Automated Property Service (APS) User Guide

Transcription

1 Automated Property Service (APS) User Guide October 1, 2017 Contents Chapter 1: Logging In and Creating Orders... 2 Introduction... 2 Procedures... 2 Chapter 2: Managing Existing Orders Introduction Procedures Chapter 3: Working with Reports Introduction Predicted Value and Confidence Score report Glossary Appendix A Fannie Mae. Trademarks of Fannie Mae. October of 20

2 Chapter 1: Logging In and Creating Orders Introduction This chapter shows you how to use the screens in the APS user interface to log in and order the following report: Predicted Value and Confidence Score Procedures Logging in Fannie Mae will assign you an APS user ID. As a new user, you will be requested to follow the instructions on the screen to create your password. To log in to APS, you will need to type your user ID and password into the designated fields on the Login screen and click Login. Selecting an institution The first screen you will view upon logging in is the Order List screen. Before you begin to enter APS orders, you must select the institution for which you wish to create orders in the Institution Name list. For more information about the Order List screen, see Using the Order List Screen. TIP: An institution represents a division or branch of your company. To determine how your organization has implemented institutions, please contact your system administrator Fannie Mae. Trademarks of Fannie Mae. October of 20

3 Ordering a Predicted Value and Confidence Score report You can use the Predicted Value and Confidence Score report to request individual property valuations. You may order this report for a single property or multiple properties (up to 1,000 properties per batch submission order). If ordering for multiple properties it is important to ensure you use the proper file format for your batch submission. Please refer to Appendix A for a sample of the batch submission file format and important downloading and formatting instructions. To order a Predicted Value and Confidence Score for a single property: 1. On the Order List screen, click Create New Order to go to the Create Order screen. For more information about the Order List screen, see Using the Order List Screen. 2. On the Create Order screen, select Predicted Value and Confidence Score as the Report Type. TIP: A blue asterisk (*) appears before certain fields in the APS user interface. The * indicates that the field is required Fannie Mae. Trademarks of Fannie Mae. October of 20

4 3. Select the institution for which you wish to create orders from the Institution Name list. 4. Loan Number is an optional field you can use to identify transactions in APS using your own system (for example, by borrower s last name). You can enter both numbers and letters. NOTE: Once you specify a loan number, you can later change the number if necessary, but once you fill in the field, it must always contain a value. 5. Type the subject property address in the appropriate fields (Number, Street Name, Unit, City, State and Zip code). To facilitate proper identification of the subject property, we recommend that you follow these guidelines: Enter only the house number portion of the street address. The Number field may contain letters, as well as numbers (for example, 1234 MAIN ST, 1234A MAIN ST, 6N1234 MAIN ST). Do not include a pound sign (#), hyphen (-) or other punctuation characters when entering data into the Street Name or Unit fields. Enter the street name in all uppercase letters. Include the city, state, and Zip code of the subject property. For the state, enter the abbreviation recommended by the US Postal Service. Include pre-directional (e.g., 123 N MAIN ST) and post directional abbreviations (e.g., 123 BROAD ST NW). Ensure accurate spelling and typing. 6. Before submitting your order, please review your selections to make sure your order is set up correctly. 7. When you have finished setting up your order, click Submit Order. The View Report screen appears with the data you requested for the property. For more information about viewing reports, go to Chapter 3: Working with Reports. To order a Predicted Value and Confidence Score for multiple properties (via a single batch submission to APS): 1. On the Order List screen: Click the Batch Order button to go to the Batch Order screen, -- OR Fannie Mae. Trademarks of Fannie Mae. October of 20

5 Click the Create New Order button to go to the Create Order screen, and from there click the Batch Order link to go to the Batch Order screen Fannie Mae. Trademarks of Fannie Mae. October of 20

6 2. On the Batch Order screen, select Predicted Value and Confidence Score as the Report Type and select the institution for which you wish to create orders from the Institution Name list. 3. To search for the file you wish to upload for the batch submission, click the Browse button to view available files on your computer. Once you locate your target input file, double-click the filename or highlight it and select Open to populate the filename within APS Fannie Mae. Trademarks of Fannie Mae. October of 20

7 NOTE: The batch submission input file must be a Microsoft Excel file that conforms to the specified APS batch submission file format. The input file may contain up to 1,000 property addresses (1 MB in size). The Batch Order screen contains a link to a sample of the batch submission file format. It is highly recommended that you save the sample file to your computer for use when creating your own batch submission file(s). Please refer to Appendix A for important file formatting instructions. To open/save the sample file, click the link that reads Click here to view batch submission file format. If you choose to open the file in Excel, you must use your browser s Back button to exit the file and return to the APS user interface. If you close the file from within Excel, your APS session will end and you must log in again to access APS. 4. Once you have selected your target input file, click the Submit Batch Order button Fannie Mae. Trademarks of Fannie Mae. October of 20

