USER NOTES CUSTOM QUERY AND EXPORT SCHOOL BOARD CONNECT TM

Transcription

1 The Custom Query and Export enables users to build queries on current information and export up to 5,000 records immediately. Queries that exceed 5,000 records are completed by MPAC and posted to School Board Connect TM for downloading. Creating a Query 1. Click on Custom Queries from the top left side of the screen. 2. The Custom Query screen appears. You can choose to build your query on any combination of the primary roll number, statistical subordinates and assessable subordinates. In addition, you can select data elements from four tabs: GENERAL, SALE, NAME or STRUCTURE. A complete Glossary of Terms for each of the roll numbers and data elements is available at the end of this guide. May 2011 Page 1 of 24

2 Custom Query Screens GENERAL SALE May 2011 Page 2 of 24

3 NAME STRUCTURE 3. To create a query, you must select a minimum of 2 search criteria from one or more of the tabs. One of the search criteria must be one or more Municipality numbers in the Roll # field (e.g. 0101). At least 1 other data field must be selected as the other search criteria from one or more of the search filter tabs. It is important to remember that the query results are determined by the data fields selected. If too many data fields (e.g. more than 3) are selected, the search may take a long time to execute and the query results may be limited. May 2011 Page 3 of 24

4 Tips to select from drop-down boxes: Click on one item to select this option CTRL-click to deselect an item CTRL-click to select multiple items that are not in order. SHIFT-click on the first and last option in a range (scroll down, if required) to select all items in the range Codes in drop downs are in alphabetical order or numerical order. To jump down to a certain number (e.g., 300), key in 3 and select Enter. Tips to enter data: If no items are selected from a drop down box or entered in a field, the system will assume that you want ALL. To select a date, click the calendar icon. To enter multiple options into a text only field, enter the data separated by commas (i.e. for Poll, enter 001,002,003) Tips to enter a range: You may enter only a minimum value, only a maximum value or a range of values. For example, a minimum value of 100,000 returns all records that are equal to 100,000. A range of 100,000 to 200,000 returns all records that fall within this range. 4. Select the RESET button to cancel your query and start a new one. 5. Select the SEARCH button to execute your query. Types of Query Results Once the query is executed, the results are displayed on the Multi-property screen and are divided into two types: 5,000 or less records - results are displayed on your screen and are available for extract immediately; or Greater than 5,000 records only the first 20 records are displayed as a sample. This allows the user to confirm that the query results are suitable before proceeding with your extract request. Query results that are greater than 5,000 records are submitted to MPAC for processing. When the file is ready, it is posted on the REPORTS tab in School Board Connect TM for downloading. May 2011 Page 4 of 24

5 Multi Property screen The Multi Property screen displays: A. The selected search criteria; B. Last updated indicates the effective date of the data; C. Total Page Count; D. Page numbers; and E. A list of properties that match the search criteria. C D A B E **NEW** The Custom Query and Export features allow you to EXPORT all search results that are displayed on the multi-property screen. This includes the BASIC and ADVANCED search results. May 2011 Page 5 of 24

6 Viewing Results - 5,000 records or Less On the Multi-property screen, you can: A. View the details for a single roll number by clicking the roll number. (Click the BACK button on your Browser window to return to the Multi Property screen.) B. Sort Data by clicking on the Column Headings (e.g., click Roll Number to sort by roll number; click Property Address to sort by address, etc.) C. Select all records for exporting by clicking CHECK ALL. D. Select various records for exporting by clicking the individual check box beside each record. E. Display only the selected records by clicking REFRESH LIST. F. Clear all of the existing search criteria and start a new search by clicking on the NEW SEARCH button. G. Refine your search criteria using the REFINE SEARCH button. H. Proceed with the data extract by selecting EXPORT. C D A B E F G H May 2011 Page 6 of 24

7 Selecting Report Templates Step 1 Data can be exported using either a pre-defined or a custom user-defined format. There are two pre-defined report templates available: Mailing List: includes the Roll Number, Owner 1, Owner 2 and Mailing Address data. Multi Property Format: includes the Roll Number, owner name, property address, property code, tax class (RTC/RTQ), unit class, current assessed value and roll value data. 1. To select a pre-defined report, highlight the report and click ADD SELECTED. 2. Remove the report by highlighting the chosen template and selecting REMOVE SELECTED. Note: If you do not wish to use the pre-defined reports, click the Next button to continue. 3. Click the Next button to continue. May 2011 Page 7 of 24

