1. TRD’s Property Tax Division Business Modernization Project
Project Certification
Implementation Phase
June 27, 2019
Presenters:
Stephanie Schardin Clarke, TRD Cabinet Secretary
Donna Maestas, PTD Director
Mike Baca, TRD CIO
Larry Brotman, TRD GIS Coordinator
Kelvin Ginn, TRD ITD PM

2. PTD Business Modernization
Agenda:
Property Tax Division Mission
Property Tax Division Organization
Project Goals and Objectives
Benefits
Project Delivery Timelines
Accomplishments / Upcoming Milestones
Certification History
Project Budget
Certification Request - Summary

3. PTD Mission
The Property Tax Division helps local governments in the administration, and collection of ad valorem taxes in the State of New Mexico.
The mission of the Property Tax Division (PTD) is to administer the Property Tax Code in a professional, and efficient manner ensuring fair, and equitable valuation of all property classes in the state.

4. PTD Organization There are 3 bureaus in the Property Tax Division:
Delinquent Property Tax Bureau
Appraisal Bureau
State Assessed Property Bureau

5. Delinquent Property Tax Bureau
The Delinquent Property Tax Bureau is responsible for collection of real property taxes, delinquent for more than two years, for each of the 33 counties in New Mexico.
Counties send delinquent property lists to PTD
Courtesy letters sent to property owner
Installment agreements
Auctions
Return of $11.5 million in base taxes to counties

6. Appraisal Bureau
Provides oversight and assistance to County Assessors including:
County Valuation Protest Boards
Trainings
Evaluations
Orders and Instructions
Review and approve Notice of Values Forms
Technical Assistance
Appraisals and Appraisal Reviews for:
Public owned or leased real property
Donations for tax credits (conservation easements)
State Assessed property reappraisal project
Special requests regarding real property acquisitions

7. State Assessed Bureau Valuation of specialized industries including:
Railroads, Communication systems, Pipelines, Public utilities;
Airlines, Electric generating plants, Construction machinery and equipment, and other personal property of persons engaged in construction that is used in more than one county; and
Mineral property, excepting oil and natural gas related property
The Bureau is also responsible for:
Notice of Valuations to taxpayers
Protest Hearings (informal, formal, and District Court)
Certification of Tax Base and Abstracts
Business Personal Property Guidelines

8. PTD Business Modernization
Project Goals and Objectives
Define, develop and deploy an Enterprise Information Management System to replace and streamline manual processes in Property Tax Division of TRD.
Delinquent Property Tax Bureau
Develop and deploy workflows and web maps for managing delinquent property tax field collections, auctions and installment agreements.
Appraisal Bureau
Develop and deploy a system that stores and manages real property data contained within the appraisal and mapping systems of thirty-three New Mexico county assessor offices.
Develop and deploy workflows to automate the administration of the assessor evaluation and audit process.
State Assessed Property Tax Bureau
Develop and deploy workflows and applications to automate the State Assessed Properties tax administration program.
From the Charter – Business Objectives
1: Enforce data integrity through automated collection of standardized county delinquent properties reports.
2: Use data analytics and reporting tools to increase sales of delinquent properties through targeted account identification and management.
3: Use interactive public web maps to improve marketing and increase sales of delinquent properties.
4: Enhance taxpayer reporting and filing experience through State Assessed Property “E-File” application.
5: Use data collection, storage, and archiving to increase efficiency and enhance state assessed property collection and reporting workflow.
6: Increase integrity of state assessed property protest case management.
7: Enforce data integrity through automated collection of standardized county property valuation reports.
8: Increase efficiency and integrity of property valuation data exchange between PTD and DFA Local Government Division.
9: Perform assessment of county property tax code application practices through interactive and iterative data sharing exchange.
10: Increase efficiency of real property tax value protest case management.
11: Aggregate real property ownership, valuation, and geospatial data from 33 counties at least once annually.

