CMA PRESENTATION with

CMA PRESENT RealtyWEB.NET TATION WITH FLEXMLS NEFMLS Tech Support (904) 394-9494 x1605 (888) 296-6123 email: support@realtyweb.net suggestions@realtyweb.net Support Available M-F 9:00am - 5:00 pm CMA PRESENTATION with FlexMLS Version: February 2012

Course Objective/Overview The CMA option on FlexMLS offers a quick, easy, and professional CMA Presentation for your sellers. Everyone completes a CMA differently; therefore, the objective of this course is to show you the tools FlexMLS offers. In the table below is a list of FlexMLS programs we will be looking at and a brief summary of how they can be utilized to help you with your CMA s. Hotsheet History Tax System CMA search utilizing Full Search CMA search utilizing Maps Create CMA Presentation Often used to find leads on properties that are expired & no longer under a valid listing agreement Verify the property is not under a valid listing agreement & obtain past MLS History as well as number of times has it been listened, pricing structures, etc. Identify the owners & complete a CMA search so that non- MLS sales data can be obtained One search that can be used to obtain comparables The map search can be used for radius searching plus you can include any property you have stored in a Listing Cart Combine both the MLS & non MLS comparables into a single presentation with a cover sheet, statistics, suggested list price, etc. Enhance your CMA Presentation to your sellers by including your own documents such as a resume, your statistics, a closing cost estimator, etc. 1

Hot Sheet C M A P R E S E N T A T I O N W I T H F L E X M L S As you have learned in your real estate courses, there are many ways for a real estate professional to obtain a listing family, friends, cold calling, advertising, etc. Another method is utilizing the HOTSHEET program found on FlexMLS. Section 1 HOTSHEETS are used to obtain new activity information such as New listings, Back on Market listings, Price Changes, in addition to what has Sold, Pended, or Expired within a specified time frame. Some users like to monitor the EXPIRED listings for leads. To open a Hot Sheet, click on the Daily Functions link in the menu bar. Run Standard 24-Hour Hot Sheet -Will show all events for all property types since 12:01AM the previous business day Run Custom Hot Sheet -Will show all events for all property types since you last ran Custom Hot Sheet or you may specify a new time frame Custom Hot Sheet Settings -Allows you to change parameters to search for specific Hot Sheet events 2

In this example, we are going to setup a Custom Hot sheet to find recently EXPIRED Residential properties. Click on CUSTOM HOTSHEET SETTINGS. Select the appropriate criteria enter a Start and End date. Then click RUN QUICK SEARCH HOTSHEET. Upon reviewing the Hot Sheet report, we notice that 1920 Burgess Hill and decide to do further research. (Public MLS Full Report example) The next step will be to make sure the property does not indicate as being under an active, in-force listing agreement (Active/Withd drawn/ Pending status) and obtain historical data on this address. 3

Using History C M A P R E S E N T A T I O N W I T H F L E X M L S Historical activity includes how many times an address has been listed, at what price, how many price changes, etc. (This is particularly important if you are working with listings that have expired- this way you know if it indicating as under an active agreement (ACT/PND/WTH) before contacting the owner.) Section 2 Under the SEARCH MENU, select HISTORY SEARCH. Fill in the House number in both Minimum and Maximum Fields, enter the Street name and click Next If available, you will see the MLS History of that address. The History search will tell you how many times a property has been listed and any MLS activity for that address. As you can see below, the property has been listed several times in this MLS. To see the actual activity on any one of the listings, click on the BLUE (i). 4

Using Tax Data C M A P R E S E N T A T I O N W I T H F L E X M L S Another good source of information is the County Property Appraiser records online with FlexMLS under TAX SEARCH. This will give you information that has been officially recorded about the property the square footage, the year built, number of bedrooms and baths, legal name of subdivision, last sales transaction (amount and date) for the property, lot size, year built, etc. We will even perform a CMA in the TAX SEARCH so that we can include any non-mls sales in our CMA Presentation. Section 3 Click on: TAX SEARCH SELECT CORRECT COUNTY TYPE IN ADDRESS (Recommended just the house number and Street Name only it may be best to eliminate street designators such as Drive, Court, Ave, and directions N, S, E, & W) CLICK VIEW OR SEE RESULTS Type in House Number ( 1920 ) Type in Street Name Only ( Burgess Hill ) Click VIEW to see results You will receive the following Search Results Screen. For more information on the property, click on the REAL ESTATE PARCEL #. Click Parcel Number for details 5

