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Questions and Answers about the Assessment Community Enterprise System

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General

Q: Will the new system be named RPSV5?

A: No, the name of the new system will be the New York State Assessment Community Enterprise System (ACES).

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

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

Q: How will fixes and updates to ACES occur?

A: We will make periodic system updates and notify users prior to their rollout. You will no longer run updates locally. We expect to make the updates after business hours to avoid impacts on your use of the system.

Q: Since ACES will be web-based, will it be able to handle all municipalities performing similar functions at peak times?

A: Yes. We are sizing the system to handle statewide demands.


Requirements

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

A: You will need to have a device that can connect to the Internet through a web browser.

Q: What type of Internet connection will I need?

A: We recommend that you have high-speed Internet access.


Access

Q: How will I access ACES?

A: You’ll log in to the system using a web browser such as Internet Explorer, Firefox, or Chrome. (Most devices have a web browser installed prior to purchase.)

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

A: Yes, except for system maintenance windows, which we expect to schedule during nonbusiness hours.

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

A: Only the authorized users that the primary local official (assessor or county property tax director) designates will have privileges to update, insert, and delete data for your municipality. Other users will have inquiry access.

Q: Will the public have access to ACES?

A: No, the public will have access to a separate database and website that contains a limited subset of assessment data.

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

A: Municipal officials will manage the data. New York State is responsible for the central administration of the system.

Q: Will localities be able to run simulations for valuation or tax preparation, or will all processing happen in real time?

A: ACES will be able to process what-if scenarios without impacting the real-time data. Although, the assessor can choose to accept the data.

Q: Will ACES work with Sales Scan?

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


Data and security

Q: Where will the data be located?

A: We will house the system and all data at the New York State data center.

Q: Will you house all the data in one database?

A: Yes, the ACES database will include multiple tables, and be partitioned and secure for each municipality.

Q: Will I be able to run 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 won’t need to maintain a backup file. New York State will perform periodic backups and maintain a disaster-recovery site.

Q: Will you protect the data from hacking and breaches?

A: Yes, the Tax Department takes data security very seriously and closely guards tens of millions of Social Security numbers and tax return data. We will use similar security protocols to protect ACES data from intrusion.


Pilots

Q: What localities will be pilots for ACES?

A: These are the pilot communities:

  • Cayuga County, including the Towns of:
    • Niles
    • Moravia
    • Victory
    • Sterling
    • Ira
  • Clinton County, including the Towns of:
    • Altona
    • Ausable
    • Beekmantown
    • Black Brook
    • Champlain
    • Chazy
    • Clinton
    • Dannemora
    • Ellenburgh
    • Mooers
    • Peru
    • Saranac
    • Schuyler Falls
  • Towns of Glenville and Niskayuna
  • Town of Greenburgh
  • City of Niagara Falls
  • Orleans County, including the Towns of:
    • Albion
    • Barre
    • Clarendon
    • Carlton
    • Gaines
    • Kendall
    • Murray
    • Ridgeway
    • Shelby
    • Yates
  • Town of Queensbury
  • Tompkins County, including the City of Ithaca and all towns
  • City of Watertown
  • Wyoming County, including the Towns of:
    • Covington
    • Gainesville
    • Genesee Falls
    • Java
    • Pike
    • Sheldon
  • City of Yonkers
  • Town of Rye

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

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

Q: During the pilot period, will the public or other local officials have access to the ACES 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 pilot counties maintain data in parallel systems?

A: We expect initial pilot counties to run parallel systems for 10–12 weeks. As more counties choose to participate in the pilot, the length of time counties need to maintain parallel systems may decrease.

Q: Will pilot counties be able to import RPSV4 data into ACES?

A: No. However, for municipalities participating in the pilot, we will convert and import their data into ACES prior to testing.

Immediately prior to statewide implementation, we will convert and import the RPSV4 data into ACES for all municipalities, because the RPSV4 data is the data-of-record up until the point of implementing the new system.


Data conversion

Q: Will you convert and import final assessment roll data into the new system when a locality implements ACES?

A: Yes. The ORPTS team will work with each municipality to convert and import their data.

Q: How many years of historical roll data can you convert and import into ACES?

A: We will work with localities to convert and import five years of historical data. For access to data older than five years, local officials can continue to use RPSV4.


Support

Q: Who will I contact if I need support?

A: We’re developing a multi-tiered support system you can contact. It will include the ORPTS Regional Liaisons, the RPS Support Team, and the New York State Call Center.

Q: Who will set up my ACES account?

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

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