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  Consent-General Government   # 16.       
Innovation and Technology Services  
Meeting Date: 09/28/2021  
Brief Title:    IT Innovation Funding Request - Just Appraised Assessor Software
From: Lee Gerney, Chief Technology Officer, Innovation and Technology Services Department
Staff Contact: Lee Gerney, Chief Technology Officer, Innovation and Technology Services Department, x4030

Subject
Authorize the use of IT Innovation funds in the amount of $47,500 to streamline the change of ownership process between Clerk-Recorder and Assessor; and adopt a budget resolution increasing the Assessor/Clerk-Recorder/Elections 2021-22 budget by $47,500. (General fund impact $47,500) (4/5 vote required) (Gerney/Salinas)
Recommended Action
  1. Authorize the use of IT Innovation funds for the software to streamline the change of ownership process between Clerk-Recorder and Assessor; and
     
  2. Adopt a budget resolution increasing the Assessor/Clerk-Recorder/Elections 2021-22 budget by $47,500.
Strategic Plan Goal(s)
     Robust Economy: Increase the public benefit and operational potential of the county.
Reason for Recommended Action/Background
The Assessor branch of the Assessor/Clerk-Recorder/Elections (ACE) Department is requesting IT Innovation Funds to streamline the data flow and process between the Clerk-Recorder and Assessor branch. The current practice is a very labor-intensive process of document analysis and data entry. The process of transmitting data from the Clerk-Recorder to the Assessor has been in place for well over a dozen years, with very little room for modernization and innovation.  Just Appraised is a company that offers a workflow management product that completely transforms the space that resides between the Clerk-Recorder and Assessor. It utilizes cloud computing and machine learning to scan recorded documents, identify key Assessor-related documents, and then transmits the data into the Megabyte Property Tax Admin database. The Application Programming Interface (API) will allow the branch to extract specific property parcel information and enable data flow between the Megabyte Property Tax Software (MPTS) and Just Appraised. The key areas that were once a task for data entry by staff would now be shifted to quality control by staff. This product creates an innovative solution that would allow for greater flexibility in the Assessor branch with Proposition 19 (The Home Protection for Seniors, Severely Disabled, Families, and Victims of Wildfire or Natural Disasters Act) looming on the horizon.

The time that was once attributed to processing deeds and data entry will be greatly reduced. ACE plans on filling that time with continuing to update the file room digitization project, accelerating the supplemental bill processing, and assessor map maintenance work. Lastly there are additional data tracking and reporting requirements with the passage of Proposition 19. ACE is hopeful that the addition of this product will allow us to no longer require our vacant Assessor/Clerk-Recorder Specialist I position.
Collaborations (including Board advisory groups and external partner agencies)
Assessor, Clerk-Recorder, Elections (ACE), Innovation and Technology Services, Department of Finance, County Administrator's Office and County Counsel
Competitive Bid Process
The Assessor, Clerk-Recorder, Elections (ACE) Department and the Innovation and Technology Services Department comply with all Department of Financial Services and Board of Supervisors policies and procedures regarding the procurement of goods and services.

Fiscal Impact
Fiscal impact (see budgetary detail below)
Fiscal Impact (Expenditure)
Total cost of recommended action:    $   47,500
Amount budgeted for expenditure:    $   0
Additional expenditure authority needed:    $   47,500
On-going commitment (annual cost):    $   3,000
Source of Funds for this Expenditure
$47,500
Explanation (Expenditure and/or Revenue)
Further explanation as needed:
Ongoing expenses will be budgeted appropriately in the Assessor, Clerk-Recorder, Elections (ACE) departmental budget.
Attachments
Att. A. Budget Resolution

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Form Review
Inbox Reviewed By Date
Lee Gerney (Originator) Lee Gerney 08/04/2021 04:28 PM
Financial Services Shelby Milliren 08/24/2021 06:41 PM
Shelby Milliren Shelby Milliren 09/21/2021 10:18 AM
Financial Services Shelby Milliren 09/21/2021 10:34 AM
County Counsel Hope Welton 09/21/2021 10:35 AM
Joanne Vanhoosear Joanne Vanhoosear 09/21/2021 11:11 AM
Elisa Sabatini Elisa Sabatini 09/22/2021 10:49 AM
Form Started By: Lee Gerney Started On: 08/04/2021 01:42 PM
Final Approval Date: 09/22/2021

    

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