DDW User Guide - the Data Delivery Website

Data Delivery Website (DDW)
User Guide
Version 1.1
Data Delivery Website User Guide
Message to Our Clients
1 February 2014
Dear BC Assessment Clients:
Welcome to the new Data Delivery Website (DDW)!
BC Assessment (BCA) is dedicated to providing our clients with the most accurate data and the best
tools to assist with your property assessment data needs. In our effort for continuous improvement, we
have created this new website for more efficient delivery of your Data Advice files.
This guide will help you navigate through our new website to find the files you need to support your
organization. It will help you with where to find files, computer set-up and how to obtain or manage
your account information.
Please note there is a separate guide to support Data Advice, which can be found on our website here:
https://data.bcassessment.ca/Files/Misc/UserGuide/Entire%20User%20Guide%20without%20Tables.pd
f.
BCA welcomes any feedback or comments you may have about our new website. Please contact our
Information Services department:
Information Services | Information & Technology Services | BC Assessment
400-3450 Uptown Blvd | Victoria, BC V8Z 0B9 | TF 1.866.825.8322 ext 00119
[email protected] | www.bcassessment.ca
Sincerely,
Brent Chan
Director of Services Delivery, Information & Technology Services
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Data Delivery Website User Guide
Table of Contents
Message to Our Clients ................................................................................................................................. 2
Accessing the Website .................................................................................................................................. 4
Computer Set-Up .......................................................................................................................................... 4
Setting up Trusted Sites: ........................................................................................................................... 4
Setting up Prompting for File Downloads: ................................................................................................ 5
Allowing Pop-Ups for DDW: ...................................................................................................................... 5
User Authentication ...................................................................................................................................... 6
Accessing Data Advice Files .......................................................................................................................... 6
Accessing Statutory Reports ......................................................................................................................... 8
Accessing Address Accuracy Reports .......................................................................................................... 10
Accessing Grant Rolls .................................................................................................................................. 11
Accessing DA Jobs Tab ................................................................................................................................ 12
How to Apply Filters ................................................................................................................................ 12
How to Change an Existing Job (i.e. Run Type or Record) ...................................................................... 14
How to Submit a new Data Advice Job ................................................................................................... 17
Accessing Clients Tab .................................................................................................................................. 20
How to Update Contact Information ...................................................................................................... 21
Accessing Bulletins ...................................................................................................................................... 22
Current Bulletins ..................................................................................................................................... 23
Archived Bulletins ................................................................................................................................... 23
Accessing Quality Initiatives........................................................................................................................ 23
Current Initiatives ................................................................................................................................... 24
Archived Initiatives.................................................................................................................................. 24
Accessing Data Advice User Guide .............................................................................................................. 24
Accessing Data Advice Processing Schedule ............................................................................................... 25
Frequently Asked Questions (FAQ) ............................................................................................................. 26
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Data Delivery Website User Guide
Accessing the Website
To access the Data Delivery Website:
1. Open an Internet Explorer browser session.
2. Type into the address bar: data.bcassessment.ca
Computer Set-Up
As different organizations have different security settings, there is often a very different experience for
different users. To ensure our users have the same experience and to limit their technical issues, we
suggest following the steps below:
Setting up Trusted Sites:
1. Open an Internet Explorer browser session. (If you are using Google Chrome , Firefox, or Safari the
instructions may differ)
2. Click on Tools > Internet Options
3. Click on the Security Tab, select the Trusted sites zone then click on the Sites button
4. Turn off the checkbox for Require server verification (https:) for all sites in this zone
5. Type https://data.bcassessment.ca in the add text box then click the Add button
6. Type https://www.bcassessment.ca in the add text box then click the Add button
7. Click the Close button
8. There may be other websites in your list but the ones just added should look like this.
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Setting up Prompting for File Downloads:
1. While still on the Security Tab for the Trusted sites zone, click the Custom level button
2. Scroll down in the Settings window until you see the Downloads section
3. Change the options so that all three download options are enabled
Allowing Pop-Ups for DDW:
1. Open an Internet Explorer browser window.
2. Click on Tools > Internet Options
3. Click on the Privacy tab, there is a section for the Pop-up Blocker. If the pop-up blocker is turned off,
then DDW will be able to function without problem.
