Shared Regional MLS System Update

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1 I hear that train a comin. Shared Regional MLS System Update Our Regional MLS System Project remains firmly on track; however, this track appears to be a little longer than anyone had anticipated. In our last update we told you that members of all eight associations will begin using the new Regional MLS System in mid-june. This strategy has shifted back to the timing and process that we had originally reported last year of deploying the system in two stages: Cambridge, Guelph and Kitchener-Waterloo, followed shortly after by Brantford, Hamilton- Burlington, Niagara, Oakville-Milton and Simcoe. Releasing it this way will make for a smoother transition for members since it will be much more manageable to have 2,000 users hitting it for the first time than the full 7,000+. The revised schedule has training and parallel for the first group beginning on July 27 th, and training and parallel for the second group starting August 24 th. CAOR, GDAR, KWAR OMDREB, STARRS Parallel July 27 August 24 Cutover August 25 September 29 Member Training July 27 August 24 Rest assured the eight partnering boards are as committed as ever to bring this project to fruition. The additional time this is taking is due to the typical technical challenges expected when undertaking a project of this magnitude and complexity. We will go live when we are 100% ready. It s coming round the bend.exciting features you ll find on board the new Regional MLS System. GeoWarehouse/Teranet o a property detail report within the MLS System that integrates the information found on the GeoWarehouse Property Detail report. o Sales History Data that includes the Registration Date, Consideration Value, Instrument Type, and Party To information.

2 o Assessment data which, if available, will display the CVA for the current tax year, Parcel Frontage, Parcel Depth, Measurement Indicator, Property Usage Type (and Description) and Assessment Roll Number. o A neighbourhood sales search that will display the PIN, Address, Sales Date and Sales Amount for all properties within a certain radius of a specific property up to a maximum of 100 records. Note: this report will include all neighbourhood sales, and not just those that happened within the MLS System. o Direct links from the regional MLS System to a variety of GeoWarehouse value added reports (such as Parcel Register, Plan Images, REB Report, Industrial Detailed Report, etc.). Note: these reports will be a fee for service between the member and GeoWarehouse. Advanced showing management functionality that can be integrated to your current office system (requires cooperation of your current provider, but this has been done in other markets). The Connect System will be integrated into the Regional MLS System, through an additional tab within the system (opens within the MLS System). This will provide members with direct access to over 95% of all MLS Listings in Ontario. Enhanced security to manage user logins. As long as members are in compliance (i.e. not sharing their passwords) this system will work quietly in the background and not be apparent to users. Single Sign-On integration with a variety of industry websites that will be accessible from a board landing page within the system. This will eliminate the need for members to login at many of these sites (e.g.. REALTOR Link and WEBForms ). And much more How can you keep track of the updates, training schedules and information? Please visit the site for the latest updates and archived information. For a Q&A - Eight southern Ontario real estate associations have joined together to create a regional shared MLS system. These eight associations represent over 7,000 REALTORS and include: Brantford Regional Real Estate Association (BRREA) Cambridge Association of REALTORS Inc. (CARI) Guelph and District Association of REALTORS (GDAR) Kitchener-Waterloo Association of REALTORS (KWAR) Niagara Association of REALTORS (NAR) REALTORS Association of Hamilton-Burlington (RAHB) The Oakville, Milton and District Real Estate Board (OMDREB) Simcoe and District Real Estate Board (SDREB)

3 March 6, 2015 Shared Regional MLS System Update Get ready to Shift Currently your long awaited regional MLS System is built and online. The MLS information from the eight associations is being mapped and loaded into the new system. By late April all listing, member and office data will be in the new regional system and it will be configured and optimized for member use. In early May we will begin updating information from the eight current systems to the regional system on a regular basis. In mid to late May wide scale training will begin. The details of the training will be in a future communication; however, rest assured there will be plenty of opportunities for members to learn the new system before it goes live. Members will begin using the system in June. We re still too far out to nail down an exact date, but the expectation is that by mid June, members will begin working in the regional platform. How long your old MLS System is available is up to each association to decide. For some associations there are limitations that will make for a short or no parallel period, while others may want to extend it longer. What do you need to know now? The Shift has happened we re beyond talking about a regional system and are busy implementing it. What do you need to do? Prepare to shift gears. we re going to have new forms, new MLS Rules, new mandatory fields and new functionality. From the beginning, the goal of this project was to create a harmonized regional MLS System, and we re now very close to that becoming a reality. As we all know, an MLS System includes an inventory of listings of participating REALTORS, and ensures a certain level of accuracy of information, professionalism and cooperation amongst REALTORS. In other words, anything that touches on listings, accuracy, professionalism and cooperation has been reviewed and will be the same for every user of the system. We encourage you watch for future, more frequent updates that will drill down into the details of this Shift and what it means to you.

