Mark Parkinson, Governor

Joan Wagnon, Secretary

Division of vehicles

Docking StateOfficeBuilding, 915 SW Harrison St., Topeka, KS66612-1588

Voice 785-296-3601Fax 785-291-3755

To: Kansas County Treasurers Summary of Vehicles presentation to Kansas County Treasurers February 11, 2010.

From: Carmen Alldritt, Director of Vehicles

Subject: With weather and the DMV Project going on I thought it might be a good idea to send out a quick high level summary of our presentation KCTA at the February 11 meeting.

Secretary Wagnon spent a few minutes speaking about the DMV Project and how critical it is for KCTA participation. Joan expressed her thoughts concerning the partnership of KDOR and KCTA from getting the legislation passed to working on the Steering Committee, working through system requirements, development and design all the way to implementation of the new DMV System. Together we are building to the future.

Rick Clelland, DMV Project Director

If you have any questions related to the DMV System, please contact Rick Clelland or Gena Terlizzi. Rick is working up a calendar of events requiring county participation so you will be able to schedule those events and make sure your office is covered. You should receive this calendar within the next few weeks.

Major Project Activities - Completed

  • The High Level & General Design Documents for ATMM, DLRS and MOVRS (the title and registration component) were completed. – December 2009
  • The newly re-designed DMV Modernization project website was launched. – December 2009
  • The 3M MVS Base Software was installed in Kansas (“Sandbox”) – January 2010
  • Initial Design Session for Customer and Vehicle functions of MOVRS – January 2010
  • DRIVS Conference Room Pilot (the Drivers License, Identification Card, and Driving Privileges component) – January 2010
  • The Change Agent Network Kick-off Meeting – January 2010

Major Project Activities – Upcoming

  • Initial Design Sessions for Title and Registration functions of MOVRS (title and registration component) – January/February 2010
  • Design Sessions for DRIVRS (the Drivers License, Identification Card, and Driving Privileges component) – February/March 2010
  • Design Sessions for ATMM (the financial component) – February/March 2010
  • Design Sessions for DLRS (the dealer licensing component) – February/March 2010

Other Items

  • Chicago Systems Group Government Solutions conducted an on-site audit of the project in December. They are the vendor who performs an independent verification and validation of large projects as required by the KITO office. The overall findings were that we are on schedule, on scope and on budget!

Equipment

  • Our original budget for purchasing equipment for the county offices was established based on information from the feasibility study.
  • Our expectation is to provide a PC, monitor, keyboard, 2D barcode reader, credit card signature pad and document scanner for each customer service area used by the DMV staff at the counties. At a minimum, we would expect to provide at least two for each county.
  • We will also provide the appropriate number of shared printers at each location to handle the workload.
  • You were all sent a questionnaire in November asking about your equipment needs. To date, we have received about 64 of those back and we really need to have you make sure that you get those completed and returned to us as quickly as possible. These will be used to help us determine how much equipment is needed and will help us get the best possible price on equipment and will allow us to make the best purchase we can.
  • Some counties have expressed an interest in doing the document scanning in a batch process away from the front counter. For those of you who might want to do that, we will work with you on a one on one basis to determine the document scanning.

Gena Terlizzi asked Treasurers to complete the equipment survey as soon as possible and return it to her. Gena works with the Organizational Development Team and is the Communication Specialist and Change Agent Network expert. Treasurers and staff can access the DMV website for current information and upcoming events. If you’re not signed up to receive Gena’s weekly DMV Newsletter please email her at and she’ll put you on the weekly distribution list. You may access the online equipment survey at

complete it and send to Gena.

Terry Mitchell, Chief DL Examiner gave an update on Drivers License Photo 1st/Model Office. Counties processing DL will be receiving information concerning updating their DL office and new programming.

Mike Hoeme from KCC thanked everyone for setting up farm meetings and talked about how successful they've been. Mike said the KCC schedule is open and would love to have more counties schedule these meetings. Please contact Mike at the KCC.

