Thomson Reuters (GRM) Aumentum Tax Advisory Meeting Minutes Thursday August 6, 2015 Attendee County or Organization In Person/Phone Sue Becker County Conference Call Tiffany Ahearn Blue Earth County In Person Brian Frederick Blue Earth County Conference Call Lisa Malinski Blue Earth County In Person Michael Stalberger Blue Earth County In Person Stacy Thorson Blue Earth County Conference Call Angie Johnson Carver County Conference Call Dennis Freed Chisago County In Person Michael Nelson Chisago County In Person Lyn Regenauer Chisago County In Person Kelsey Lakeberg Isanti County Conference Call Angie Larson Isanti County In Person Lisa Meredith MCCC In Person Bill Sparks MN DOR In Person Joe Heying Morrison County In Person Julie Shelstad Morrison County In Person Amanda Lee Mower County Conference Call Doreen Pehrson Nicollet County Conference Call Michelle Snyder Polk County In Person Jill Gontarek Ramsey County In Person Chris Samuel Ramsey County In Person Dick Sivanich Ramsey County In Person Jody Wagner Rice County In Person Martie Monsrud Roseau County In Person Kris Lage Scott County In Person Ellen Paulsen Scott County Conference Call Vikki Dullinger Stearns County Conference Call Steve Holthaus Stearns County In Person Sharon Robinson Stearns County In Person Celina Doogah Thomson Reuters Conference Call Jon Ritchey Thomson Reuters Conference Call Latonia Vance Thomson Reuters Conference Call Joanne Helm Washington County In Person Joyce Larson Washington County In Person Jody Moran Washington County In Person Page 1 of 6
Call to Order: Chairperson Martie Monsrud called the meeting to order at 9:30 a.m. Introductions/Roll Call: In person attendees introduced themselves followed by those on the phone as show above. Approve Agenda: Jody Moran, Washington County, made a motion to approve the agenda with the addition of PRISM Contact List, seconded by Michael Stalberger, Blue Earth County. Motion carried. Approval of the Minutes: Michelle Snyder, Polk County, made a motion to approve the minutes, seconded by Jody Moran, Washington County. Motion carried. Action Items Lisa Meredith will see if another session can be added to the Data Model Training or additional seats opened up. County specific roll out - the group asked Jon to keep the same order we provided if possible. Jon will talk to managed services about changing to our order. Lisa Meredith asked Jon for a list of exactly what counties need to have ready for version 10 conversion, Jon will get that information to Lisa to send out to all. Training Committee needs list of specific areas of training on version 10. Thomson Reuters would like a list of best contacts at each county. Martie will send list to Jon, Latonia, and Celina. Requested that Thomson Reuter provide web training on special assessments. Are there any issues to bring to TUGOM conference? Our group would like to meet with Thomson Reuter management at the conference - Jon will email Andrew to see if this is an option for our group to meet face to face with them. Anyone interested in being on the enhancement committee that was voted on at last year s conference? We need to fix how we hold elections (contract, elections, and training). Jill Gontarek will review to figure it all out. County reimbursement for testing has not been discussed yet. DOR Update: Bill Sparks Homestead Ag credit bulletin didn t come out as mentioned last month. Holding a meeting tomorrow to finalize the bulletin and it should be out for sure in about 2 weeks. Working on powerline credit bulletin (how to calculate) and hopefully it will be out in 2 weeks. Testing the T100 online now and going good so far. Users will need to enter county Id code, the 7 digit number for security, the same one used to submit the LBA forms. There are validations rules so you know right away if something isn t right. Aids went out last week. Posted new PRISM schema this morning. The Assessment Abstract, Fall Mini, and MVbP are due the end of the month. Info sessions are going good so far, Cindy s enjoyed meeting everyone. There nothing passed by legislation. They would like to get fixed payment dates and would like to know what folks think about it. Page 2 of 6
Martie asked about Unorganized township for powerline credit. They need to be calculated differently, please add something to the bulletin. Suggested changing the unorganized or just get rid of the credit all together. Outstanding TFS Items Items in the patch for next week; Thomson Reuters Update ID # DESCRIPTION/TITLE CRM ID# 143427 ACH Processing Now includes Fee amounts CAS-233005-YCMLNJ 194574 When the Application Setting 'Test to use for alternate dates' is set to '1st installment Bal Due <= Penalty Tolerance', the egov Export is now setting the Due Date in egovbilldata_t to the correct due date. The alternate date is only used when the 1st installment due date has been passed and no payment has been collected. CAS-267531-HRW87T 192393 Assessment Abstract Items 382 and 422 have been added to the Assessment Abstract Report. These items have been added to collect information on 4a and 4d net new improvements CAS-267531-HRW87T 196957 Apply Modifier to Group - Modifiers are now applied to all PINs in the selected group. CAS-267361-CDG556 190460 Alternate Dates are no longer displayed when the first installment has been paid on time. 182999 2015 Abstract of Tax Lists for Manufactured Homes CAS-262738-FJTJBZ Revenue Object Maintenance Merge. An error no longer occurs when changing the Subdivision during a 183559 merge. 82 CAS-230415-JXRJY4 Introduction and Roles of Thomson Reuter s Staff Andrew was going to present this but not in attendance, held over to September meeting. This was to go over their staff changes. Data Model Training The session is full, Tiffany Ahearn, Blue Earth County will send out the list of attendees. There is still interest in the class, should another session be offered or can we increase the number of attendees, Lisa Meredith will see what can be done. Version 10 Update Jon Ritchey reported they still have some items at Engineering, items are being worked on. Having build issue, has been escalated and is at Engineering. Special assessments showing incorrect on tax bills, at Engineering. Ditch error escalated at Engineering. Delinquent list time issue indexing shortened but still working on it. Need to begin testing roll out to county specific testing, need to get these going as soon as possible. Starting set up next week. Majority of modules do work but need to get into county testing to hit our late November go live. Timeline and calendar for counties has been set and Jon emailed to Lisa who then passed it out. The list changed from the order MnCCC provided, the group asked to keep the same order we provided if possible. Jon will talk to managed services about changing to our order. Everyone needs to have their hardware up and running for Thomson Reuters. Managed services only needs the hardware up and running with basic operating system and SQL server, Thomson Reuters will do the rest. Lisa asked for a list of exactly what counties need to have ready, Jon will get that information to Lisa to send out to all. Managed services will contact the county for credentials. Committee approved our schedule and to give Chris and Martie authority to approve changes (will be available for Monday s test committee call), the final will go out Page 3 of 6
