The Foundation of Assessing – Data Collection

Ask any assessor what is most important for determining property values and they will say accurate and current property data. Data is so important that the IAAO devotes Section 3 of the Standard on Mass Appraisal  to the subject.

Since current property data is crucial, most states require that data be collected with a specific frequency and that most assessors have a framework for building a data collection program. In this brief article, we provide a five-step framework to help you build an effective program: plan, solicit, execute, communicate, and commission. Follow these steps, and your program will run smoothly.

Plan for Success

Planning your data collection program in advance is essential. Ideally, start planning twelve to nine months before data collection begins to cover all details and avoid mistakes.

Key questions to consider:

●     What type of inspection needs to be conducted? Each one—cyclical, abatement, sales verification, or building permit—has specific requirements and defines the data to be collected, the tools to use, and the time needed.

●     Which parcels will be targeted? Knowing how many and which parcels need inspection at the start is crucial for setting the program’s duration and timeframe.

●     What is the timeframe? When will the program start and end? The timeframe determines the personnel needed and impacts program costs. Generally, short timeframes for large parcel volumes increases costs. 

Answering these questions helps to define the project goals, the project scope, the budget, and necessary resources.

Solicit Help

Sometimes a data collection project exceeds the capabilities of the internal team or requires specialized skills. In such cases, assessors may need to request the help of a vendor through a Request for Quote (RFQ) or a Request for Proposal (RFP). Ideally a RFQ/RFP should be released no less than six months prior to a project start, giving vendors enough time to respond and the assessor enough time to evaluate all responses.

Clarity and realistic timelines in the RFQ/RFP are vital to avoid common pitfalls: vague instructions and unrealistic deadlines. When assessors are not specific about what data needs to be collected, which parcels are targeted, or when they fail to allocate enough time for a job to be completed thoroughly, both the assessor and the vendor endanger the quality of the data collected and the valuations that result from it.

In contrast, when assessors specify both the data needed and the targeted parcels and release an RFQ/RFP with ample time, vendors ensure they have the manpower to complete the job and can layout a thorough plan for completing the project. Assessors receive thoughtful proposals and have time to review the proposals analytically, ask questions for clarification, and negotiate a final contract that benefits both parties and positions the best skills, tools, and people for the project.

Obviously, if the assessor’s internal team can handle everything, there is no need for a solicitation in the traditional sense. However, the process of developing a solicitation in terms of clearly defining objectives, requirements and realistic timelines is still useful so that the internal data collection team is aligned with the department completely and can be productive and effective in their tasks.

Execute With Organization

Once a project starts, success depends on organized execution of the developed plan. The list of parcels, the specifications of which data needs to be collected, the plotting of where each parcel’s location and the routes required to efficiently collect data all come to the forefront. Three key tools will help with organization:

A well-conceived data collection system, whether it be a paper-based property card system or a digital tablet-based electronic system, helps convey which properties must be inspected and which data needs to be collected at each property.

Documentation helps codify how work needs to be done and the standards of quality for each task. Good documentation is essential for helping data collectors identify the data they’re being asked to collect. A complete data collection handbook is crucial.

Calendars and schedules indicate when the team should perform tasks, and help to coordinate work and track progress.

With these three elements, the data collection team knows what to accomplish, understands how to identify the data they need to collect and how they will be evaluated, and has a timeframe for program completion.

Communicate

Effective communication with property owners and the data collection team throughout the project is fundamental and really begins before data collectors go into the field. Property owners should receive an initial notice letter a week before the team arrives in the area; when people know who is at their door and why, they are more likely to allow complete inspections. When a data collector visits a house and the owner is absent, a second notice that highlights the importance of data collection, refers to the initial notice, and explains what was done is a courtesy that property owners appreciate. There should be no surprises.

To both manage and coordinate the data collection team, weekly meetings are a good way to keep the project on track, monitor data quality, and address emerging issues. These meetings should prioritize field questions and review challenging parcels with the team so that each data collector refines their understanding of what the assessor needs and can think for themselves in the field. Meetings are also vital to keeping the team focused on priorities while making adjustments to the challenges they encounter.

Commissioning: Validating and Entering Data

The final step of any project is commissioning. Once data collection is complete, the commissioning phase ensures the team validates and enters data accurately into the CAMA system. Using electronic devices like tablets in the field makes it easy to compare data with the CAMA system and quickly correct errors. If the assessor opts for an analog data collection process, a method for comparing data input into the CAMA system with that on physical property cards is necessary. Comparing data and making sure that all changes have been placed accurately in the CAMA system is the final step of quality control in the data collection process and an assurance of accurate, up-to-date property data.

Conclusion

Careful planning, a solid RFQ/RFP process, executing with organization, open communication with property owners and the data collection team, and thorough validation of data during the commissioning phase are all crucial steps to an effective data collection program. The outlined steps provide accurate and up-to-date data and enhance an assessor’s reputation for transparency and trust.