Section 6 - Technical Requirements MatrixSection 6 - Technical Requirements
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Specifications / Requirements
The system should allow both real time processing and batch processing.
The system must be able to maintain 10 years plus current information per parcel record and have the ability to bring over all current software’s data during conversion.
Must have an audit trail
Users of the system must be able to easily update cost tables and any other user-entered variables used by the system to calculate property values.
Must support and integrate with Enterprise ESRI ARC GIS software.
Allows internal imaging capability inherent to the system, allowing digital images and scanned documents to be attached to the parcels.
A separate location for images and documents
Supports notes or memos to be entered. Both public and private.
Integrate with the County’s other 3rd party applications as necessary. These include: Laserfiche, ESRI, LOGAN, Credit card payment processing, TRUIST, Pictometry, Autoagent, Spacialest,
etc.
Software vendor must provide updates to programs reflecting any legislative changes enacted by the State of North Carolina at no additional cost.
Ability to adjust access to information by role.
User defined cost tables by year/version.
The system must be able to access historical data including full assessment change history, board of assessment appeals dockets, sales and property characteristic information by year.
The system shall have the capability of computing standard assessment statistical analysis such as mean, median, sales ratios, coefficient of dispersion, price related differential,
and other tests of the level and equality of assessments.
Provide for capture of full owner's name(s), full physical address, full legal description, including lot, block, phase, map, section for subdivisions, all taxing jurisdiction codes.
Allow at least 50 spaces for Name(s), and Street Address with the ability for the text to wrap.
Allow for multiple owners with each percent owned.
Ability to mass update data fields
Vendor will provide a webpage of Union County’s Appraisal and Assessment data (including sketches and photos) accessible to the public.
A workflow process that allows tasks to be assigned to staff
Land Data
The ability to value land by various methods: table, equation, formula, curve, front feet, depth, square foot, etc.
Influence Adjustments (road frontage, size, shape topo., access, etc. per each land segment).
Building Data
Building Quality / Grade
Actual Year Built
Effective Year Built
Condition code
Wall Height-Commercial
Perimeter-Commercial
Number of Stories
Building Style
Foundation Type
Number of Bedrooms
Number of Full Baths
Number of Half Baths
Additional Bathroom Fixtures
Exterior Wall Type
Heat Type / Fuel
Air Conditioning
Fireplace Type / Number of units
Roof material
Remodel Year for overall structure, bath, and kitchen
Physical Depreciation - Table Driven
Functional Obsolescence
Percent Complete
Economic Obsolescence
Market Adjustment
Code for Residential, Commercial, Industrial, Income
Ability to value extra feature items
Ability to transfer buildings between parcels or between cards of same parcel
Ability to value outbuildings
Valuing Property
Internal comprehensive market analysis studies
Ability to value manufactured homes
Support standard approaches for property valuation:
Cost approach
Income approach
Market analysis approach
Sales ratio reporting
Land analysis reporting
Table-driven cost approach, comparable sales approach, and income approach.
Ability to use Gross Rent Multiplier
Sales Processing
Store sales information including tracking of remarks and listing the individual who provided the information.
Deed of trust amount.
Record types of financing
Previous owner history
Allow sales reporting
Interactive comparable sales report
Equity comparable grid
Categorization of sale validity
The ability to interface with MLS.
Sketching
Enable the sketching of rounded surfaces and other curved areas, reversal / rotation of a sketch, and irregularly shaped areas.
Automatically calculate building dimensions and square footage from existing and future sketches and use this calculation to value the improvements within the system.
The system must provide a building sketch function, such as APEX or SKETCHTEK that will calculate areas and perimeters and automatically store the results in predefined fields in the
property record for the purposes of calculating value.
Generate sketch for all classes of buildings.
Ability to sketch by floor, multiple floors.
Allow multiple buildings per parcel.
Record story height for each building section.
Display sketch label and size for each building section inside the sketch.
Mapping/Ownership Change
Parcel transfer and conveyances: have the ability to upload customized FTP report from the ROD and Clerk of Court and then upload into a specific workflow.
Supports parcel splits or subdivisions or combinations (merges).
Support parcel parent/child history by showing where and when the inactive parcel went to or came from when either merged or split.
Ability to show when a parcel was created
Ability to show when a parcel becomes inactive
Record and track all changes to map reference numbers.
Interactive map user control displays ArcGIS Online or ArcGIS Enterprise web maps services. Must have the ability to authenticate secured services.
Web map’s layers include feature services that display live data from the proposed system’s database.
Map layer symbology can be configured in the ArcGIS Online or ArcGIS Enterprise Map Viewer and stored in the web map definition.
Map control renders selections from query results. Also provides interactive tools selecting parcels spatially.
Appeals
Appeal Processing and Scheduling
Enter / track appeals information on-line.
