numbers Table . Alternate Addresses Table . User-Defined Field Table . Parcel Comment Table Account Maintenance The user can create an account and build account information pertinent to the business, such as filing date, business start date, federal ID number, business description, business type, industry code, social security number, fiscal dates, file by date, extension date, etc. Fifty user-defined fields available can be customized for the terminology of each site. There are also user-defined table codes set up for the computation of a value. Value Maintenance The Personal Property Value Maintenance screen allows the authorized user to enter detailed filings from tax returns. The detailed valuation screen supports the entry of appraisal information used in the valuation process, displaying all cost information and values associated with individual property records. The subsystem incorporates classes of detailed records that conform to State guidelines. The user can enter current and delinquent (back assessment) detail asset information that includes original cost value, taxpayer value, assessed value, year acquired, number of units, etc. The Personal Property Value Maintenance screen will calculate an appraised value amount using the rates/factors associated with the line item entered. The user can enter detailed personal property line items for regular items, manufactured homes entries, and CAMA dwellings/detail line items. A single line or a multi line entry is available. The multi line entry option only displays required enlry items to speed up entry of detail assets. Leased Information Leased equipment is entered as owned or leased equipment, thereby building a cross-reference file. Values can be assessed for special conditions. Users can maintain lease information, such as the lease name, lease account number, and leas~: assets by lessee and lessor. They also have the ability to maintain lease information for an account and cross-reference accounts for future value assessment/auditing. In addition to entry availability, the users can access a lease çross-reference inquiry screen for Lessee to Lessor relationship and Lessor to Lessee relationship for the user to view lessee/lessor information. OBY Interface CAMA OBY entries, total building value, selective dwelling values, additions, and other features can be pulled into the Personal Property system for residential and commercial properties. CAMA maintenance is accomplished before selecting CAMA entries for Personal Property assessment. The user has all the same OBY capabilities such as sketching, Property Record Cards, worksheets, and valuation, because the Personal Property module is a shared module with Real Property. February 2005 Tyler I Assessment & Tax Division 31 ias W orId Baseline Description City of Muskego, Wisconsin . Summary View of Values There is a summary view of values and taxes. Category and class (also known as sum line number) summarize values. A total value is displayed at the bottom ofthe screen, broken out by original, adjusted, and net for appraised, pollution control, filing penalty, omitted penalty, exempt, and assessed values and taxes. User-defined labels customize the terminology of each site. Penalty Calculations The subsystem has the ability to assess late filing penalty, non-filing penalty, and/or omitted penalty on applicable assets/accounts. The user can view the calculated penalty view on a detailed line basis. The user can calculate late filing, non-filing, and/or omitted penalty on-demand. (This module can automatically calculate these penalties upon committing the transaction, if desired, to eliminate the need to perform this on-demand function.) A batch program is also provided to calculate penalties. Calculated Values Values are calculated on a per line item basis. The Personal Property Value Maintenance screen uses the table rates previously established upon installation to calculate the appraised value. The user is given the option to use the calculated value or to override the value. If the user does not override the value, then the calculated value becomes the final appraised value for the line item. The system uses an unlimited amount of depreciation tables to finalize the RCNLD. IAS supports quality factors and asset types in determining what depreciation table to utilize. File Year . Personal Property filings will be entered per file year. Taxes can automatically be calculated upon committing the transaction or pressing the calculation button. Tax rates used are based on the tax district on the account and file year entered. The file year will indicate whether this is a current filing (where the effective tax year equals the file for year) or is a back / prior years assessment filing. Current filings are identified as tax returns filed in the current assessment year for the current year. Back/prior assessments are identified as tax returns filed in the current year for a prior year(s). The Personal Property Value Maintenance screen will use the appropriate valuation and tax rate tables for the effective file year entered. Interface with Assessment Administration Module The Personal Property Value Maintenance screen uses the alternate identification and alternate name standard modules. Alternate name and alternate ID options exist on the drop-down menu available for entry/query at any time in all screens in Personal Property. This approach can be referred to as a browse concept. These options would typically be entered in the Personal Property Account Maintenance screen and utilized in the Personal Property Value Maintenance screen to query an account by either or both of these browse fields. Alternate IDs can be established on any number that is determined relevant to be queried on at a later time. Alternate names are owner names DBA, AKA, FKA, etc., and can be queried by selecting the appropriate button and entering the name to be queried. A copy function is provided within the AA module to copy personal property detail line items for a prior tax year into the current tax year. This feature exists in the copy maintenance module. Once records have been copied or inserted into the Personal Property Value Maintenance screen, the user can assess the records as any other personal property assessment for the current tax year using the Personal Property Value Maintenance screen. . February 2005 Tyler I Assessment ft Tax Division 32 ias W odd Baseline Description City of Muskego, Wisconsin . Vehicle Maintenance The user can perform the valuation of automobiles or motorcycles and validation between mileage with respect to the zone, and/or location upon entry based on the database information. Personal Property Data Management The Personal Property module provid~:s a complete database of detail asset characteristics and owner information. Here is a partial list: Detailed Information . Asset ill . Description . Type . Category . Note Code . Year Acquired . Number of Units . Calculation Method . Schedule . Trend Factor . Taxpayer Value . Original Cost Value . Assessed Value . . RCNValue Owner Information . Neighborhood . Tax District . Owner Name . DBA Name . Property Location . City/State/Zip . Total Number of Owners . Owner Type Code . Owner Link · Agent Code . Martial Status . February 2005 Tyler I Assessment & Tax Division 33 iasWorld Baseline Description City of Muskego, Wisconsin . Account Information . NAIC . SIC Code . Use Code . Business Type . Description Type . File Extension Date . File Extension Number . File Date . File Code . Lien Code . Lien Number . Personal Property Reports Alpha List - This report is generated in owner sequence displaying Account ill associated with the name and tax district. Select Parcel List - This report can be generated for a selected parcel listing of account information for general purposes selected by parcel number, neighborhood, or zone. Non-Filer Report - This report contains a list of non-filers by fieldref and account type. Field Location Index - This report generates a field location report selected by parcell number, neighborhood, or zone. Business Worksheet - This report generates a personal property worksheet for regular business accounts containing ownership information and valuation detail by selected parcel numbers, neighborhoods, or zones. . Leased Equipment Worksheet - This report is a personal property worksheet for leasl~ accounts containing ownership information and valuation detail by selected parcel numbers, neighborhoods, or zones. Batch Cost Report - This report provides the user with a list of accounts comparing their current and previous year assess values. Value Change Report - This report identifies the updated value changes for a selected period of time. Certificate of Corrections - This repOIt prints a State-approved certificate of correction form utilizing the on-demand function. The user also has the ability to generate and pass a correction and note to a previous year record through a screen. Omit Letter - The system will generate an Omitted Letter if the filer has personal property assets that are omitted. Mailing Labels - The system will generate mailing labels for the requested classification of parcel type. Personal Property Tax Return - The system generates a rl~port that is customized by the installation site and conforms to State guidelines. End of Year "Rol/over" - This report rolls over personal property accounts. This report will also roll over tables from modules that are interfaced with the personal property module, such as: Owner, Alternate and Multiple Owners, LegaL, Mailing Address, and Assessment. Personal Property Batch Cost - This report gives the user the ability to batch cost all assets or selected assets based on parcel number ranges, account type, fieldref code, neighborhoods, or zones. Non-Filer Update - This report is a batch update that calculates non-filer filer accounts. February 2005 Tyler I Assessment & Tax Division 34 . . . ias W orId Baseline Description City of Muskego, Wisconsin Penalty Update - This report gives the user the ability to calculate penalties for accounts based on a parcel number range, account type, and/or penalty type. It also gives the option to reo-calculate accounts that already had a penalty applied. Cost Schedule Rollover - This report creates appraisal records to be used in calculating values. Batch Deactivation - This report gives the user access to deactivate or reactive accounts in the personal property sub-module selected assets based on parcel number and account range by rolltype. Taxpayer Correspondence Management (iRespond) (Licensing also included with Inquiry & Appeals Tracking module) Not included as part of the City of Muskego agreement The Taxpayer Correspondence Management Functionality provides a messaging framework to manage customer correspondence and workflow task assignments Configuration flexibility allows for the management of general email correspondence and/or support specific business process with event driven notification and task queuing. Incoming Mail Filter by: c;- all r pending r ð:ssïgned r repJied r t'E:jected -~ ,170: John Miller ----..--f. Poss~~S_o_ry_~~~e~':'AS_f...____._________._~____:..... ___~... !.1!02/2003.+RePI~~I_I-8." , 171 I Richard Stevens .r~g~~stlon or comment i Real ProperW I Residenliı,l, ,11/02/2003 I Replie,j 1 ., l iiiilïïobsïokes'.. fË:xempïiOI'l:IÄSworlci..IRea!PropertY ..... ,I Triël'larci. fiïiöiiiöö3IRe]eël,ici.I.......! '-~3T~nn Whittle --------Ir~g~~sïiıñ-or comm~: Real pro~~;-- i ResidenMI richard í;1/02/2003-jAssign;;;-il .......