Address Parcel Owner Business Process Assessment Report
Address/Parcel/Owner
Address/Parcel/Owner
Business Process Assessment
Business Process Assessment
Findings & Recommendations
Findings & Recommendations
Presented to
Presented to
Atlanta Regional Commission
Atlanta Regional Commission
Atlanta Region GIS User Group
By APO Project Team
By APO Project Team
Date: June 4
Date: June 4
th
th
, 2014
, 2014
Agenda
Agenda
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APO Project Objectives
APO Project Objectives
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Business Process background
Business Process background
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Agencies Involved:
Agencies Involved:
•
City of Atlanta – Department of Planning
City of Atlanta – Department of Planning
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DeKalb County GIS
DeKalb County GIS
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Fulton County Tax Assessor GIS
Fulton County Tax Assessor GIS
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Fulton County Clerk of Superior Court
Fulton County Clerk of Superior Court
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Findings / Recommendations
Findings / Recommendations
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Next Steps
Next Steps
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Q & A
Q & A
2
Work in a collaborative fashion with City of Atlanta,
Work in a collaborative fashion with City of Atlanta,
DeKalb County and Fulton County (Multi-Agencies) to:
DeKalb County and Fulton County (Multi-Agencies) to:
APO Project Objectives
APO Project Objectives
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Identify APO Business Process Hand-Off /
Identify APO Business Process Hand-Off /
Receipt Challenges
Receipt Challenges
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Identify / Implement Win-Win Business Process
Identify / Implement Win-Win Business Process
Improvement opportunities
Improvement opportunities
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Create greater Efficiency in Hand-Off’s between
Create greater Efficiency in Hand-Off’s between
Multi-Agencies
Multi-Agencies
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1.
Mapped, identified and validated the City of Atlanta,
Mapped, identified and validated the City of Atlanta,
DeKalb County and Fulton County “As-Is” and “To Be”
DeKalb County and Fulton County “As-Is” and “To Be”
processes and identified challenges and recommendations:
processes and identified challenges and recommendations:
Citizens unaware of the process for altering Lot Boundaries
County Parcel modifications can create non-conforming lots
Zero addresses are created when the County subdivides a
parcel
No formal process for generating permanent parcel ids from
temporary ids in Accela
2.
We identified process improvements and the opportunities
We identified process improvements and the opportunities
to improve hand-offs (City & County) developed Best in
to improve hand-offs (City & County) developed Best in
Class recommendations. **
Class recommendations. **
3.
Present Findings and Best in Class recommendations to
Present Findings and Best in Class recommendations to
COA Management
COA Management
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Maps
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City of Atlanta GIS Subdivision
DeKalb County GIS
Fulton County Tax Assessor GIS
Fulton County Clerk of Superior Court
Multi-Agency Address / Parcel / Owner
Findings
Recommendations
Priority I
Ability to educate customers on the
process for updating property
boundaries (e.g. splits, combinations,
parcels and re-parcels).
Priority I
Short Range
– Counties research &
develop a Web Site and conducts a
Marketing Campaign to educate
customers on how to easily submit
their property boundary update
requests.
Medium Range
– Citizens should
record plats at the County only after
final address is approved by the City
of Atlanta if the property is in the City
of Atlanta
Long Range
– Join the effort with the
Municipalities to change State Law.
Findings and Recommendations
Findings and Recommendations
Multi-Agency Address / Parcel / Owner
Findings
Recommendations
Priority II
Counties do not require an approval
COA Stamp for approved lots.
Customers can alter and record Plats
through Counties and create
unapproved lot configurations
without the City (COA GIS) being
aware.
Priority II
Collaborate with Counties on a
method for eliminating unapproved
lots. Agree on resolution for recording
and altering Plats.
Findings and Recommendations
Findings and Recommendations
Findings and Recommendations
Findings and Recommendations
Multi-Agency Address / Parcel / Owner
Findings
Recommendations
Priority III
Zero Addresses –
When the Counties
split a property by a recorded deed,
they assign a Zero Address to the
Parcel until the City provides a
permanent address.
By Law Dept. advised the Counties are
required to convey properties per the
legal description.
Although the legal description may
result in a parcel being a non-
conforming lot, the Counties still have
to create an address for the parcel.
Priority III
When this happens, an address
should be requested from the city
immediately. Set a Microsoft Outlook
reminder for 1 week from the request
date. If no response is received from
the City within a week, follow-up with
a phone call to (Office of Buildings)
the City.
This process is obviously iterative until
resolved.
Multi-Agency Address / Parcel / Owner
Findings
Recommendations
Priority IV
Temporary Parcel IDs to Permanent
Parcel IDs in Accela – No process for
this right now.
Priority IV
**
Map out a Business Process for
converting Temporary IDs to
Permanent IDs in Accela. Preferably
receive the Fulton County Plat Report
on a daily, weekly or monthly basis
versus annually.
Also, Share Physical Data (Line Work,
Parcel Layer changes) with Counties.
Create a unique identifier (e.g. Serial
Number) for each parcel to be used
by County Assessors and by the City
to provide a solid way to pull in
County information. Has to be done
by the County Courts.
Findings and Recommendations
Findings and Recommendations
**
This recommendation has
been implemented.
1.
Develop a vehicle for educating customers on APO processes
Develop a vehicle for educating customers on APO processes
2.
