Service Nominee

Online Homestead Application
Washington County Information Technology

Customers wanted an electronic option for filing their homestead application. Even with multiple locations to file their applications taxpayers were still finding it difficult to file. Homestead applications were arriving with incomplete information, and staff were spending a good amount of time calling taxpayers or sending additional paperwork then waiting for a reply.

The retention period of the application is 10 years, their last application, or 10 years after the homestead expired. Because applications are filed in order by Municipality, parcel number, then by year; much time was spent properly filing and retrieving applications as needed. It was a paper nightmare.

What They Did:
– Researched and analyzed other counties online applications.
– Created a flowchart of the current process.
– Developed requirements for new processes.
– Discussed possible options.
– Decided on the platform which was Nintex Live Forms and SharePoint.
– Collaborated to develop and test the new processes and supporting technologies.

Results:
On the customer-facing side it allowed for easier submission for the taxpayer via computer or smartphone, easier to collect signatures when owners/occupants are in different locations, and reduces confusion for taxpayers with a form that fits multiple homestead scenarios.

The internal process improvements included eliminating filing time and misfiling’s, reduce retrieval and research time, reduced printing costs, reduced physical storage needs, improved data integrity when information is typed instead of handwritten, and reduced processing time by having the tax system data imported in the application nightly.

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Steering Committee

Alex Hepp, City of Hopkins
Bill Bleckwehl, Cisco
Dave Andrews, DEED
Jay Wyant, Minnesota IT Services
Jim Hall, Ramsey County
Matt Bailey, IBM
Melissa Reeder, League of Minnesota Cities
Nathan Beran, City of New Ulm
Sue Wallace, IT Futures Foundation
Lisa Meredith, Minnesota Counties Computer Cooperative
Justin Kaufman, Minnesota IT Services
Renee Heinbuch, Washington County/MNCITLA
Jerine Rosato, Ramsey County
David Berthiaume, Minnesota IT Services
Cory Tramm, Sourcewell Tech 

Content Committee

Tomas Alvarez, Federal Reserve
Tom Ammons, MN.IT – Central
Dave Andrews, MN State Services for the Blind
Susan Bousquet, MN.IT – DOT
Robert Granvin, Metro State
Alex Hepp, City of Hopkins
Shawntan Howell, Ramsey County
Jenny Johnson, Metropolitan Council
Millicent Kasal, MN.IT – Central
Ping Li, MN.IT – MMB
Chibuzor Nnaji, MN.IT – DHS
Mehrdad Shabestari, MN.IT – Central