-.....1.........--.....-.-................-..---.-....-.... ,-....--------------..------- --.--..-----1-----.-..------------ -.-..------- ..- _', .-----.-..-----[-...-------- -,. ---- p. '. 174 John Smith 1 Question orcomment '11/02/2003 I Replied I f 1 ,regar I " " f 1751 cp - -.-!ExempÙon.. IAS World' Real Proper'iY-T Residenti,,1 I richard fï2/02/2003 -rASSigñ~l-i..1 cw-:-::;::_:;__rm:m__um .. ~,u;;,~___....m_........_..........;..:-:..:'.;.................r. =......--;....:....~....-:~----f-_.:.;..-~~.....::...-:........ ...' .....:...:'...-.....-:..--...'m-:-:."-:^_-:.~-r.":.-..-7^-.'-;-_~,.~mm_L.::J IDY From" Subject lIioislon Unit AS$lgned Receioed Stat .... _;;#IlII1>i1:J;..I~ Managers can review incoming correspondence and assign items to resources or busllness units for research and reply. Correspondence is consolidated in a single view that is filtered to present items by action status (pending, assigned, replied, rejected). Implicit record locking ensures that two or more people cannot work on the same item at once. Included in this functionality are reply templates that allow common inquiries to be answered quickly and consistently. Organizations can author sanctioned responses to common queries that are made available to staff when composing replies. After selecting from a menu of sanctioned responses the email content is automatically drafted. This content can then be sent as is or edited to tailor to the specifics of the inquiry. Mechanisms to log, respond to, and report on events regarding property assl~ssment accounts are also included with this set of functionality. These events, or incidents, can be initiated over-the-counter, by phone, or via the website by property owners, other government agencies, or assessment department processes. February 2005 Tyler I Assessment & Tax Division 35 . . . ias W orId Baseline Description City of Muskego, Wisconsin AssignJRespond To Email To: IForsythe@ascoma.ca Istaylor@iasworld.com From: cc: Subject: IExemption Dear l-lr Jeffrey Forsyt.he, Thank you for takIng the time to share your comments. It. may be helpful to know how sales informat.ion is posted on the web site. - ~~II_- record in t.he Àssessment Office, not because yc provided informat:con in a dat:a verific:at:ion mai 2 i Proposition 13 .. . i 3 i Correction Request Some sales are not. lncluded In t:he sales hIe J::r4-rc tF. dR d ----- ot spec ial condi t ~ons: tax claim !lale! ~, !lher itt im..m..m..i........~~.~.~.~mm..!.~.:.._.._mecor sales bet.ween famlly member or for no considers ~i Site Usability 6 i Sales Data Inquiry , Ti Tax8ill i ,g_.. 'Pısitivë-Feiëëitïack----- The sales information listed on the web sit.e cc directly from the countY.3 Assessment Office files. If your sa:,e is 1 ist.ed, it. is because Response Tem - Taxpayer Correspondence Management delivers exceptional productivity gains and !increased customer service by integrating data, processes and messaging in a single, easy to use, web based framework February 2005 Tyler I Assessment & Tax Division 36 ias W odd Baseline Description City of Muskego, Wisconsin . Assessment Administration Purpose The Assessment Administration module is the only required module for an iasWorld installation. The purpose of this module is to allow the user to maintain owner, legal and transfer information. This information can be maintained through transfer processing, split processing, and combination processing. AA also contains summary valuation information from CAMA and Personal Property. The information from the Assessment Administration system is carried into the Tax Extension module and used for tax calculation and roll certification. Assessment Administration General Description The Administration Assessment module ofthe Property Tax Engine provides the following features to perform clerical tasks quicker and more accurately. Inquiry Indexes Inquiry Indexes references the desired information when the Parcel ill is not known. Some examples include: owner name, property address, appraisal ill, and relationship between Real and Personal Property Accounts. Standardized Names and Addresses . Allows the user to establish a single name and address to 'be referenced for each owner, use value, homestead, and mailing name. This approach reduces the amount of data stored and standardizes owner information. Zip Code Table This feature allows the data entry operator to enter a five or nine digit zip code. The system will re- display the correct city and state from the standard zip code table. Multi-Year Assessment and Collection Data Maintenance Allows data to be entered at the time the activity occurs, regardless of the stage in the particular assessment cycle. Unlimited years of data can be stored in the Assessment history screen. LANDISC Interface This option can provide a real-time, on-line interface with the digital image (picture) of the property tied to the detailed property characteristics. On-Line Audit Trail . The system can keep a historical reference of all changes by user ill and maintenance date on selected screens. The on-line audit provides an easy visual check of the changes made to the property. Unlimited Ownership Name and Address The Assessment Administration module has the ability to store a complete detail history of ownership names, addresses, and sales history for an unlimited number of years. The only requirement is the amount of physical disk space that the system has available. The ownership screen displays owner name, percentage of ownership, exemption status, and social security number per owner. Status Review Screen The Assessment Administration module has the ability to display the most current status of a parcel at any given time. February 2005 Tyler I Assessment & Tax Division 37 . . . ias W odd Baseline Description City of Muskego, Wisconsin Unlimited Property Addresses The system stores unlimited property location for both real and personal properties. The user can logically link the situs address to each line of data in the database fì~om any iasWorld screen. Assessment Administration Data Management The major components of the system can be divided into the following segments. Real Estate Split Tracking Real Estate Split Tracking provides for a streamlined method for dividing real estate property. Here is how it works: The original parcel number is entered mto the split tracking system with the split number, tax year and all new parcel IDs created as a result of the split. New data for the legal description and name/address can also be entered at the same time. Parcel value has a proration option available for valuation and special assessments. The system will balance the acres to verify that total new acreage equals old acreage" Real Estate Combination Tracking The Combination Tracking feature allows for an efficient method of combining multiple properties. The combined parcel number, new legal description, combination number, acres, and old parcels are entered into the combination tracking system. The system will deactivate the old parcel numbers, providing an efficient means of tracking combined parcels. Real Estate Transfer Tracking The Real Estate Transfer Tracking feature provides a history of all transfers on-line with ownership, sales data, and note sections available. Exemption Processing The AA module can maintain the exemption status of a property. Unlimited Legal Description The AA Module can store and print the entire unlimited kgal description and pass this data to other Property Tax Engine Modules. Users have the ability to h:ighlight, cut, paste, search, and replace legal descriptions. Additional fields that are available include subdivision name, plat book and page, block, unit, phase, etc. Users can define as many fields as necessary to meet their needs. Annual Rollover Annual Rollover in iasWorld can be implemented per module. Site-specific business rules can be applied to meet any special requirements. For example, some Jurisdictions determined that they would like to rollover deactivated records; other sites do not want this fì~ature. The Assessment Administration module provides for the valuation of land enrolled in preferential assessment programs. Land valuation is based on Use (pasture, tillable, etc.) and soa (actual soil or soil class). User-definable rate tables are then set up for each Use/Soil entry as appropriate. Different yield rates then can be applied based on year planted. iasWorld's Property Tax Engine allows for land line assignment of acreage by soil type. Override adjustments can be made at the line level. The system also provides for the recoupment of taxes if land is taken out of the preferential treatment program. February 2005 38 Tyler I Assessment & Tax Division . . . ias W odd Baseline Description City of Muskego, Wisconsin Assessment Administration Reports Valuation Totals - The Valuation Totals report contains District and County totals for land, building, acreage and parcel count by classification. Abstract of Real Property - The system provides detailed information for preparing the Abstract of Real Property. District and grand totals are a summary of the value changes by reason code or by state specific code. Abstract of Values of Land Taxed According to Specified Use Value - The system provides detail ag /land use information to generate the values needed for this report. Abstract of Exempted Real Property - The system provides the values to produce an abstract of exempted property. Classification List - The system will generate a report based on property classification. Example: Exempt, Gas, Oil, Public Utility, etc. The list contains Parcel ill, Owner Name and Address, Legal Description, Acres, Range-tract-section, Appraised, and Assessed Values. Alpha Cross-Reference List - This report is generated in owner sequence displaying the Parcel ill associated with the name. Mailing List - This report is generated in mailing name sequence displaying Parcel ID, Mailing Name, Mailing Address, and Loan (Mortgage Lender) Number. Alpha Legal Cross-Reference - This n:port is generated in owner sequence displaying Owner Name, Parcel ill, Legal Description, and Acreage. Detail Mailing List - This detail report prints in mailing sequence and displays Parcel ill, Owner Name, Mailing Name/Address, Legal Description, Loan Number, and Date of Mailing Change. Transfer List - The system generates a report of all transters. It contains Old Owner, New Owner, Legal Description, Appraised Values, Class, Acres, Transfer Number, and Parcel ill. Land Use Code Listing - This report contains Parcel ID, Owner Name, Classification, and Land Use Code. Neighborhood Code Listing - This report cross references Appraisal ill, Parcel ill, and Neighborhood Code. Partial Value Listing - The system generates a report of new construction parcels that are only partially completed. It contains Parcel ill and Appraisal ill. Appraisal Identification Listing - This report is generated in Parcel ill order containing Parcel ill, Appraisal ill, and Owner Name. Owner Code Listing - This report prints the Owner code and the associated name and address. It may be printed in Name or Owner Code sequence. Zip Code Listing - This report identifies all zip codes used in the county and is used to maintain consistent zip codes county-wide. The owner/mailing addresses use the zip code field to display the