4 December 2, 2014 The Project s Management Shared Regional MLS System Update The Governors Group, which represents the eight associations participating in the regional shared MLS system, recently elected Lyle McNair, a member with the Guelph and District Association of REALTORS as Chair, and George Patton, a member of the Kitchener-Waterloo Association of REALTORS (KWAR) as Vice Chair. Their role will be to ensure that policies are addressed by the Governors Group and are managed in a timely and efficient manner. Made up of two representatives from each association, the Governors Group s role is to make all policy decisions as they relate to the shared MLS System initiative. Decisions are made on a voting basis with one vote per Governor, which ensures that all participating associations have an equal voice at the table. These decisions are then assigned to the group of Executive Officers to implement. The Governors Group is providing oversight of the project until such time as a standalone entity has been formed to manage the shared regional MLS System. The long-term management goal is to remain as simple as possible; however the group has determined the only way to accomplish this goal is by creating a separate body to manage the System rather than use a management by committee model. Bill Duce, Executive Officer, of the Kitchener-Waterloo association, has been appointed as Project Coordinator. He will be responsible for ensuring the operational pieces of the project are completed by coordinating the internal and external resources as needed. Security A critical component to the Shared Regional MLS System is ensuring that everyone who accesses the system is authorized to do so. The Governors Group has determined that Clareity Consulting s Scout for SAFEACCESS authentication solution will be used to authenticate all users who accesses the system. Enhanced Integration From the beginning of this project, the core mandate has been to provide a robust MLS System for the members of the eight associations. This project is not about a shared database, but a shared MLS System. A shared MLS System ensures an enhanced environment of cooperation and accuracy of information. External third party data integration can greatly augment the power of a MLS System. This is something that has been quite common in many U.S. markets for some time, but is still a rarity in the Canadian market. The Governors Group is pleased to announce that they have reached an agreement in principle to integrate MPAC and Teranet data into the Shared Regional MLS System as a standard service. For members, this will translate into enhanced services, the likes of which none of the participating associations have been able to offer before.

5 Due to the complexities of the integration, it is likely to be developed in stages. The initial integration is anticipated to be done as a user is inputting their listing into the system. When the address or PIN is added, Matrix will automatically pull any fields from GeoWarehouse that are used within the MLS System (such as legal description, owners name, assessment, etc.). The user inputting the listing would have the option of over-writing the imported data. Using a similar process, MPAC has agreed to provide access to square footage, year built, lot frontage and lot depth, along with a few additional fields. This will give members the ability to have the information auto populated into their listing at the time of data entry, at a reduced fee. Members would have the option of not pulling the data from MPAC if they already have it. This is the beginning of the data integration process for the regional system, and the Governors Group is committed to pursuing any additional opportunities that they believe will add value and supports our member s activities and needs. Additional project updates from the Project Coordinator: The regional system has been built and data is being mapped into the system, one association at a time. The plan is for the system launch to be staged as follows: Cambridge, Guelph and KW associations will be released together (estimated for March/April) followed by Oakville-Milton and the STARRS group (Brantford, Hamilton-Burlington, Niagara, and Simcoe). It is interesting to note that this project is garnering attention from several other Ontario real estate associations. While the intent of this project from day one has been to provide a robust MLS System for the members of the eight associations, the System is being built to accommodate more associations from across Ontario. To date, there have been meetings with two different regional groups of associations which have expressed interest in what is being done. Frequently Asked Questions A FAQ document has been created to answer additional questions members may have about this project. Please click here: Eight southern Ontario real estate associations have joined together to create a regional shared MLS system. These eight associations represent over 7,000 REALTORS and include: Brantford Regional Real Estate Association (BRREA) Cambridge Association of REALTORS Inc. (CARI) Guelph and District Association of REALTORS (GDAR) Kitchener-Waterloo Association of REALTORS (KWAR) Niagara Association of REALTORS (NAR) REALTORS Association of Hamilton-Burlington (RAHB) The Oakville, Milton and District Real Estate Board (OMDREB) Simcoe and District Real Estate Board (SDREB)