COA to establish Multi-Agency APO policies, procedures and
COA to establish Multi-Agency APO policies, procedures and
Business Processes that will facilitate the elimination of the
Business Processes that will facilitate the elimination of the
Temporary Parcel IDs and Zero Addresses that we’ve
Temporary Parcel IDs and Zero Addresses that we’ve
identified in our findings & recommendations
identified in our findings & recommendations
Players:
Players:
COA Office of Buildings / COA Office of Planning
COA Office of Buildings / COA Office of Planning
Appropriate DeKalb (GIS Group) & Fulton (Tax Assessor
Appropriate DeKalb (GIS Group) & Fulton (Tax Assessor
GIS & Clerk of Superior Court) County Resources
GIS & Clerk of Superior Court) County Resources
3.
Develop a formal and electronic delivery mechanism to get
Develop a formal and electronic delivery mechanism to get
Fulton County information updated (versus the manual
Fulton County information updated (versus the manual
process that we’ve put into place)
process that we’ve put into place)
4.
Ownership & Management of Recommendations
Ownership & Management of Recommendations
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CONTACTS:
CONTACTS:
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Greg Kiah
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Paul Thomas
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Ron
Booth
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Gary
Cage
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The Address Parcel Owner Business Process Assessment Report was presented to the Atlanta Regional Commission and the Atlanta Region GIS User Group by the APO Project Team. The report covers the objectives, findings, recommendations, and accomplishments related to collaborative efforts with the City of Atlanta, DeKalb County, and Fulton County to improve business processes and efficiency in hand-offs between multiple agencies. Key challenges and opportunities for improvement were identified, along with best-in-class recommendations. The report also highlights high-level process maps and GIS-related activities of the involved entities.
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Presentation Transcript
Address/Parcel/Owner Business Process Assessment Findings & Recommendations Presented to Atlanta Regional Commission Atlanta Region GIS User Group By APO Project Team Date: June 4th, 2014
Agenda APO Project Objectives Business Process background Agencies Involved: City of Atlanta Department of Planning DeKalb County GIS Fulton County Tax Assessor GIS Fulton County Clerk of Superior Court Findings / Recommendations Next Steps Q & A 2
APO Project Objectives Work in a collaborative fashion with City of Atlanta, DeKalb County and Fulton County (Multi-Agencies) to: Identify APO Business Process Hand-Off / Receipt Challenges Identify / Implement Win-Win Business Process Improvement opportunities Create greater Efficiency in Hand-Off s between Multi-Agencies 3
Business Process Improvement Business Process Improvement 4
Multi-Agency APO Accomplishments 1. Mapped, identified and validated the City of Atlanta, DeKalb County and Fulton County As-Is and To Be processes and identified challenges and recommendations: Citizens unaware of the process for altering Lot Boundaries County Parcel modifications can create non-conforming lots Zero addresses are created when the County subdivides a parcel No formal process for generating permanent parcel ids from temporary ids in Accela 2. We identified process improvements and the opportunities to improve hand-offs (City & County) developed Best in Class recommendations. ** 3. Present Findings and Best in Class recommendations to COA Management 7
Findings and Recommendations Multi-Agency Address / Parcel / Owner Findings Recommendations Priority I Ability to educate customers on the process for updating property boundaries (e.g. splits, combinations, parcels and re-parcels). Priority I Short Range Counties research & develop a Web Site and conducts a Marketing Campaign to educate customers on how to easily submit their property boundary update requests. Medium Range Citizens should record plats at the County only after final address is approved by the City of Atlanta if the property is in the City of Atlanta Long Range Join the effort with the Municipalities to change State Law.
Findings and Recommendations Multi-Agency Address / Parcel / Owner Findings Recommendations Priority II Counties do not require an approval COA Stamp for approved lots. Priority II Collaborate with Counties on a method for eliminating unapproved lots. Agree on resolution for recording and altering Plats. Customers can alter and record Plats through Counties and create unapproved lot configurations without the City (COA GIS) being aware.
Findings and Recommendations Multi-Agency Address / Parcel / Owner Findings Recommendations Priority III Zero Addresses When the Counties split a property by a recorded deed, they assign a Zero Address to the Parcel until the City provides a permanent address. Priority III When this happens, an address should be requested from the city immediately. Set a Microsoft Outlook reminder for 1 week from the request date. If no response is received from the City within a week, follow-up with a phone call to (Office of Buildings) the City. By Law Dept. advised the Counties are required to convey properties per the legal description. This process is obviously iterative until resolved. Although the legal description may result in a parcel being a non- conforming lot, the Counties still have to create an address for the parcel.
Findings and Recommendations Multi-Agency Address / Parcel / Owner Findings Recommendations Priority IV Temporary Parcel IDs to Permanent Parcel IDs in Accela No process for this right now. Priority IV ** Map out a Business Process for converting Temporary IDs to Permanent IDs in Accela. Preferably receive the Fulton County Plat Report on a daily, weekly or monthly basis versus annually. Also, Share Physical Data (Line Work, Parcel Layer changes) with Counties. Create a unique identifier (e.g. Serial Number) for each parcel to be used by County Assessors and by the City to provide a solid way to pull in County information. Has to be done by the County Courts. ** This recommendation has been implemented.
Recommendations & Next Steps COA Action Items 1. Develop a vehicle for educating customers on APO processes 2. COA to establish Multi-Agency APO policies, procedures and Business Processes that will facilitate the elimination of the Temporary Parcel IDs and Zero Addresses that we ve identified in our findings & recommendations Players: COA Office of Buildings / COA Office of Planning Appropriate DeKalb (GIS Group) & Fulton (Tax Assessor GIS & Clerk of Superior Court) County Resources 3. Develop a formal and electronic delivery mechanism to get Fulton County information updated (versus the manual process that we ve put into place) 4. Ownership & Management of Recommendations 17
Questions 18
Thank You! CONTACTS: Greg Kiah Paul Thomas Ron Booth Gary Cage 19 19
