User Documentation...Select “SDF” (B18). 15. Select the County from the dropdown (D1). 16. Select “Download State SDF Data” (B1). B18 . 30 17. Select “View State SDF Data”

1

Reference Manual Section (16-1)

ScanMan Sales Disclosure Management System - Version 3.3.5 Index

Software Abstract and Description Page 3 Software Functionality (Section 1A) Page 4 Software Screens\GUI (Section 1B) Page 5 Software Menu (Section 1C(i)) Page 6 Software Reports (Section 1C(ii)) Page 7 Software Operating Instructions (Section 1D) Page 8

Data Entry and Indexing Page 8-9 Main Screen Page 10 Tab1 - Property\Billing Page 11 Tab2 - Conditions Page 12 Tab3 – Sales Data Page 13 Tab4 - Preparer Page 14 Tab5 – Buyer\Seller Page 15 Tab6 – Assessor Page 16 Tab7 - Auditor Page 17-20 Database Searching Page 21-24 Database Management Page 25-26

Edit Contents of Dropdowns Page 27 View\Edit\Delete Database Records Page 28 Download State Web Data Page 29-30 Error-Checking and Analysis Page 31-32

Property Related Page 33 Seller\Buyer Related Page 34 Exempt\Non-Exempt Related Page 35 Special Conditions Related Page 36 Miscellaneous Page 37

User Documentation

2

Sales Statistics Page 38 Export Data and Reports Page 39-40

Export to Newspaper Page 41 Export to GIS Page 42 Export to Trending Vendor Page 43 Export to DLGF Page 43

Export Summary Counts Page 44 Manage Linked Tables Page 46-47 Preferences and Passwords Page 48-49

Scanning Page 50-59 Software Error Messages (Section 1E) Page 60 Appendix 1 Reports Page 61

Detailed Report Page 61 Summary Report Page 62 Spreadsheet Report Page 63 Sales Totals Report Page 64 Ratio Report Page 65 Detailed Records Page 66 Error-Checker #7 Page 67 Error-Checker #8 Page 68 Error-Checker #9 Page 69 Error-Checker #10 Page 70 Error-Checker #11 Page 71

Appendix 2 Creating a Copy of the Online Data Page 72-73 Appendix 3 Importing a Foreign SalesDisc File Page 74-81 Appendix 4 Database Fields Detail Page 82-93

3

Software Abstract and Description ScanMan is a Sales Disclosure Database Management System that allows for the scanning, data download, data input, calculation, tracking, printing, and reporting of sales disclosures and related documents. ScanMan has been developed using a Microsoft VBA code with Microsoft Access as its core database. ScanMan’s document imaging interface system utilizes Kodak Capture software and provides the best possible solution to scanning, capturing, managing, analyzing, reporting, printing, and conveying your sales disclosure information. ScanMan’s ability to directly download data that is being entered through the State’s Online Web application ensures that you are maintaining a database that is synchronized with the data that is entered online.

4

Software Functionality

Data Input\Data Entry. The system GUI is designed with a user-friendly interface that is intuitive in nature. Control boxes for data entry are provided that capture information found on the filing. User drop-down controls are provided to minimize redundant data entry and increase data input accuracy. Screen tabs are used to help minimize the number of controls on any one screen. Scroll bars are provided in the event that the user cannot physically see all controls on their monitor. Auto-tabbing allows for rapid data entry.

Printing and Reporting.

The system provides for a variety of reports including Detail reports, Summary reports, Ratio reports, Statistical reports, Error-Checking reports, and more.

Data Download from State Online Web Application.

Data that is being captured through the State’s Online Web application can be downloaded\imported directly into ScanMan where records can be further edited to maintain an accurate database.

Data Download from CAMA System. Data that is being maintained in the local CAMA system can be downloaded\imported directly into ScanMan.

Scanning and Linking. Sales Disclosures and other related documents such as deeds and property record cards can be scanned and indexed to each sales record allowing for easy document retrieval, searching, and printing.

Database Searching.

