Contents. & equitable. 16 Cover illustration by Chris Bennett and Daniel Anzaldi, RES FAIR. 3 Appraiser-Friendly GIS: Cover Story

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2 Contents AUGUST 2006 VOLUME 4. NUMBER 8 Cover Story 3 Appraiser-Friendly GIS: Keeping the Focus on the User by Daniel Anzaldi, RES Feature Article 7 A Partnership in Integration: The State of Wyoming and Colorado Customware, Inc. by Ko Clifton Columns 2 From the President s Desk 35 From the Director s Chair Departments 13 Case News 14 IAAO Spotlight Massachusetts Chapter of IAAO 16 Committee News 22 IAAO Annual Conference Information 26 Member Communiqué 31 RFP Revisions and Update of IAAO Courses 600, 601, and Workshop Member Anniversaries 34 Education Calendar 36 Classified Ads Cover illustration by Chris Bennett and Daniel Anzaldi, RES The statements made or opinions expressed by authors in Fair & Equitable do not necessarily represent a policy position of the International Association of Assessing Officers. FAIR & equitable AUGUST 2006 VOLUME 4. NUMBER 8 Fair & Equitable is published monthly by the International Association of Assessing Officers, 314 W 10th Street, Kansas City, Missouri Subscription rate for members is included in annual dues. Nonmember subscriptions are $48 annually. Individual issues are $5 plus shipping and handling. Send address changes to: Membership Department, International Association of Assessing Officers, 314 W 10th Street, Kansas City, Missouri Send all correspondence to the address above. Web site:

3 photo by Brian Claudius photo by John Dorgan COVER STORY It s all smiles as Bonnie Urbano, CFE, field operations administrative specialist and Brian Claudius, CFE, field operations commercial manager use the Brevard County (FL) appraiser-friendly GIS system. Appraiser-Friendly GIS: Keeping the Focus on the User by Daniel Anzaldi, RES This article is adapted from a presentation at the 2006 Integrating GIS & CAMA Conference, sponsored by the International Association of Assessing Officers (IAAO) and the Urban and Regional Information Systems Association (URISA). Keeping Focused While appraisers, like all professionals, need to maintain a working knowledge of basic computer operation, they should not be expected to become computer scientists in order to effectively use geographic information systems (GIS) in the appraisal process. GIS, document management systems (DMS), and computer assisted mass appraisal systems (CAMA) are becoming more powerful and, in many ways, more technically challenging. These technical challenges should not become workflow challenges for appraisers. As technologically superior GIS/DMS/CAMA software is implemented, the focus must remain on the needs of the users. The tools provided must streamline the appraisal process, providing appraisers with valuable information quickly and easily. When surfing the Web, we do not manually construct complex query statements, manually join and relate tables, manually connect to various servers, and manually format the data upon retrieval. We simply type in what we want to see and everything is handled for us behind the scenes. Data in various forms from around the world are brought to us in seconds with minimal technical skills required. Shouldn t our GIS/DMS/CAMA system be just as quick and easy? With GIS in particular, one size does not fit all. Specialized users need specialized tools. For appraisers, GIS software in its basic form is not a viable solution. Without customization, generic GIS software lacks many of the tools appraisers need. In addition, many of the tools provided with generic GIS software require too many steps to make efficient use of appraisers time. It is inefficient and impractical to have to manually start up several applications, manually re-enter parcel identifiers, manually navigate between various servers and applications, and then manually manipulate the data upon retrieval just to get answers to common appraisal questions. For GIS to be useful to appraisers, it must be equipped with appraiser-friendly tools. Appraiser-friendly GIS helps appraisers explain assessment changes to property owners in an easily understandable way. Integration The level of GIS/DMS/CAMA integration varies from jurisdiction to jurisdiction. Some have an advanced GIS, but Fair & Equitable August

