Maui County Gets Boost from iasWorld

Organization Profile

  • Industry: County Government
  • Location: Kahului, Hawaii
  • Population: 160,000
  • Tyler Client Since: 1988
  • Tyler Products Used: iasWorld®, EnerGov™

Challenges

Despite being in the middle of heaven on earth, things were far from perfect for the Maui County Real Property Assessment Division (RPAD). Several years ago, RPAD set a goal to meet the International Association of Assessing Officers (IAAO) standard on property inspections. However, the staff’s efforts were hindered by the division’s outdated software and the less-than-desirable processes it created.

For example, to validate property sales by comparing RPAD data to that of an independent source, the staff visited Maui’s Multiple Listing Service (MLS) website and manually entered all pertinent sales and property data into their software. Not only did the staff find this process time-consuming and cumbersome, they also were concerned about making costly data entry errors.

We were greatly anticipating what iasWorld would allow us to do. Integration of data from other departments and sources was something we wanted to pursue, particularly with our land records department implementing EnerGov software.

Marcy Martin

Senior Property Technical Officer, Maui County Real Property Assessment Division, Hawaii

Division management recognized it was time to upgrade their appraisal and tax software. RPAD searched for a solution that would enable their staff to access the accurate and up-to-date data they needed, while also empowering their division to take important steps toward streamlining processes, reaching their property inspection goal and providing the best possible service to their constituents.

Solution

RPAD knew what to expect when they invested in their new, best-in-class iasWorld appraisal and tax administration software. They could take advantage of the software’s flexibility to integrate important outside data directly into the Computer-Assisted Mass Appraisal (CAMA) function of their iasWorld software. They initially imported geographic information systems (GIS) and Pictometry data, as well as property photo records.

Tyler’s expert staff helped RPAD formulate and execute a plan to integrate data from several other sources, including:

  • National Change of Address (NCOA) — a crossreferencing source to track who’s left or moved into RPAD’s jurisdiction.
  • State of Hawaii, Department of Health — a source for death records, which can indicate properties that have been or will soon be transferred or sold. Data found here is also used for exemption compliance.
  • Maui’s Multiple Listing Service (MLS) — the go-to source for the latest sales and listing information. RPAD used MLS data to uncover changes in property characteristics (e.g., new building, additions or improvements) and to validate sales information.

By comparing new third-party data with the division’s real property data — all within a single, comprehensive view in their iasWorld software — the staff could streamline important tasks, such as sales validation and permits processing. Plus, RPAD could begin to assemble the tools and information they needed to help them meet IAAO standards for property inspections.

By integrating County of Maui MLS data, RPAD staff could review recent property sales and listing information.

RPAD staff created iasWorld dashboard tools to monitor sales, permits and inspection activity.

RPAD also wanted to pursue sharing data across county departments, particularly since their land records department was in the process of implementing Tyler’s EnerGov software. The division integrated information from the County of Maui Developmental Services and Planning Agency, which is a valuable source for addressing, permits and zoning information.

To further streamline processes, the RPAD team created iasWorld dashboard tools that enabled staff and management to monitor sales permits, sales processing, permit processing and more.

Benefit

RPAD staff now has immediate access to the valuable and up-to-date information it needs. By integrating data directly into iasWorld’s CAMA function, processes have been dramatically streamlined, allowing staff to better prioritize and accomplish more in less time.

With more than 2,000 permits automatically loaded into iasWorld every year, RPAD enjoys better data quality and reduced data entry and omissions. Its management also monitors permit activity via their dashboard tools and identifies permits that are close to completion. Now, appraisers make better use of their time by visiting sites that are within weeks of their permits being closed.

Using the capabilities of iasWorld, appraisers can create permit lists and load them into their GIS maps for field work. They can even close canceled and expired permits without additional research, though there is a link to the permit website in iasWorld if any information is needed. By taking advantage of these new, automated processes in the office, appraisers can spend a lot more time in the field.

 

RPAD staff also has access to MLS sales data that has been merged into 2,500 sales records in the CAMA function of their iasWorld software. They no longer have to query thousands of sales records and look up each property sale on the Maui MLS site to verify data. RPAD now enjoys a sales validation process that’s faster and easier to complete, while also fulfilling an important requirement of IAAO standards — achieving sales validation through the combination of the

RPAD and its new, streamlined processes are delivering better workflow, improved efficiency and accurate results for County of Maui taxpayers. By harnessing the flexibility and capabilities of iasWorld, the division can now effectively pursue its goal of meeting the IAAO standard for property inspections. Best of all, they’re providing an even higher level of service to county property owners.

Learn How Tyler Is Bringing Data and Departments Together

Through the integration of third-party data into their iasWorld appraisal and tax solution, the Maui County RPAD gained immediate access to the information they needed to more efficiently and effectively do their jobs.

Tyler recognizes the amazing value that integration provides and how access to important data streamlines and transforms processes. That’s why our industry-leading appraisal and tax solutions take full advantage of today’s latest technology for integrating important applications and data together in one comprehensive view.

When solutions across different departments share a common platform, such as Tyler’s iasWorld and EnerGov software, it opens exciting possibilities for the freeflow exchange of information. By establishing this true connection, assessment, tax, land records and permitting departments can gain access to each other’s data to build a smarter, more efficient and connected community.

Case Study Highlights

  • County uses integrated third-party data to streamline important tasks, such as sales validation and permits processing
  • Staff enjoy better data quality and reduced data entry and ommissions
  • Data integration helps meet IAAO standard for sales validation

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