8 5. Once the file is submitted, a polling screen appears, indicating APS is processing the batch request. NOTE: It is important that you do NOT close the polling screen or log out of APS while the batch request is being processed, as closing the screen causes all results to be lost. 6. APS processes each property address in the input file and: Appends the standardized address, predicted value, confidence score, APS casefile ID, response date/timestamp and status to the address record; or Appends an APS casefile ID, response date/timestamp, status and error code/message to the address record if a predicted value and confidence score could not be obtained. Each of the APS casefiles appended to the batch submission file is accessible via the Order List screen. From the Order List screen you may access the property s associated Predicted Value and Confidence Score report. 7. When the batch process completes, a screen appears, indicating your results are ready Fannie Mae. Trademarks of Fannie Mae. October of 20

9 Your results file then appears in a pop-up screen and you have a choice to open the file or save it to your computer. If the pop-up screen does not appear within a few seconds, click the Retrieve Results button. TIP: We recommend that you choose to Save the results file to ensure it is properly retained for your future use. 8. If you choose to open the results file, be sure to save it after viewing, as the system does not retain the results file once the APS session ends or a new batch request is submitted for processing. 9. If you wish to retrieve the results of the last successful batch submission within your current log-in session, click the Retrieve Previous Result File button on the Batch Order screen. This button appears only when results exist from a current session submission. The button disappears when you log out Fannie Mae. Trademarks of Fannie Mae. October of 20

10 10. The APS application times out after 30 minutes of inactivity. Once the batch request completes, please be sure to access your batch results within 30 minutes to ensure you do not lose them. Chapter 2: Managing Existing Orders Introduction This chapter explains how to use APS to search for and edit existing orders. It also explains how to revise searches you performed earlier. Procedures Using the Order List screen You can use the Order List screen to see a list of your orders, to specify the institution you wish to use for your transactions, to search for orders, select an order that you want to edit, or to create a new order. An example of the Order List screen appears below Fannie Mae. Trademarks of Fannie Mae. October of 20

11 The Order List screen displays the following information about each existing order: Loan number entered by the user Subject property address (street address only) Casefile ID created by APS Last modified date and time for the order Report status code, such as Complete The Search information at the top of the screen explains how your current view of the Order List screen was created. The Search information indicates the number of orders that met your search criteria, the name of the institution under which you performed the search, and the search criteria you entered. TIPS: * If your organization has more than one APS user, the data in the Order List screen may change as each user creates or edits orders. You can click the Refresh button to update the list data. * An institution represents a division or branch of your company. To determine how your organization has implemented institutions, please contact your system administrator. You can change the order in which information appears in the columns in the Order List screen by clicking the column heading once (ascending order) or by clicking the column heading twice (descending order). Searching for an order When you first log into APS, you can use the Search area to specify the orders you want to see in the Order List screen. The Order List screen is the first screen you see after you log in. To enter search options in the Search area at the top of the Order List screen: 1. In the Institution Name list, select the institution under which you created the orders you want to find. This field is required. 2. To search for orders that were last modified 1, 7, 30, 60, 90, 120, 150, 180, 210, 240 or 270 days ago, select an option in the Last Modified Range list Fannie Mae. Trademarks of Fannie Mae. October of 20

12 TIP: When searching for an order, please be aware that APS only displays results of 1,000 transactions or fewer. If you have submitted large volumes of transactions (as may happen when using the Batch Order option) it is best to refine your search as described below. 3. To refine your search, select one of the following options in the Search Field list: To search for an order with a certain APS casefile ID, select Casefile ID. Then, type a valid 9-digit APS casefile ID in the Keyword field. TIP: It is recommended that customers search based on the APS casefile ID when there are many records within the time period that they are searching. To search for orders with a certain status, select Report Status. Then, select the status of the orders you want to find in the Report Status field. You can search for orders that have a status of Complete and Error. Institution A To search for orders using a street address, select Street Address as the Search Field. Then, type the property street address in the Keyword field. 4. When you have finished selecting the search options you want to use, click Search. Your search results will appear on the Order List screen. For details, see Chapter 3: Working with Reports. Editing an existing order You can use the Edit Order screen to edit an existing order. To edit an order: 1. Access the Edit Order screen: To edit the property address click Edit Order on the View Report screen (For details, see Chapter 3: Working with Reports). The Edit Order screen appears. This screen identifies the services and reports that are included with the existing order Fannie Mae. Trademarks of Fannie Mae. October of 20