Generate mailings and labels for appeal notices and findings to taxpayers
The ability to define appeal stages and move appeals between stages
The ability create appeal packets for BER meetings along with agenda and minutes.
The ability to upload documents and images specific to appeals
The ability to email documentation including but not limited to comparable sales report, hearing letter, meeting notification, etc.
Present Use Value (Ag)
Ability to appraise property at its Present Use (Ag.) in accordance with NCGS.
Ability to maintain market value and Present Use Value (Ag.) on applicable parcels and Present Use Value show on the property card.
Ability to calculate Deferred Value amount between Use Value (Ag.) and Market Value annually.
Ability to create estimate bill based on the deferred value after loss of eligibility.
Ability to create adjusted bills based on the deferred value after loss of eligibility.
Exemptions
System must be able to calculate value on all parcels that are Tax Exempt/ Excluded per NCGS.
Ability to apply appropriate Exemption/Exclusion amounts.
Ability to generate letters and reports on all parcels with Exemptions/Exclusions.
Ability to create abstract reports on parcels subject to Exemptions/Exclusions.
Ability to process partial Exemptions/Exclusions and deferments.
Historical Properties
System must be able to calculate value on all parcels that are deemed to be Historic per NCGS.
System must calculate Deferred Value amount between Historic Value and Market Value annually.
Ability to create adjusted bills based on the deferred value after loss of eligibility. This would require going back multiple years while including penalties and interest.
Roll/End of Year
Creation of a computer generated notices
Freezes assessment valuations for the year once certified.
Retains assessment certifications by year for each parcel for an indefinite period.
Automatically create new year property records based upon the prior year records.
Automatically create new year reference table records based upon the prior year records.
Change of Value Notice
Ability to create Change of Value Notices
Produce report summarizing all Change of Value Notices.
Ability to select multiple reasons for change
The ability to create and print a revised "Change of Valuation" notice.
The system has the ability to generate discovery notices automatically.
The system has the ability to generate present use value rollback notices automatically.
Mobile Field Work
Mobile application (Windows, iOS).
Interactive map display with GIS layer support
All parcel structure, attachments, and outbuilding data in the mobile application
Ability to capture photos in the mobile application
Ability to sketch and update data onsite
Billing
Tax Rates & Special Fees for all Tax Districts, including fire and the ability to input commission rates for municipalities
Tax Scrolls for Real Estate Property Parcels.
Pre-bill reports
Exclusion Scrolls – Alpha and/or Numeric
Exemption Scrolls – Alpha and/or Numeric
Use Value Scroll – Alpha and/or Numeric
Historic Scroll – Alpha and/or Numeric
All reports required by the State of North Carolina,(TR1, AV8, AV50, etc.)
Late listing fees
Interest charges
Refunds
NSF charges: ability to split based off a percentage
Collections Fees: Garnishment fees / Legal Fees
Pre-pays
Releases
Supplemental/ Discovery
Municipality charges
Misc. Fees
Storm Water Fees / Solid Waste Fees
Advertisement Fees
Nuisance Abatement Fees
Query Search
Advanced search across accounts using multiple criteria (names, DBA/FKA, owner, address, phone, SSN/EIN, case flags, IDs, VIN/tag)
Supports partial and keyword-based searches, including SIC code queries
View-only access to current and up to 11 prior years of data
Filter/search by tax details (year, paid/unpaid, amounts) and account identifiers
Enables inquiries by employer ID, bank, and property details (township/map/parcel)
Allows full billing information for a taxpayer to be viewed in a single inquiry
Includes flexible query tools to extract data and generate custom reports
Technical
Complies with North Carolina tax laws (Machinery Act, NCGS Chapter 105)
Accepts electronic payment data (e.g., mortgage companies) and supports bill coding by mortgage companies
Maintains 10+ years of transaction history with prior data conversion
Supports write-offs for old bills and access to historical records, including duplicate receipts
Provides full audit trails for payments, adjustments, transfers, and reversals (without requiring sequential undo)
Allows corrections, refunds, voids, and NSF handling with GL integration and notification letters
Enables barcode scanning for efficient payment processing
Supports account transfers, live payment posting, and processing of payment files
Displays uncollectible account statistics and allows on-demand taxpayer statements
Includes miscellaneous receipt handling for various tax types and “other payments” for balancing discrepancies
Cashiering
Display key transaction details: date/time, account identifiers, receipt number, total payment, and payment breakdown (tax, interest, fees).
Capture payer info, clerk posting the transaction, payment type, and bank details (routing/account numbers).
Support partial payments across multiple accounts in one transaction.
Allow selection of interest dates and handle small over/short amounts (±$1) with proper general ledger accounting.
Show total tax due before posting and allow access to payment screens from inquiry screens.
Enable receipt printing/duplication from any workstation and support cash drawer integration.
