Accela Implementation Methodology - State of Oregon Implementation Methodology (AIM) APO to Accela...

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Accela Implementation Methodology

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APO to Accela Automation Conversion

AIM APO to AA Conversion

Version 2.4

2006 Accela, Inc.

Accela Implementation Methodology APO to AA

2006 Accela, Inc. APO Standards

Copyright © 2006 Accela, Inc., all rights reserved. The Accela name and logo device are trademarks owned by Accela, Inc. Other organization names, product names and designs mentioned and used herein, are owned by their respective owners.

All rights reserved. Information in this publication is proprietary, confidential, and protected by federal and international copyright laws and trademark laws. No part of this publication may be reproduced, transmitted, or used in any way or by any means, electronic or mechanical, for any purpose without the express written permission of Accela Inc. Accela Inc. shall not be liable for any errors, omissions, or damages of any kind in connection with the content of this publication. The information in this publication is subject to change without notice.



TABLE OF CONTENTS

DOCUMENT CONTROL ............................................................................................................................................................................ 4

OVERVIEW ................................................................................................................................................................................................. 5

SUMMARY ................................................................................................................................................................................................. 5 PROPER USE ............................................................................................................................................................................................. 5 INTENDED AUDIENCE ................................................................................................................................................................................. 5 ASSUMPTIONS ........................................................................................................................................................................................... 5 RECOMMENDED REFERENCE DOCUMENTS ................................................................................................................................................... 5 PROS ........................................................................................................................................................................................................ 5 CONS ........................................................................................................................................................................................................ 5 SOFTWARE VERSIONS ................................................................................................................................................................................ 5

TABLES FOR APO CONVERSION ........................................................................................................................................................... 6

1.0 APO TABLES OVERVIEW ..................................................................................................................................................................... 6 2.0 ACCELA AUTOMATION STANDARD TABLE FOR PARCELS ........................................................................................................................ 7 3.0 ACCELA AUTOMATION STANDARD TABLE FOR PARCEL ATTRIBUTES ...................................................................................................... 9 4.0 ACCELA AUTOMATION STANDARD TABLE FOR OWNERS ASSOCIATED TO PARCELS ................................................................................ 10 5.0 ACCELA AUTOMATION STANDARD TABLE FOR ADDRESSES ASSOCIATED TO PARCELS .......................................................................... 12 6.0 ACCELA AUTOMATION STANDARD TABLE FOR GENEALOGY TRANSACTIONS ASSOCIATED TO PARCELS .................................................. 15 7.0 ACCELA AUTOMATION STANDARD TABLE FOR PARCEL (INSPECTOR) DISTRICTS .................................................................................... 16 8.0 ACCELA AUTOMATION STANDARD TABLE FOR ADDRESS(INSPECTOR) DISTRICTS ................................................................................... 17

STANDARD PROCESSING ..................................................................................................................................................................... 19

1.0 STANDARD PROCESSING ................................................................................................................................................................... 19

ACCEPTED DATA INPUT FORMATS ..................................................................................................................................................... 21

1.0 DATABASE TABLES ............................................................................................................................................................................ 21 2.0 DELIMITED TEXT FILES........................................................................................................................................................................ 21



DOCUMENT CONTROL

Date Author Version Change Reference

3/29/06 Larry Cooper 1.0 Original

8/22/06 Terylin Sizemore 1.1 Modifications to terminology and formatting.

11/27/2006 Carolyn Myers 1.2 Addition of Parcel District and GIS documentation. Addition of GIS_ID to PARCEL_BASE table.

1/17/07 Carolyn Myers 1.3 Modifications to terminology and formatting.

2/20/07 Carolyn Myers 1.4 Addition of PARCEL_DISTRICT.district validation.

6/15/2007 Carolyn Myers 1.5 Addition of parcel_address.str_suffix_dir validation.

6/21/2007 Andy Winningham 2.0 Added table for Address District

3/19/2008 Carolyn Myers 2.1 Added L1_Subdivision to PARCEL_BASE, and Data Validation info at end of document for L1_Subdivision and L1_Lot.