The tax record provides you with valuable information as already discussed. This one story home is in the legal subdivision Kensington Gardens, has 3 bedrooms & 2 baths, the heated square feet is 2094, the parcel size is.20 acres, just to mention a few items. 6

Now that we have good background information on the subject property, let s explore comparables from the public Tax Records. Again, this will include even those sales that were not sold within the MLS, thereby providing you with a very comprehensive database of comps. To revise our search, click on VIEW/EDIT CRITERIA button. You will want to first DESELECT THE ADDRESS FIELDS BEFORE PROCEEDING WITH NEW SEARCH CRITERIA. Unlike searching by address, searching for comparables in the TAX SEARCH will usually involve more than one search screen. In this search, we will be using the Legal Name of Subdivision, Bedrooms, Baths, and Sale Date to find comparables. Legal Name of Subdivision can be found on the very first screen on the TAX SEARCH. If you are uncertain how to enter the subdivision name, click on the MAGNIFYING GLASS, type in the first part of your subdivision name, and the system will show you how to enter it. See example below. Step 1: Click on the Magnifying Glass to get the Subdivision Lookup box. Step 2: Type in the subdivision name and click Look Up On the list below you will see one selection for KENSINGTON GARDENS. Sometimes there may be more than one subdivision to choose from. You may select all subdivision options or just one. We will click on the subdivision name KENSINGTON GARDENS and click ADD SELECTED. Click Add Selected Once you have selected the subdivision, click DONE and the TAX SEARCH will return to the first screen. 7

Click DONE Note the subdivision entered after clicking DONE To enter additional information such as bedrooms, baths, square feet we will click on the tab at the top titled Building. Click on Building and enter Bedrooms, Baths, Square Feet or any other pertinent information you want included. Then to include a sale date range, click on the CURRENT SALE tab. In this example, we will ask for properties that have sold within the past year. You may use whatever date range you would like. Click Current Sale and enter Sold Date, Sold Price, etc. We found 2 comparables in the TAX SEARCH. We may find these in our MLS CMA SEARCH as well. To enable you include all comparables in your CMA Presentation, be sure to PRINT ALL COMPARABLES from the Tax System. 8

Building a CMA View Now that you have collected valuable information about the subject property and comparables from the Tax System you are ready to move on to MLS data. Before you begin actually searching for comparables, you may want to build a view that will give you exactly the information you need to help you determine which properties might make good comparables, etc. Section 4 1. To build your own CMA view, we begin in PREFERENCES and select MY VIEWS. 2. Click on NEW. then, on General Tab 3. Enter a Description & Report Description make it something easy for you to identify when you would want to use this view. 4. Select desired Show Photo option 5. Inheritable (if present) is asking if you would like for the view to be useable by others 6. Do not select a default 9

on Fields Tab 7. Choose desired category for field display selection (Residential is default) 8. On the left, select what information/field you would like to include on your view (automatically adds it to Selected Fields on right 9. (NOTE: Using the Magnifying Glass Search at the top is easiest/quickest way to find a field. 10. Price / Status / MLS# automatically included in your views so no need to select them. 11. Once you have the selected information added you can choose to re-arrange the order it appears by dragging the field up or down. You also have the option to remove a field using the X on Sort Tab you can choose Column Order or Custom Sort 12. using Custom we ll Create a new sort and name it MLS CMA 13. Choose desired category for field sort selection (Residential is default) 14. On the left, select what information/field you would like to use as sort. Click Save to save. 10