City/State. This eliminates the need to encode City/State manually on every parcel. Homestead Listing - This report reflects all parcels that currently have a homestead lexemption reduction. Valuation Post Cards - The system will generate a Revaluation Notice Post Card. Cards may be printed for all reappraisal changes, new construction changes, or all value changes. Labels - A generic label program is available that will print mailing labels for the requested classification or range of parcels. February 2005 39 Tyler I Assessment & Tax Division . . . ias W mid Baseline Description City of Muskego, Wisconsin Parcel Value List - This program accepts a range of par cds and generates a report containing Parcel ill, Class, and Appraised Values. Denial Notices - The standard Department of Revenue denial notice is provided in a batch mode. User has the ability to store the detail reasons for the denial in the Exemption database. Homestead, Total Exemption and Ag Receipt Cards - ASCII flat file is produced that can be used for large volume printing of these state mandated forms. Some sites prefer to print these forms on large volume Mainframe printers. Files can be adapted to meet local requirements. Homestead Field Review Documents -- Exemption field review documents are available for all Homestead Parcels. End User can flag parcel as a problem account and field-tracking document will be generated. Homestead Letters - The Assessment Administration module provides a wide varie~y of letters available for tracking exemptions, deleting of exemptions, and retum mail, to just mention a few options. Web Services Framework (iEnable) Not included as part of the City of Muskego agreement This is the core enterprise services framework that provides the common services required and shared by all iasWorld applications. The framework is based on modem XML, UDDI and SOAP industry standards. iEnable has been designed to easily scale from a single server implementation to highly distributed configurations. Smaller jurisdictions can implement cost effective, easily maintained sites using a single server. Larger jurisdictions, or those with high volume service, can be deployed over two, three or more servers. Key features include: Open XML Standards based Architecture Optimized XML transactions with IAS Secure Log-on Services Role Management Role Definition & Assignment User Account Management User Group Definition Subscription Service Support Site Management Page Content/Proofing Page Upload POP Upload Template Configuration Multilingual Support In-line Editing of Web Pages February 2005 40 Tyler I Assessment Ii Tax Division . . . ias W odd Baseline Description City of Muskego, Wisconsin List Management Save Queries Save Search Results Import Lists Export Lists Manage Lists Share Lists Protect Lists The application flexibility allows source GIS events to spawn work queues for iasWorld transaction commits ensuring that updates are validated against all business rules at the database level. In turn, source Property Tax Engine transactions can spawn work queues for GIS transactions and, where possible, apply automated updates to GIS attribute data. Furthermore, fOlms can be customized to integrate Property Tax Engine updates with GIS updates for platforms supporting interoperablity such as GeoMedia and ArcGIS. Web-based User Interface (iMaintain) Not included as part of the City of Muskego agreement The web-based user interface is a collection of master work transaction (super transactions) templates and related web forms that provide users with a web based us~:r interface (VI) to the IAS database engine. These web forms and related work transactions are designed to streamline common work processing by allowing end users to consolidate information from many different sources (multiple tables/records/fields within iasWorld, external GIS, property photos, etc) into One transaction VI based on web interface standards. A Set of Master transaction templates for commOn processes such as: - owner transfer process - sales transaction process - exemption process - parcel maintenance process, - customer inquiry process February 2005 Tyler I Assessment & Tax Division 41 . . . ias W orId Baseline Description City of Muskego, Wisconsin New OOWfUn U",ne: 1;:;lt^11-:'EGIt 1'::' '.r:HA,EL ': & ~4. O\l\lfl'Uf Code. StiR!!: Ill" City. r--3 SðI-es llllÞi!: IT" OtleslMlltililre: I t'lWlmr Le<<er: ,- Ins1r IllVe: TI dftsler "'; Source: rï Vllìlldlly; 1~1;~UIll JEll Figure 8 - An example of a user customizable form used in capturing new sale information. Public Access (iCare) Not included as part of the City of Muskego agreement The Public Access application functionality provides assessment and tax agencies with an advanced web application to exchange data with the general public and commercial interests over the Internet and/or a public service kiosk. This application can also be accessed via virtual private networks (VPN) to provide secure access to data and to interface other agency business processes. The following features are included: Data Access - Static HTML Content - Dynamic RDBMS (real property, personal) - Sketch Rendering - Integrated, Dynamic Mapping - Property Photo Images - Reports (PRC, Sales, Comparables, Mail Lists) - User managed Site configuration Search Criteria - Property ID February 2005 Tyler I Assessment & Tax Division 42 . . . ias W odd Baseline Description City of Muskego, Wisconsin - Property Address - OwnerName - User-defined Criteria (build your own queries) - Sales Range Comparables - User defined Lists based on selections - Interactive Map Navigation and Selections Sales Search Criteria (.' Street Iwoodville (' NbM. Sale Amount 1100,000 SqU.11"'e Feet I LOOO if of Stories I .:.I I Suffíx..:d I Dir .:J Region fAil 31 to 1200,000 iII' Sale Date I Last 3 Year ~ 2,000 '3 Bldg.Style [Ail .d to 1 "3 'I'm.1' BuUt ~~TO I il .:i .:.I I Search I Search for SalesCriteria woodville Pa,rcel 10 Address 2210 WOODVillE .. 2120 WOODVillE ,. 2124 WOODVillE '" 2216 WOODVillE 1842 WOODVillE ... 1784 WOODVillE " 1461 WOOOVlllE . 1429 'WOODVillE " 23QO WOOOVlllE d' 1472 WOODVillE.. 1354 WOODVillE d 130Q WOODVillE, Results 1.12 of12 Sale Date Sale Amount 15-~IOV-99 08-MAY.00 24-SEP.01 26-JUl-01 06.APR.01 26.SEP.O'1 04-APR.00 17-NQV.OO 25.APR.01 01.AUQ.Q1 29-DEC.Q9 21.AU<4.00 103500 lCiOOOO 117000 '12'0000 13'5000 'l!i17000 122700 '12'0000 12'7900 1C15000 1(Ji7500 111000 r '112207,8,271 r 1122D7P,276 p ,122(17 A2é:5, r 1122070120 r ,12208E112 P 112209C176 r,12209C1. 80 r112211C1S4 , P11. 4:$;:20013 r':, e24030085, r " 62403ti440 Results Page (1) ~~~~ ~ ~!l'$~t oIlí1'ts' Eal.it.121~~IJIm;f;:. Seh~ct pelge all Select all De$e!lect pðge ~ Deselect all View Seillcted - Map ~il1l~~~~~;!;: Save New Lí.S'! ,A,ppel'ld to ust !)eleie horn Lís1 Buffer New liS'! ~t1-:!t1~ PAC RepColl CSV Export a .. Figure 9 - Public access users and/or subscribers Ican be offered sophistic:ated data retrieval tools over the Internet. Electronic Document Management Integration (IDoc) Not included as part of the City of Muskego agreement Enabling Electronic Document Management System (EDMS) integration with iasWorld, this functionality provides a generic interface to third party EDMS systems such as Microsoft SharePoint Portal server. It also allows documents to be saved to and retrieved from the EDMS using the parcel ill as the key. For customers who do not wish to use a third-party EDMS implementation, iasWorld provides an optional extension to support storing of documents into the same database storage used by February 2005 Tyler I Assessment ft Tax Division 43 ias World Baseline Description City of Muskego, Wisconsin . iasWorld's Property Tax Engine. In this case, available documents for a particular parcel ill are listed on a property data page as part of the parcel details web page display. . Tax Billing & Collection Module Not included as part of the City of Muskego agreement Purpose The core purpose of the Tax Billing and Collection Module is to extend, collect, and distribute property taxes and all related charges. In this module, property taxes and secondary charges are extended (calculated) based on rates maintained in the system and property valuation maintained in the Assessment Administration Module. This calculatlon can occur by means of a batch process or through on-line processing. After extension, the calculated tax amounts are available for collection. The Tax Billing & Collection Module accepts a number of different means by which payments may be posted. Payments can be directly posted to parcels through the use of on-line payment processing screens, or payments can be accepted through third party cashier applications. Additionally, the Tax Billing & Collection module accepts payments from a number of mass payment processes such as Lock Box payments and Mortgage Company payments. Once payments have been accepted, the Property Tax Engine allows for the organization and distribution of the payment funds received and allocates these funds to the taxing authorities. This process is referred to as Tax Settlement and Disbursement processing, in iasWorld. Tax Billing and Collection General Description Tax Rates The organization and maintenance of tax rates are a key component of the tax extension process. The Tax Billing & Collection module allows the user to maintain a variety of rate structures. Rate structures such as single jurisdiction, multiple jurisdictions, and multiple value class rates may all be;:: processed in the tax rate arrangement of this module. Tax Extension The term Tax Extension in the Tax Billing & Collection module refers the calculation of original taxes and related charges for a given collection period. This module provides for an automated calculation and posting process of both fixed-and percentage-based charg'~s. Automated posting may take place at user- defined intervals, such as at time of payment posting, at time of original charge calculation, and on a fixed monthly basis. The tax and fee definitions define the various types of fees, penalties, discounts, and interest used in the automated posting. Production of Tax Bills . The production of tax bills is a direct result of the Tax Extension process in the Tax Billing and Collection module. Tax bills can be generated in real tiilll~ for printing on an as-needed basis or processed in batch mode for mass distribution to tax payers. Generally, individual tax bills are unique to each installed site and must adhere to legislated standards. As a result, routines that generate these custom on- line and off-line bills are created and maintained for the production of tax bills. Tax Adjustments Performing adjustments to tax charges due to value changes, fee adjustments, rate changes, and other requirements that impact tax charges is a primary role of the Tax Billing and Collection module. The module provides the means by which a variety of these adjustments may be performed both automatically February 2005 Tyler I Assessment & Tax Division 44 . . . ias W odd Baseline Description City of Muskego, Wisconsin and manually in the system. The tax adjustment process allows for the reversal and redistribution of tax payments based on adjustments. Payment Processing Payment processing in the Tax Billing and Collection module provides for a cash receipting system that facilitates the posting of payments to outstanding tax charges. This system provides a number of reports that allow for the daily balancing