9. PTD Business Modernization
Benefits
Delinquent Property Tax Bureau
Increase resolution of delinquent property tax accounts in all thirty-three counties.
Query, report, and publish delinquent property account status and trends as needed.
Appraisal Bureau
Report county evaluation and audit status results and trends as needed.
Report training and educational status for assessor staff by individual, group, and county.
State Assessed Property Tax Bureau
Increase accuracy and efficiency of taxpayer reporting.
Increase accuracy and efficiency in compilation of net taxable values for budget making and rate setting statewide.

10. PTD Business Modernization
Benefits (cont’d)
A map-enabled statewide property tax system… … will dramatically improve the Division’s ability to model the impact of policy performance and to inform inquiries regarding legislative proposals.

11. PTD Business Modernization
Project Delivery Timelines

12. PTD Business Modernization
Accomplishments / Upcoming Milestones
Milestone
Initiation
Planning
Implementation
Appropriation Authorized
Mar. 29, ’16
RFP Published
Aug. 3, ’17
Prime Contract Executed
May 14, ’18
Requirements Complete
Apr. 23, ‘19
Apr. 23, ’19
Design Complete
TARC Approval
May 9, ’19
Property Info Exchange Go Live
June, ’20
Appraisal Protest Go Live
Delinquent Property Go Live
July, ’20
Appraisal Eval/Ratio Go Live
May, ’21
GIS Integration Go Live
State Assessed Protest Go Live
June, ’21
State Assessed eFile Go Live
Project Closeout
December, ’21
Design Complete:
6 Business Requirements Documents.
7 Technical Requirements Documents
1 System Architecture Document

13. PTD Business Modernization
Certification History
Date / Phase
Certification Amount
Funding Source
May 25, (Initiation)
$ 140,000
Laws 2016, Chapter 11, Section 7, Item (6)
Feb 28, (Planning)
$ 565,191
June 27, (Implementation)
$ 1,294,809
Laws 2019, Chapter 271, Section 7, Item (8)
Total Certified:
$2,000,000
Laws 2016, Chapter 11, Section 7, Item (6) $2,000,000… “To modernize the property tax business system. The appropriation is from the delinquent property tax fund.”

14. PTD Business Modernization
Budget - by Major Deliverable
Task Name
Init. Ph.
Plan Ph.
Imp. Ph.
Total
RFP Consulting Services
$ 33,521 $ $
$ ,521
Project Management (PM)
$ 57,416
$ 110,048
$ ,464
County Core Module
$ 82,847
$ 124,270
$ ,117
Delinquent Property Module
$ 156,517
$ 187,820
$ ,337
Appraisal Modules
$ 151,524
$ 235,704
$ ,228
State Assessed Modules
$ 154,724
$ 251,426
$ ,150
IV&V Services
$ 53, 250
$ 110,500
$ ,750
Hardware / Software
$ 151,580
$ ,000
Project Closeout
(see PM) $
Other
$ 138,853
$ ,853
$ 656,278
$1,310,201
$ 2,000,000
Description Qty Amount
Dell EMC VxRail Hyperconverged Server Host 1 $ 58,000
VMWare Software License 1 $ 6,200
MS SurfacePro Client Devices (Field Use) 40 $ 80,400
Samsung Phones for Tethered Connection 40 $ 6,980
Total $151,580

15. PTD Business Modernization
Certification Request - Summary
PTD’s business modernization project will enable the Division to significantly improve its operations to the benefit of Bureau staff, executive leadership, the legislature, county elected officials, and most importantly, the State’s taxpayers.
PTD is seeking approval to release remaining funds of $ 1,294,809
for Implementation supporting the project through December 2021.
Amount Requested $1,171,349
Axiomatic $ ,269
Remaining IV&V $ ,500
Infrastructure $ ,580
Amount Requested (Contingency) $ ,853
Amount Requested (Total) $1,294,809
Amount Previously Certified $ 705,191
Total Appropriated Amount $2,000,000

16. Thank You !
Questions