Deann Williams, Motor Carrier Bureau Chief talked about IRP renewals in HaskellCounty. The pilot project is working well and Deann is ready to move this functionality out to other counties. Deann told those in attendance she has been contacting counties directly when Motor Carriers revokes authority to a carrier. She said counties have been really great to work with by not registering and/or renewing those carriers until all taxes and fees are paid in full.

Lee Ann Phelps from T&R reminded everyone T&R office house are 8AM-5PM Monday through Friday. Phone hours are the same 8AM-5PM. Hours at the front counter, DockingStateOfficeBuilding hours are 830AM-430PM. Please note if you have a customer, call us. If your question can be answered within 24 hours, please email. We’re working on one email address that will take care of county email questions much like the county inventory email address. When you email one person sometimes they're on vacation and you don't hear anything back for days. We’ll let you know when it’s ready.

We were asked to send information regarding vehicles to Kansas and sales tax information. Please access ksrevenue.org, click on KS-1526 Motor Vehicle Info Guide. You’ll find a lot of really good information regarding sales tax on vehicles.

As a result of our diminished work force we are 28 days behind with lien releases. At this time if you work the lien release from your office the customer will receive the title much faster than if the lien release is faxed to us. We will be working overtime in March to get current.

Catrina McNary asked how changes in reports were being received by counties. Positive feedback was given from the group. The voided transaction report will be changed to reflect who changed the data and who voided the transaction. A new report being finalized will give you the opportunity to see who changed a class code and the change that was entered.

From Carmen Alldritt --- gave a high level update concerning University license plates. We have been working with all Universities to make it easier for the customer to buy these plates over the counter. Eileen King, Riley County Treasurer is the County contact person on this committee. As the details are worked out we’ll keep you updated.

Counties have been collecting drivers license numbers on vehicle records for the last 7 months. In October I told each county at Vehicle Training how many records had been collected from their office. As of January 20, 854,322 records had been collected statewide. I will remind you to please continue collecting drivers license numbers. This is extremely important as we approach conversion of existing vehicle records to the new DMV System. We are monitoring this and will be contacting those counties not adding this information to the vehicle record. If you have a question or comment please let me know.

As of February 11 the Division of Vehicles has 58 bills we are watching. I expect this list to increase as the session progresses.

Internal Fraud or Internal Controls. I have been serving on a special committee with 4 other states to create a check list and guide to assist motor vehicle administrators in assessing and preventing internal fraud within each states DMV offices. I know years ago this was a subject KCTA discussed quite often. Over the last few months we’ve been contacted by a handful of counties and the KBI to assist in investigations of alleged stealing, embezzlement, call it what you will from county tag offices. I will volunteer KDOR resources to KCTA and suggest the Association bring this topic up for future discussions in your meetings. Please let Michael or Carmen know immediately if you have thoughts or suspicions in your tag office and we will begin running reports to substantiate any thoughts or questions you have. Time is critical so please, call us at the time and not months later.

We will resume Ad Astra plate replacement in April and continue throughout this year wrapping up with heavy trucks next February.

Please receipt inventory within 3-7 days of your receiving it, especially personalized plates that won’t be delivered to the customer until late this year. The state is implementing a new accounting system and all reconciliations must be current.

Personalized motorcycle plates will not be available to your customers to pick up until May. You will need to issue a 123 SAM plate to customers and replace it with their personalized plate when it is received by the county.

A question was asked why we don't notify counties when we're having technical problems. The answer is, we try to when the problem is statewide. Please realize, problems your county is experiencing may not be happening in any other county.

A county questioned why the weights weren't on heavy truck and trailer renewals. The renewal notice was redesigned. When the proofs were ready we sent it out to a few counties to preview and asked for comments. The plain truth is, we all missed that. It's been corrected.

Thanks again for having us at your meeting. Your reception was the best ever. We look forward to seeing you all next time.

Carmen