4 Cover Story struggle with an outdated CAMA system and a totally disconnected DMS. Some have an advanced CAMA system, but their GIS is still only a cadastralist s tool and their DMS is optimized for input but not for retrieval. Some have a high-powered, fully-integrated GIS/DMS/CAMA system but, sometime during design and development of the system, the user was forgotten. In an appraiser s office the value of even the most powerful and technologically advanced GIS/DMS/CAMA system is no greater than the extent of its contribution to the accuracy and efficiency of the appraisal process. Regardless of the level of technological integration, the greatest benefit occurs when the user s interaction with the GIS/DMS/CAMA system (or systems) is as seamless and effortless as possible. Even if total system integration is not yet a reality for a jurisdiction, it is still possible to provide users with highly productive tools that get the most out of an existing system. It is not necessary or practical to wait until the ideal system is in place before providing appraisers with useful GIS/DMS/CAMA tools. Technology changes constantly and waiting for the ideal system before implementing appraiser-friendly tools would be a neverending cycle. The goal of this article is to demonstrate how GIS/DMS/CAMA tools can be both powerful and appraiser-friendly by showing a few examples of actual tools being used today at the Property Appraiser s Office in Brevard County, Florida (BCPAO). We have not yet achieved total system integration, but we are making good use of the system we have, improving it and planning for even greater things as we modernize. This approach provides appraiser-friendly tools sooner rather than later. Brevard County BCPAO appraisers, managers, field operations staff, and CAMA modeler enjoy the benefits of an appraiser-friendly, noncommercial application called QC-View. QC- View has been very successful because it is easy for appraisers to learn and use. The author conceived QC-View seven years ago in response to requests from other appraisers for appraiser-friendly GIS tools. It was designed and built in-house by the author and progressed from a small collection of GIS tools for land valuation to a highly-customized, feature-rich ArcView 3x project (ESRI, Figure 1. Simple interface to find specified sales within a specified group of properties that provides appraisers fast access to valuable information. Except for digital documents (which could be accessed via a wireless connection), QC-View is totally self-contained and can be taken anywhere on a laptop computer. Although QC-View is a great collection of tools used daily by appraisers, built on ESRI s previous generation of software, it is nearing the end of its life cycle. Currently in development is a replacement for QC-View called GeoAppraiser. GeoAppraiser is a browser-based application that is being built using the latest technology and it will serve the entire office. GeoAppraiser is based on an extensive user-needs analysis and will offer the best features of QC-View and expand upon them by taking advantage of the opportunities offered by new technology. Following are some examples of QC- View s appraiser-friendly tools. User Example: Sale Research Research and analysis of sale data are essential to the appraisal process. Generic GIS systems require appraisers to construct complex query statements to retrieve sale information specific to the type of analysis being done. A single syntactical error (such as one missed parentheses) can return a data set that looks correct but is actually quite different from what the appraiser intended to retrieve. This results in appraisers making invalid appraisal decisions a highly undesirable occurrence. To avoid this, some choose not to permit ad hoc data retrieval and, instead, generalize the display of sale data by creating a single sale layer in their GIS that shows all sales everywhere with no distinction between vacant sales, improved sales, qualified sales, and sale dates. There is a better way. Simple tools, that retrieve specified sale data for specified property groups and map these sale data, enable appraisers to make better appraisal decisions faster and easier. This is what GIS is supposed to do. In Brevard County, appraisers can simply click on one of two buttons (vacant or improved) and are presented with a window for input (figure 1). 4 Fair & Equitable August 2006

5 Appraisers can then enter sale date and sale price ranges, and then click one of four display option buttons. A new sale layer is created from the specified property group, its legend is formatted to look like the display button that was clicked, and it is displayed over the parcel layer automatically. Appraisers can then label the sale properties with any information they choose using another very simple tool (figure 2). The result is a map of a specified group of properties showing specified sales within that group, labeled with specified information. This process is very easy and takes only seconds to complete, yet provides the appraisers with a very targeted and informative map (figure 3). User Example: Quality Assurance The Brevard County Property Appraiser is responsible for the annual appraisal of over 300,000 parcels. When mistakes happen, finding them quickly, easily, and