54 System Design Collaborate: Agent Task Instructions

Transcription

1 1 54 System Design Collaborate: Agent Task Instructions Version Date Description By 1.0 1/25/2013 Final Lizette Patterson Table of Contents Profile information... 2 Agent (Listing) Confirmation Task... 3 Initial Occupancy, Follow-up Occupancy, Personal Property Review, Check Occupancy (Redemption), and Confirm Vacancy Redemption Tasks... 5 Weekly Inspection Task... 9 Submit BPO task Confirm Listing Task Submitting a New Offer Submitting a Counter Offer / Accepting an Offer Provide Closing Update Task... 24

2 2 Profile information 1. From the home tab, click the profile tab. To view all information regarding the agent. 2. Contact Info: this is the location of the agent s basic information, name, company name, address, and phone numbers. To change any of this information, click edit the information, then click a. PLEASE NOTE: Agents with properties active properties should seek approval from their asset managers prior to changing their mailing address. 3. Login Info tab: Is the location of agent s address and password. To change this information type the new /password twice and click or 4. Experience Tab: Location for agents can provide additional information on their real estate background. Please note: this information does not affect your grade. 5. Documentation Tab: Agents must enter real estate information, upload E&O and tax information. a. License information: Prior to updating the information the status of the license is Required. Enter the Real Estate License number, and the date of expiration, then click. The License Status will go to pending once the information is successfully entered. Please Note: The Check your license link is not functional, and should be disregarded. b. E&O Information: Prior to updating the information the status of the E&O states New. Enter the information requested, upload the E&O, then click. Once the document is successfully uploaded the status will go to pending Please note: The name the document is saved under cannot have any punctuation. For example, if the document is saved as W-9.pdf rename the document to W9.pdf and then upload to avoid errors.) c. EIN/Tax Information: Prior to updating the tax information updated, the status is required. Enter the information requested, upload the W9, then click uploaded the status will go to pending.. Once the document is successfully Please note: The name the document is saved under cannot have any punctuation. For example, if the document is saved as E&O.pdf rename the document to EO.pdf and then upload to avoid errors.) 6. Diversity Tab: This information is used for the client to keep record of whether a diverse amount of agents are used. The information on this tab does not affect the agent s grade.

3 3 Agent (Listing) Confirmation Task 1. An notification is sent to the list agent when a new property is assigned. 2. Login at Collaborate.54sd.com to accept the listing 3. Upon login there will be yellow Attention bar at the top of the screen, with a notification of a new assignment. 4. Stay on the home tab and scroll to the bottom of the page to see the assignment, located under New Assignments & second BPO requests Section 5. Click the New Property Assignment link in green letters. 6. The page will direct you to full property details: The property address, REOID, Loan#, Client Name, Partner Name (vendor name), the asset manager s name, , and phone number.

4 4 7. For the agent s reference, below the property details is a map with driving directions from the agent s address to the new properties address. 8. To the left of the driving directions are the Acceptance Terms and Conditions. Please review the terms and if acceptable, click the check box I have read all terms and conditions above, and then click Accept. If the terms are not acceptable, please click Decline. 9. After the accept button above is clicked, Collaborate will open the property, and the Listing confirmation is successfully complete! The property is now assigned to the agent, and will show up in their collaborate portal under the Properties Tab.

5 5 Initial Occupancy, Follow-up Occupancy, Personal Property Review, Check Occupancy (Redemption), and Confirm Vacancy Redemption Tasks 1. From the Collaborate home page, click the green letters Initial Occupancy, Follow-up Occupancy, Persnoal Property Review, Check Occupancy Redemption, or Confirm Vacancy Redemption. Please note: If the task is not located on the home screen, click the tasks tab at the top to locate the task. 1. The application will open the property details at the top of the page, and below is the Occupancy & Pre- Marketing tab. 2. From this tab, click Start a new OSR (Occupancy Status Report). 3. After clicking Start new OSR, the OSR questionnaire will open. In order to successfully submit this task, EVERY QUESTION MUST BE ANSWERED (EVEN IF IT DOES NOT APPLY).