6 Shared Regional MLS System - FAQs GENERAL Q: My association is one of the eight real estate associations participating in the regional shared MLS System am I now a Member of these eight associations? A: No You will maintain your membership in the association(s) to which you pay dues. Each of the eight associations will continue to operate as independent organizations. Q: Can other associations become a part of this regional shared MLS System? A: Yes, but only after the system is launched for the eight collaborating boards. Q: What is the benefit of a shared MLS System for REALTORS? A: A shared MLS System will ensure a higher standard of cooperation and information sharing between associations and members. Benefits of a shared MLS System for REALTORS include: One set of MLS Rules will apply the same way to every member. More accurate MLS System information. Eliminates the need to inter-board listings within the shared MLS associations. Eliminates access agreements within the shared MLS associations. A single data feed will be available for broker systems and member websites. Eliminates the need to subscribe or belong to multiple associations (within the regional MLS System). Superior market statistics. Purchasing power and economies of scale. Q: Will I need to inter-board listings to associations that are part of the shared MLS System? A: No Listings uploaded through one participating association will be immediately available to REALTORS from all of the participating associations. Q: Which association s MLS Rules/forms will apply? A: This is a partnership between associations where everyone is an equal partner, and so unified MLS rules, policies and forms are being developed that will apply to every member equally. Q: When will the shared Regional MLS System be available to my association? Dec /5

7 A: Conversion to the new shared regional MLS System will be phased-in by common markets among the participating associations. It will start with Cambridge, Guelph and KW around March or April of 2015, followed by Oakville-Milton and the STARRS group (Brantford, Hamilton- Burlington, Niagara and Simcoe), by the end of September Due to the fluid nature of this dynamic project, timelines may fluctuate as we feel it is more important for the system to be complete and ready, than it is to be live by an arbitrary date. We appreciate your understanding in this matter. TECHNOLOGY/SUPPORT: Q: Why was CoreLogic s Matrix platform selected as the MLS System? A: The regional associations started with the objective of creating a regional MLS System, not picking a technology provider. Once the eight associations made the commitment to work toward this regional system, CoreLogic s Matrix was an easy choice since one association is already using it. Another group of four associations is using CoreLogic s Fusion, and Matrix will be replacing Fusion as their core system. The last group of three associations selected Matrix after conducting a Request for Proposal (RFP) process that compared five different systems. Q: Will I or my brokerage still be able to get a data feed? A: Yes a data feed will be available for all broker systems and member websites. Q: Will Matrix work with my computer/mobile device/tablet? A: Matrix is accessible from all popular web browsers, operating systems and platforms. You can use Matrix from your PC or Apple-based desktop, laptop, or tablet, including Mac and ipad products. Q: Is Matrix mobile friendly? A: Yes, Matrix will natively run on all devices. Additionally, while a separate application is not required, there is an optimized mobile friendly version available Matrix Mobile. Matrix Mobile offers you a quick and easy way to access the Matrix platform while on the go. Built for simplicity and speed, Matrix Mobile directly accesses the Matrix system to provide a host of functionality. Individual associations may also continue to offer additional mobile friendly applications to their members. Q: What are the key features of Matrix? A: Matrix offers all of the typical MLS System functionality that members expect, including: Integrated Mapping The mapping feature lets you click, zoom and pan while results update in real time, automatically grouping map pins into clusters when there are too many to display. You Dec /5