reliably is extremely important. The quality assurance process begins with identifying the group of parcels to be reviewed (subdivision, neighborhood, homes with pools, etc.). The next step is to view specified attributes for that specified group of properties with the GIS. To do this with generic GIS applications, appraisers would need to manually construct complex query statements, manually create new layers, and manually format the GIS layer s legend for each property characteristic they wish to view. One misstep could result in just the opposite of what the appraiser was trying to accomplish. Because of this inherent time-consuming complexity, some appraisers might choose to not perform quality assurance using GIS, or simply order paper maps from the GIS department and wait. This situation often results in GIS systems being used only to view generalized data. There is a better way The appraisers in Brevard County are able to view specified property characteristics for a specified group of properties under quality review with point-and-click ease. Figure 4 shows a tool that appraisers can use to quickly and easily find the properties they wish to analyze. The Search By dialog contains a collection of buttons that provide various ways to find properties. There are 15 buttons shown, but there are currently over 60 ways to search for properties, with no limit on adding more. The appraisers select from various button groups from the drop-down menu at the top of the dialog (figure 5). Although these are pre-defined button groups, arranged by category for Figure 3. Map of specified properties showing targeted sale information Figure 4. Simple interface to over sixty property search methods the appraisers convenience, appraisers are not restricted to these button groups and are able to change them and even create their own button groups with the greatest of ease (see User Example: Customization). Users are not required to write complex query statements. They simply click Figure 2. Simple interface to label sales on map Fair & Equitable August

6 Cover Story Figure 5. Drop-down menu provides access to various groups of search criteria and loads the specified group into the Search By dialog s fifteen buttons on a search button and enter the desired information (parcel ID, market area, site codes, etc.) in the window that appears. The GIS finds the properties and automatically zooms to them. There are three query statements shown below. One is correct, one will result in a data set completely different from what the appraiser intended, and the other will produce an error message. Can you tell the difference? Query Statement 1 ([Prop_use] = 110) and (([Bldg_sqft] >= 1900) and ([Bldg_sqft] <= 2000)) and ([Eff_age] <= 15) and (([Gar_sqft] >= 350) and ([Gar_sqft] <= 450)) and ([Pool] = Y ) and ([Quality] = 4) and ([Sty_hgt] < 11) and (([Total_acre] >= 0.25) and ([Total_acre] <= 0.5)) and (([Year_built] >= 1995) and ([Year_built] <= 2000)) and (([Ewc] = 8) or ([Ewc] = 5)) Query Statement 2 ([Prop_use] = 110) and (([Bldg_sqft] >= 1900) and ([Bldg_sqft] <= 2000)) and ([Eff_age] <= 15) and ([Gar_sqft] >= 350) and ([Gar_sqft] <= 450)) and ([Pool] = Y ) and ([Quality] = 4) and ([Sty_hgt] < 11) and (([Total_acre] >= 0.25) and ([Total_acre] <= 0.5)) and (([Year_built] >= 1995) and ([Year_built] <= 2000)) and (([Ewc] = 8) or ([Ewc] = 5)) Query Statement 3 ([Prop_use] = 110) and (([Bldg_sqft] >= 1900) and ([Bldg_sqft] <= 2000)) and ([Eff_age] <= 15) and (([Gar_sqft] >= 350) and ([Gar_sqft] <= 450)) and ([Pool] = Y ) and ([Quality] <= 4) and ([Sty_hgt] < 11) and (([Total_acre] >= 0.25) and ([Total_acre] <= 0.5)) and (([Year_built] >= 1995) and ([Year_built] <= 2000)) and (([Ewc] = 8) or ([Ewc] = 5)) Wouldn t it be easier (and more reliable) for appraisers to just click a few buttons and never have to write complex query statements for common searches? After the appraiser has identified the subject parcels for quality analysis using QC-View, the next step is to display the specified attributes for only those parcels. To do this using QC-View, the appraiser simply clicks one of many Show Me buttons, which are arranged the same way as the search buttons and are used just as easily. For example, to view site codes in a particular neighborhood, the appraiser clicks the Show Me Site Codes button. The GIS automatically creates a new Show Me layer, automatically sets the legend, automatically arranges the layers, and automatically displays the map in a matter of seconds. To view another property attribute, the appraiser simply clicks another Show Me button. The existing Show Me layer is automatically replaced with a new one showing the relevant data. Color coding specified parcels instead of all parcels enables the appraiser to distinguish between fewer colors. Imagine trying to distinguish