4. However, if the pop-up blocker is turned on as shown in the image below, then the DDW site will need
to be added to the settings.
o
Click on the Settings button and type the url into the address text box then click the Add button
o
o
o
Click the Close button to close the pop-up blocker settings
Click OK to close Internet Options
NOTE: If you have any add-ons with pop-up blockers, the preferences for these will also need to be
updated.
Your browser is now correctly configured to access the DDW site.
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Data Delivery Website User Guide
User Authentication
A BCEID account is needed in order to access the secure Data Advice files within DDW. To acquire a
BCeID, please contact Shared Services BC to obtain one. If you do not have a Business BCeID, you can
contact Shared Service BC and obtain one:
BCeID Help Desk
An agent is available to assist you, 8:30AM to 5:00PM Pacific Time, 9:30AM to 6:00PM Mountain
Time, Monday to Friday excluding statutory holidays.
Canada and USA Toll Free:
1 888 356-2741
Within Lower Mainland or
Outside Canada and USA:
604 660-2355
Email:
[email protected]
Once you have obtained a Business BCeID, you can gain access to secure files for your organization
following this log in process:
1. Open an Internet Explorer browser session.
2. Type into the address bar: data.bcassessment.ca
3. Select “Data Files”
Note: If you already have an idir, a BCeID may not be required. Please contact an information services
representative at 1.866.825.8322 ex 00119 or [email protected] for more
information.
Accessing Data Advice Files
Data advice is designed to supply clients with the current assessment information available on BC
Assessment files. It is produced annually at Completed Roll (December 31) and Revised Roll (last week of
March) and updates are available on a monthly or weekly basis.
Data Advice includes assessment, legal description, civic address, property ownership, and sales
information. Data is provided via the Internet Web Service, FTP, or on DVD.
1. After you have accessed the website, click on “Data Files”:
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1. Files for your jurisdiction or as you requested, will display as shown below. Click directly on the file name
or on the green “download” icon to download your file:
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2. A pop up will appear at the bottom of your web browser, select the option appropriate for your needs:
Note: if you click on the black arrow to the right of the Save button, it will give you a “save as” option.
Accessing Statutory Reports
Statutory Reports provide value summaries for specific taxation purposes, such as funding for school
districts, regional districts, local areas, and hospital and transit services. Statutory Reports can only be
accessed by approved organizations.
1. After you have accessed the website, click on “Data Files”
2. Statutory Reports will display as shown below:
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3. Files presented default to the most recent cycle, if you need to select a previous cycle, use the drop
down menu on the right side of the screen or tab through the pages using the arrow keys or drop down
menu:
4. Click directly on the file name or on the green “download” icon.
5. A pop up will appear at the bottom of your web browser. Select the option appropriate for your needs.
The Save drop down includes Save As and Save and Open options.
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Accessing Address Accuracy Reports
Address Accuracy Reports (AAR) detail BC Assessment’s adherence to Canada Post addressing standards.
Address Accuracy is a Canada Post program designed to improve delivery by encouraging mailers to
accurately address mail and enable its customers to benefit from incentive based postage rates. AAR
can only be accessed by approved organizations.
1. After you have accessed the website, click on “Data Files”
2. Address Accuracy Reports will display as shown below:
3. Files presented default to area offices in numerical order, if you need to select a different area use the
drop down menu on the right side of the screen.
4. Click directly on the file name or on the green “download” icon.
5. A pop up will appear at the bottom of your web browser. Select the option appropriate for your needs.
The Save drop down includes Save As and Save and Open options.