Added L1_Township, L1_Range, L1_Section to PARCEL_BASE.

Added L1_Insp_District to PARCEL_ADDRESS.

10/23/2008 Ben E. Brady 2.2 Added verbiage to the section on accepted data formats to further explain differences between hosted and self-hosted APO conversions.

03/10/2009 Ben E. Brady 2.3 Increased length of L1_FAX in Parcel_Owner table from 15 to 40 characters. Added verbiage to the section on accepted data formats to clarify the types of data formats accepted between Accela-hosted and Non-hosted clients.

Added fields to the table structures for country dialing codes for phone and fax numbers, as well as the EXT_UID for use with external APO functionality.

06/05/2009 Ben E. Brady 2.4 Added new fields to standard APO staging tables for use with AA 6.7.

Changes made to the structures of Parcel_Base, Parcel_Address and Parcel_Owner staging tables.

Changed GIS_ID column length in all tables where it occurs to 70 characters, up from 24.

Added L1_PHONE_COUNTRY_CODE, L1_FAX_COUNTRY_CODE and EXT_UID to PARCEL_OWNER

Added L1_PRIMARY_PAR_FLG, EXT_UID to PARCEL_BASE table

Changed L1_STR_SUFFIX length from 6 to 30 characters, Added L1_ADDRESS1, L1_ADDRESS2, L1_SITUS_NBRHD_PREFIX, L1_SITUS_NBRHD, L1_FULL_ADDRESS, EXT_UID to PARCEL_ADDRESS table.

Added EXT_UID, L1_ADDRESS1, L1_ADDRESS2, L1_SITUS_ZIP, L1_UNIT_TYPE to ADDRESS_DISTRICT table. Changed L1_FAX in PARCEL_OWNER to VARCHAR(40) increasing the length from 15

Corrected misspellings and grammatical errors in document.

06/04/10 Pierre Soulié 2.5 Added table for Address Type



OVERVIEW

SUMMARY This document defines and describes the Methodology, Standards, and Tools used in converting Address, Parcel, and Owner (APO) information from any source into Accela Automation Reference tables. The conversion of APO data can occur one-time or on a periodical basis. The current approach is one such that the source data can come from any system, such as Mainframe, Oracle, SQL Server, GIS, and other sources.

PROPER USE This document should be used to understand the complete process of converting APO data to Accela Automation Data. This document is valid for AA versions 6.3 and earlier. Following is an explanation of terminology used in this document: AA — Accela Automation. APO — Address / Parcel / Owner.

INTENDED AUDIENCE This document is intended to be used by all Accela Services staff, Accela Partners, and Clients wishing to understand the Methodology and tools used to convert APO data into Accela Automation.

ASSUMPTIONS Data will be supplied in a pre-defined format and the APO conversion tool will not scrub or clean bad data. Data format options are either database tables, which is the preferred method, or pipe-delimited text files. See ACCEPTED DATA INPUT FORMATS section for more information.

RECOMMENDED REFERENCE DOCUMENTS Accela Data Conversion Tool.doc

PROS NA

CONS NA

SOFTWARE VERSIONS NA



TABLES FOR APO CONVERSION The following documentation outlines the Methodology for understanding how the APO data will be converted into Accela Automation. One would typically use this document to educate Accela Project Managers, Implementation Consultants, Technical Consultants, and Clients on the Methodology, Standards, and Tools. The goal is to convert all APO where proper business rules have been satisfied.

1.0 APO TABLES OVERVIEW This provides a high-level overview of all APO Standard tables. Table Name Table Description PARCEL_BASE This table contains the base information related to the

Parcel. It is also used as the source data for GIS.

PARCEL_ATTR This table contains the additional information specified about the Parcel during the implementation process. Typically this data is outside what is normally stored in the Parcel table and is unique to a single agency.

PARCEL_OWNER This table contains the owners associated to the Parcel. It is possible to have multiple addresses associated to one Parcel.

PARCEL_ADDRESS This table contains the addresses associated to Parcel. It is possible to have multiple addresses associated to one Parcel.

