Supporting a Commonwealth of Communities

MAAO Summer Conference June 2016

DLS Gateway Modernization

Fiscal 2017 Changes

Why Modernize Gateway?

Better system performance and stability

Redesigned forms for improved user experience

New process workflow - easier submission and

faster, more efficient review and approval

Improved error messaging for better clarity and

more assistance prior to submitting data

New features including online help, FAQs, videos,

connections to DLS Web site

Project Objectives

New Features Online Help:

• FAQs

• Links to DLS Web site and

other resources

• Feedback

New Features

Multiple document upload, for providing supporting documentation

Drop and drag files, or click

“here” to select files using a

standard dialog box

Files can be downloaded or

deleted after upload

Screen Improvements

Use of pop-up boxes to save space, reduce scrolling

Old system: lots of signature lines

To sign a form:

• Click “Check to add signature”

• Click Sign to add your signature to the form

• All signatures appear together at bottom of forms

• Signatures now include email address from LOD

Screen Improvements

Old system: action buttons could be anywhere

LOLV Parcel

No consistent

location across

all forms and

modules

Screen Improvements

New system – consistent action button location

LOLV Parcel

Buttons appear on the

bottom left of the screen

except in special

circumstances

Improved Messaging

New field-level validations point to errors and missing data

Important messages always appear at the top of the screen

Improved Messaging

Errors stop submission – red “X”

Warnings-may require DLS override or other action

Information only

3 message classes:

Process Prerequisites

Prerequisites and Dependencies:

LOLV Parcel In every process, certain things are

dependent on other things…

Omitted &

Revised Report

LA 13A

Levy Limit

LA13A depends on data from the

Omitted & Revised Report

Levy Limit depends

on data from LA13A

Process Prerequisites

Prerequisite: a condition that has to be met

LOLV Parcel

When certain conditions haven’t been met,

the action buttons will be inactive (washed

out appearance) and won’t function

(If you don’t see a button at all, you don’t

have the system rights to use it)

Omitted & Revised must be submitted For LA13A to be submitted

New feature: Why are my buttons disabled?

LOLV Parcel

Click “Why are my buttons disabled?” to see all the prerequisite

conditions that have to be met for the buttons to function

Process Prerequisites

LA3 changes

LA15: moved from Tax Rate module to LA3

• Interim or Certification cycle selected automatically

• New search options in 2017 – searches in prior years use the old options

Search/Update/Delete

FY2016

FY2017

LA3 changes

• All validations formerly done in Excel are now done by Gateway

• No more copy/paste! Just upload your Excel file

• Uploads run in the background; status can be checked on Upload screen

and an email is sent when the processing finishes

LA-3 Bulk Upload

You must use the new LA3 Template file to

upload data in FY 2017

The same data will be used for both

Certification and Interim uploads – no need

to switch templates anymore

la3salesreporttemplate.xlsx

Gateway will not upload Excel files with an

“xls” file extension (Excel 97 format) or files

that contain macros. Use our new template!

LA3 changes

LA3 changes

Excel • Save sales in BLA’s new Excel template

Upload

• Upload sales in Bulk Upload screen

• Edit results, or delete file and start over

• Save – Bulk Upload records move to LA-3

LA-3

• Sales are available in Search/Edit/Delete

• Sign and Submit – LA15 is generated OR

• Delete sales and start over

General Process

Gateway will email you

when your sales have

been processed.

You can stay on this

page and wait, or you

can leave the page and

wait for the Upload

Completion email.

If you leave the Bulk Upload page, your sales will be

displayed on the page the next time you return.

LA3 changes Bulk Upload

If your upload was

successful you will see

“Status: Completed” in the

email.

If upload was not successful:

Remarks section will have a

technical description of

problem.

(Don’t worry if you don’t

understand it; we’ll know

what it means.)

Forward the email to DLSITGroup@dor.state.ma.us if the upload wasn’t successful.

LA3 changes

Sales that could not be processed appear in the Incorrect Records section.

Sales without errors appear in the Correct Records section. If all sales

were successfully processed you will only see a Correct Records section.

Incorrect Sales Records

Correct Sales Records

LA3 changes

A red border will surround data that could not be processed.

Type new data directly into the field, then click Reprocess Incorrect Records

to run the upload on the corrected sale(s).

Gateway will try to display data that doesn’t meet field format requirements.

Tool Tips provide the requirements; check your Excel file to make sure the data

meets that standard.

LA3 changes

Too many incorrect records?

• Delete Uploaded File

• Make corrections in Excel

• Try the upload again

LA3 changes

Move correctly uploaded sales to the

LA3 application by clicking the

“Save Sales Data” button.

Your sales will disappear from the

Bulk Upload screen.

Go to the Search/Update/Delete

screen to view, edit or delete your

saved sales.

LA3 changes

Certification New for FY 2017: • Preliminary LA-4 form

• Revaluation Workplan

• Improved Certification Summary for checking cert status

Certification

LA-10: new option for “nothing to report”

Certification

Certification Summary

Visual improvements

make it easier to find

current certification

process status

Tax Rate New required forms:

• Omitted/Revised form

• LA13A form

If you have nothing to report,

check the box, sign and submit.

Revised “Audited Personal Property”

template available from LA-13A

Tax Rate

LA-4

Chapter Land lines:

Enter separate parcel

counts for mixed-use

and 100% chapter land

Enter both a value and

a parcel count for

Exempt property

Tax Rate

Simplified Processing

LA-5 is a good example of

form improvements:

• Cleaner look

• Better organized

• Excess Capacity for current

and prior year is now

calculated to eliminate errors

• Easier to sign and submit

Tax Rate Tax Rate/Pro Forma Edit Report

Lists all system messages for all tax rate/pro forma forms:

• Errors

• Warnings

• Information

Misc Forms

• Redesigned to simplify the submission and approval process

• See the Misc Forms landing page for more information

Property Tax Exemptions and

Land of Low Value modules

DLS Assistance

Gateway Support:

Boston (617) 626-2350

Springfield (413) 452-3974

DLSITGroup@dor.state.ma.us

Watch for articles in City & Town

and Email announcements

Contact your BLA or BOA

Community Advisor

Supporting a Commonwealth of Communities

MAAO Summer Conference June 2016

DLS Gateway Modernization

Fiscal 2017 Changes