6 6 4. Section 1: Occupancy Inspection: a. Date of Inspection- Enter the date the property was inspected. b. What Type of property is this? Select one - SFR (single family residence), Condo, Duplex, Triplex, 4- plex, mobile/mfd Home, or Co-op. PLEASE NOTE: If the property is vacant land, select SFR, and state the discrepancy in the comments box of section 5. c. How many Illegal or unpermitted units are there? Select the number from the drop down box which applies. d. Can this property be listed? Select yes or no according to the option applies below: Select Yes, only if the property is vacant with no personal property. Select No if there is an unknown occupant, If it is vacant with personal property, or if the property is occupied by the former owner s or tenants. 5. Section 2: LEGAL unit occupancy details Occupant Status: a. Unknown Occupant Select this option if the property appears to have an occupant, but you have not made contact b. Vacant w/ no personal property Select this option if the property is vacant with ABSOLUTELY no personal property c. Vacant w/ personal property Select this option if the property is vacant of occupants, but there appears to be any personal property, no matter the value. Also, select this status if access is not yet gained, but there appears to be no occupants. d. Former Owners Select this option if the property is occupied, contact has been made with the occupants, and they state they are the former owner. e. Tenant(s) - Select this option if the property is occupied, contact has been made with the occupants, and they state they are tenants. f. Occupant Name: If Former Owners or Tenant was selected for the Occupancy status, this field must be filled with their name. If the name of the former owner or tenant is unknown, please select unknown occupant for the Occupant status. g. Date Vacant: Must be filled if either vacant with personal property or vacant with no personal was selected for the Occupancy status. If you don t know what date it was actually vacant, input the date of initial inspection. h. Rekey Date: Only needs to be filled if the property was actually rekeyed and is only applicable if the property is vacant with no personal property. 6. Section 3: Additional Occupancy details (check all that apply) No matter the Occupancy status all three of the questions MUST BE ANSWERED:

7 7 a. If the property is vacant with or without personal property select no for both questions, and put a 0 for the total number of occupants b. If the property is Occupied select the answers which apply. 7. Section 4: Additional property Questions Both questions must be answered. 8. Section 5: Comments Please describe the way the occupancy status was determined, and any other important details. 9. Section 6: Photo upload Click Choose File to upload a photo of the front of the property. The photo must be in.jpg format, and must include a date/time stamp.

8 8 10. Once all questions are filled out click PLEASE NOTE: IF ANY FIELDS ARE NOT FILLED OUT ACCORDING TO THE ABOVE INSTRUCTIONS, THE OSR WILL NOT SUBMIT AND WILL NOT GIVE A REASON WHY.

9 9 Weekly Inspection Task 1. From the Collaborate home page, click the green letters Complete weekly inspection. Please note: If the task is not located on the home screen, click the tasks tab at the top to locate the task. 2. Click the button to begin The Inspection will open in a new window. 3. Overall Condition a. Select the Date and Time b. Select the overall condition of the asset c. Ensure to describe the overall and updated conditions of the property

10 10 4. Exterior Condition a. Select the exterior condition b. Answer lockbox availability (Y/N) c. Answer key location (Y/N) d. Answer For Sale sign location (Y/N) e. Answer agent info location (Y/N) f. Answer Managed By sign location (Y/N) g. Answer Warning sign location (Y/N) h. Answer exterior property cleanliness (Y/N) i. Select yard/landscaping condition j. Select roof condition k. Answer roof leak presence (Y/N) l. Answer pool/spa security (Y/N) m. Answer pool/spa cleanliness (Y/N) n. Answer door security (Y/N) o. List corrective actions required or suggested The system will not allow the agent to continue unless o. is completed

11 11 5. Interior Details a. Select property interior condition b. Answer interior property cleanliness (Y/N) c. Answer electricity status (Y/N) d. Answer gas status (Y/N) e. Answer water status (Y/N) f. Answer marketing material location (Y/N) If there is no marketing material inside the agent must explain why (*Required) g. Answer financial material location (Y/N) h. Answer ceiling stain availability (Y/N) If ceiling stains are present, agent must input stain location (*Required) i. Answer HVAC/mechanicals/appliances status (Y/N) If there is no HVAC, mechanicals or appliances present, agent must explain which are missing j. Answer graffiti presence (Y/N) k. Answer home repair status (Y/N) l. Answer winterization status (Y/N) m. Describe interior hazards or conditions in need of addressing System will not allow the agent to continue until descriptions have been submitted n. Answer property selling recommendation (As-Is/Repaired)