of collections with postt:d amounts, in addition to refunds and pretax payments. Additional solutions to collecting taxes are also provided in payment processing: . Cashier Interface - The system provides an interface that may be utilized with various front-end cash receipting systems. This allows for a single cashier system from which all over the counter cash receipting can be accomplished (i.e., tax collection, licenses, parking fees, etc). . Mortgage Tape Payments - Payments initialized and received through mortgage company agencies are processed through the batch payment processing function of the Tax Billing & Collection module. Tax bills may be generated through electronic media and sent to the specific mortgage companies or to a specified tax service agency. Mortgage company and tax service agency payments can also be received and processed through batch payment processing. . Lock Box Payments - Payment processing provides the option to process electronically transmitted payments received through the lock box of a bank. . Other Batch Payments Processes - The payment processing function of the Tax Billing and Collection module allows for payment processing through additional batch means such as Authorized Charges (ACH) processing. Refund Processing The payment processing functions of the Tax Billing and Collection module allow for the collection and issuance of refunds in overpayment situations. Refunds are automatically generated and maintained as overpayments are processed. Pretax Processing Pretax processing is an additional feature of payment processing in the Tax Billing and Collection module. Pretax processing allows for the collection of funds for later application to future outstanding tax charges. The funds are placed in a holding area in the module where they remain until future taxes are extended and available for payment. Special Assessments The Tax Billing and Collection module provides a subsystem for the establishment and maintenance of multi-year property-based special assessments. These special assessments are integrated with all functional areas of the module and can be applied to any property with which taxes are to be calculated. The special assessment subsystem can accommodate multiple types of special assessment calculations such as: . Calculated using millage rates applied to assessed values. . Manually entered by the user for a billing cycle. . Amortized over a number of billing periods. . Single Flat tax amounts applicable to all parcels. . Fire district assessments based on a specified unit type such as per lot, per acre, and per square foot under roof. February 2005 Tyler I Assessment & Tax Division 45 . . . ias W orId Baseline Description City of Muskego, Wisconsin Tax Settlement and Disbursements The Tax Settlement and Disbursements function provides for the periodic reconciliation of funds collected and available for disbmsement to the various taxing entities. This reconciliation takes into consideration tax credits that are to be reimbursed to the jurisdiction from other governmental agencies. Tax Settlement and Disbursement frequencies vary from one jurisdiction to another, i.e., daily, monthly, quarterly, etc. The Disbursement/Settlement Scheduler allows for the definition of the frequency and level of settlement required and needed in disbursement reports. The Tax Billing & Collection module uses Disbursement/Settlement Modifiers to allow the user to define percentage reallocations of monies appropriated fì)f disbursement. Settlement extract procedures extract Tax Settlement Detail records from the database and summarize this information based upon the parameters outlined in the Disbursement/Settlement Scheduler table and Disburseme:nt/Settlement Modifier table specifications. The summarized infonnation is then stored in the database for subsequent mqUlry purposes. The system also permits interfacing with various financial packages allowing for distribution information to be processed through the General Ledger or Accounts Receivable and Payable when necessary. February 2005 Tyler I Assessment & Tax Division 46 ias W orId Baseline Description City of Muskego, Wisconsin . . . February 2005 Figure 10: Tax Billing and Collection Data Flow Tyler I Assessment & Tax Division 47 . . . ias W orId Baseline Description City of Muskego, Wisconsin Tax Billing and Collection Related Reports Project Table List - This report prints all projects and contains Project Name, Calculation Code, Factor, Mills, County Fee, Assessment Type, Years Beginning and Ending, Delete Flag, Ditch Amount, Interest, Bond Date, Months and Ordinance Number. Special Assessment Listing - This report is generated by parcel number within project and contains all charges for the selected tax year. Amortization Total List - This report may be generated by Project or Parcel ill and contains Project Number, Charge, Interest, Interest Remaining, Principal, Remaining Principal and Pay Off. Special Assessment Tax Abstract - A Tax Abstract of all 5pecial assessment charges with the Jurisdiction's fees applied in a project listing. Special Assessment Data Transfer - The Tax Administration module provides the capability to interface with tape or floppy disk data from taxing Jurisdictions. Electronic Payment (iPay) Not included as part of the City of Muskego agreement A generic web based payment processing engine is integrated into specific iasWorld applications that require payment processing. For example, Public Access incorporates this module for real estate property tax payments. This integrates leading 3rd party VISA and eCheck processing vendors, including secure real-time funds transfer and on-demand reconciliation reporting. It also provides real-time transaction tracking ill's for users to verify that their payments when: received and authorized. Electronic Payments (iPay) - ACH / eCheck - Credit Card - Subscriptions Service February 2005 Tyler I Assessment & Tax Division 48 ias W orId Baseline Description City of Muskego, Wisconsin . Inquiry & Appeals Tracking Not included as part of the City of Muskego agreement Purpose The Inquiry & Appeals Tracking Module is used to manage the appeals process from informal filings through formal or judicial appeals. This includes scheduhng hearings, assigning hearing officers, preparing supporting documentation for each hearing and sending results letters to the taxpayer. Inquiry & Appeals Tracking General Description Scheduling Hearings The user can define any type of hearing appropriate to the Jurisdiction. The user specifies the order of the hearings, time limits for filing, appointment duration, and time allowed for resolution. This module allows for the scheduling of any type of hearing via telephone, at the counter or by written request. It matches the requests for hearings with the availability of hearing boards. In the instance where multiple parcels are involved, a case number can be assigned to treat the group of parcels as one entity. Hearing Boards Any number of "Hearing Boards" can be designated. Their makeup can be designed by name or position. Their availability, including breaks, can be factored into the scheduling process. . Taxpayers Taxpayers can represent themselves at the hearing or can be represented by Tax Representatives. Taxpayer information is drawn from the Property Tax Engine database. Additionally, Tax Representative information can be stored, including agent name, firm name and address, as well as their contact information. Integration with Appraisal Data As appointments are conducted, the Hearing Boards have access to all supporting documentation regarding the case in question. This provides a "when needed" level of information support to the hearing process. Once decisions are made, value and data changes can be posted back to the CAMA and Assessment Administration modules. Inquiry & Appeals Tracking Data Management A partial list of data managed by this module includes: . . Hearing type . Date filed . Appointment type . Appointment date and time . Taxpayer opinion of value . Decision date and reason . Names and titles of Board Members February 2005 Tyler I Assessment & Tax Division 49 . . . ias W arId Baseline Description City of Muskego, Wisconsin . Name of appraiser representing the Jurisdiction . Name of taxpayer attorney or representative . Free format notes . Additional user-defined fields Inquiry & Appeals Tracking Related Reports The major reports of the Inquiry & Appeals Tracking Module include: . Hearing schedules by Board . Supporting appraisal documentation for the h'~aring . Change Notices to Taxpayers . Jurisdiction-specific results letters Taxpayer Correspondence Management (iRespond) (Licensing also included with Personal Property module) Not included as part of the City of Muskego agreement The Taxpayer Correspondence Management Functionality provides a messaging framework to manage customer correspondence and workflow task assignments.. Configuration flexibility allows for the management of general email correspondence and/or support specific business process with event driven notification and task queuing. Incoming; Mail Filter by: c;- all r pending r assigned r replied r rejected -~ _l!~_~~.o_h~!,!~~~ _____ i~~~~~~~oo;~~~~~~ts...' 1___________,_____:_1110212003 ~.Ii~~~-~ i 171 ! Richard Stevens _.. .... ire~ar_ _. .. i Real Property ! Residenlial '11/0212003 ! Replied I " ! i1f?I~~~~ï~~~ . ____, Exem~l~on_:..!~~~!I~___.l Real!,r.o~er.tL liai iiiÏ:haid 1110212003 . iRejeëïëdT ~~~::"::~ .~.... .:~{~;:;;.~:;:~~T"'"'"'''' I "'"'.+:~=f::;;~I-=F l_ir~Tëi-::.:i::.ii::-i==::.=:::.ir-~~I!l~!i~~..~ ~AS v?orïd~~:~~~aL~perty --~esid-ëñ~11 _W'~rd-Q~/~~/~~~~ C ASS~!~~::'C==l::1 10.. From. Subject Division Unit Assigned Received St IBI _.~~:U~ Managers can review incoming correspondence and assign items to resources or business units for research and reply. Correspondence is consolidated in a single view that is filtered to present items by action status (pending, assigned, replie:d, rejected). Implicit record locking ensures that two or more people cannot work on the same item at once. Included in this functionality are reply templates that allow common inquiries to be answered quickly and consistently. Organizations can author sanctioned responses to common queries that are made available to staff when composing replies. After selecting from a menu of sanctioned respons'es the email content is automatically drafted. This content can then be sent as is or edited to tailor to the specifics of the inquiry. Mechanisms to log, respond to, and report on eVI~nts regarding property assessment accounts are also included with this set of functionality. These events, or incidents, can be initiatl~d over-the-counter, February 2005 Tyler I Assessment ft Tax Division 50 . . . ias W odd Baseline Description City of Muskego, Wisconsin by phone, or via the website by property owners, other government agencies, or assessment department processes. AssigwRespond To Email To: IForsythe@ascoma.ca Istaylor@iasworld.com From: cc: Subject: IExemption Dear Mr Jeffrey FClrsYl:he, Thank you for takj.ng the time to 5harl~ your co:mrnents. 1l: may be helpful l:Cl kno~ ho~ sales informal:ion is posl:ed on l:he ~eb sil:e. The sales informatcion liSl:ed on l:he ~eb sil:e cc _ ~~~:~~lif f~~~r l:::l~o~~ti~:t~~~e~~m~~\~;;~~: ~~ a__ record in the Assessment Office, not :because yc :1TPflVaCY concems----I provided informatlon in a data verification mai I 2 ! Proposition 13 . .. . iJ--rcorrection Request i Some sales are not: 1ncluded 1n the sales f1le l: r.