Database searching is accommodated through a robust multi-criteria search engine that allows for a quick and simple method to retrieve documents.

Data Export.

Data export is provided within the system and can be accessed through the Data Export and Reporting options. Data export formats include Excel, Lotus, HTML, XML, asci text, and others. ScanMan offers standardized and customized data exporting to local newspapers, GIS Systems, Trending Vendors, and the State DLGF for compliancy purposes.

5

Software Screens\GUI The system is designed with user screens that maintain a user-friendly, point-and-click environment through the use of data entry boxes, drop-down pick lists, and buttons. Many of the GUI’s contain instructional text for the user to follow.

6

Software Menu ScanMan is not a pull-down menu driven software. All of the options necessary to operate the software are located directly on the GUI.

7

Software Reports Refer to Printing and Reporting and Appendix 1 for a more detailed examination of the reports.

Report 1 – Detailed Report Refer to Appendix 1 - Report 1 Report 2 – Summary Report Refer to Appendix 1 - Report 2 Report 3 – Spreadsheet Report Refer to Appendix 1 - Report 3 Report 4 – Sales Totals Report Refer to Appendix 1 - Report 4 Report 5 – Ratio Report Refer to Appendix 1 - Report 5 Report 6 – Detail Records Report Refer to Appendix 1 - Report 6 Report 7 – Error Check Report 7 Refer to Appendix 1 - Report 7 Report 8 – Error Check Report 8 Refer to Appendix 1 - Report 8 Report 9 – Error Check Report 9 Refer to Appendix 1 - Report 9 Report 10 – Error Check Report 10 Refer to Appendix 1 - Report 10 Report 11 – Error Check Report 11 Refer to Appendix 1 - Report 11

8

Data Entry and Indexing From the Main Menu, select “Edit\Index New Sales Records” (B3.)

B3

9

Select “Edit Records - AS2 Offline” (B3).

B3

10

Data Entry and Indexing Main Screen

1. Confirm the disclosure scan by selecting “Show Scan File” (B3). 2. Select the parcel being sold in the dropdown (D1):

a. To import data from your CAMA use “Import Based on CAMA Parcel” (D1) and then select “Import Data” (B1). b. To import data from the State Web use “Import Based on SDF_ID” (D2) and then select “Import Data” (B2).

3. After selecting from Step 1, the sales data will appear on the screen.

B1 D1

B3

11

Tab 1 – Property\Billing 4. Proceed to confirm and correct the data on the Property\Billing tab (T1).

Tab 2 - Conditions

5. Proceed to confirm and correct the data on the Conditions tab (T2).

T1

Speed Button:

Loads Property Address

Speed Button:

Loads Buyer Address

12

Tab 3 – Sales Data

6. Proceed to confirm and correct the data on the Sales Data tab (T3).

T2

13

Tab 4 - Preparer

7. Proceed to confirm and correct the data on the Preparer tab (T4).

T3

14

Tab 5 – Buyer\Seller

8. Proceed to confirm and correct the data on the Buyer\Seller tab (T5).

T4

Speed Button:

Loads Preparer Info

15

Tab 6 - Assessor

9. Proceed to confirm and correct the data on the Assessor tab (T6).

T5 Speed Button:

Flips Buyer and Seller

Speed Button:

Flips Buyer and Seller

Speed Button:

Loads Seller Info

Speed Button:

Loads Buyer Info

16

Tab 7 - Auditor

10. Proceed to confirm and correct the data on the Auditor tab (T7).

T6

17

11. When finished, select “Commit” (B7) which will highlight in pink any required missing data.

T7

18

12. If the data record is complete, then select “Data Editing Completed” (C1). 13. Select “New Record” (B2) to proceed to a new record.

B7

19

14. If there are more than one (1) parcels being sold then select “Multi-Parcel” (B4) and see next page.

Creating more than three (3) parcels sold.

1. Select “Clone Record”. This will create a secondary record on the screen. 2. Select the fourth (4th) parcel from the dropdown (D1). 3. Select “Load Cama Data” (B2). 4. Make any necessary data entry changes to the record. When finished select “Close.”