GEN_CONVERSION This table contains the genealogical records associated to the Parcel.

PARCEL_DISTRICT This table contains the districts associated with a parcel and is used for assigning inspectors to parcel districts.

ADDRESS_DISTRICT This table contains the districts associated with an address and is used for assigning inspectors to address districts.

ADDRESS_TYPE This table contains the address types associated with an address.



2.0 ACCELA AUTOMATION STANDARD TABLE FOR PARCELS

PARCEL_BASE Table Seq Actual Column Name

in Table Input Field Name Data type Description of Data

1 source_seq_nbr Source_seq_nbr Number Unique Client Number. Required for all APO data. The State Project Staff will define this number

2 L1_parcel_nbr Parcel Number Varchar(24) Required for all APO data Must be unique

3 L1_parcel_status Parcel Status Varchar(1) Parcel Status (A or I) Defaults to A if null. Defaults to I if not null, and not A or I

4 L1_block Block Varchar(15) Block Number

5 L1_book Book Varchar(8) Book Number

6 L1_census_tract Census Tract Varchar(10) Census Tract Number

7 L1_council_district Council District Varchar(10) Council District

8 L1_exempt_value Exempt Value Number(15,2) Exemption Value

9 L1_gis_seq_nbr GIS seq nbr Number(15) GIS number for the Parcel Display only – not linked to GIS

10 L1_improved_value Improvement Value

Number(15,2) Improvement Value

11 L1_inspection_district Inspection District Varchar(30) Inspection District

12 L1_land_value Land Value Number(15,2) Land Value

13 L1_legal_desc Legal Desc Varchar(2000) Legal Description

14 L1_lot Lot Varchar(40) Optional validation against Standard Choice ‘APO_SUBDIVISIONS_LOTS_sub divisionName’ See DATA VALIDATION section under Standard Processing, Parcel_Base Table for more information.

15 L1_map_nbr Map Nbr Varchar(10)

16 L1_map_ref Map Ref Varchar(30)

17 L1_page Page Varchar(8)

18 L1_parcel Parcel Varchar(9)

19 L1_parcel_area Parcel area Number(15,2)

20 L1_plan_area Plan area Varchar(8)

21 L1_supervisor_district Supervisor district Varchar(10)

22 L1_tract Tract Varchar(80)

23 GIS_ID GIS ID Varchar(70) Must match object ID in the Parcel layer of Agency’s GIS system. Defaults to Parcel Number if null.

24 L1_subdivision Subdivision Varchar(240) If Standard Choice ‘APO_SUBDIVISIONS’ exists, the values will be validated. See DATA VALIDATION section under Standard Processing, Parcel_Base Table for more information.

25 L1_township Township Varchar(10) North to South

26 L1_range Range Varchar(10) West to East

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27 L1_section Section Number(2) Identified by a township and a

range number on the map. 28 L1_primary_par_flg Primary Parcel

Flag Varchar(1) ‘Y’ or ‘N’ If NULL, defaults to ‘Y’

29 Ext_UID External Unique ID

Varchar(100) Unique id for use with External APO

Note – Seq. 1, 2 are required in the file. Seq. 1, 2 and 23 are used for GIS.



3.0 ACCELA AUTOMATION STANDARD TABLE FOR PARCEL ATTRIBUTES

PARCEL_ATTR Table

Seq Actual Column Name

in Table Input Field

Name Data type Description of Data 1 source_seq_nbr Source_seq_nbr Number Required. Source sequence

number, which identifies client’s data. Only populate for self hosted clients. The State Project Staff will define this number.

2 L1_parcel_nbr Parcel number Varchar(24) Required.

3 L1_attrib_temp_name Attrib temp name

Varchar(30) Required. Valid Attribute template name from Accela Automation See DATA VALIDATION section for more information on attribute processing.