Provide daily receipts register for clerk balancing.
Allow check scanning with images attached to payment records.
Automatically generate a release letter when delinquent accounts are fully paid.
Display delinquency flags and case details at the payment level.
Overpayments & Refunds
Display refund details including recipient, status (release/void), transfers, notes, and check number.
Payment History & Allocation
Show detailed allocation of payments across jurisdictions, fees, and assessments.
Provide access to full billing and collections details.
Automatically distribute payments based on a configurable priority order (e.g., oldest bills first, then specific tax/fee categories).
Tracking & Security
Track payment methods and optionally store bank details.
Protect sensitive financial information (bank account).
Interaction with Finance
Support importing refunds and general data import/export with Munis.
Track, balance, and report all financial changes (discoveries, supplements, releases, refunds).
Integrate with the General Ledger (GL) to post all billing and payment activity, including refunds and overpayments.
Provide daily receipts register with distributions by GL account, with account numbers tied to payment types/codes.
Enable batch upload of check images to the bank (no need to rescan individually).
Allow correction of transaction errors before posting to the GL.
Support carrying forward GL account numbers into a new tax year.
Post payment activity to the GL based on payment type.
Reporting
Run reports anytime for user-defined date ranges
Export reports in PDF and Excel, with sorting by location, date, tax type, and levy year
Provide a wide range of financial reports, including: receipts, releases, prepayments, receivables, current taxes, corrections, overpayments, refunds, and under/overpaid accounts
Support operational and audit reports (batch activity, daily receipts, transaction adjustments, online payments)
Offer tax collection and performance reports (percent collected, monthly collections, outstanding taxes, uncollected by year/district)
Generate jurisdiction-level and distribution reports (allocations, settlements, funds collected, charges to towns)
Include detailed breakdowns (by payment method, levy components, billing activity)
Ability to create specific tax forms and process payments for occupancy tax, short-term rental, heavy equipment
Provide specialized reports such as mortgage company balances and property tax collection summaries
Collections
Centralized Case Management: Manage all delinquent tax bills under a single case with unique case numbers, statuses, notes, full audit logs, and detailed property, billing, and payment
history.
Employer & Bank Integration: Maintain databases for employers and banks (via ID/routing numbers) and link them to taxpayer accounts, including automatic assignment and support for alternate
SSNs.
Collections Actions & Automation: Create garnishments, bank attachments, debt setoffs, certifications, notices, and advertising files (fees included), with support for batch or on-demand
processing.
Workflow & Status Control: Automate case queues, assign to collection agents, define and manage multiple collection statuses, enforce controls (e.g., payment restrictions), and allow
overrides or bypass rules.
Payment Plans & Case Lifecycle: Generate and manage payment plans, track defaults, forecast interest, stop interest when needed, and auto-close zero-balance cases while preserving history.
Document & Communication Management: Generate and store notices, letters, and scanned documents with automatic attachment to cases; print releases for garnishments/attachments.
Tracking & Auditability: Maintain complete action logs, track receipt/payment history, and monitor delinquent account details and activities.
Reporting & Analytics: Provide extensive reports on delinquency, collections activity, payment types, case types, productivity, compliance gaps, and financial balances across customizable
time periods.
Additional Functionality: Support tax form creation, debt setoff processing, and integration between property and case views for seamless navigation.
Personal Property
Account Identification & Usability: Each screen clearly displays key identifiers (parcel number, taxpayer name, situs address, tax year) to ensure accuracy, with strong search and lookup
functionality across all fields.
Comprehensive Taxpayer Data: Supports detailed taxpayer profiles, including multiple owners, business/personal designation, addresses, contacts, employer info, SSN/EIN (secured), business
classifications, and audit tracking fields.
Account Management & History: Maintains up to 11 years of records, flags account statuses (active/inactive, late listing), tracks maintenance activity, and provides unlimited notes with
visual indicators.
Asset Management: Handles multiple asset types (depreciable, non-depreciable, vehicles, boats, aircraft, mobile homes, etc.) with detailed data fields, valuation, and classification
codes.
Depreciation & Valuation: Supports depreciation schedules, acquisition tracking (up to 25 years), trending tables, overrides, and integration with state-provided valuation data.
Data Entry & Efficiency: Streamlined entry aligned with tax forms, prelisting of assets, mass updates (e.g., filings, extensions), and reduced manual input.
Integration & Validation: Interfaces with external systems (motor vehicle, vessel valuation) to validate asset data and flag matches.
Account & Asset Flexibility: Enables asset transfers between accounts, maintaining zero-value accounts, and carrying forward data year-to-year without loss.
Billing & Adjustments: Supports releases, corrected bills, and immediate updates to account status and billing outputs.
Reporting & Extraction: Allows data extraction for surveys (e.g., parks, vessels) and provides summarized total asset values per account.
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