C1

B2 B4

20

Database Searching From the Main Menu, select “Search Records in the Database” (B1).

B1

B2 D1

21

From the main Sales Disclosure Search screen,

1 Select the criteria you wish to use (D1, D2 (multiple criteria selection is supported.))

B1

22

2 Select “Show Results” (B1). 3 Results of the search will appear in the “Search Results” window (W1). 4 Click “Image” (B2) to view the scan image, or click “Detail” (B3) to view detail tabular information about the sale – see next

page for illustration of detail screen.

Detail Tabular Data Screen – Results of B3.

B1

D1 D2

W1 B2 B3

B4

23

To view reports of the search, select “Print Results of this Search” (B4) and refer to Appendix 2- Reports.

24

• Detailed Report • Summary Report • Spreadsheet Report

• Sales Totals Report • Ratio Report

Database Management

B4

R1

R2

R3

R6

R5

R4

R7

25

From the Main Menu, select “Database Management” (B4).

B4

26

Database Management Index

• Edit Contents of Dropdowns (B7-B12) • Edit Contents of Database Records (B3-B5) • Download State Web Data (B18)

• Error-Checking and Analysis (B22) • Export Data and Reports (B1) • Manage Linked Tables (B13-B14)

Edit Contents of Dropdowns Select the dropdown to edit (example shown: “Prepared By Names” (B12)) and edit the record accordingly.

B1

B2

B3 B4 B5

B6

B7 B8 B9 B100

B110

B120

B13

0

B14 B15

B16 B17 B18

B19

B20 B21

B22

27

View\Edit\Delete Contents of Database Records Select the record type to edit (example shown: “Records In Edit Que” (B5)) and edit the record accordingly.

B120

B7 B8 B9 B100

B110

28

Download State Web Data

B3 B4 B5

Click this side button to

highlight and delete a record.

Right-click inside of the column

to sort the database records.

29

Downloading of the State online web data requires you to periodically download a new set of online data so that it can be reused in ScanMan. ScanMan does not provide a “live” stream\connection to the online data – See Appendix 4 for more detail. 1. Select “SDF” (B18).

15. Select the County from the dropdown (D1). 16. Select “Download State SDF Data” (B1).

B18

30

17. Select “View State SDF Data” (B2) if you wish to view the online records.

Error-Checking and Analysis

D1

B1 B2

31

The error checker and analyzer provides the user with an interface to check the records for errors related to data compliancy. 1. Select “Sales Analyzer and Error Checker” (B22).

There are several error-checking categories to select from.

B22

32

1. Property Related (B1). 2. Seller\Buyer Related (B2). 3. Exempt\Non-Exempt Related (B3). 4. Special Conditions Related (B4). 5. Misc (B5). 6. Sales Statistics (B6).

Property Related (B1)

B1

B2

B3

B4

B5

B6

33

Seller\Buyer Related (B2)

34

Exempt\Non-Exempt Related (B3)

35

Special Conditions Related (B4)

36

Miscellaneous (B5)

37

Sales Statistics (B6)

38

Export Data and Reports

39

The Data Export and Reports provides the user with a variety of data export\report options. 1. Select “Data Export and Reports” (B1).

1. Export to Newspaper\Journal (B1) 2. Export to GIS (B2) 3. Export to DLGF (B3)

B1

40

4. Export to Ratio\Trending Vendor (B4) 5. Sales Summary Counts (B5)

Export to Newspaper\Journal This interface allows you to create a data export file for publication in your local newspaper.

B1

B2

B3

B4

B5

41

1) Select the Export Style. 2) Enter the Date Range of the sales you wish to export. 3) Select “Create Journal Export File” (B1).

Export to GIS This interface allows you to create a data export file that will be used to link into a GIS mapping system.

B1

42

1) Select the GIS Export Type. 2) Select the Year Range. 3) Enter the full path and file name(s) to create. 4) Select “Create GIS\Web Data File” (B1).