4 L1_attrib_name Attrib name Varchar(30) Required. Valid Attribute name from Accela Automation

5 L1_attrib_value Attrib value Varchar(200) Required. Input data to be loaded with the attribute



4.0 ACCELA AUTOMATION STANDARD TABLE FOR OWNERS ASSOCIATED TO PARCELS

PARCEL_OWNER Table Seq Actual Column

Name in Table Input Field Name

Data type Description of Data

1 source_seq_nbr Source_seq_nbr Number Required. Source sequence number, which identifies client’s data. The State Project Staff will define this number.

2 L1_parcel_nbr Parcel Number Varchar(24) Required. Parcel number to associate to the owner

3 L1_owner_status Owner status Varchar(1) Valid values are ‘I’ or ‘A’. If ‘I’ then ‘I’, otherwise will load ‘A’

4 L1_owner_title Owner title Varchar(10)

5 L1_owner_full_name

Owner 1 Varchar(65) Required. Primary owner.

6 IsPrimary Primary Varchar(1) ‘Y’ for primary owner. ‘N’ for all other owners. If null will default to ‘N.’ A parcel can have multiple owners, but only one owner can be primary.

7 L1_owner_fname Owner first name

Varchar(15)

8 L1_owner_mname Middle name Varchar(15) 9 L1_owner_lname Last name Varchar(25) 10 L1_address1 Address 1 Varchar(40) 11 L1_address2 Address 2 Varchar(40) 12 L1_address3 Address 3 Varchar(40) 13 L1_city City Varchar(30) 14 L1_state State Varchar(2) 15 L1_zip Zip Varchar(10) 16 L1_country Owner country Varchar(30) 17 L1_phone Phone Varchar(40) 18 L1_fax Fax Varchar(40) 19 L1_mail_address1 Mail address 1 Varchar(100) 20 L1_mail_address2 Mail address 2 Varchar(40) 21 L1_mail_address3 Mail Address 3 Varchar(40) 22 L1_mail_city Mail City Varchar(32) 23 L1_mail_state Mail State Varchar(2) See DATA VALIDATION section for

more information on Mail State processing.

24 L1_mail_zip Mail zip Varchar(10) 25 L1_mail_country Mail country Varchar(30) 26 L1_tax_id Tax id Varchar(20) 27 L1_event Event id Number 28 L1_email Email Varchar(70) 29 attrib_temp_name_

1 Attrib temp name 1

Varchar(30) Valid Attribute template name from Accela Automation See DATA VALIDATION section for more information on attribute processing.

30 attrib_name_1 Attrib name Varchar(30) Valid Attribute name from AA 31 attrib_value_1 Attrib value Varchar(200) Input data to be loaded with the

Start Here



attribute

32-73

Repeating columns 29-31

74 L1_phone_country_code

Phone country code

Varchar(3) Phone number country code

75 L1_fax_country_code

Fax country code

Varchar(3) Fax number country code

76 Ext_UID External Unique ID

Varchar(100) For use with External APO

Note – Seq. 1, 2, and 5 are required in the file. Columns 29 thru 31 can repeat another 14

times for a total of 15 owner attributes available.



5.0 ACCELA AUTOMATION STANDARD TABLE FOR ADDRESSES ASSOCIATED TO PARCELS

PARCEL_ADDRESS Table Seq Actual Column

Name in Table Input Field Name

Data type Description of Data

1 serv_prov_code Serv_prov_code Varchar(15) Service provider code for the agency. Required. The State Project Staff will define this number.

2 source_seq_nbr Source_seq_nbr Number Sequence number identifying agency’s APO data. Required. The State Project Staff will define this number.

3 L1_parcel_nbr Parcel number Varchar(24) Parcel number to associate to the address when populated. Required

4 L1_addr_status Address status Varchar(1) Valid values are ‘I’ or ‘A’ if ‘I’ then ‘I’ otherwise will load ‘A’

5 L1_hse_nbr_start Street number start

Number If not provided will set to 0

6 L1_hse_nbr_end Street number end

Number

7 L1_hse_frac_nbr_start

Street fraction start

Varchar(3) When populated, will be validated against the standard choice of ‘STREET FRACTIONS’ See DATA VALIDATION section for more information on standard choice validation.