CMA Search - Full C M A P R E S E N T A T I O N W I T H F L E X M L S We now have all the information necessary to start the MLS CMA search. There are many ways to approach this search. Most agents will use FULL SEARCH or MAP SEARCH (Radius search). We ll explore both. First, let s use the Full Search. Section 5 On the first screen you can enter any specific information you would like to include in the CMA, such as Price, Square Footage, Region/Area, Subdivision Name, Bedrooms, Bathrooms, Year Built, etc. Only enter the data you feel is important to the subject property. Please note that Sold Date defaults to one year. You may change the date range, if desired. Ctrl-Click to select more than one status. Click Update to view number of matches NOTE: This is a tabbed search screen with the Tabs for various search criteria. 11

TABS: INTERIOR : includes items such as Fireplace, Additional Rooms, Kitchen, Interior Amenities, Dining, etc. EXTERIOR : includes Pools, Parking Facilities, Construction, Style of structure, Exterior Amenities, Fencing, etc. LOCATION : Street Name, County, City, State, Postal Code (ZIP), etc. LOT/COMMUN ITY INFO : Parcel Size, Lot Description/Location, Community Amenities, Historic(Y/N), Gated (Y/N), etc. UTILITIES : Heating/Cooling, Water Heater, etc. REMARKS / MISC : Public/Private Remarks, Listing Date, Expiration Date, Property Owner, Title Status, Possible Financing, etc. SUMMARY : Shows current search criteria and allows you to edit or exclude items. Once you ve entered ALL the search criteria, click on Update (for updated count), View or See Results. ------------------------------------------ Upon reaching Search Results screen, you can change to your custom view by clicking the View drop-down. Click here to change view The custom view option is designed to help you determine valid comparables. From here, select the comparables you would like to keep and then click Create CMA. 12

CMA TYPE The first screen displays three choices: > Full CMA : The Full CMA will guide you through the steps of creating a professional CMA presentation package with a Cover Page, Subject Property Description, Comparables, Statistics, etc > Quick CMA : Same Features as the Full CMA, excluding having subject property information. > Statistical CMA : The Statistical CMA will display the statistics based upon your selected comparables. (This page in included/available in the Full CMA.) We are going to select Full CMA (In the upper right corner, you will find the appropriate step number you are on for creating a CMA presentation. Click Next>> at the bottom to continue.) COVER PAGE Step 2 in creating your CMA presentation is to complete the Cover Page Information. If you have your photo loaded into your Personal Profile, then that will print on the Cover Page along with the above information. Once you have completed filling in the information, click Next Step >> 13

SUBJECT Step 3 asks for information about the subject property AND controls the data that appears on the SIDE-BY- SIDE report. If you would like to add a Price Per statistic for selected fields on your CMA, click on the checkbox beneath the column. For example, if you d like to show the Price Per Total Bedrooms on the CMA, check the corresponding box. On the initial screen, there is a default list of data fields for both the subject property and the comparables for the SIDE-BY-SIDE report. However, if desired, you may: 1. Alter this list temporarily 2. or alter the list and save it for future use by creating a template. You may save as many templates as you need. You can also designate a saved template as your default. This would automatically display the same list of data fields each time you go into the CMA presentation module. Next, will build our own CMA template and input our Subject Property information. First, we ll review the present data fields that will appear for the subject property and comparables. Then you ll determine what information you want to keep, add, and/or eliminate from your reports. See example of side-by-side report on subsequent page. For thios example, we are going to eliminate Region, Area, Interior Amenities, Fireplace, Price and Sold Price (since the data already appears at the top of the side-by-side. To remove items, click on the Red X To add data fields, click on the New Item button at the bottom of the screen and then select from the list. 14

Click New Item and select from list. You may also select Remove All Items and rebuild this list from top to bottom. You can change the order of the items by utilizing the arrow buttons EXAMPLE SIDE_BY_SIDE REPORT 15

To save the final template, click on the [Save/Replace Template] button at the bottom of the screen. Enter the name you would like to give the template, specify if this is to be your default template, and click [Save Template]. Now, we will add our subject property to the report. if the subject property has been listed in the MLS system, you may click on the [Auto-Populate Fields from existing Listing] and type in the MLS #. _ OR, if the subject property has never been in the MLS system, you may manually type in the information for each field. The subject property data will be entered as it appears in the listing. This information may be revised at any time. To continue, click [Next Step >> ] 16