-r-.----;---------..-.--1 ot spec ial condit :.ons: l:e.x claim sal.. s, sher ift i4.:Ç~~r1~!.~ln.dF~~.c.~r~ . sales bet ween fam:.ly member or for no considers L-~___L Site Usability I i 6 Sales Data Inquiry lJ.......I~!<_ê.~__.__......_._. 8 . Positive Feedback . Response Tern Ilm:m!III Taxpayer Correspondence Management delivers exceptional productivity gains and increased customer service by integrating data, processes and messaging in a single, easy to use, web based framework February 2005 Tyler I Assessment &. Tax Division 51 ias W odd Baseline Description City of Muskego, Wisconsin . Delinquent Tax Not included as part of the City of Muskego agreement Purpose The Delinquent Tax module allows the user to administer delinquent accounts. The following features are included in Delinquent Tax: . Initiate a qualifying parcel on a delinquent contract program. . Monitor the payment process of the delinquent plan. . Calculate and apply unapplied penalty and interest charges to selected parcels upon contract default. . Query all delinquent information. . Generate delinquent coupons and tax billings for delinquent plans. . Record delinquent parcels qualifying for bankruptcy. . Record delinquent parcels in foreclosure. Delinquent Payment General Description Payment Contract Inquiry Payment Contract Inquiry provides the user with an inquiry view of the Contract Plan Maintenance screen. . Payment Contract Inquiry by Parcel Payment Contract Inquiry by Parcel lets the user query a parcel and view all contract plans throughout the history of the parcel. Unapplied Payment Contract Interest Inquiry An Unapplied Payment Contract Interest Inquiry allows a view of any of the various unapplied interest information for a particular parcel. Payment Contract Plan Maintenance The Payment Contract Plan Maintenance allows the set-up or modification of a single or multiple parcel payment contract plan through which a property owner can pay an otherwise unmanageable delinquency. Features of the Payment Contract Plan Maintenance include: . Single or multiple parcel plans . System-generated contract number . Automatic delinquent payment information and mailing information pulled in from the current tax information in the Tax screens . Cycle or monthly payment installment setup . Automatic installment amount calculation considering first month's payment . Letter and/or coupon on-demand creation or batch mode . View of ownership and location address . Phone numbers . . General notes . User-maintained default date February 2005 Tyler I Assessment & Tax Division 52 iasWorld Baseline Description City of Muskego, Wisconsin . . Full history of plan Certified Delinquent Maintenance Certified Delinquent Maintenance allows the user to track certified delinquent parcels. Parcels are certified after being unpaid at the conclusion of the current tax year. Certification is done automatically as part of the end-of-year tax and mailing rollover. After all delinquencies have been paid in full, the certified delinquent year is removed. Bankruptcy Maintenance The Bankruptcy Maintenance provides the user with the ability to add and modify parcels on bankruptcy. Maintenance provides the ability to enter unlimited parcels for a given case along with separate Proof of Claim (PaC) amounts and views of payment information. Users can also maintain trustee and attorney information along with unlimited history notes that may be crucial to the case. The balance for each parcel is viewed based on pac payments entered by the collection department. It is critical for these payments to be entered with a payment type of pac in order to be reflected properly. Foreclosure Maintenance Foreclosure Maintenance is used to maintain the foreclosure history on parcels with unlimited lien holders and attached history notes. . Payment Contract Unapplied Interest Maintenan.:e Payment Contract Unapplied Interest Maintenance provides the ability to modify and build interest and penalty charges to be applied in the event a parcel defaults on the contract plan. If the contract plan is not kept current, the user can use Foreclosure Maintenance to share the amounts that will be applied to the delinquency. This modules Penalty and Interest Program updates this table automatically for delinquent contract plans. This program will also update to apply unapplied interest charges to bankruptcy parcels. Users can flag individual or ALL charges in this table for a parcel to be applied by the Post Unapplied Interest Charges program. Before flagging the delinquent contract plan, default entril;:s must be made. Delinquent Payment History Delinquent Payment History Maintenance builds delinquent billings and also displays payment information for delinquent monitoring. Delinquent Payment History Maintenance is also updated by the Delinquent History Update to insert the billed records, such as first half tax bills, second half tax bills, and monthly coupon billings. Delinquent Payment History shows the actual net delinquent taxes due on the parcel at the time of the viewing. The detail transaction lines show the contract plan balance that is based on the original contract plan amount entered at the time of the contract initiation. . February 2005 Tyler I Assessment & Tax Division 53 . . . ias W odd Baseline Description City of Muskego, Wisconsin Levy Maintenance Levy Maintenance is available to maintain levy information history on a parcel level. It provides unlimited lien holders, history notes, custom data for fees, condemnation, and tax sale information. Levy Maintenance can hold fees and penalties that are calculated, but not included in the ADJUST table until time of payment. These fees and penalties need to be included for cashiering to determine amounts due. Transfer Maintenance Transfer Maintenance compiles information concerning the transfer of tax liens to a private non- governmental source. Transfer Maintenance records the actual purchaser for the tax year and all contract information. It also documents the amount paid for the transfer and the recording information for the transfer. Delinquent Processing Related Reports Payment Contract List - This report is a system-generated report containing information such as length of the plan, original contract amount, and status. This can be sorted by the parcel ill. Delinquent Collection - Sorts by date delinquent collections to date for the year. Non-Paymentfor Delinquent Contracts - Report for payment contracts that have not had a payment made since the specified before date. Contract Statistics - Year to date infOlmation for delinquent contracts. Unapplied Interest for Voided Contracts - This report calculates the unapplied interest to- date for contracts that have been voided. Delinquent Contract Letter - Letter outlining the specifics of the delinquent contract to the payer. Delinquent Contract Coupons - This allows the system to generate printable coupons for delinquent contracts. The coupons can be sorted by Contract ill or Parcel range. Post Applied Interest/Penalty Calc Charges For Voided Contracts - Applies interest for voided contracts. Create interest records for flagged parcels or parcels with voided delinquent contracts. Delinquent Contract Payment History Update - Updates monthly amounts billed for delinquent contracts. February 2005 Tyler I Assessment &: Tax Division 54 . . . ias W orId Baseline Description City of Muskego, Wisconsin Manufactured Homes Not included as part of the City of Muskego agreement Purpose The purpose of the Manufactured Homes module is to allow the user to maintain and track manufactured homes valued as either Real Property or Personal Property. The Manufactured Homes module allows maintenance of data that includes: . Parcel ID of the land parcel where the MH is located and/or Personal Property Account ID. . The make, model and serial number of the MH . Inventory data including dimensions and year of manufacture . Title Number . Date of purchase by current m\fIler . Location data including trailer court ID and lot number if applicable Contained within the Manufactured Homes module are a number of user-defined fields for which the Jurisdiction can define unique data elements to store and maintain. Major features of the Manufactured Homes module will include: . Online application processing and printing . Ability to store both Real and Personal Property manufactured homes . Retrieval of owner data from existing tables that prevent duplication of data and ensure consistency Manufactured Homes General Description The Manufactured Homes module allows the user to maintain descriptive account information relating to the manufactured homes stored on the database. Manufacltured Homes can be valued either as real property or personal property. For Real Property accounts the Manufactured Homes module allows maintenance of data elements in addition to those found in the CAMA Other Building and Yard (OBY) record. Manufactured Homes records can be tied to a specific card or line number within the: dwelling or OBY table. This allows multiple manufactured homes to reside on a single parcel. A lookup is provided that retrieves all current dwelling and OBY entries. The information returned from the lookup includes the table in which the improvement exists (DWELDAT or OBY), Card #, Line # (for OBYs), Style or OBY code, year built, dimensions (for OBYs), area or SFLA, and value. The specific card/line can then be selected and is tied to the Manufactured Home being maintained. Manufactured Homes Data Management Manufactured Homes . Make . Model . Year Manufactured . Length . Width . Serial Number February 2005 Tyler I Assessment & Tax Division 55 . . . ias W orId Baseline Description City of Muskego, Wisconsin . Title Number Owner . Name . Address . Social Security Number Valuation Information . Purchase Price . Real Estate Reduction . Assessed value . Homestead Value . Net Reduced Value . Original Charge Manufactured Homes Related Reports Year To Date Collection - Unsettled Payments collected to a specified date. First and Second Half Delinquent Tax - This is a listing of parcels (by Summary or Detail) with unpaid balances for the half. Tax Bill- Listing of current and delinquent charges for owner by the half. Tax Abstract - District listing of total parcel values and total taxes levied. Tax Bill Totals - Total taxes billed by district or by cycle for a specified tax year. Tax Duplicates - Listing of taxes billed by district and charges by parcel for a specified tax year. Paid Duplicates - This is a listing of payments by parcel for a specified tax year. Rollover - Year end process of rolling Tax, CAMA and AA information forward to the next year. Batch Tax Calculation - Beginning year process that calculates taxes based on value and district. Penalty Calculation - Process that calculates penalty on unpaid charges for a given cycle. February 2005 Tyler I Assessment & Tax Division 56 ias World Baseline Description City of Muskego, Wisconsin . Property Tax Financials . Purpose The Property Tax Financials module is an automated General Ledger and Accounts Payable system that is integrated with the Tax Billing and Collections module. Its features include: General Ledger Features: . General Ledger Chart of Accounts structure that includes up to eight user definable segments . On line General Ledger Chart of Accounts Definition . On line