8 L1_hse_frac_nbr_end

Street Fraction end

Varchar(3)

9 L1_unit_start Unit number start

Varchar(10)

10 L1_unit_end Unit number end Varchar(10) 11 L1_unit_type Unit type Varchar(6) When populated will be validated

against the standard choice of ‘UNIT TYPES’ See DATA VALIDATION section for more information on standard choice validation.

12 L1_str_dir Street direction Varchar(2) When populated will be validated against the standard choice of ‘STREET DIRECTIONS’ See DATA VALIDATION section for more information on standard choice validation.

13 L1_str_name Street Name Varchar(40) Required 14 L1_str_suffix Street suffix Varchar(30) When populated will be validated

against the standard choice of ‘STREET SUFFIXES’ See DATA VALIDATION section for more information on standard choice validation.

Start Here



15 L1_str_prefix Street prefix Varchar(6)

16 L1_str_suffix_dir Street suffix dir Varchar(5) When populated will be validated against the standard choice of ‘STREET DIRECTIONS’ See DATA VALIDATION section for more information on standard choice validation.

17 L1_situs_city Situs city Varchar(30) Required 18 L1_situs_state Situs State Varchar(2) Required. Must be a valid two-

character state code 19 L1_situs_zip Situs zip Varchar(10) Required 20 L1_situs_county Situs county Varchar(30) 21 L1_situs_country Situs country Varchar(30) 22 L1_x_coord X coordinate Number (20,8) 23 L1_y_coord Y coordinate Number 20,8) 24 L1_addr_desc Address

description Varchar(255)

25 L1_situs_country_code

Situs country code

Varchar(2) 2 character country code abbreviation

26 L1_insp_district Inspection district

Varchar(30) Display only – not linked to inspection district functionality.

27 attrib_temp_name_1 Attrib temp name 1

Varchar(30) Valid Attribute template name from Accela Automation. See DATA VALIDATION section for more information on attribute processing.

28 attrib_name_1 Attrib name 1 Varchar(30) Valid attribute name from Accela Automation

29 attrib_value_1 Attrib value 1 Varchar(200) Input data to be loaded with the attribute

30-71 Repeating columns 27-29

72 L1_Address1 Address1 Varchar(200) Complete street address line 1 73 L1_Address2 Address2 Varchar(200) Complete street address line 2 74 L1_Situs_Nbrhd_Pref

ix Situs Neighborhood prefix

Varchar(6) Neighborhood prefix

75 L1_Situs_Nbrhd Situs Neighborhood

Varchar(30) Neighborhood name

76 L1_Full_Address Full Address Varchar(1024) Full, formatted address 77 Ext_UID External Unique

ID Varchar(100) For use with External APO

The following fields are required Seq. 1, 2, 3, 13, 17, 18, 19. The columns 27 thru 29 can repeat 14

more times for a total of 15 address attributes that can be loaded.



Additional Processing Information for Addresses During the conversion process there are four different ways the association between the address and parcel number can be handled. The following are the address options available: 1. All address and parcel links will be removed based on parcel number supplied in the table. Then the

links will be re-created based on the data provided in the staging table. This is the most common option and it is also the default if no option is specified. (Additional details: Delete all XParAddr records for each Parcel_Nbr being processed. Add XParAddr records for each Parcel_Nbr and Address being processed.)

2. All address and parcel links will be removed based on address record supplied in the staging table. Then the links will be re-created based on data supplied in the staging table. (Additional details: Delete all XParAddr records for each matching Address being processed. Add XParAddr records for each Parcel_Nbr and Address being processed.)

3. This option combines both option 1 and 2. First all links are removed based on the parcel number in the staging table then any existing links that still exist based on the address record found in the staging table will be removed. (Additional details: Delete all XParAddr records for each Parcel_Nbr being processed. Delete all XParAddr records for each matching Address being processed.)