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Accessing Grant Rolls
Grant Rolls contain the assessed value of properties that are exempt from property taxation, such as
government properties, schools, and hospitals; these are issued annually and serve as the foundation for
grants and payments in lieu of property taxes. Grant Rolls can only be accessed by approved
organizations.
1. After you have accessed the website, click on “Data Files”
2. Grant Reports will display as shown below:
3. Files presented default to provincial reports, if you need reports specific to one area, use the drop down
menu on the right side of the screen.
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4. Click directly on the file name or on the green “download” icon.
5. A pop up will appear at the bottom of your web browser. Select the option appropriate for your needs.
The Save drop down includes Save As and Save and Open options.
Accessing DA Jobs Tab
The DA Jobs tab contains a current and historical list of all jobs that have been either run for your
organization once (Ad-Hoc) or have been scheduled, either on a Periodical or Annual basis. There are
three typical scheduled job offerings available:



Annual: Completed, Revised, Revised + Supp 1, etc.
Periodical: Monthly or Weekly Data Advice and Monthly or Weekly RC900 Ownership Change Reports
Ad Hoc: One time Data Advice jobs (usually used for catch up, unique requirements, or for new Data
Advice clients.
Annual Jobs
Most clients will typically have one set of Annual Jobs, therefore one record of Annual jobs will display
on one screen, this may include both your Scheduled Annual runs at Completed, and Revised.
Periodical Jobs
Most clients with either have one or two Periodical Jobs.
1. Monthly or Weekly Data Advice; and
2. Monthly or Weekly RC900 Ownership Change Reports
Clients that have both Periodical Data Advice and RC900 Ownership Change Report will see two
different pages representing each Job Type. You will see two pages because of the different job
requirements for each type of run. (For more information, please see the Data Advice User Guide)
Ad Hoc Jobs
Most clients will typically request one-time jobs because of unique or changed requirements. These jobs
are run once and then closed.
How to Apply Filters
Your DA Jobs can be organized by selecting the filters on the right under “Job Status”. There are 4 filters
available:
1. Approved: lists all approved jobs that are scheduled to run
2. Closed: lists all jobs that are no longer set to run
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3. Locked for edit: lists all jobs that are currently being edited by other users
4. Submitted: lists all jobs that have been edited and are waiting to be reviewed and approved by info
services.
Once the filter is set, you will be able to see all jobs under that particular Job Status:
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How to Change an Existing Job (i.e. Run Type or Record)
1.) Select the job you would like to make a change to. You can do this by filtering on “Job Status” on the
right of the page or by selecting the job by using the arrows:
2.) Once you have selected the job you would like to change, click edit at the bottom right:
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3.) You can now change the “Run Type” or add and remove records by clicking on the radio boxes. Once you
have made your changes click the “Submit”. Please note that for “Annual” jobs, you can only select
Completed, Revised and Supplementary Cycle under “Run Type” as these are annual jobs. For
“Periodical” jobs, you can only select, Monthly, Weekly, Monthly RC 900 Ownership Change and Weekly
RC 900 Ownership Change. For “Ad Hoc” jobs you can only select one Run Type.
*NOTE: For descriptions and details on Run Types or Records please refer to the Data Advice User
Guide: https://data.bcassessment.ca/UserGuide.aspx
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4.) Your request will be sent to our Information Services team to be processed. You can now see this
request by filtering the “Job Status” dropdown to “Submitted”:
5.) Once our Information Services staff have validated your changes, and approved the request, the Primary
Data Advice contact (link to Clients tab section) will receive an email confirming the changes and the
Submitted Job will become Approved, and the old Approved job will become closed.