Export to DLGF This interface will create the required State data file (SalesDisc 2004A format.)

B1

43

1) Select the Year in Step 1. 2) Select the County in Step 2. 3) Enter the Path and File Name to create in Step 3 – (Default is C:\SalesDisc.) 4) Select “Create State File” in Step 4 (B1).

Export to Ratio\Trending Vendor This interface will create the required State data file (SalesDisc 2004A format.)

B1

44

5) Select the Year in Step 1. 6) Select the County in Step 2. 7) Enter the Path and File Name to create in Step 3 – (Default is C:\SalesDiscVendor.) 8) Select “Create Vendor File” in Step 4 (B1).

Sales Summary Counts This interface will create an exportable report of sales counts grouped by Property Class Code.

45

1) Enter the Class Code range to report by in Step 1. 2) Enter the Date range to report by in Step 2. 3) Select “Create Sales Counts Report” in Step 3.

Manage Linked Tables A number of foreign tables are linked into ScanMan. Select “Linked Tables Manager” (B14) from the Database Manager screen.

46

Foreign tables linked to ScanMan allow for data import from the local Cama System and the State Online Sales Data application. The Linked Table Manager allows the user to manage the linked tables in the event that the foreign tables are moved to a different server or network partition. Diagram #1 illustrates the linked tables. Illustration #1 details the full path to each of the linked tables.

B14

47

Diagram #1

Illustration #1

Preferences and Passwords

ProVal: Dbo_parcel_base

ProVal: Dbo_improvements

ProVal: Dbo_reconcilliation

ProVal: Dbo_transfer

ProVal: Dbo_legal_desc

NewImages

SDF_Extract_Linked

ProVal: Dbo_land_detail

ScanMan Database

Cama Improvements table

Cama Legal Description table

Cama Land Detail table

State Online SDF_Extract excel file

Cama Parcel table

Cama Transfers table

Cama Valuation table

Scanned Images text file

48

1. Select “Database Preferences” from the Database Manager screen (B18).

Manager 1 – Manager 3 (1-3) – Names and Contact info for AS2. Version Number (4) – Current software version.

B18

49

Effective Year (5) – Effective year. County Name (6) – County name. Scan Dir (7) – Directory path to scan images. Image Reader Path (8) – Path to local image reader. Auditor Revenue (9) – Auditor revenue. Parcel Format (10) – Parcel input\format mask control. Password Manager (11) – Software password control.

Software Operating Instructions - (Section 1D)

Scanning

1

2

3 4

5 6

7

8

9 10

11

50

Scanning Sales Disclosures and Related Documents

Turn on the scanner and let it warm up. Insert documents into the paper feeder.

1. Double-click the Capture Software icon (red gears.)

2. Select “AS2Scanning” from left side of window.

3. Click “New Batch” from right side of window.

51

4. Enter the Starting Document Number (do not change the Batch Name)!!

Document Number Example: 03165001

Tax District (2 char) Day-of-Year (3 Char) Trailer (3 Char)

03 165 001 (always end in 001)

5. Click the green triangle button to start scanning.

52

6. Once scanning is complete and all phone numbers have been redacted, select the “Process” button and confirm.

7. Once processing is complete, go to step 4 to continue scanning more batches using the next increment number for the township

you are scanning.

53

When through with all scanning, exit Capture Software and continue to Scanning Step #2.

Adjusting the Scanning Settings

To scan a single sheet (back-to-back) with information on both sides.

From the “File” pull down, select “Application Setup.”

From the “Application Setup” screen, set this box to a number 1. OK the setup and continue scan.

54

To scan 2 sheets (inofmation on only one side of each page) into one back-to-back.

55

From the “File” pull down, select “Application Setup.”

From the “Application Setup” screen, set this box to a number 2. OK the setup and continue scan.

56

Scanning Step Two:

Double-Click the “Process New Scans” icon.

57

Enter the new directory name into the black box window and then “enter” on your keyboard.