4. Only will load the parcel / address link if and only if the association does not already exist in database.

By choosing this option it is implied that existing parcel / address associations will be maintained by client. The client would have to log into Accela Automation to make any modifications to existing parcel/ address associations. (Additional details: Add XParAddr records matching an input Parcel_Nbr that was newly added for the current run. (L3Parcel_Temp.Rec_Flag is null))



6.0 ACCELA AUTOMATION STANDARD TABLE FOR GENEALOGY TRANSACTIONS ASSOCIATED TO PARCELS

GEN_CONVERSION Table Seq Actual Column

Name in Table Input Field

Name Data type Description of Data 1 gen_source Gen source Number Required.

Number identifying agency’s parcel data.

2 gen_date Gen date Date MM/DD/YYYY

Required.

3 old_par Old parcel number

Varchar(24) Required.

4 new_par New parcel number

Varchar(24) Required.

5 comments Comments Varchar(1000)



7.0 ACCELA AUTOMATION STANDARD TABLE FOR PARCEL (INSPECTOR) DISTRICTS

PARCEL_DISTRICT Table

Seq Actual Column Name in Table Input Field Name Data type Description of Data

1 serv_prov_code Serv_prov_code Varchar(15) Service provider code for the agency

2 source_seq_nbr Source_seq_nbr Number Sequence number identifying agency’s APO data

3 L1_parcel_nbr Parcel number Varchar(24) Parcel number to associate to the parcel district

4 L1_district District Varchar(30) Will be validated against the standard choice of ‘INSPECTOR_DISTRICTS’ See DATA VALIDATION section for more information on standard choice validation.

The following fields are required Seq. 1, 2, 3 and 4



8.0 ACCELA AUTOMATION STANDARD TABLE FOR ADDRESS (INSPECTOR) DISTRICTS

ADDRESS_DISTRICT Table


in Table Input Field Name Data type Description of Data 1 serv_prov_code Serv_prov_code Varchar(15) Service provider code for the

agency 2 source_seq_nbr Source_seq_nbr Number Sequence number identifying

agency’s APO data 3 L1_hse_nbr_start L1_hse_nbr_start Number House number start

4 L1_hse_nbr_end L1_hse_nbr_end Number House number end

5 L1_hse_frac_nbr_start L1_hse_frac_nbr_start Varchar(3) Fraction number start 6 L1_hse_frac_nbr_end L1_hse_frac_nbr_end Varchar(3) Fraction number end 7 L1_unit_start L1_unit_start Varchar(10) Unit number start 8 L1_unit_end L1_unit_end Varchar(10) Unit number end 9 L1_unit_type L1_unit_type Varchar(6) Unit type 10 L1_str_dir L1_str_dir Varchar(2) Street direction 11 L1_str_name L1_str_name Varchar(40) Street name 12 L1_str_suffix L1_str_suffix Varchar(30) Street suffix 13 L1_str_prefix L1_str_prefix Varchar(6) Street prefix 14 L1_str_suffix_dir L1_str_suffix_dir Varchar(5) Street suffix direction 15 L1_situs_city L1_situs_city Varchar(32) Situs city 16 L1_situs_state L1_situs_state Varchar(2) Situs state 17 L1_district L1_district Varchar(30) Address district 18 Ext_UID External unique id Varchar(100) External APO 19 L1_address1 L1_Address1 Varchar(200) Address line 1 20 L1_address2 L1_Address2 Varchar(200) Address line 2 21 L1_situs_zip L1_situs_zip Varchar(10) Situs zip code 22 L1_unit_type L1_unit_type Varchar(6) Unit type

The following fields are required Seq. 1, 2 and 17

Notes:

Columns 2 thru 16 must exist in the database (l3addres) in order for the district to be associated to the address.

The L1_district value will be validated against the standard choice item of ‘INSPECTOR_DISTRICT.’ See section regarding validation of the standard choice items.