Tuesday. List will be what county needs to do to prepare, 2 docs, managed services and not. And the roll out schedule. o Chisago is already working on theirs o Scott is being worked on o Ramsey is completed they hired a company to test performance and will share the results with all. Steve from Stearns said the server won t be configured before the 17 th, the document hasn t gone out yet for server configuration. Latonia said counties with managed services contract will have their server configured by Thomson Reuters. A document went to Mike and Tiffany for review, Lisa hasn t gotten it back so it hasn t gone out yet. Mike said deployment process is taking a long time, table column issues, 4-6 hours to run a deploy process. When a part fails you have to start over. Counties installing on their own do not have documentation they need. Working towards training options, need a list of specific areas. Thomson Reuters would like a list of best contacts at each county. Clay County is the only 1 missing. Martie will send list to Jon, Latonia, and Celina. The list was passed out to those in the room. Committee Reports Legislative Committee Dennis Freed, Chisago County, Mobile Home abstract, Assessment Abstract changes out will test the changes. Outstanding change order on TNT, change to the back of the form for supplemental ag credit has been submitted. Training Committee Kris Lage, Scott County, reported the committee has not met. Enhancement Committee Lisa Malinski, Blue Earth County, had no update. Testing Committee Chris Samuel, Ramsey County, reported the committee is very active in testing and trying wrap up testing items that hadn t been tested yet. There are still some showstoppers outstanding from early testing, as fixes came out there were still issue. The major items have been tested. There are still issues with statements. Need to test the fixes for those items. Plan is to provide documentation to counties for county specific testing. Configuration setting changes and sample test plan in Ramsey will go out to all. It will describe the limitations of our testing so far, the items that we were not able to test. Certain items have not been tested that will be only county specific testing example Cama import. The document will cover how to report issues that are found and see what s been reported and known outstanding issues, a suggested checklist of processes for data comparisons, resources that are available, documentation of changes. There is good documentation on connextions. Summarized documentation will be provided with what s new or changed. We asked Thomson Reuters for training on special assessments. Page 4 of 6
Thomson Reuters would like a list from us of what we want them to train on. Steve Holthaus suggested that every county attend the session on special assessments. We request it be a session given by Thomson Reuters and not our group. Workflows do not come with ver 10.3 Thomson Reuters needs to configure it and the group agreed not at this time. Collect Max/eGov There was nothing to report. ISSG Liaison Mike Nelson, Chisago County, and Tiffany Ahearn, Blue Earth County reported on the meeting yesterday. Counties that update operating system to windows 10 will have AS400 issues. The contract committee is reviewing contracts, they are an advisory committee but you don t have to accept them. With new contracts they are looking for deal breakers to take back to the vendor. Lync meeting was used again and it worked well but concerns on how to implement it to all groups Lisa is trying to work through what licensing is needed; MnCCC will not be hiring someone to do this or provide servers. Reports Committee Mike Nelson, Chisago County, reported the committee is testing custom reports in version 10. The assessor s reports are left. Mike is working on a process to install reports and is trying to make it very simple to load. MCCC Liaison Jill Gontarek, Chisago County, reported that user group rules and regulations were approved by the board. Lisa is working on an org chart, it will be ready for next week s meeting. ISSG is creating a team to work with Lisa for a newer more user friendly RSVP site and are looking for a good source to do that. Reviewing this year s conference. Next week s meeting includes chairs and liaisons. Board gave approval for pictometry, PIUG approved, being routed for signature. Contract Committee Michael Stalberger, Blue Earth County reported they are meeting after this meeting. They have the contract from Tomson Reuters with the cost they proposed. There are changes that we will propose back. The contract needs to be in place by year end. Fees anticipated increase for 2016 was included in budget, anything above will come out of the enhancement fund if approved by this committee. Other Items of Concern TUGOM conference All registered and set to go. Are there any issues to bring to conference? Our group would like to meet with Thomson Reuter management - Jon will email Andrew to see if that was an option for our group to meet face to face with them. Is anyone interested being on the enhancement committee that was voted on at last year s conference? User Group Meeting We need to fix how we hold elections (contract, elections, training), Jill Gontarek will review to figure it all out. A full user group meeting at the conference once a year isn t enough. Page 5 of 6
A county contact list for Thomson Reuter was passed out; please let Lisa Meredith know by Tuesday if there are any changes. It was suggested to add chair and liaisons. PRISIM county contacts Deb Volkert would like to know who will be the primary testers of PRISM. Chris Ramsey will be the main contact. Lisa Malinski is the backup. Financial Report Motion to approve financial report was made by Jody Moran, Washington County and second by Angie Larson, Isanti County. Motion carried. County reimbursement for testing has not been discussed yet. Adjournment A motion to adjourn was made by Michelle Snyder, Polk County and second by Jody Moran, Washington County. Motion carried. Respectfully Submitted by Sharon Robinson, Stearns County sharon.robinson@co.stearns.mn.us Page 6 of 6