12 12 6. Upload Photos * ENSURE THE LATEST VERSION OF JAVA IS UPLOADED IN ORDER TO GUARANTEE SMOOTH PICTURE UPLOADING. GOOGLE CHROME AND MOZILLA FIREFOX BROWSERS COME WITH THE MOST RECENT JAVA. INTERNET EXPLORER DOES NOT AND MAY CAUSE AN ERROR. 7. If a yellow box appears at the top of your screen asking Java to run, select Run this time 8. Click the button to summon the Image Uploader. 9. The Image uploader will open with everything on the desktop. To select another folder click the box on the left side of the desktop box. 10. Once the desired folder is located, click on the top left box to select a picture.

13 Once all the desired photos are selected and on the bottom section of the screen, click upload. * PLEASE NOTE: A minimum of 10 photos must be uploaded.

14 A box will appear stating All photos were successfully uploaded, Click Ok. 13. On the photo uploader click Close/Finish 14. Photo Descriptions a. A description is required for all uploaded photos. b. Enter the description in the box provided that says Please Enter Description c. Once the photo is labeled select the arrow to move to the next photo or click the next photo on the bottom. d. To delete a photo click the trash symbol at the top right of the picture e. ALL PICTURES MUST BE LABELED TO MOVE FORWARD. f. Click Next (submit) to move to the next page. 15. Additional Comments Input any additional comments necessary Click Submit, select, yes when it asks Are you sure you want to submit and then do this process one more time. Once the inspection is submitted the inspection box will close.

15 15 Submit BPO task 1. From the Collaborate home page, click the green letters Submit BPO. Please note: If the task is not located on the home screen, click the tasks tab at the top to locate the task. 2. The application will open the property. At the top of the page are the property details, and below is the Valuation tab. Click Start/Finish BPO to begin or continue the BPO. 3. A new window will open with general instructions about the BPO, read through the details and select 4. Answer the questions regarding the exterior details, interior details and other features, then click 5. Answer the questions regarding Data source and information and Marketing and Economic Trends, then click 6. Enter the property condition, and list all repairs along with the estimated cost of repair. Click the box to the right of the repair line itme if the repair is recommended. The total cost of repairs will automatically add at the end. Once all information is filled out click 7. Describe comps by entering all information requested, see additional information below: a. The line item Sales concessions offered is misleading, and should be the type of financing used to purchase the comp. (for example: cash, FHA, Conventional, FHA 203k, etc.) b. Make sure to input the appropriate adjustments to the comps in the space next to the $. If the item is superior to the subject property subtract (-) the difference. If the line item is inferior to the subject property add (+) the amount. c. The GLA automatically adjusts the SQ FT difference by $30 per SQ FT. To change simply edit the 30 provided in the box to the necessary dollar amount.

16 16 d. The suggested list price for the subject property must be a range of the adjusted values for the sold comps. The adjusted value is located at the bottom of each comp. If the price recommended for the subject property is outside the range, please make the necessary adjustments to the sold comps. 8. Once all sold and list comp information is entered select 9. Enter the 30 day QS value, AS-IS value, and repaired value. a. REMEMBER: Suggested AS-IS value must be a range of the sold comp adjusted values. 10. Enter comments about the property. Please be as descriptive and thorough as possible (Minimum of 250 characters.) 11. After all information is filled out select 12. To enter a new photo click the bubble to the left of the text Subject Front View. The picture will open to the box to space at the right. 13. Click to change the photo. 14. A window will open at the middle of the screen, select 15. Browse for the picture and once it is selected, click Open 16. Click to put the photo on the BPO. Say yes to the notification. 17. The photo selected will open in the window. 18. Scroll down the box to the left and follow the process above for each picture additional picture, starting at Subject rear view a. The first page of photos are mandatory for all BPO s and should correspond with the label provided. 19. Once all mandatory pictures are entered, click 20. For Interior BPO s only: Enter at least 8 interior photos of the property following the above process and provide the corresponding label. After complete click 21. Click to submit the BPO to the asset manager.

