1. Utility Data Files and Cost Schedules David Schwab Senior Statistician/Application Systems Analyst 2015 Vendor Conference January 9, 2015 1

2. Utility Data Files Department sends utility assessments to each county. Two flat files: UTILITYAV RAILAV These files are hard to read, so we also send Excel versions. Finally, we send a comparison of current and prior values for each taxpayer. 2

3. Utility Data Files Why do we export multiple times? Taxpayer amendments Late and omitted filers Data errors Legacy database issue Parcel numbers We almost always have amendments and late/omitted filers. 3

4. Utility Data Files Our Utility database has a unique ID for each assessment: Non-rail: 5-digit tax district + 4-digit taxpayer ID. Example: 290013200 Rail: Add 5-digit distribution ID Example: 29001510012345 We use lookup tables to translate our numbers to county parcel numbers. 4

5. Utility Data Files Utility parcel number issues: No statewide format Must be updated each year for new taxpayers County often doesn’t know about new taxpayers until we send them assessments Varying levels of county compliance High turnover in utility positions 5

6. Utility Data Files Database not designed to use local parcel numbers: Translation must be done primarily by hand. DistributionID of Rail ID changes every year, even if nothing else does. Must match to other fields, which is treacherous. 6

7. Utility Data Files Improvements: Standardized parcel mask guidelines What masks are allowable? Include/exclude dashes? Standardize subsequent updates: All taxpayers in county, or just those that changed? What works best for counties, vendors, and us? 7

8. Cost Schedules Department sends Excel spreadsheet with cost schedule updates. What thoughts/issues/complaints do you have with this process? Suggestions for future updates? 8

9. Contact Us David Schwab Telephone: 317-234-5861 Fax: 317-974-1629 E-mail: Dschwab@dlgf.in.govDschwab@dlgf.in.gov Website: www.in.gov/dlgfwww.in.gov/dlgf “Contact Us”: www.in.gov/dlgf/2338.htmwww.in.gov/dlgf/2338.htm 9