9.0 ACCELA AUTOMATION STANDARD TABLE FOR ADDRESS TYPES

ADDRESS_TYPE Table


in Table Input Field Name Data type Description of Data 1 serv_prov_code Serv_prov_code Varchar(15) Service provider code for the

agency 2 source_seq_nbr Source_seq_nbr Number Sequence number identifying

agency’s APO data 3 L1_hse_nbr_start L1_hse_nbr_start Number House number start

4 L1_hse_nbr_end L1_hse_nbr_end Number House number end

5 L1_hse_frac_nbr_start L1_hse_frac_nbr_start Varchar(3) Fraction number start 6 L1_hse_frac_nbr_end L1_hse_frac_nbr_end Varchar(3) Fraction number end 7 L1_unit_start L1_unit_start Varchar(10) Unit number start 8 L1_unit_end L1_unit_end Varchar(10) Unit number end 9 L1_unit_type L1_unit_type Varchar(6) Unit type 10 L1_str_dir L1_str_dir Varchar(2) Street direction 11 L1_str_name L1_str_name Varchar(40) Street name 12 L1_str_suffix L1_str_suffix Varchar(30) Street suffix 13 L1_str_prefix L1_str_prefix Varchar(6) Street prefix 14 L1_str_suffix_dir L1_str_suffix_dir Varchar(5) Street suffix direction 15 L1_situs_city L1_situs_city Varchar(32) Situs city 16 L1_situs_state L1_situs_state Varchar(2) Situs state 17 L1_address_type L1_address_type Varchar(30) Address type 18 Ext_UID External unique id Varchar(100) External APO 19 L1_address1 L1_Address1 Varchar(200) Address line 1 20 L1_address2 L1_Address2 Varchar(200) Address line 2 21 L1_situs_zip L1_situs_zip Varchar(10) Situs zip code

The following fields are required Seq. 1, 2 and 17

Notes:

Columns 2 thru 16 must exist in the database (l3addres) in order for the type to be associated to the address.

The L1_Address_Type value will be validated against the standard choice item of ‘ADDRESS_TYPE.’ See section regarding validation of the standard choice items.



STANDARD PROCESSING The standard Accela data conversions perform validation of their processes. This section describes how this validation is performed.

1.0 STANDARD PROCESSING Rules and validation processes for this conversion:

PARCEL_BASE Table 1. PARCEL_NBR is required for a Parcel to be added. 2. Data Validation:

a. L1_Subdivision: Each standard choice value defines a valid subdivision that can be selected. This will be displayed in a drop-down combo box. If no Standard Choice value is defined the field will be a text box with all values valid. Standard Choice: APO_SUBDIVISIONS Value Example: River Glen

b. L1_Lot: Each subdivision defined can optionally have corresponding lots which can define all valid lots for a particular subdivision. If no Standard Choice value is defined the field will be a text box with all values valid. Standard Choice, based on Subdivision ‘River Glen’ above: APO_SUBDIVISIONS_LOTS_River Glen Value Examples: Lot 1, Lot 2, Lot 3

PARCEL_ADDRESS Table 3. STR_NAME, SITUS_CITY, SITUS_STATE and SITUS_ZIP are required for a valid address to be added.

a. The SITUS_STATE must exist as one of the accepted two character abbreviations. b. Additionally, Parcel_Nbr is required to link an Address to a Parcel.

4. The STR_NAME, STR_SUFFIX, STR_DIR, STR_UNIT_TYPE and HSE_FRAC_NBR_START will be set to null if the input data is spaces or an empty string.

5. For already existing addresses, UNIT_TYPE, SITUS_COUNTY, SITUS_ZIP, SITUS_COUNTRY, X_COORD, Y_COORD, and ADDR_DESC will each be updated from the current input only if the input data is not null.

6. For new addresses, HSE_NBR_START, HSE_FRAC_NBR_START, UNIT_START, UNIT_TYPE, STR_DIR, STR_NAME, STR_SUFFIX, STR_PREFIX, STR_SUFFIX_DIR, SITUS_CITY, SITUS_COUNTY, SITUS_STATE, SITUS_ZIP, SITUS_COUNTRY, X_COORD, Y_COORD and ADDR_DESC are added from the input.