between hundreds of different color-coded land rates. The map legend would be useless because it would be impossible to distinguish between hundreds of color variations. By color coding a specified set of parcels, appraisers can see, for example, what the land rate is because the color is clearly distinguishable. Any inconsistent rates will stand out on the map as a result of their distinct color. This way of integrating GIS and CAMA data not only increases the accuracy and equity of the assessment roll, it also helps appraisers maintain a reasonable level of sanity by providing them with tools designed specifically for how they perform their jobs. User Example: Document Retrieval Document retrieval is a daily task in the appraisal process. Digitally storing documents is only the first step in making them useful. If paper documents are scanned for archive purposes only, a great opportunity to improve workflow performance is missed. Quick and easy access to digital documents through a user-friendly GIS increases productivity immensely! Where these documents are stored should not be of concern to appraisers. Appraisers should be able to easily retrieve common documents directly through their GIS application. They should not have to manually map to another server, manually open an interface to a disconnected document management system, manually re-enter the parcel ID number, scroll through an endless list of documents, and then manually download the document needed for each parcel under review. In Brevard County, appraisers can access common digital documents (plats, photos, building footprints, work maps, recorded surveys, property description cards, and so on) directly through their GIS application. They can even view deeds from the Clerk of Court s Web site without having to manually open a Web browser, go to the Clerk s Web site, and re-enter the identifiers. They simply click on a parcel, and then click on the appropriate button (figure 6) to retrieve deeds or other available documents. The tax account number is posted on the Web Link tool and a small graphic (lightning bolt) appears in the map display over the parcel that was just clicked. The tool automatically opens the document in a Web browser. These functions are also available with the More Info tool, which provides additional userspecified information (see User Examples: Customization). This way of integrating digital document retrieval with GIS increases the efficiency of the appraisal process by providing quick, easy, and seamless access to common documents. (continued on page 24) 6 Fair & Equitable August 2006

7 Cover Story (continued from page 24) User Example: Statistical Analysis Appraisers need to evaluate the performance of their appraisals by analyzing sale ratio statistics within specified groups of property. Such groups can be based on strata such as market areas, statutory strata, or property types, but specific sub-groups within these groups also may need to be evaluated. Through applications that integrate statistical tools with GIS, the appraiser can access any desired property groups for calculating ratio statistics and analyzing assessment uniformity based on building quality, year built, size, etc., and make any needed market adjustments. Unlike with non-gis software, with GIS appraisers can see where the sale sample parcels are in relation to the identified population to help assure that the statistical results are representative. With appraiser-friendly applications, appraisers can quickly and easily calculate descriptive statistics for the property attributes of any specified property group, such as a neighborhood. For example, it is very easy to answer, in a matter of seconds, appraisal questions such as what percentage of homes in this neighborhood have Figure 6. Simple interface to common digital documents pools or what is the range of effective age in this neighborhood. The appraiser can simultaneously review the descriptive statistics and the geographic distribution of the selected property attribute. Attempting to implement generic GIS tools without appraiser-specific customization is an effort doomed to fail. How much effort, time, and money have been wasted attempting to implement hostile systems that appraisers will avoid at all costs? This way of integrating statistical reports with GIS and CAMA data can dramatically improve the efficiency and accuracy of appraisal decision-making, leading to increased accuracy and uniformity of assessments at a lower cost. Figure 7. Sample market history table and chart User Example: Market History Analysis Low interest rates and other factors have contributed to a rapid increase in property values in many areas. Florida law requires annual appraisals of all property that reflect these market changes. Appraiser-friendly GIS helps appraisers