General Ledger Balance Inquiry at Account Segment Account Summary Posting Detail . General Ledger Account Maintenance Batch Maintenance o Custom Interface from the Property Tax Engine Tax Billing and Collections to custom balance sheet o Custom Interface from PCI for miscellaneous transactions outside iasWorld. PCI must provide format in Tyler I CL T prescribed format. o Pre Posting Balance Sheet o End of fiscal year rollover process On line Maintenance o Direct transaction posting o General Ledger Account number validation o Posting date restriction for monthly closeout o Transaction balancing before posting Accounts Payable Features: . On Line Authority Definition for Disbursement Checks Authority Name and Address for check printing Collection commission percentage Collection commission account assignment . On line Authority Disbursement Check Printing Automatic General Ledger Account Update . Automated Tax Payer Refund Checks On line Batch . Void Check Processing Security Features . Encrypted Security for Account Maintenance Disbursement Check Printing Taxpayer Refund Checks Baseline Financial Reports . Refund Accounts Payable . February 2005 Tyler I Assessment & Tax Division 57 . . . ias W orId Baseline Description City of Muskego, Wisconsin . Refund Check Printing - Batch . Refund Check Printing - Online . Refund Check Register . Balance Sheet . Disbursement Check Printing - Online . Disbursement Monthly Breakdown . Disbursement Check Register . Print Chart of Accounts February 2005 Tyler I Assessment & Tax Division 58 . . . ias W odd Baseline Description City of Muskego, Wisconsin ias World Solution An Architectural Overview PART I) Relationship to iasWorld Enterprise Suite Enterprise-Ware EAI Workflow Authentication I Content Mgmt I Legend 4IIÞ IAS-XML Transactions .. iasWorld Service .. User Interface via XSL T's Clients , Workstation ~ Pen Computer PDA / II ------- , / ...---::;&-... ... ~ .-' 4...... æS.XML iasWorld n-Tiered Architect4re ~ Presentation Services ~ ~ Presentation Framework: 4 -ê (Page Templates, Widgets, Display Controls) OJ ë 1Il OJ U .... .~ o OJ ~ CJ) c: .0 o OJ !-:2 s: Business Rules QJ V> QJ N -c ,., ,., :J æ ëii 0 u m <,2 c ~ 0 '!, :':!: '" ı: <( '0 OJ .r:: .!!1 :ı ::J a. Service Framework: (Users, Roles, Lists, Tasks, Events, Content) ~ Database Layer Connection Objects XML Conversion OBDC/Other ~ CJ:!~S-XML Databases ~hoto~ ~ ~~ Figure 11 - Relationship to iasWorld Framework The above figure delineates the three main components of the Web Browser based IAS data maintenance solution as it relates to iasWorld. 1) XML Transaction Mgr - The:: development ofXML transaction mgr which creates/accepts iasWorld based XML documents and ensures that IAS business/data rules are enforced. 2) iasWorld Services - The solution leverages the iasWorld enterprise services framework. Some customization/configuration of iasWorld is required to meet the needs of existing IAS users. February 2005 Tyler I Assessment & Tax Division 59 . . . ias W odd Baseline Description City of Muskego, Wisconsin 3) XSLT's - XSLT's transform IAS-XML transaction documents as required into task specific data editing forms. XSLT's are managed by iasWorld. PART II) Overview ofiT-XML Mgr Enterprise Database ;I y ~ ~ iT-XML Mgr XML Enable Apps SQL Property Tax Engine iT .XML +----+ 1. ;asWorld/, EAI, , 3rd party apps,etc 2. Call be cornJ.NeVJ2EE 1 Creates/Accepts IAS. XML documents 2. Ensures IAS transactioll rules are observed ~ Data Maintenance ~ Figure 12 - iT-XML Mgr, A Gellleric XML Transaction Layer The above figure illustrates that the iT -XML Mgr is desiglled to potentially serve as a general purpose transaction layer for iasWorld. That is, it could be used as a general purpose interface to other enterprise databases, other enterprise service frameworks, or for the creation of ias World web services. ias World transaction XML documents (iT-XML) are created/processed by the IT-XML Mgr. At that point a suitably configured XML Enabled application can exchange information with iasWorld. Property Tax Engine iT-XMLMgr I I 0',1' .) ~,.> iasWorld iT .XML(Tj) "CJ iT .XML(Tj) +----+ IEnable/iMalntain 1. Creates/Accepts IAS. XML documents 2. Ensures tAS transactioll rules are observed +----+ 1. iiEnable/iMaintain proVides UI framework, list, roles, securityetc End User [lata Maintenance Session Figure 13 - iT-XML Mgr, Facilitating an iMaintain Transaction In this figure the main components of an iMaintain transaction are delineated: a) the iT-XML manager creates/processes iT-XML documents, b) iasWorld provides the iMaintain end user with required business services (e.g. account, roles, authentication, database search, list mgmt, forms mgmt, etc) and c) appropriate XSLT's to transform the iT-XML document into a task specific {browser based) edit form. February 2005 Tyler I Assessment & Tax Division 60 . . . ias W odd Baseline Description City of Muskego, Wisconsin iT-XML Mgr ;I L9 DB Tier (Oracle) DB Access Tier roperty Tax Engine SQl ~ Stored Procs ~S-XML \ '~Iuilder r;'...~- '~4~ 1.;"XSLT Ref Cursors! Record sets ~ I I I I iT .XML(Tj) ~ Common PRe_DATA CREAR_TRANS Conversion of Generic } Record Set XML into 'IAS-XML' transaction XML utili,.es generic XML utilities. Minimal customization involved Transaction SpeCific: GET_DATA GET _PENDING_TRANS COPY_TRANS_DATA VALIDATE COMMIT_TRANS CLEAR _TRANS othl~rs as required Figure 14 - iT-XML Mgr Internal Components The above figure highlights the internal components of the iT-XML Mgr: a) Stored Procedures - The main component is a package of Oracle stored procedures (stored procs) which do the work of interfacing directly with the iasWorld Property Tax Engine, processing XML based transactions, and ensuring that the Property Tax Engine data integrity and business rules are enforced. b) IAS-XML Builder - this component converts the native XML which underlies the database access components into a more useable form (i.e. iT-XML). This component relies on mostly generic XML processing utilities. The it-XML Mgr, is general purpose tool, whose input and output is iT-XML transaction documents. Note that the iT -XML Mgr has the option to be implemented as a Web Service which makes the iT -XML Mgr effectively independent of ias World based services. February 2005 Tyler I Assessment ft Tax Division 61 . . . ias World Baseline Description City of Muskego, Wisconsin Prope Tax Engin SQl ~ iT-XML Mgr I r~!t'.~ \-~i~ I IT .X~~T(Fq> :::> 1,1 I) End User Data Maintenance iasWorld IT -XML(Tj) ~ iEnablef/Malntaln 1. Creates/Accepts IAS- XML documents 2. Ensures IAS transaction rules are observed ------t-------- ;Form I .r~. <,0 I .~ )~-,.., rr -XSL T(Fq) ~~ iasWorld Forms Developer System Administrator Figure 15 - Role of iasWorld's XSLT Editing and Repository Mgmt Services (iForm) This figure depicts how iasWorld's XSLT editing and repository management servic'es, combine to deliver the iForm capability. The XSLT's that are included with generic implementations of iMaintain can be created, and edited with off-the-shelfXML tools. However, the iasWorld Productivity Tools framework includes services which greatly enhance the usability of the iasWorld Property Tax Engine by allowing system administrators to create, modify, and assign to roles XSLT's. The two iasWorld components that make up iForm are: a) XSL Template Editor - This editor allows authorized users to select navigators, insert text, data entry fields, images, maps etc into iasWorld data entry forms. This can be done 'in-line' within a browser window without any programming. b) XSL Template Manager - This refers to the capability of naming, storing, retrieving, versioning and assigning XSL T' s that were created/modified in the XSLT Editor. XSLT's are stored in the iasWorld database. (i.e. the XSLT repository). Conclusion Choosing a computer system that can handle a Jurisdiction's needs can be complicated. iasWorld brings with it adaptability and the most complete package available in property tax software. This is backed by one of the appraisal industry's most respected names, Tyler I CLT, and the leader in business software, Oracle. Using an integrated software system such as iasWorld, all parcel and tax data can be maintained with one complete database. Many everyday office functions within the Jurisdiction can be performed from the desktop PC. For Jurisdictions switching to an integrated software system, iasWorld offers the benefits of flexibility, reliability, comprehensive functionality, and a proven track record. February 2005 62 Tyler I Assessment & Tax Division . . . Exhibit 4 - Software License / Sublicense Agreement City of Muskego, Wisconsin EXHIBIT 4 - SOFTWARE LICENSE / SUBLICENSE AGREEMENT A. ORACLE@ The City is responsible to provide the required Oracle@ licenses, and maintain a valid Oracle@ support agreement for as long as the City executes the iasWorld software. B. iasWorld Base License Fee The Contractor will supply the following iasWorld Property Tax Engine Modules Licenses and software to the City: a) Assessment Administration b) CAMA c) Personal Property The iasWorld License is a site license for the named modules. This site license is based on the City's potential use of up to 10 users. Verification of License Terms: The Contractor reserves the right to conduct on-site reviews at the City site to insure the City is in compliance with the terms and conditions of the iasWorld and ORACLE@ licenses. June 2005 Tyler Assessment Ii Tax Division Page 1 . . . Exhibit 4 - Software License / Sublicense Agreement City of Muskego, Wisconsin D. iasWorld Software Warranty a. Warranty Support The Contractor warrants that the iasWorld software, when operated on the hardware specified herein, will perform the functions described in the iasWorld Baseline System Description. b. City Modifications The City shall inform the Contractor in writing of any change to or modification of any of the Contractor's software that it desires to make. c. Negligence At any time during the: Time for Performance and Completion the Contractor shall not be required to correct any defects in any of the Contractor software caused by the City's negligence, operation of the Contractor's software, or other improper action by the Department operating the Contractor's software installed pursuant to this Agreement. Should the City fail to install any Amendments supplied by the Contractor, the warranty and the Contractor's obligation shall immediately terminate as regards the functions affected by said Amendments. d. Disclaimer The Contractor shall have no liability under the warranty except the correction or avoidance of defects as specified in Article 7 of the Articles of Agreement. THE WARRANTIES SET FORTH IN THIS PARAGRAPH ARE IN LIEU OF ALL OTHER REPRESENT A TIONS AND WARRANTIES RELATING TO THE SOFTWARE, EXPRESSED OR IMPLIED, INCLUDING WARRANTIES OF TITLE, OPERATION, MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE AND ANY OTHER STATUTORY OR COMMON LAW WARRANTY. THE CONTRACTOR EXPRESSLY DISCLAIMS AND EXCLUDES ANY SUCH OTHER REPRESENTATIONS AND WARRANTIES. CORRECTION OF DEFECTS BY THE CONTRACTOR IN THE MANNER PROVIDED IN ARTICLE 7 OF THE ARTICLES OF AGREEMENT, SHALL CONSTITUTE FULFILLMENT OF ALL LIABILITIES TO THE CITY IN RESPECT OF ANY DEFECTS IN THE SOFTWARE, WHETHER BASED ON CONTRACT, NEGLIGENCE, STRICT LIABILITY n~ TORT, OR ANY OTHER LEGAL OR EQUITABLE THEORY. IN NO EVENT SHALL THE CONTRACTOR BE LIABLE FOR INCIDENTAL, CONSEQUENTIAL, LOSS OF BUSINESS, SPECIAL OR INDIRECT DAMAGES OF ANY NATURE WHATSOEVER. REGARDLESS OF ANY PROVISIONS HEREIN CONTAINED TO THE CONTRARY. THE CONTRACTOR WARRANTS AND GUARANTEES THE TITLE TO AND THE OWNERSHIP OF ALL MATERIAL AND PROPERTY, INCLUDING A NON-TRANSFERABLE AND NON-EXCLUSIVE LICENSE TO USE ITS PROPRIETARY SOFTWARE, FURNISHED BY THE CONTRACTOR TO THE CITY UNDER THE TERMS HEREOF, AND WARRANTS THAT IT IS CAPABLE OF AND SUFFICIENT TO ACCOMPLISH THE TASKS FOR WHICH IT IS SUPPLIED. June 2005 Tyler Assessment 8: Tax Division Page 2 . . . Exhibit 5 - Hardware Configuration Ciy of Muskego, Wisconsin EXHIBIT 5 - HARDWARE CONFIGURA TION The final hardware requirements will be mutually agreed upon by the City and the Contractor and detailed in the final hardware configuration document as part of th::: overall planning sessions of Phase 1. The purchase, preparation, installation, and ongoing support of the hardware are City responsibilities. June 2005 Tyler Assessment &. Tax Division Page 1 . . . Exhibit 6 - Ongoing Maintenance and Support City of Muskego, Wisconsin EXHIBIT 6 - ONGOING MAINTENANCE AND SUPPORT 1.0 SERVICES TO BE PROVIDED The Contractor will provide to the City in a professional and workmanlike manner technical support for the iasWorld software modules identified in Paragraph 3 below. 