17 17 Confirm Listing Task 1. From the Collaborate home page, click the green letters Listing Confirmation. Please note: If the task is not located on the home screen, click the tasks tab at the top to locate the task.

18 18 2. The application will open the property. At the top of the page are the property details, and below is the Listing Summary tab. The Listing confirmation task will automatically open. 3. To open a copy of the unsigned listing agreement click the green letters Review current listing agreement and details (click to download). The listing agreement will open in a new tab. 4. Task Inputs: List Price type in the list price approved on the listing agreement. Do not put a.00 at the end of the list price. Total Commission This should always be 5% (even if minimum commission applies.) Selling agent commission This should always be 2.5% (even if minimum commission applies.) MLS ID Type in the MLS ID as it shows on the MLS. Upload MLS printout Upload a PDF copy of just the MLS printout. Type in your name Type in the name of the list agent assigned to the property Enter your Initials Enter the initials of the list agent assigned to the property. 5. Once all the information is filled out correctly click Confirm Listing Authorization. There will be a notification flashed at the top right of the page stating whether the upload was successful or had an error.

19 19 Complete MMR task THE MMR TASKED IN THE SYSTEM DOES NOT NEED TO BE COMPLETED. THERE IS A SEPARATE PDF DOCUMENT THAT SHOULD BE COMPLETED INSTEAD OF THIS TASK. IF THE COMPLETE MMR TASK COMES UP ON YOUR TASK LIST PLEASE DO THE FOLLOWING: 1. the asset manager to cancel the complete MMR task in the system, and request the PDF document required for the MMR. 2. Complete the document provided by the asset manager and it back to them.

20 20 Submitting a New Offer 1. After logging into the system, click the properties tab at the top, next to the home tab. 2. On the Properties tab, there are 4 different subcategories Premarketing + Valuation, Marketed, Under Contract, and Closed. 3. Click the Marketed subcategory and select the specific property address in green letters to open the property which has a new offer. (Note: The property must be in listed status in order to enter offers into the application)

21 21 4. Once the property address is clicked the property will open, and automatically direct users to the inspection tab. 5. Click the Offer History Tab 6. From the Offer History Tab, click the box Submit New Buyers

22 22 7. A Separate window will open with a blank offer form. 8. Fill out the information according to the offer. 9. Once All information is filled out, click submit offer to send the offer information to the Asset manager. a. The information entered will move to the right in green once the offer is submitted.

23 23 Submitting a Counter Offer / Accepting an Offer 1. From the Collaborate home page, scroll down to the second box, Latest Offers. 2. All open offers appear in the latest offers box. 3. Click the buyers name in green letters, for the offer requiring a counter. 4. The page will redirect to the property selected, on the offer history tab. 5. To counter an existing offer, click the offer date in green letters for the desired buyer. (PLEASE NOTE: THE OFFER MUST BE IN OPEN, PENDING STATUS IN ORDER TO ENTER A COUNTER OFFER, IF THE OFFER IS IN REJECTED, FAILED, WITHDRAWN OR ACCEPTED STATUS, YOU CAN NO LONGER COUNTER, AND YOU MUST SUBMIT A NEW BUYER ) 6. After the offer date in green letters is clicked, a new page will open, with the history of the offer 7. The last offer/counter presented will be in green, and the counter information should be entered under Add an Offer 8. If you are accepting all terms of the last seller counter, hit accept offer, located at the bottom of the counter offer details in green. MAKE SURE LINE ITEM IS ACCEPTABLE PRIOR TO ACCEPTING THE OFFER. 9. Once All information is filled out, click submit offer to send the offer information to the Asset manager. a. The information entered will move to the right in green once the offer is submitted.

24 24 Provide Closing Update Task 10. From the Home page select the Provide closing update green letters to open the task. Please note: If the task is not located on the home screen, click the tasks tab at the top to locate the task. 11. The Page will redirect to the property and open the Manage closing property tab. The closing update questions will automatically open. 12. Answer the questions as they apply to the status of the subject property s closing. ALL QUESTIONS MUST BE ANSWERED TO MOVE FORWARD WITH THE TASK. a. Please note, all notes are viewable by the client, so please be appropriate and respectful. 13. Click To submit the closing update.