8 Selecting Custom Fields for a Custom Report Step 2 To select fields for a custom report: 1. Click on a search filter (General, Sale, Name, or Structure) to list its available fields. Separate export files will be created for each Category selected (General, Sale, Name and Structure). 2. Click on one field to select it; CTRL-click on multiple fields; or SHIFT-click on the first and last option in a range to select field(s). 3. Click on ADD SELECTED to move the field(s) to the selected list. 4. Click field(s) in the selected list and click on REMOVE SELECTED to remove the field(s), if required. 5. Move the position of the fields in the report by highlighting the chosen field and using the arrow keys on the right to change the positioning. 6. Click the Next button. May 2011 Page 8 of 24

9 Downloading the Data Step 3 1. Click on DOWNLOAD REPORTS button. 2. Save the zip file to your local directory. May 2011 Page 9 of 24

10 3. Select the appropriate location to save your file. NOTE: Your screen may not look exactly like the one below. Select the folder and then click on the Save button again. The extract files are in a text (*.txt) format and saved as a compressed *.zip file. If you do not have a program that will extract Zip files, complimentary applications are available for downloading from the Internet (ZipGenius at At present, there is no functionality to save the queries that you have created. This is on our list for future enhancements, as we know it is an important feature. After saving your file, extract the Zip file. You will have two text files, please disregard or delete the -general#####.txt file as this is a duplicate file. Your extract file will be the name####.txt or structure####.txt or sale#####.txt to match the sub-database selected during your query. May 2011 Page 10 of 24

11 Inserting your file into EXCEL - Step 4 This step explains how to successfully import the files into Excel. 1. In Excel, open a new file. To see all files, change the file type to ALL (*.*) 2. Select the Text file that you wish to import. 3. At the Text Import Wizard Step 1 of 3 select DELIMITED, click NEXT. 4. At Step 2 of 3, select the COMMA check box (make sure no other boxes are checked). Click NEXT. May 2011 Page 11 of 24

12 5. Scroll across to the Property Number field and general the Column Data Format to TEXT. Click NEXT. 6. In Excel, if you would like the roll number to display with dashes ( - ) or spaces, highlight the entire column and select FORMAT, CELLS. 7. On the NUMBER tab, click the Custom option. 8. In the TYPE box, key (you can use spaces in place of the - ) and select OK. 9. The roll numbers will be reformatted as selected. May 2011 Page 12 of 24

13 Viewing Greater than 5,000 Records 1. A message appears that the Selection has returned over 5,000 records. Only the first 20 records are displayed. 2. To further filter the query results, EITHER: Click on NEW SEARCH (at the bottom of the screen) to delete the original criteria and create a new query; OR Click on REFINE SEARCH to add to or change your original criteria. 3. To proceed with your extract, click CREATE A REQUEST. Note: if you proceed with your request, the query will be submitted to MPAC for processing. The file will be posted to the Reports tab in School Board Connect TM for downloading. May 2011 Page 13 of 24

14 Selecting Report Templates Step 1 Data can be exported using either a pre-defined or a custom user-defined format. There are two pre-defined report templates available: Mailing List: includes the Roll Number, Owner 1, Owner 2 and Mailing Address data. Multi Property Format: includes the Roll Number, owner name, property address, property code, tax class (RTC/RTQ), unit class, current assessed value and roll value data. 1. To select a pre-defined report, highlight the report and click ADD SELECTED. 2. Remove the report by highlighting the chosen template and selecting REMOVE SELECTED. Note: If you do not wish to use the pre-defined reports, click the Next button to continue. 3. Click the Next button to continue. May 2011 Page 14 of 24

15 Selecting Custom Fields for a Custom Report Step 2 To select fields for a custom report: 1. Click on a search filter (General, Sale, Name, or Structure) to list its available fields. Separate export files will be created for each Category selected (General, Sale, Name and Structure). 2. Click on one field to select it; CTRL-click on multiple fields; or SHIFT-click on the first and last option in a range to select field(s). 3. Click on ADD SELECTED to move the field(s) to the selected list. 4. Click field(s) in the selected list and click on REMOVE SELECTED to remove the field(s), if required. 5. Move the position of the fields in the report by highlighting the chosen field and using the arrow keys on the right to change the positioning. 6. Click the Next button. May 2011 Page 15 of 24