** The directory name will always use the following format:

Year, then Day of Year (2007018)

Scanning Step Three:

58

Double-click the ScanMan icon.

From the Main Menu, select Database Management.

Select “Import New Scans into the Indexing Database.”

59

Ffffff

tttttt

60

Software Error Messages 1. “Null Values Not Allowed.” This error message occurs in a field that requires a value of zero “0” or greater. Correct the error by entering a value of zero (0) or greater.

2. “Item Not Found in Search Dropdown.” This error message occurs when using the Search Dropdown if the item is not found in the list. Correct the error by selecting an item from the dropdown.

3. Could not find the object MSysACEs. Exit the system and run "Update ScanMan".

61

Appendix 1 – Reports Report 1 – Detailed Report

62

Report 2 – Summary Report

63

Report 3 – Spreadsheet Report

64

Report 4 – Sales Totals Report

65

Report 5 – Ratio Report

66

Report 6 – Detail Records

67

Error-Checking Report 7

68


69


70


71


72

Appendix 2 - Creating a Copy of the Online Data From the Main Menu, select “Database Management” (B4).

B4

73

Select “SDF” (B18).

Select the County to download (D1), then select “Download State SDF Data” (B1).

B18

B1

D1

74

Appendix 3 - Importing a Foreign SalesDisc File This section will guide the user through importing a foreign SalesDisc file (2004A) format into the ScanMan database.

• Note: The standard SalsDisc file can be imported into ScanMan, but additional data base fields will need to be edited in order for the imported data to be useable within ScanMan. Since there are no scanned images to reference, each of the imported records will appear in the “Edit\Index New Sales Records” portion of the database marked as “StateImport.” (refer to Data Entry and Indexing – Page 8).

1) Select “Link Tables” (B1) from the Database Management screen.

B1

75

2) Select “Text File” from the Data Import screen, then select “Import Data” (B1).

B1

76

3) Browse to the location of the import file, then select “OK.”

77

4) Select “Advanced” (B1) from the import wizard screen.

B1

78

5) Select “Specs” (B1), then highlight “SalesDisc Import Specification”, then select “Open” (B2).

B1

B2

79

5) Select “Next” (B1) until you reach the last screen – as illustrated in Step 6.

B1

80

6) Select “Finish” (B1).

B1

81

7) Select a. “View Data” (B2) if you wish to view the import records before committing them to the database. b. “Merge Data to Edit” (B3) if you wish to proceed to merge the import records into the ScanMan editing database.

If you merge the data into the database, then continue back to the Main Menu and select “Edit\Index New Sales Records” - (refer to Data Entry and Indexing – Page 8.)

B2

B3

82

Appendix 4 – Database Fields Detail

6

7

8

9

10

11

12

13

14

15 16 17

18

19

20 21 22

23

24

25 26

27

1

2

3

4

5

28

29

30 31 32

83

33

34

35 36

37 38

39

40

41 42 43

44 45

46

47

48

50

49

51

84

52 53 543 56

59

55

57

58

60

61

63

64

62

65

66

67

68

85

69

70 71

74

76

75

72 73

77

86

78

79

80 81 82

83 84

85

86

87

88 89 90

91 92

93

94

95 96 97

98 99

100

100

101

102 103 104

105 106

107

108

109 110 111

112

113

114 115 116

117

118

119

120

121

122

123

87

124

125

126

127

128

129 130

131 132 133

134

135

136

137

138

139

141 142 143

144

145

146

147

148

149

140 150

151 152 153

154

155

156

157

158

159

160

161

162

163

164

88

165

166

167

168

169

170

171

172

89

Database Field Name 1) SDFID 2) ParcelNumber 3) ParcelNumber2 4) ParcelNumber3 5) Split1 6) Split2 7) Split3 8) CheckLand 9) CheckLand2 10) CheckLand3 11) CheckImp 12) CheckImp2 13) CheckImp3 14) PropertyAddress 15) PropertyZip 16) PropertyCity 17) PropertyState 18) LegalDescription 19) PropertyAddress2 20) PropertyZip2 21) PropertyCity2 22) PropertyState2 23) LegalDescription2 24) PropertyAddress3 25) PropertyZip3 26) PropertyCity3 27) PropertyState3 28) LegalDescription3 29) Buyer_send_tax_bill_address 30) Buyer_send_tax_bill_zip 31) Buyer_send_tax_bill_city 32) Buyer_send_tax_bill_state 33) ValuableConsideration 34) PurchaseAdjoin 35) VacantLand