2.0 PERIOD OF SUPPORT The period of initial iasWorld Support shall begin October L 2005 and continue through September 30, 2007. Subsequent support will begin on October 1. 2007 and will be covered under a separate Agreement. The Contractor will notify the City in writing, thirty (30) days prior to the expiration date of the then current support period, extending support for the following year(s) at the then current support rates. The City will acknowledge acceptance of these items in writing to the Contractor. 3.0 IAS MAINTENANCE SUPPORT For the products itemized below, this maintenance support agreement is for unlimited use licenses. Assessment Administration CAMA Personal Property During the maintenance period, the Contractor will design, code, check out, document and deliver any amendments or alterations (the "Amendments") to the software that are necessary to correct or avoid any defect in the software which is present at the time of delivery, or is discovered during City usage, and affects performance of the software in accordance with the functions set forth in the system as developed under this Agreement. The Contractor shall only be responsible to correct defects, which are documented or submitted in writing during the maintenancc~ agreement period. Oral notification or other unwritten complaints will not constitute notice. June 2005 Tyler Assessment & Tax Division Page 1 . Exhibit 6 - Ongoing Maintenance and Support City of Muskego, Wisconsin 4.0 IAS SUPPORT ACTIVITIES The Contractor shall be available to furnish the Ci1y with the following services: 4.1 IAS MAINTENANCE SUPPORT 4.1.1 Maintenance Support. The Contractor warrants that the Integrated Assessment System software, plus any State of Wisconsin non-site specific software changes and any City site- specific changes subsequently added to this group of products called Base System, when operated on the City supplied server, will perform the functions described in the iasWorld Baseline System Description. At any time during the duration of this Agreement as stated in Paragraph 2, Period of Support, of this Exhibit 6, the Contractor shall not be required to correct defects in any of the Contractor software caused by the City's negligence, improper installation or opl~ration of the Contractor's software, or other improper action by the City operating the Contractor's software installed pursuant to the Scope of Services. 4.1.2. Periodic Updates. The Contractor will make available to the City information concerning enhancements it has made to its iasWorld Product. The Contractor will send a copy of the new iasWorld Property Tax Engine source code to the City, as new releases are made available. . The City will be responsible for installing the new base system on Cilty hardware and executing appropriate tests to ensure that the new base system executes properly on City hardware. The City will also be responsible for making any and all site-specific modifications to the new base system source code that had been included in the prior versions. 4.1.3. Source Code. The Contractor agrees to furnish the City with a copy of the iasWorld Property Tax Engine source code. The software is proprietary and is provided for the exclusive use of the City. The City cannot provide the software to a third party or parties, or cannot use the software for the benefit of a third party or parties without the prior Wlitten approval of the Contractor. 4.1.4 IAS Users Group. For the duration of this Agreement, as stated in Paragraph 2 of this Exhibit, PERIOD OF SUPPORT, the City shall have all voting privileges as defined in the IAS Users Group Bylaws, for each of the installed IAS Modules. . June 2005 Tyler Assessment & Tax Division Page 2 . . . Appendix A - Scope of Services City of Muskego, Wisconsin APPENDIX A SCOPE OF SERVICES Maintenance Tl1np 'Joo, TvlPT A ""p""mpnt IV T:n( Divi"ion Pal!e 3 . . . Appendix A - Scope of Services City of Muskego, Wisconsin Appendix A - Scope of Services The following outlines the standard support provided by the Tyler Technologies, Inc. I Assessment & Tax Division (Tyler) for the following software systems installt~d on the Jurisdiction's IAS hardware as stated in the Articles of Agreement for the time period specified in the Articles of Agreement. System Module V ersion (at date of Contract) Table 1 - Base System Details The software systems listed in Table I shall be known as the "base system." Any additional support, modifications, or services needed on the system as it is installed at the Jurisdiction site which are not expressly included in this Agreement, are outlined in an additional service level agreement or are provided at time and materials rates. Such additional service level agreements will describe the: support services provided by Tyler subcontractors such as Akanda and Norllech. Modifications to the iasWorld code and iasWorld reports written by Tyler for a specific Jurisdiction or group of Counties are considered part of the base system and, as such, the terms of this Agreement apply. 1. Terms and Definitions The following is a list of common terms used in this Support Agreement: 1 .1 Base System Tyler Software, as listed in Table I above, running on the Jurisdiction's IAS server listed in the Articles of Agreement, Article 5 (Hardware) 1.2 System Error An error in the base system that is either a generat1ed error (e.g., error screen) by the base system or lack ofresponse (slow or stuck), or failure of a function as stated in the iasWorld User Guide (also referred to as "issues" or "bugs"). Note: Slow response time or system failure due to the Jurisdiction's network or lack of System or DB administration is not covered. 1.3 Updates Unlimited distribution of revisions to the base system source code that fixes e:rrors and (or) includes enhancements that are sent to the Jurisdiction on a system readable media (e.g., tape, CD- ROM, or FTP site), also referred to as "upgrades" or "patches." 1.4 Maintenance or Maintain Providing support and updates for the base system only. This does not include performing updates at the Jurisdiction site. 1.5 Dial-Up The use of any secure connection (via telephone) on the Jurisdiction system from any Tyler office. Coverage Period The start and end date for the support offered in this Scope of Services and additional services stated in the Articles of Agreement. 1.6 Tunp 'J()(), Tvlf'r A~~f'~~mf'nt &. Tax nivi~ion Page 4 . Appendix A - Scope of Services City of Muskego, Wisconsin 1.7 Business Day(s) The days and hours Tyler operates, defined as Monday through Friday (excluding holidays) between the hours of 8:00 AM and 5:00 PM EST. 2. Hot Line Support During the coverage period, Tyler will provide phone support for the base system. This support will provide assistance (via phone or delivered documentation) in determining the root cause of system errors (whether user error, operation related error, or base system software) and the response as outlined in item 2.3 below, subject to item 9 ofthis Agreement. The Hot Line is also available for qm:stions on normal operation of the base system. Hot Line Number 800-487-8326 Hot Line Hours The Hot Line is available from 8:00 A.M. to 5:00 P.M., EST, Monday through Friday. Weekend or evening coverage can be arranged with a five (5) day minimum notice. This special coverage could be billed under the condlitions stated in Section 10 of this Scope of Service. Hot Line Support Considerations Tyler shall respond to the Jurisdiction's request for telephone assistance within four (4) working hours from the initial call. . Tyler shall take steps to have the system error fixed, or an appropriate workaround, via phone or dial-up as defined in the following priority matrix: 2.1. 2.2. 2.3. . Emergency Software is inoperable for all City users. Issue affects daily processing or day-to-day functions of the City. Issue affects a large group of City users. Issue affects 1 City user and is non-critical to daily processmg. High Other Client is contacted within 1 hour. Within 1 business day or an agreed upon due date and time. Client is contacted within 1 hour. Within 2-5 business days or an agreed upon due date. Client is contacted within 1 hour. Typically 6+ business days from reported problem, or an agreed upon due date. . If the cause of the problem is related to an item in Section 9 ofthis Agreement or not an actual bug within the base system, Tyler will provide an action plan with an estimated cost to resolve the issue within a reasonable amount of time. 3. Online Support During the coverage period, Tyler will provide access to the Incident Resolution Information System (IRIS) on the Internet in order for the Jurisdiction to have 24 hour, 7 day access to answers to base system questions and to log base system issues. 3.1. IRIS Access Details Details on the use of IRIS are provided in the IRIS Call Center Guide. . Tllnp ,)00, Tvlf"r A~~f"~~mf"nt & TilX nivi~ion Pae:e 5 . . . Appendix A - Scope of Services City of Muskego, Wisconsin 3.2. IRIS Support IRIS Support can also be reached via email. For more details, please refer to the IRIS Call Center Guide. 4. Modification and Change Procedure Additional changes to the base system (not directed by local laws) can be requested. These changes shall be submitted in writing to Tyler and cost estimates will be provided. Once the Jurisdiction agrees to the cost estimate, a separate Contract will be drafted for acceptance by the parties. 5. Updates Base system updates will be provided to the Jurisdiction by Tyler during the coverage period. 5.1. iasWorld Updates It is the responsibility of the Jurisdiction to schedule the update(s) and infonn Tyler of any assistance needed. Tyler will distribute an estimated schedule of when releases and patches will be available. Tyler will provide assistance in performing such updates, via dial-up connection, during Tyler's normal business hours. Onsite assistance may be obtained at Time and Materials Rates. It is important that any updates be done in a timely manner as the update could contain fixes for one or more system elTors. Tyler reserves the right to backport certain bug fixes to the Jurisdiction's cUlTent version of iasWorld or require that the Jurisdiction upgrade to a newer release to obtain the required fix. iasWorld Data Tables 5.2. 