16 Downloading the Data Step 3 1. The last step shows the report templates and custom fields that have been selected for the report. 2. Ensure that the correct address is showing in the Address field. This information is taken from the School Board Connect TM User s Profile. If the e- mail address is not correct, please replace it with the correct address. The address is required in the event that MPAC has a question about the request that has been submitted. 3. Click SUBMIT REQUEST to send an automated to MPAC to create a custom report based on the selection criteria submitted. May 2011 Page 16 of 24

17 4. A reference number screen will flash showing the reference number of the request that has just been submitted. Refer to this reference number if you need to contact MPAC about your request. An automated is sent to MPAC to create the custom report based on your selection criteria submitted. May 2011 Page 17 of 24

18 Retrieving the file from a Special Request (over 5000 records) You can check the status of a request and retrieve your file from the STATUS OF CUSTOM QUERIES option on the REPORTS tab in School Board Connect TM. 1. Select the REPORTS option from the main screen in School Board Connect TM. 2. Under Service Type, select Status of Custom Queries. 3. A summary of your requests is displayed. PENDING the request has been sent to MPAC and the report is not ready yet. READY the file has been created and is ready for downloading. Select Click here to download file to save the zip file to your local directory. COMPLETE the file has been downloaded by the user. May 2011 Page 18 of 24

19 4. To download the file, select Click here to download file and the following screen will appear. 5. Select SAVE to save the file to your local directory. 6. Select the appropriate location to save your file. NOTE: Your screen may not look exactly like the one below. Select the folder and then click on the Save button again. May 2011 Page 19 of 24

20 The extract files are in a text (*.txt) format and saved as a compressed *.zip file. If you do not have a program that will extract Zip files, complimentary applications are available for downloading from the Internet (ZipGenius at 7. Once the file has been downloaded, status changes to COMPLETE with the date. May 2011 Page 20 of 24

21 Glossary of Terms Roll Number The first 15 digits of a roll number identify County/Mun, Map, Division and Parcel (cn/mn-map-div-parcel). The last 4 digits of a 19-digit roll number identify subordinates (cn/mn-map-div-parcel-subordinate). Primary Roll Number Displays all of the property and occupant information associated with the primary roll number. If there are tenants on the property, the occupant and tax class information associated with the tenants will not be displayed. Identified by 0000 in the last 4 digits of the roll number (e.g. xxxx-xxx-xxx-xxxxx-0000). Statistical Subordinates Displays all of the property and occupant information associated with the primary roll number and any tenants located on the property. Tenants may include multi-residential tenants, commercial tenants, Separate School Support Leases, etc.). The tax class information (RT, CT, etc.) is not displayed for Statistical Subordinates, unless they are tenants that are liable for taxes (Tenant Tax Liable TTL). Identified by 0100, 0001, etc. in the last 4 digits of the roll number (e.g. xxxx-xxx-xxx-xxxxx-0001). Assessable Subordinates Display all of the property, occupant, assessed value and tax class information associated with the primary roll number and any tenants that are liable for taxation. The tenant information and assessed values are rolled up and displayed by Realty Tax Class (RT, CT, FT, etc.). Identified by 9801, 9802, etc. in the last 4 digits (e.g. xxxx-xxx-xxx-xxxxx-9801). Area the lot size in acres, square feet, hectares or square metres. Birth Year/Month - birth year/month of the owner or occupant. Citizenship identifies the citizenship of the owner and occupants: C=Canadian, A=non-Canadian, U=Unconfirmed. Current Assessed Value (the property s current assessed value, including any changes in value applied after Roll Return). May 2011 Page 21 of 24

