2018 WinGAP Conference Audits & Assets

1. 2018 WinGAP ConferenceAudits & Assets Savannah, Georgia Marriott Riverfront Hotel September 25th and 26th, 2014

2. Introduction – Tracy Thomas Preferred Georgia Department of Revenue, Business Analyst 404/831-0158 atthomas@wingap.net Tracy.thomas@dor.ga.gov

3. Using the DNR Module

4. DNR Background Data DNR data is obtained and prepared for each county by GGI in the fall of the year. DNR data files are then uploaded to the FTP site Notice email is sentvia email subscriptionlist

5. DNR Download Files • http://www.wingap.net/download/wingap/dnr/<countyname>/dnrnew.zip • Zip file contains DBF • Easily opened with any native DBF application • Visual Foxpro • Easily opened with Excel also

6. DNRNEW Data – Raw DBF View

7. DNRNEW Data – Excel View

8. DNRNEW Data • GA_REG • CERTNUM • NAME • LNAME • FNAME • MIDDLEINIT • SUFFIX • STREET • CITY • STATE • ZIP • COUNTY • BIRTH • OWNERTYPE • EXPIRE DATE • PROCESS DATE • HULLID • MFG • LENGTH • YEAR • CLASS • TOILET • HULL TYPE • PROPPULSION TYPE • BOAT USE • FUEL TYPE • BOAT TYPE • STARTPR • STOLEN • CGDOCNO • TRANSTYPE • DNRSTATUS • REASON • COMMENT • TAXDISTRIC • TAXCLS • ACCOUNT_NO

9. DNR Download

10. DNR Download

11. DNR Download Option Download push button will automatically navigate to the correct wingap.net county folder as previously described.

12. DNR Download Upon clicking the download button on step #1, a login and progress window will appear.

13. DNR Download Upon successful completion, the screen is updated to alert the user of the successful download and the step 2 Extract button is enable.

14. What if my IT / MIS department has blocked me from downloads?

15. DNR Manual Download Some MIS/IT security blocks an application from downloading files Yet, sometimes, a human can open a web browser manually and navigate to the same folder and successfully download the exact same file. If that’s the case, wingap is setup and ready to help.

16. DNR Manual Download Substitute your county name here Open your favorite and most trusted web browser and navigate to the DNR download web URL previously listed in this slide show: http://www.wingap.net/download/dnr/appling/dnrnew.zip

17. DNR Manual Download Save the downloaded file into the specific folder where wingap would have saved it. Where is that you ask? First: on the network drive (eg: your W:\WINGAPSQL\) folder … Then into the EXPORTS\DNR folder

18. DNR Manual Download If you find other files exist in that folder – they are left over from last year – remove them before you download the new DNRNEW.ZIP file.

19. DNR Manual Download After you’ve successfully downloaded the DNRNEW.ZIP file, go to the DNR IMPORT screen in wingap Check the MANUAL DOWNLOAD checkbox

20. DNR Manual Download

21. DNR Import After we’ve either successfully downloaded via wingap or the ‘manual’ download, we are ready to extract the zip file that was downloaded into the w:\wingapsql\exports\dnr\ folder. When we click the Extract button the files will be extracted (requires WinZip to be installed)

22. WinZip 14 GAP Group Inc purchased many bulk licenses of Winzip 14 years ago. Each county is permitted to install 3 copies In addition to the licensed version of Winzip, you also need the Command Line addin. The winzip14, commandline, and license file If you are installing WZ14 – install WZ first, followed by the commandline, lastly the license file. Winzip, like many a software, will check for newer versions/updates automatically. If you or your IT department opts to update to a newer version, you are responsible for purchasing the license.

23. DNR Extract When you see the screen below – simply press the space bar

24. DNR Extract

25. DNR Extract Wingap is waiting for you to complete the unzip process before it moves to the next step. Once the file is unzipped, click OK button on this screen below.

26. DNR Processing the Extract After clicking OK to allow Wingap to continue – you will see a quick “Processing …” window appear … then you’ll see the main DNR screen change as below.

27. DNR Reports Next step is to print the reports … click Print Reports button and the individual report buttons will enable.

28. DNR Report #1 Ownership and / or address differences for an existing/matching GA_REG registration number. When you click the “ownership / address differences” button the web browser will appear and render the report. Simultaneously, the next report button will appear.

29. DNR Report 1

30. DNR Report 2

31. DNR Report 3

32. DNR Reports: #1, #2 and #3 Once reports are rendered, export the reports to PDF and Excel into some secure folder … like … W:\wingapsql\exports\dnr\2019\ Having both the PDF and XLS files gives you both a static copy of exactly what was printed and the XLS file gives you a sortable electronic copy you can edit as you process each item.

33. Report Excel Export to PDF and EXCEL

34. DNR Reports Reports themselves rendered in the browser also has interactive sorting

35. DNR Reports After the first three reports are printed, the “IMPORT” button is enabled on the wingap DNR import screen

36. DNR Import Click Import Button

37. DNR Import ~ New Boats

38. DNR Import After the DNRNEW records are imported, the final report will render Follow same process of creating the PDF and XLS files for future reference. After final report appears, the import process is complete.

39. DNR Import If you attempt to import twice, wingap will block and alert you with a message like so:

40. DNR Import At this point, you have imported the new DNR data file and all registrations and ‘new’ boats have been stored in a file inside Wingap. They have not been added to the digest The adding of a boat to the digest requires human interaction and judgment.

41. Two Schools of Thought

42. Two Schools of Thought Print PP returns (PT50M) of the new DNR boats and work the returns and add the boats to the digest as the returns come into the office and you’ve got the rest of the necessary data Add all the new boats to the digest from the DNR list and send them PP returns (PT50M) directly from the boat file.

43. Option 1 By doing this as completed PT50M forms are returned, this may assist in completing the data entry and assist the appraiser in accurately identifying all components being appraised as well as the correct owner.

44. Option 2 We know these are new registrations as they come from the official ledger of DNR. We know these boats need to be on the digest. Failure to receive a PT50M back is not an excuse to not include them on the digest. Enough skeleton information is available on the DNR registration to make an estimated appraisal.

45. Option 2 To help locate any boats that were not returned, and the value was an estimate based on the skeleton data in DNR, use the estimated value checkbox on the screen so they can be prioritized for audits and/or field inspections.

46. Adding DNR boats to the digest Regardless of whether you subscribe to Option 1, Option 2 or some other approach, the process of adding the boats to the digest is the same … It’s a good idea to have your printed document or excel document of the DNR data on hand or on a second/third screen

47. Using the DNR Screen DNR maintenance screen is accessed from the Property Maintenance menu under Personal

48. Adding New Boats to Digest User can move between records with <<Prev and Next>> buttons First Record is displayed User can access a specific record by entering the name and clicking JUMP Boat Status is displayed Show only New boats (hide active and inactive) Show only the current GA_REG number to process duplicate boats Display a list of the boats for navigation

49. Adding New Boats to Digest Click New Boats Only to hide Inactive and Active boats

50. Adding New Boats to Digest • When Status is NEW the add type options are displayed • No Add • Owner/Acct/Boat • Acct/Boat • Boat Only