COMPARABLES [Comps] will display all your selected comparables. On this screen you may: > Delete a comparable. red X > Set the order the comparables will appear on the report > Adjust the sales price (if necessary) for any discrepancy or errors > Add other comparables Delete Adjust Sales Price Change Order ADD other comparables From [Add Comparables], you can: 1. Add MLS Comparables a. using a Map Search b. utilizing a Full Search c. loading a saved Listing Cart d. by MLS# 2. Add Non-MLS Comparables a. by manually entering comparable information 3. Add Tax Comparables a. by County/Tax Parcel Number Select the desired option and click [Find Comps] or [Add Comps] The next page will walk you through adding a Non-MLS Comparable and a Tax Comparable. 17

After clicking the Non-MLS Comparable tab, you can select [Create New Comparable] or choose one from the list that has already been created. After selecting the Tax Comparables tab, you can enter the Parcel Number and select County. Click [Search Tax Records]. Once tax records is found, click [Add Tax Record as Comparable] 18

Select all properties, then click [Next Step >>] ADJUSTMENTS Step 5 enables you to make individual adjustments to properties. This can be accomplished by: Selecting criteria on the left and typing the amount of adjustment in the Adjust +/- column on far right Setting up a list of pre-determined adjustments and using [Auto-Adjust Comparables]. Auto Adjust will automatically apply the adjustment values for each property based on member defined rules. Select criteria Manually enter adjustment Set up pre-defined for Auto-Adjust When finished, click [Next Step >>] 19

SUMMARY The Summary presents several statistical tables to help you present your recommendation for the CMA. They are grouped by status and will display their data along with any adjustments you made (if applicable) and the newly adjusted value (if applicable). RECOMMENDATION The Recommendation Tab carries over the high, low and average adjusted prices from the Summary tab. Use [Recalculate] if you change selected comparables in the Comps screen. 20

FINISH On the Finish Tab, you can choose what parts of the CMA you want to include on the report and then E-mail, Save, View, or Print the report. Place a check mark next to each item you want to include on the report. The side-by-side comparison is a traditional 3-up adjustment grid. You may choose to sort the side-by side comparison by status. The statistical summary provides the market overview statistics. The Listing Detail Options allow you to determine what listing reports you want to include with the CMA. You can choose to print details for every listing (adjusted and unadjusted) and you can specify what report you want to use. Also, you can specify whether to include a report of your adjustments at the bottom of each listing report. To e-mail the CMA, click [E-mail] button. The standard FlexMLS Web e-mail page dialogue will appear. To view the CMA, click [View]. A new window will open with the report displayed. To print the CMA, click [Print.] A new window will open with the report displayed, followed by the Print window. It is a good idea to SAVE the CMA report should you need to later edit, or include additional information. You would then not be required to start from the very beginning. To save the CMA, click [Save] button and type a name to save as a new CMA, or you may also replace an existing CMA. Your Saved CMAs are available by clicking CMA under Search on the main menu. 21

CMA MAP Search The following shows you how to complete a CMA search using the RADIUS SEARCH option. This search will allow you to plot the subject property on a map and fond comparables within a radius that you define. Section 6 From the Search menu, select Map Search. Then select the appropriate Quick Search template and click [Use] -- Click the red pushpin (lower right), then enter desired address and click [Locate] 22

You can use Radius Search (in dialog bubble) or choose to draw search area (using icon at bottom of map Using the 1 mile radius option, you can then begin to enter comparable search criteria, such as bedrooms, baths, sold date range, and so forth. Don t forget you can add criteria to the search. Proceed as you would normally with a search and search results. 23

Presentations C M A P R E S E N T A T I O N W I T H F L E X M L S Creating a PRESENTATION allows you to include other documents with your SAVED CMA such as an introductory letter, a resume, company documentation, websites, etc. This can really enhance your CMA Presentation to your sellers. Section 7 To begin, click on Presentation under Contacts. The next screen will list out for you any SAVED CMA s you have, as well as any previous documents you have built/included in previous presentations. This will be discussed in detail a little later. To begin a PRESENTATION, click NEW. Saved CMA s Previous Docs Click NEW to begin 24