5.3. The Jurisdiction is responsible for updating any data stored in the base system data tables, whether such updates occur through th(: normal course of business from user data entry, through update from some iasWorld batch process, or though an SQL update. Updates may be performed to the iasWorld data for various reasons by Tyler as requested by the Jurisdiction subject to Time and Materials Rates. Operating System (OS) Updates The Jurisdiction is responsible for obtaining update(s), notifying Tyler of the update(s), and installing update(s). IT outsourcing or the system vendor might be needed for these updates. It is the Jurisdiction's responsibility to contact and lev(:rage these resources as ne~:ded. Tyler strongly recommends that the Jurisdiction perform a system exportlbackup before updating the OS. Tllnp 'J()()':; Tvlf'T A <:<:f'<:<:mf'nt & Tax Divi<:ion Page 6 Appendix A - Scope of Services City of Muskego, Wisconsin . . 5.4. Oracle Updates The Jurisdiction is responsible for scheduling updates to the Oracle software in order that the Jurisdiction is on a version supported by Oracle. Tyler will provide assistancl~ in performing such updates via dial-up connection during Tyler's normal business hours. On-site: assistance may be obtained at Time and Materials Rates. 6. Legislative Changes During the coverage period, Tyler will provide up to 80 base system programming hours, per State, in order to comply with State legislative changes. Programming hours encompass analysis, coding, and testing of the changes. Additional legislative changes can be performed at time and materials rates. 7. Data Ownership The Jurisdiction owns the data stored and processed on the: base system. During nornlal support, Tyler will be exposed to this data and will take an measures to ensure the confidentiality of the data. 8. Backups and Recovery It is the responsibility of the Jurisdiction to perform system (OS) and/or database (Oracle) backups. . Tyler does not take responsibility for any backup process or emergency plans in which the Jurisdiction engages. . Tyler strongly suggests that the Jurisdiction have a backup and recovl~ry plan for the system and data. Tyler also recommends a safe storage for the Jurisdiction data (i.e., off-site storage of data tapes). 9. Dependent Software Licenses The City is responsible for acquiring and maintaining software licenses and upgrades for all third-party software products required by Akanda to maintain an operational iasWorld system. Depending on the iasWorld configuration, these 3rd party products can include Windows 98, NT or Win2000, Internet Information Server (lIS), Oracle 8i, MapObjects (IMS), Adobe Acrobat and various Internet components. 10. Server Operations The City is responsible for on-site operational support of the iasWorld application server(s). Tasks will include performing system backups, system restarts, and providing on-site troubleshooting assistance to the Contractor staff. 11. Remote Access The City will provide the Contractor with the means to electronically connect to the City and to the iasWorld server, to enable software transfers, electronic correspondence, and remote . 12. Out of Scope Items The following are examples of items that are not included in this Agreement. Tyler will provide such services as requested by the Jurisdiction. Time and Materials Rates will apply for such services. They are: 12.1. Resolution of problems that anlse out of the Jurisdiction's misuse of the system. 12.2. Creating ad hoc reports or new ias World reports. 12.3. Recovery of software, operating system, or data due to a system crash or hardware failure. 12.4. Modification of the iasWorld code. 12.5. Modification of iasWorld reports. 12.6. Updates to iasWorld cost tables, tax rate tables, etc. Tnnp ')()()<; Tvlf'T A ~~f'~~rnf'nt /& T>'l'" l)ivi~i()n PaQe 7 . . . Appendix A - Scope of Services City of Muskego, Wisconsin 12.7. Onsite training. 12.8. Oracle DBA and network administration activities. Such support may be provided in an additional service level agreement. 12.9. 12.10. 12.11. 12.12. Process and procedures that could otherwise be performed by a non-technical iasWorld user during the Jurisdiction's business cycle. Performing the iasWorld upgrade on-site. Errors and problems that arise out of the Jurisdiction's modification of the base system code. Errors and problems related to software provided by Tyler subcontractors. Such support may be provided under an additional sl~rvice level agreement 13. Additional Support No other additional support outside this Scope of Services is given unless stated in the Articles of Agreement. Additional support or services (such as those listed in Section 12) can be requested and will be billed at the Contractor's then prevailing Time and Materials Rates. Tnnf> 700<;; Tvler Assessment & Tax Division Page 8 . . . Exhibit 7 - City Responsibilities City of Muskego, Wisconsin EXHIBIT 7 - CITY RESPONSIBILITIES 1.0 INTRODUCTION The implementation process is interactive and intensive. Success requires close teamwork and consolidation of the City, Contractor (Tyler) and Akanda. This Exhibit sets forth the Project assumptions covering the interaction of the project participants, including the responsibilities of the City. 1.1 General Assumptions 1.1.1 While Business Process Reengineering (BPR) activities are a naturall outcome of decisions made during the planning, analysis and preparation of the detailed functional specification phases ofthe project, the Contractor's scope of effort does not include activities related to the modification of current City processes, practices, procedures or manual operations. 1.1.2 Should activities such as City BPR efforts affect the mutually agreed upon schedule, the change control process as described in the Agreement will apply. 1.2 Proiect Infrastructure and Logistical Assumptions 1.2.1 Detail planning for each Project Phase will occur in accordance with the schedule outlined in Exhibit 1. Prior to the completion of a previous Phase the City and the Contractor will review the detail tasks to be completed for the next Phase and mutually agree to the objectives and timetable for that Phase. The detail plan for the upcoming Phase will be a component of the final deliverable for each preceding Phase. 1.2.2 Within the context of the mutually agreed to Project Plan, the City will make available the appropriate members of the user community to participate in system walk throughs, design review meetings, review and sign off upon acceptance, on the Detailed Functional Specifications and participation in interim and final acceptance testing. 1.2.3 The City will provide the technical support services as delineated in Exhibit 1. 1.3 Training Assumptions 1.3.1 City personnel will attend applicable training as part of a mutually agreed to training plan and schedule. The Contractor will recommend training, as appropriate, for members of the project team. 1.3.2 Onsite training for City staff will be scheduled to occur after installation of software. June 2005 Tyler Assessment & Tax Division Page 1 . . . Exhibit 7 - City Responsibilities City of Muskego, Wisconsin 1.4 Proiect Environment Requirements 1.4.1 The City will provide a suitable project environment for the project team. This environment will include, but is not limit~:d to: work space, computer hardware, computer access, access to the City network, dial out phone access to Contractor facilities, use of City owned software tools and reasonable access to facilities. The Contractor will not be charged for any project-related expenses incurred on site at City locations except long distance phone charges initiated by Contractor personnel. 1.4.2 City systems personnel will be available to work with the Contractor for adjustments to operating systems configurations and specifications during the installation and upgrade of application and data base software. 1.4.3 The City will assign adequate DBA resources and will assist the Contractor for normal data administration functions and activities. 1.4.4 The City technical staff will be available up to a full-time basis during the Detailed System Walkthrough, Operations Analysis, Solution Design and Build stages to provide data and data format information to Contractor. 1.4.5 The City will provide the Contractor with a mechanism to access City data on an as- needed basis and the City will ensure that all data coming from the City is reconciled and free of error to be converted. 1.4.6 The City will be responsible for interim and final acceptance testing of applications and in introduction of those applications to the City's production environment. 1.5 Management Responsibilities 1.5.1 The City and Contractor will establish eXI~cutive sponsors and identify a steering committee for the project to encourage a sense of project ownership by the user community. 1.5.2 The City will assign a user executive sponsor who will be available to review issues and make timely decisions. The executive sponsor will be able to act on behalf of the City on all issues and will be responsible for the project from the City perspective. The City will also assign an IT executive sponsor who will coordinate the activities of this project with other City IT initiatives. 1.5.3 A management Steering Committee will be established and meet not less than quarterly and at major milestones to review progress and resolve issues. Contractor will be represented at all such committee meetings. 1.6 Operating Requirements 1.6.1 The City will make available at no cost to the Contractor, appropriate resources, such as operational knowledge of current system and data elements, excluding any confidential information, needed to transfer the City's current application and system knowledge to the Contractor Project Team. June 2005 Tyler Assessment ft Tax Division Page 2 , . . . Exhibit 7 - City Responsibilities City of Muskego, Wisconsin 1.6.2 The City and the Contractor will determine if other City resources having critical business knowledge need to be available to support the project. 1.6.3 The City is responsible for maintaining the hardware and network resources at an acceptable level of performance and readiness so as to minimize disruption to the project environment. 1.7 Technical Assumptions 1.7.1 Performance goals for the applications are heavily dependent on the technical architecture and hardware. The Contractor is responsible for specific tasks relating to network design, hardware capacity planning, network performance testing, etc. The Contractor will not warrant the performance of servers, network or other elements not supplied by the Contractor. 1. 7.2 The City technical staff non-team members will be assigned as needed to act as liaison to the Contractor team when and where needed. 1.7.3 The City will provide adequate functional and technical team members to support the implementation efforts. The City and the Contractor will determine the actual staffing. 1.7.4 Intended users of this application will have basic knowledge of PC computer usage, including Microsoft Windows and other general knowledge required to perform their job duties within their Department. 1.7.5 The City will assign sufficient resources to the project to ensure timdy completion of City project responsibilities. June 2005 Tyler Assessment &. Tax Division Page 3