13 2. If you are editing an order for a Predicted Value and Confidence Score report, the following screen will appear: You can make any necessary changes to the property address in the appropriate fields (Number, Street Name, Unit, City, State, and Zip code). 3. Before submitting your edited order, please review your selections to make sure your order is set up correctly. 4. When you have finished editing your order, click Submit Order. The View Report screen appears with the data you requested for the property. For more information about viewing reports, go to Chapter 3: Working with Reports. Chapter 3: Working with Reports Introduction When you create an order through APS, the data is displayed in a report that you can view online or print for your records. This chapter describes the contents of the Predicted Value and Confidence Score Report and shows you how to view and print the report. Predicted Value and Confidence Score report This report contains the predicted value and confidence score for a subject property. The predicted value is an estimate of the property value at the time the service order is submitted. This value is determined by Fannie Mae s property valuation modeling techniques. The confidence score represents the relative measure of certainty in a predicted value for that property; it is based on Fannie Mae s property valuation and prediction process Fannie Mae. Trademarks of Fannie Mae. October of 20

14 Following is an example of a Predicted Value and Confidence Score report. Viewing a report You can view an APS report in either of the following ways: You can view a report immediately after you create a new order and click Submit Order. You can view the report for an order by clicking the link in the Report Status column for that order. After you have viewed a report, you can take one of the following actions: Click: Print Report Order New Report Order List Edit Order If you want to: Send a copy of the report to the selected printer. Follow the normal printing procedure associated with your browser or computer. Create a new report for a different subject property address. Return to the Order List screen. Go to the Edit Order screen for the order. For details, see Editing an Existing Order Fannie Mae. Trademarks of Fannie Mae. October of 20

15 Printing a report You can print an existing APS report by using the following steps: 1. From within the report, click Print Report. NOTE: You may need to scroll to the bottom of the report Fannie Mae. Trademarks of Fannie Mae. October of 20

16 2. A printer-friendly version of the report appears. Click Print Fannie Mae. Trademarks of Fannie Mae. October of 20

17 3. The Print screen appears. Select the printer and specify the number of copies, then click Print. 4. When you are finished, click Close to close the report screen Fannie Mae. Trademarks of Fannie Mae. October of 20

18 Glossary Casefile ID The unique APS Casefile ID associated with an order. APS casefile IDs do not correlate to DU casefile IDs. Confidence score Reflects a relative measure of certainty in the predicted value for the subject property. Fannie Mae s confidence score is a product of our valuation and prediction process. The confidence score is derived from the amount, quality, and age of the information that Fannie Mae has for a particular property. It is a rank-ordered measure, which ranges from 1 to 5, where 1 is the highest level of confidence that we can assign. For example, APS may give a confidence score of 1 for a property for which there are recent tax and sales records. APS may give a confidence score of 5 on a property if the last sales record dates back several years and the property is located in a county for which there is no tax record in the database. Institution ID Identification assigned to a division or branch of your company. To determine how your organization has implemented institutions, please contact your system administrator. Predicted value A property value assessment that is generated when the APS service order is submitted. The predicted value is calculated using Fannie Mae s property valuation modeling techniques. Standardized address A valid property address is a valid property address within our database. When an order is submitted to APS, APS evaluates the subject property address on the loan application and attempts to match that address to a list of standardized property addresses in our database. In the comparison process, APS will locate the exact address, a similar address if the exact address cannot be found or determine that there is no match within our database Fannie Mae. Trademarks of Fannie Mae. October of 20

19 Appendix A Batch Submission File Format: The APS batch submission file must conform to the Microsoft Excel file format shown below. It is critical that the column names (headings) and column positions match the format below. You may include a maximum of 1,000 property addresses in each batch submission file. For a downloadable copy of the batch submission file format, please go to the Batch Order screen within the APS application and click the link that reads Click here to view batch submission file format. IMPORTANT: When entering address data, please ensure the Zip column (column G) is formatted as a Zip code data entry field to ensure a Zip code entered with a leading zero retains its 0. A Zip code that loses its leading zero will result in an error when processed by APS. APS Input for a Predicted Value and Confidence Score Batch Submission Loan Number (Optional - 15 Characte r Max) Street Number Stree t Unit Number (If applicable) City State (2 character abbreviation) Zip (5 or 9 digit) Standardiz ed Street Address Standardi zed City APS Output for a Predicted Value and Confidence Score Batch Submission Standa r dized State Standardi zed Zip Predicted Value Confidenc e Score APS Casefile ID Response Date and Timestamp Status Error Code/ ssage Key: Yellow field = optional input field Loan Number (<= 15 characters) Red field = required input field Street Number (<=11 characters) Street Name (<= 40 characters) Unit Number (if applicable; <= 11 characters) City (<= 35 characters) State (2 characters; must be UPPER CASE) Zip (5 or 9 digit numeric) Green field = APS-generated output field When an input file is submitted for batch processing, APS processes each property address in the file and: 2017 Fannie Mae. Trademarks of Fannie Mae. October of 20

20 appends the standardized address, predicted value, confidence score, APS casefile ID, response date/timestamp and status to the address record; or appends an APS casefile ID, response date/timestamp, status and error code/message to the address record if a predicted value and confidence score could not be obtained Fannie Mae. Trademarks of Fannie Mae. October of 20