1. SETUP RPOSPECT C M A P R E S E N T A T I O N W I T H F L E X M L S Select or Add a PROSPECT. In this example, we will add our customer as a new Prospect. Click NEW and add requested Prospect Information, and SAVE NEW PROSPECT. 2. SETUP CMA Click NEW Add Prospect Info Click SAVE NEW CONTACT Next, you may either CREATE a CMA or select a SAVED CMA. In this example, we will utilize the saved CMA. To help you stay organized you can label the CMA so rename for your presentation. Select Saved CMA Label CMA Now you may view/edit the saved CMA. Clicked VIEW 25

3. ADD ADDITIONAL DOCUMENTS/WEBSITES You can also add additional documents and/or websites. There are two types of documents you may add: 1. A text document created in the FlexMLS Text Editor 2. A PDF (Adobe) document. For this example, we will create a text document so select DOCUMENT and click ADD. Again you may label this document to keep the presentation organized. In this example we will create an Introductory Letter with the FlexMLS Text Editor. First, enter a label for the document, we entered Introductory Letter, and click NEW. Title Click NEW Start typing your information. When finished be sure to click SAVE and enter a name for the document, then click OK. Again, we typed in Introductory Letter. You may re-use this document for future PRESENTATIONS. After typing info click SAVE 26

We want to also include an existing PDF (Adobe) document to the PRESENTATION. Since DOCUMENT is already selected, click ADD, select PDF. Add a title for the PDF document, click BROWSE. Select PDF Add Title Click BROWSE if needed Select the document, click OPEN. Then click UPLOAD. You will then be asked to give the document a name so that it may be saved for future presentations. In this example, we typed Company Information, click OK. Select file Click OPEN After clicking UPLOAD, enter a title and click OK Click UPLOAD 27

A webpage link may also be included in the PRESENTATION. This is ideal for a presentation that will be e-mailed, although can be printed separately and included in your presentation. We will cover printing in more detail later. To add a WEB PAGE, select WEB PAGE and click ADD. Enter a name for the web page. Enter the web address (http://www...) You may view the web page. Select WEB PAGE Click ADD Be sure to SAVE the WEB PAGE for future presentations. Enter Name for web page Enter web address You can click VIEW Save the Web Page for future presentations 28

Once you have completed adding all additional documents and the Presentation is complete. It is recommended that you SAVE the presentation. After saving, you can PREVIEW or PRINT the presentation, make any changes, and save it again. This way should something happen during the PREVIEW/PRINT process, the presentation is saved. SAVE the presentation Below is an example of PREVIEW. Click FORWARD to see the next document. This is what the e-mail to your customer will look like as well. When printing, please note. YOU MUST PRINT THE PDF DOCUMENTS AND WEB PAGES SEPARATELY. Then compile the presentation to give to your customer. PDF documents and Web pages must be printed separately 29

Tips and Tricks I f there is a list of opti ons when ente ring informa ti on you can sta r t t yping the beginning of the word a nd it will de fault to tha t entry. Pre s s t he dow n a r ro w on y our keyboa r d to c ontinue sc r olling thro ugh the list. O n ly need to sing le click on all links in the brow se r. W a tc h fo r the hour gla s s a nd the w o rl d in the uppe r ri ght ha nd c o rne r this me ans tha t the page is st ill loading. U se the tab key to move quickly between fi elds. U se the c ontrol a nd shift keys to c hoose multi ple ite m s in a drop down l i st. U se the f11 key on the keyboa rd to increase the sc reen a rea. P r i nt set-up fu nctions (file / page setup) O M a rg ins (hint: se t size to 0.1 y our printe r will then print a s far to t he e dge as possi ble). O R e move heade r s a nd fo o te rs O A djust pa pe r s ize and page orie nta ti o n T h e fi r s t main listi ng photo is the photo tha t will be in the book. T o copy, save, or print a picture: O M ake su re it is f ull sized on the sc reen a nd pre s s your ri ght mouse b u tton one time. You will have the opti on to copy, save, or pri nt W he n doing a searc h, only ente r the minimum of w hat you are searc hing f o r. Don t put in too muc h de tail. You w ill get be tt er search re su l t s. Use the custom hot sheet to eliminate sections in a hot sheet that you are not interested in viewing. 30