8 can select listings from the result list or directly from the map. Bird s eye view, street view, satellite view, and driving directions are all available display options. Stats Generator The stats generator provides you with an endless array of statistical analysis options. Generate stats for a specific market area, time frame, listing status or the entire MLS Service database. Speed Bar The speed bar dramatically reduces the time required to perform searches of any kind within the system. Easy-to-learn shortcuts make searching faster than you ever thought possible. CMA The CMA module provides a sophisticated toolset for creating professional listing presentations. Customize your report by uploading PDF pages, branding the front cover, adding price adjustments to Comparables, plus a variety of other options for assembling a unique document tailored to your client. Client Portal Through the Client Portal, you can personally brand the information delivered to your buyer and sellers. Your clients may categorize listings according to their level of interest, as well as log conversation notes between the client and you. You can then view detailed client activity and Portal usage statistics. Q: How many pictures can I have per listing? A: Matrix supports 30 pictures per listing, with a recommended size of 1024x768 in.jpeg format. Q: Do I have to re-enter all of my saved clients and searches into the Shared Regional MLS System? A: It depends If you currently use Matrix, Fusion or MLXchange, your clients and saved searches should be copied over for you. If you are currently using a different MLS System, then you will have to re-enter all of this information. MEMBERSHIP/SUBSCRIBER ACCESS Q: I am a member of more than one association in the shared regional MLS System do I still need more than one association membership? A: That would depend on why you are a member. To access the shared MLS System, you will require membership through only one participating association. However, you may wish to keep more than one membership for additional membership services/benefits that may be offered by those associations. Dec /5

9 Q: How does the shared regional MLS System affect my MLS System access to other associations who are part of the regional? A: Once all eight associations are live on the shared MLS System, computer access will no longer be needed or offered for members within the participating associations. GOVERNANCE: Q: How is this shared MLS System going to be managed? A: The eight associations are creating a standalone entity to manage the Southern Ontario Regional MLS System. All eight desired to keep the management as light and nimble as possible, and it became clear the further we developed the system that the typical committee structure found in the Governors Group would not be nimble enough. It was agreed that creating a standalone entity was absolutely necessary to successfully manage the system. Q: How is this being managed now? A: Until the Regional MLS System is created and the separate entity is in place, a Governors Group consisting of two representatives from each association are making all policy decisions as it relates to the shared MLS initiative. These decisions are then assigned to the group of Executive Officers to implement. Q: How is a participating association s Governor(s) appointed? A: Governors are appointed by their respective Board of Directors. Q: How are decisions made? A: Decisions are made on a voting basis with one vote allocated per Governor. Q: How can I get involved or provide input? A: Your participation and feedback is welcome. Please contact your association s Executive Officer. Still have questions? Please direct them to sharedregional@gmail.com. Dec /5

10 Southern Ontario Regional MLS System Gets One Step Closer October 8, 2014 Eight Southern Ontario real estate associations have joined together to create a regional shared MLS system. The eight associations represent over 7,000 REALTORS and include: Brantford Regional Real Estate Association (BRREA) Cambridge Association of REALTORS Inc. (CARI) Guelph and District Association of REALTORS (GDAR) Kitchener-Waterloo Association of REALTORS (KWAR) Niagara Association of REALTORS (NAR) REALTORS Association of Hamilton-Burlington (RAHB) The Oakville, Milton and District Real Estate Board (OMDREB) Simcoe and District Real Estate Board (SDREB) All of the partners have signed a Shared Services Agreement outlining their full participation in the Regional MLS System which will operate on CoreLogic s Matrix platform. A few of the direct benefits will include: More accurate MLS System information Elimination of the need to inter-board listings within the shared MLS associations Elimination of access agreements within the shared MLS associations Unified MLS Rules will apply the same way to every member. A single data feed will be available for broker systems and member websites Elimination of the need to subscribe or belong to multiple associations (within the shared MLS associations) The potential to integrate third party data into the MLS System Superior market statistics Purchasing power and economies of scale Each of the participating associations in this project has appointed two representatives to an ad hoc Governors Group. The appointees are: BRREA Sean Bryant and Jim Nagle CARI Stan Adams and Michelle Wobst GDAR Chad McBain and Lyle McNair KWAR Lynn Bebenek and George Patton NAR Stephen Oliver and Don Parr RAHB Dan Gies and Sean Morrison OMDREB Jeff Mahannah and Jack McCrudden SDREB Amie Ferris and Peter Butler The Governors Group has met twice and the group shares the vision of providing all REALTORS with superior MLS services and technology. To accomplish this goal, the Governors Group approved the creation of a Not-for-Profit corporation to manage and set policy for the Regional MLS System. It is anticipated that this entity will operate as simply as possible. While it is too early to say with certainty when all eight boards will be converted to the new system, it is anticipated a phased-in launch will have all members using the new, shared system by the end of September Members who have questions about the regional shared MLS System are encouraged to contact their association s Executive Officer.