Committee on Information Technology Planning and Budget Sub-Committee Board of Supervisors Assessment Appeals System April 27, 2012

Project Business Objectives Replace Assessment Appeals System – Offer on-line filing of appeal applications to taxpayers – Accept on-line payments of assessment appeal fees – Accept electronic signatures for appeal applications – Streamline data sharing with TTX, ASR and CON

Project Deliverables Replace Existing MS Access 97 System – Phase I Hire Technical Consultant Review existing system Update business requirements for new system Identify replacement options: build or buy – Phase II RFP process Select or build replacement system – Phase III Data migration and implementation

Estimated $350,000 Project Cost – Estimated $80,000 Phase I Cost $45,000 to review existing system $15,000 to identify replacement options $20,000 to update business requirements and draft replacement requirements Costs To Be Determined for Phase II ($200,000?) Replacement System Technical Consultant/Programming $9,000 for six desktop workstations – Costs To Be Determined for Phase III ($70,000?) Data migration Implementation

Cost/Benefit Analysis Reduce temporary salaries by $10,000 annually Save approximately $40,000 annually in postage with ability to send electronic notices Improve efficiencies and work flow by shifting staff time currently used for data entry (approx. 300 hrs.) Improve customer satisfaction with upgrade to a front-end web interface Speed up the overall assessment appeal process Expand the means and capabilities of sharing data with collaborating departments and the general public

The assessment appeals project will develop and implement an automated appeal tracking system – Review existing system – Identify replacement options – Select replacement option – Migrate data – Implement replacement system

Project Schedule Summary Sept – Nov 2012 Nov 2012 – Feb 2013 Dec 2012 – Mar 2013 Apr – Sep 2013 Sep – Dec 2013 Identify and hire technical consulting Review existing system Update business requirements and draft replacement system requirements Build or purchase/customize new system Migrate data and implement

Risk DescriptionTriggersHigh Level Mitigation Plan Impact: Cost, Scope, Time Missing statutory deadlines (2 year appeal limit) Current system crashUse backup tapes for some records Tax revenue lost Tech support unavailable for current system Current system needs any tech support Use backup tapes for some records Tax revenue lost Opportunity to improve speed of overall appeal process Replace existing systemContinue manual data entry into existing system until it crashes Happier taxpayers

Opportunities for Collaboration Assessor-Recorder Treasurer-Tax Collector Controller General Public

Project Manager – Business Analyst Technical Expert – Consultant Support Roles – Assessment Appeals Board Administrator – Board of Supervisors Deputy Director, Administration & Finance – IT support (two 1022 IS Administrator positions)