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Frequently asked questions about the new Real Property System

Topics:


General

Q: What will be the fees for the new system and associated support?

A: The fee structure will be the same as it is for RPSV4.

Q: How will fixes and updates to the system occur?

A: We will make periodic system updates, and notify users prior to their rollout. You will no longer run updates locally.

Q: How will a web-based system handle all counties running tax rolls at the same time?

A: We are aware of the need, and the system is sized accordingly to handle the demand.


Requirements

Q: What type of equipment will I need in my local government office?

A: You will need to have access to the Internet through a web browser.

Q: What type of Internet connection will I need?

A: It will be advantageous to have high-speed Internet access.


Access

Q: How will I access the system?

A: You’ll access the system by logging into a website using a web browser, such as Internet Explorer, Firefox, or Chrome.

Q: Will I have access to the system 24 hours a day, seven days a week?

A: Yes, with the exception of system maintenance windows, which we expect to schedule during non-business hours.

Q: Who will have access to the data for my municipality?

A: Only the authorized users that are designated by the primary local official (assessor or county property tax director) will have update, insert and delete privileges for your municipality. Inquiry access will be available to other users of the system.

Q: Will the public have access to the system?

A: There will be a separate database and website for the public to access that contains a limited subset of the data.

Q: Will certain fields for municipalities be updated by New York State or the county (for example, equalization rates)?

A: The data will be managed by municipal officials. New York State is responsible for central administration of the system.

Q: Will there be any local processing for valuation or tax preparation? Or will all processing happen in real time?

A: The system will have the ability to process what-if scenarios without impacting the real-time data, unless the assessor chooses to accept the data.

Q: Will the new system work with Sales Scan?

A: The new system will accept the extract from Sales Scan.


Data and security

Q: Where will the data be located?

A: The system, including all data, will be housed at the New York State data center.

Q: Will all the data be housed in one database?

A: Yes. The database will include multiple tables. The data will be partitioned to and secure for each municipality.

Q: Will I still be able to do extracts for the various local programs that rely on RPSV4 data?

A: Yes. You will be able to extract the data in the same file formats you currently use.

Q: How will I back up the data?

A: You will not need to maintain a backup file. New York State will perform periodic backups and maintain a disaster recovery site.

Q: How will I know the data is protected from hacking and breaches?

A: The Tax Department takes data security very seriously and closely guards tens of millions of Social Security numbers and other tax return data. Similar security protocols will be used to protect assessment roll data from intrusion.


Pilots

Q; Will pilot counties work with data from all municipalities in the county?

A: No, the pilot counties will only use data from the municipalities that have agreed to share their data for pilot purposes.

Q: During the pilot period, will the public or local officials have access to the data?

A: No. During the pilot period, only the pilot community, county (if involved), and state officials will have access to the pilot data.

Q: How long will the pilots maintain data in parallel systems?

A: We expect that the initial pilots will run parallel systems for 10–12 weeks. As additional pilots are brought on, this time span may decrease.

Q: Will pilots be able to import RPSV4 data into the new system?

A: They are two separate systems. For municipalities participating in the pilot, their data will be converted to the new system prior to testing. Following the pilot period, just before implementation, the pilot’s data will be converted again, since the RPSV4 data is the data-of-record up until the point of implementing the new system.

In the reverse, the new system will provide the same extract that RPSV4 currently provides for generation of the RPSV4 tax roll.


Data conversion

Q: Will final assessment rolls be converted when a locality implements the new system?

A: The ORPTS team will work with each municipality prior to converting their data.

Q: How many years of historical rolls can we bring over?

A: This is under discussion. We are evaluating the number of years to bring forward.


Support

Q: Who will I contact if I need support?

A: We’re developing a multi-tiered support system that includes the ORPTS Regional Liaisons, the RPS Support Team, the New York State Call Center, and Tyler Technologies.

Q: Who will set up my account?

A: New York State will set up accounts for local officials. Each municipality will control access permissions.

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