90

36) Exchange 37) CheckSellerPoints 38) Sellerpoints 39) CheckPrimaryUse 40) ExistRelation 41) CheckContract 42) LandContractTerm 43) CheckContractDate 44) PersonalProperty 45) EstimatedvaluePP 46) SigChange 47) CheckPartialInterest 48) CheckForeclosure 49) CheckTenants 50) CheckCharity 51) CheckROW 52) ConveyanceDate 53) solddate 54) Netsalesprice 55) Calculated Control (=([soldprice]/([avland]+[avimp]))) 56) NumParcels 57) Comments 58) ExistRelation 59) BuyerSellerDiscount 60) EstimatedvaluePP 61) soldprice 62) CheckSellerPoints 63) BuyerLiable 64) MortgageLoan 65) LoanAmount 66) InterestRate 67) sellerpoints 68) AmortizationPeriod 69) PeparerName 70) PeparerAddress 71) PeparerZip

91

72) PeparerCity 73) PeparerState 74) PeparerTitle 75) PeparerCompany 76) PeparerPhone 77) PeparerEmail 78) SellerName 79) SellerAddress 80) SellerZip 81) SellerCity 82) SellerState 83) sellerphone 84) Seller1Email 85) SellerSignDate 86) SellerName2 87) SellerAddress2 88) SellerZip2 89) SellerCity2 90) SellerState2 91) sellerphone2 92) Seller2Email 93) BuyerName 94) BuyerAddress 95) BuyerZip 96) BuyerCity 97) BuyerState 98) BuyerPhone 99) Buyer1Email 100) BuyerName2 101) BuyerAddress2 102) BuyerZip2 103) BuyerCity2 104) BuyerState2 105) BuyerPhone2 106) Buyer2Email 107) CheckPrimaryResidence

92

108) PrimaryResAddress 109) PrimaryResZip 110) PrimaryResCity 111) PrimaryResState 112) PrimaryResCounty 113) VacatedHomesteadAddress 114) VacatedHomesteadZip 115) VacatedHomesteadCity 116) VacatedHomesteadState 117) VacatedCounty 118) DeductionHomestead 119) DeductionSolar 120) DeductionWind 121) DeductionHydro 122) DeductionGeo 123) RentalProperty 124) ParcelNumber 125) avland 126) avimp 127) EstimatedvaluePP 128) Calculated Control =[avland]+[avimp] 129) propclass 130) neighborhoodcode 131) LotWidth 132) LotLength 133) legal_ac 134) ParcelNumber1 135) avland1 136) avimp1 137) EstimatedvaluePP1 138) Calculated Control =[avland1]+[avimp1] 139) propclass1 140) neighborhoodcode1 141) LotWidth1 142) LotLength1 143) legal_ac1

93

144) ParcelNumber3 145) avland3 146) avimp3 147) EstimatedvaluePP3 148) Calculated Control =[avland3]+[avimp3] 149) propclass3 150) neighborhoodcode3 151) LotWidth3 152) LotLength3 153) legal_ac3 154) Tax_District_Name 155) PhysicalChangesText 156) FormCompletedAssessor 157) FeeRequired 158) SoldDate 159) DateFormReceived 160) SpecialCircumstances2 161) QC 162) ValidationComplete 163) EditedBy 164) Statecode 165) DisclosureFeeAmount 166) LocalFeeAmount 167) TotalFeeAmount 168) ReceiptBookNumber 169) TransBookDate 170) FormCompletedAuditor 171) FeeCollected 172) AttachmentsComplete