6.) If you have any questions about this process, or want to inquire about the status of your submitted
request, please contact: [email protected]
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How to Submit a new Data Advice Job
1.) At the bottom of the page, click on “Request New”:
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2.) Fill out the “Job Type”, “Roll Year”, “Run Types” and “Records” fields and click “Submit”:
*Note: Please note that for “Annual” jobs, you can only select Completed, Revised and Supplementary
Cycle under “Run Type” as these are annual jobs. For “Periodical” jobs, you can only select, Monthly,
Weekly, Monthly RC 900 Ownership Change and Weekly RC 900 Ownership Change. For “Ad Hoc” jobs
you can only select one Run Type.
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3.) Your request will be sent to our information Services team to be processed. You can now see this
request by filtering the “Job Status” dropdown to “Submitted”:
*Note: If you decide that you no longer want to submit this request, simply click “Cancel” at the bottom
right of the page at any time to cancel the request:
7.) Once our Information Services staff has approved your request, the Primary Data Advice contact (can be
found on the Client tab) will receive an email confirming the new Data Advice job will be run.
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8.) If you have any questions about this process, or want to inquire about the status of your submitted
request, please contact: [email protected]
*Note: If you are submitting an Ad Hoc job, once the Data Advice files are ready, the Primary Data
Advice contact will receive an email notifying you that your files are ready for retrieval.
Accessing Clients Tab
This tab shows the Client Name as well as the Contact Information for your organization. Although many
different users can login to DDW, there is only one Primary Data Advice Contact that we list per Client. If
you are unsure who the Primary Data Advice Contact should be, contact the person listed, or email our
team at: [email protected]
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How to Update Contact Information
1) Click “Edit” on the bottom right corner of the screen:
2) Enter your updates in the “Name”, “Phone” and “Email” fields and Click “Save”:
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* Note: If you decide that you no longer want to make the changes, simply click “Cancel” at the bottom
right of the page at any time:
Accessing Bulletins
Before downloading any files from DDW, we encourage users to visit the Bulletins section on the
website. Bulletins provide our users with the most up to date information regarding changes to the
products and special instructions during critical periods throughout the assessment cycle. The most
current bulletins are posted in the table as shown below and all historical bulletins can be accessed
through the zip file link.
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Current Bulletins
1. To open a PDF version of a current bulletin, just click on the appropriate bulletin description and link.
2. To return to the previous screen, use the back button on your web browser.
Archived Bulletins
1. To open an archived bulletin, click on the link to the archived bulletins
2. A pop-up window will appear, select the option appropriate for your needs:
Accessing Quality Initiatives
BC Assessment is focused on continually improving the quality of our property assessment data. To
support this, we perform audits and complete data cleansing projects throughout the year. . The most
current initiatives are posted in the table as shown below and all historical initiatives can be accessed
through the zip file link.
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Current Initiatives
3. To open a PDF version of a current initiative, just click on the appropriate initiative description and link.
4. To return to the previous screen, use the back button on your web browser.
Archived Initiatives
3. To open an archived initiative, click on the link to the archived initiatives
4. A pop-up window will appear, select the option appropriate for your needs:
Accessing Data Advice User Guide
This user guide along with supporting documentation about our Data Advice products can be found
here:
Before deciding if Data Advice is the right product for your organization, it is best to review the content
in the first four sections of the Data Advice user guide. If you are interested in speaking to one of our
customer representatives about Data Advice, email us at [email protected].
To access any of the user guides, job aids, or code tables, just click on the desired link. Please note a
PDF viewer is required to read these documents, if you don’t have access to a PDF viewer, there is a link
to get Adobe Reader on this page.
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Accessing Data Advice Processing Schedule
Data Advice is processed on a regular schedule throughout the year to find out more about the schedule
or when a specific Supplementary cycle may be happening, view our most current schedule here:
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Frequently Asked Questions (FAQ)
Q: I can’t remember my password? Where do I go to reset my password?
A: As our authentication schema is managed by Shared Services, through the use of BCeID, to reset your
password, you must contact BCeID by calling them at 1.888.356.2741 or through their online recovery
service (https://www.bceid.ca/clp/forgot_password.aspx).
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