22 Farm Op Code (Farm Operations Code) - indicates the type of farm operation occurring on the property (e.g. beef, dairy, poultry). French Entitlement - Does the individual have French electoral rights? Y or N. Frontage Width of the lot in feet taken at the road or waterfront. Homo NBHD (Homogeneous Neighbourhood Code - a free-format field used by MPAC to identify a group of properties defined by natural, man-made or political boundaries and sharing locational and physical similarities. Identifier - identifies gender or owner type: M F X G P L E H C Blank Male Female Corporations, taxable agencies and other non-persons Federal government (including agencies) Provincial government (including agencies) and public utilities Local government and public utilities Education, Religious and other exempt Ontario Hydro Conservation authority Vacant unit or a continuation line Instrument Number - a number assigned by the Land Registry office upon registration instrument number is listed on the Land Transfer Tax Statement. Legal Description - a free-format field describing the property s location, including lot, concession, reference plan, lake, etc. Location Comments - additional information to help clarify the location of a property (e.g. Lakeside Estates or Spring Lake). Name (entered as LastName FirstName no punctuation e.g. name of tenant, owner, spouse, boarder, corporation. Occupancy Status - identifies whether an individual is the owner, resident, tenant, boarder, child or if the unit is vacant. PAC (Property Administration Code) - a free-format field used by MPAC to identify property type and area of responsibility. Partnership indicates that an assessable unit is occupied by a Partnership that has declared itself as split school support Prop Last Changed - identifies when any changes were last made to the property information by MPAC. Property Code - identifies the property type: 100s Land; 200s Farm; 300s Residential or Multi-Residential; 400s Commercial; 500s Industrial; 600s Institutional, 700s Special Use and 800s Government and Exempt. May 2011 Page 22 of 24

23 PTU (Pool Taxes Unit) - indicates if a property is pooled for taxation purposes. Residency Code - indicates where the individual lives (e.g. U= lives in this unit; M= lives elsewhere in the same municipality; A=lives in another unit or house on the same property or N= lives in another municipality). Roll Create Date identifies when the roll number was created. Roll Value - the value of the property as of the last Roll Return RTC (Realty Tax Class) - identifies the property s classification based on the use of the property (e.g., a house used for retail purposes is placed in the commercial tax class). RTQ (Realty Tax Qualifier) - identifies the property s taxation type (e.g. taxable, exempt, etc.). S.R.A. (Special Rate Area) - codes provided by and used for municipal purposes to identify special use or geographic areas, such as historical areas or economic development areas. Sale Amount represents the actual sales transaction amount as listed on the Land Transfer Tax Statement). Sale Date date of sale that has occurred on the property Sale Type Prefix - identifies the type of sale 01 - family sale 02 - forced sale 03 - quit claim or clearing a title 04 - speculative sale 05 - government or exempt property transaction 06 - sale including crops, chattels or goodwill 07 - bush or wood lot sold for trees 08 - sale involving changed property use 09 - sales based on non-typical financing 10 - single sale price and/or assessment for several properties 11 - builder sale (e.g. new subdivision) 12 - property changed (since the last sale occurred) 13 - sale of shell only (typically used for Commercial properties) 14 - partial sale or interest sale (e.g. 50%) 15 - agreement to purchase (bought now to close in the future) 16 - sale amount does reflect registered date (e.g. condo sale registered after sale occurred) 19 - other Sale Type SFX - relates to the Sale Type Prefix, e.g. family sale of vacant land). 1 - sale to a person whose principal occupation is farming 2 - sale to a person who commences to farm as his/her principal occupation for the first time 3 - sale to a person whose principal occupation is other than farming 4 - vacant land 5 - single family detached 6 - semi-detached 7 - plex types 8 - seasonal residential 9 - other I - industrial C - commercial G - garage/locker/boatslip May 2011 Page 23 of 24

24 School Support - shows the individual s school support. Structure Code - identifies the physical structures on a property. Tenant Tax Liable a code of Z indicates that the tenant, and not the owner, is responsible for taxation. Total Area - a range to identify the total building area entered in square feet. Unit Class - class of real property, e.g. RU=Residential, COM=Commercial, etc. Unit Last Changed identifies when the information for a specific unit on the property was changed by MPAC. Unit Support - indicates the appropriate School Board to which the tenant would like to direct taxes. Ward, Poll and Poll SFX - identifies electoral and geographical areas to determine population Year Built - [yyyy] indicates the year when a structure was built. Zoning information provided by each municipality. May 2011 Page 24 of 24