to explain assessment changes to property owners in a way that is easily understandable. This is one of several valuable uses for market history reports. In Brevard County, the appraisers can click on the desired type of market history report and a table and graph are produced automatically, in a few seconds, for the specified group of properties (figure 7). User-focused GIS applications allow appraisers to provide easy-to-understand explanations for value changes, while at the same time showing the spatial characteristics of the data set. No technical knowledge is required of the appraiser, and no appraisal knowledge is required of the person inquiring about the value change. User Example: Customization Appraisal methods vary depending on the scope and nature of the assignment. Enabling appraisers to configure their GIS so that certain tools conform better to their specific needs can increase their productivity even further. In Brevard County, appraisers can modify certain tools to accommodate their particular routine for appraising property. For example, they can create their own Search and Show Me button groups (figure 8) quite easily by selecting 24 Fair & Equitable August 2006

8 Figure 8. Simple interface to customize search and display tools Figure 9. Simple interface to create custom tables viewable in QC-View and Excel. from over sixty different ways to search for parcels and over ninety different ways to display them. With point-and-click ease, appraisers can create custom tables using specified fields and automatically display them in QC-View and Excel (figure 9). Appraisers can also choose which attribute information is displayed when clicking on a particular parcel by creating custom attribute lists using a simple interface. There is no limit to the number of attributes contained in a list and there is no limit to the number of lists that can be created. Figure 10 shows the window that appears when a property is clicked using the More Info tool. A drop-down menu enables the appraiser to choose which list of property attributes will be displayed. Another drop-down list enables the appraiser to select which digital document is displayed when the globe button is clicked. Appraisers can also set default legend Figure 10. Simple interface to digital documents and property attributes from user-defined lists colors and gradients, set zoom percentages for both the primary and the closeup displays, and much more. Customizable tools enable appraisers to work in a way that is most efficient for them. Conclusion Integrating GIS, DMS, and CAMA in a way that is useful to appraisers is not easy. The following excerpt is from an article by William M. Wadsworth in Journal of Property Tax Assessment & Administration 3(1): It explains this situation: Do not underestimate the difficulty of CAMA/AA immersed in GIS (or otherwise). New technology doesn t necessarily make things any easier; it just makes better solutions possible. However, better solutions reach fruition only when the technology is made to fit the needs of the intended users, and not the other way around. The most powerful system in the world is of little value if the intended users are unable or unwilling to use it. Attempting to implement generic GIS tools without appraiser-specific customization is an effort doomed to fail. How much effort, time, and money have been wasted attempting to implement hostile systems that appraisers will avoid at all costs? Expecting appraisers to possess or acquire the technical skills of a GIS analyst is just as unreasonable as expecting a GIS analyst to possess or acquire the complex skills of an appraiser. They are two very distinct and challenging professions, each requiring extensive skills, training, and experience. This is not to say that advanced GIS analysis is unrelated to the appraisal process and that appraisers should avoid it. Actually, the opposite is true. Advanced GIS analysis is what appraisers should be doing. However, for appraisers to be able to leverage the full power of GIS and enjoy the benefits of new technology, the system must be built to accommodate them. In Brevard County, a lot has been learned from five years of using QC-View. As QC-View s successor (GeoAppraiser) is built, the focus is again on the needs of the appraisers who will benefit from the tools. It is without question the most important consideration in the design and development process and the only pathway to success. Daniel Anzaldi, RES, GISP, is a GIS/ CAMA specialist and application developer who also happens to be an appraiser. He has more than twelve years experience in mass appraisal and more than seven years experience designing and building GIS tools for appraisers. He has been employed since 1994 by Jim Ford, CFA, Brevard County Property Appraiser. Fair & Equitable August