7. STR_SUFFIX, STR_SUFFIX _DIR, STR_DIR, UNIT_TYPE and HSE_FRAC_NBR_START will be validated as follows: a. For validation tables, if one entry exists for the specific site SERV_PROV_CODE, then all input will be validated

against the agency’s ‘Standard Choices’ data. b. For validation tables, if no entries exist for the specific site SERV_PROV_CODE, then all input will be validated

against the ‘STANDARDDATA’ validation table. c. Standard Choices used:

‘STREET SUFFIXES’ is used to validate all non-null STR_SUFFIX input data. ‘STREET DIRECTIONS’ is used to validate all non-null STR_DIR and STR_SUFFIX _Dir input data. ‘UNIT TYPES’ is used to validate all non-null UNIT_TYPE input data. ‘STREET FRACTIONS’ is used to validate all non-null HSE_FRAC_NBR_START input data. Standard Choices are defined under Administrator Tools Agency Profile Standard Choices

PARCEL_OWNER Table 8. OWNER_FULL_NAME (Owner1) is required for an Owner to be added.

a. Additionally, Parcel_Nbr is required to link an Owner to a Parcel. 9. The MAIL_STATE will be concatenated to ADDRESS3, then set to null if the input is not one of the accepted two

character abbreviations.



ATTRIBUTES (PARCEL_ADDRESS, PARCEL_OWNER and PARCEL_ATTR Tables) 10. There can be up to 15 address attributes, up to 15 owner attributes, and an unlimited number of parcel attributes,

however, it is recommended that parcel attributes be kept to a maximum of 25. 11. Validation used for Address / Parcel / Owner Attributes:

a. ATTRIB_TYPE will be defaulted to ‘Address’ for address attributes, ‘Owner’ for owner attributes and ‘Parcel’ for parcel attributes.

b. Each ATTRIB_TEMP_NAME, ATTRIB_TYPE and ATTRIB_NAME combination populated must exist as an entry in the Attribute Template table in the Property APO Template option of Administrator Tools.

c. It is customary to create the template names as: PARCEL_ATTRIBUTES, ADDRESS_ATTRIBUTES and OWNER_ATTRIBUTES.

12. Address / Parcel / Owner Attribute data populated must conform to the data type specified for the corresponding

entry in the Attribute Template table in the Property APO Template option of Administrator Tools.

PARCEL_DISTRICT and ADDRESS_DISTRICT Tables 13. DISTRICT will be validated as follows:

a. All input will be validated against the agency’s ‘Standard Choices’ data for ‘INSPECTOR_DISTRICTS’ b. Standard Choices are defined under Administrator Tools Agency Profile Standard Choices

ALL TABLES 14. All updated or inserted records will have REC_STATUS set to ‘A’, REC_FUL_NAM set to ‘AA CONV’ and REC_DATE

set to the current date.



ACCEPTED DATA INPUT FORMATS There are two ways for an agency to provide its APO data for the standard Accela Automation data conversion. One method should be selected and used each time a new data file is provided. The details of each method are provided in this section.

1.0 DATABASE TABLES Agency’s data is loaded directly into an Oracle or SQL Server database. Accela will provide the agency with a tool to create the standard APO tables. This is the preferred method.

2.0 DELIMITED TEXT FILES Data will be supplied in a pre-defined format and the APO conversion tool will not scrub or clean bad data. Data will be supplied in an ASCII format, pipe delimited (the pipe delimiter is preferred because it is the least common standard character found in APO data), with a carriage return/line feed terminating each new line of data. Accela Hosted Clients should supply data in a ASCII format, pipe delimited (this delimiter is used because it is the least common standard character found in data), with a carriage return/line feed terminating each new line of data. This format ensures the ability to automate the conversion process in the event periodic updates are necessary. Bulk load control files for ASCII delimited files and table creation scripts for Oracle or MS SQL Server tables are recommended. Please contact Accela Data Conversions for the appropriate table creation scripts to use. Self-hosted clients should populate the data loaded into Oracle or SQL Server staging tables in their database. Table creation scripts are available from the Data Conversions department. Do not attempt to create the staging tables using the field names listed in this document as the table structures may change without notice, depending upon the version of Accela Automation being implemented.

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