MAMP User Guide - Fannie Mae Multifamily Asset .... A n active MAMP User ID and Password are...

Multifamily Asset Management Portal (MAMP)

User Guide for Servicers

V4.2

December 22, 2016

Multifamily Asset Management Portal (MAMP) User Guide 12-22-2016 © 2016 Fannie Mae

Revision History

Date Version Description Author

05/12/08 1.0 HCD IE Release 1.0 functionality Fannie Mae

05/22/08 1.1 Updated incorrect references Fannie Mae

11/18/08 1.2 HCD IE Release 1.0 to 1.3 functionality Fannie Mae

12/16/09 1.3 HCD IE Release 1.0 to 1.6.1 functionality Fannie Mae





05/31/11 1.8 HCD IE Release 3.1 functionality

Rebranded from HCD Information Exchange (IE)

Portal to Multifamily Asset Management Portal

Fannie Mae

11/06/11 1.9 MAMP Release 3.2 functionality Fannie Mae












I. TABLE OF CONTENTS

I. TABLE OF CONTENTS ......................................................................................................................................... 3 I. ABOUT THIS USER GUIDE ............................................................................................................................... 5

1. What is in Each Section/Chapter ....................................................................................................................... 5 2. Acronyms and Terminology ............................................................................................................................... 5

II. MULTIFAMILY ASSET MANAGEMENT PORTAL OVERVIEW .............................................................. 6 III. GETTING STARTED.......................................................................................................................................... 7

1. Accessing the Multifamily Asset Management Portal .................................................................................. 7 2. Login ................................................................................................................................................................. 8 3. Home Page ........................................................................................................................................................ 9 4. Financial Statements Dashboard: Overview ............................................................................................... 11 5. Financial Statements Dashboard: Quality Control Queue ........................................................................ 12 6. Financial Statements Workitem: Overview ................................................................................................ 23 7. Financial Statements Workitem: Forms tab - Saving, Validating, and Submitting Information .......... 26 8. Financial Statements Workitem: Attachments tab - Attaching Documents ............................................. 32 9. Financial Statements Workitem: Waiver Request tab - Requesting a Single Waiver ............................. 34 10. Financial Statements Workitem: History tab ......................................................................................... 35 11. Financial Statements Workitem: Variance Review tab.......................................................................... 36 12. Financial Statements Workitem: Modification Request tab .................................................................. 37 13. Financial Statements Workitem: Making a Modification Request ....................................................... 38 14. Financial Statements Workitem: QC Result Column ........................................................................... 39 15. Financial Statements Bulk Upload: Uploading CSV files ...................................................................... 41 16. Property Inspections Dashboard: Overview ........................................................................................... 47 17. Property Inspections Workitem: Overview ............................................................................................. 49 18. Property Inspections Workitem: Forms Inspections tab – Saving and Submitting Information ....... 51 19. Property Inspections Workitem: Data Extraction tab – Upload and Extract Data ............................. 55 20. Property Inspections Workitem: Attachments tab - Attaching Documents ......................................... 57 21. Property Inspections Workitem: Waiver Request tab - Requesting a Waiver .................................... 58 22. Property Inspections Workitem: Modification Request tab .................................................................. 59 23. Property Inspections Workitem: Making a Modification Request ....................................................... 60 24. Property Inspections Workitem: History tab .......................................................................................... 61 25. Property Inspections Workitem: Quality Review tab ............................................................................ 62 26. Property Inspections Bulk Upload: Uploading Property Inspection Forms ........................................ 63 27. Risk Monitoring Dashboard: Overview ................................................................................................... 65 28. Risk Monitoring Detail: Workitem Detail Overview .............................................................................. 66 29. Risk Monitoring Detail: Workitem Form tab ......................................................................................... 68 30. Risk Monitoring Detail: Workitem History tab ...................................................................................... 69 31. Risk Monitoring Detail: Workitem Bulk Upload tab ............................................................................. 70 32. Data Change Request Dashboard: Overview .......................................................................................... 72 33. Data Change Request: Requesting a Data Element be changed ............................................................ 74 34. Data Change Request: Attachments Tab................................................................................................. 77 35. My Portfolio: Searching ............................................................................................................................ 79 36. My Portfolio: Search Results .................................................................................................................... 81 37. My Portfolio: Creating New “Ad-Hoc” Workitems ............................................................................... 83 38. Reports ........................................................................................................................................................ 87 39. Notifications Dashboard: Overview ......................................................................................................... 89 40. Action Plan Dashboard: Overview ........................................................................................................... 90 41. Action Plan Bulk Upload: Uploading CSV files ...................................................................................... 93 42. Action Plan Workitem: Overview ............................................................................................................ 98 43. Action Plan Workitem: Form tab – Saving and Submitting Information .......................................... 101 44. Action Plan Workitem: KP Total Exposure – Add and Remove KP Records ................................... 104


45. Action Plan Workitem: Attachments tab - Attaching Documents ...................................................... 106 46. Action Plan Workitem: History tab ....................................................................................................... 107 47. Catastrophic Events Dashboard: Overview .......................................................................................... 108 48. Catastrophic Events Dashboard: Create an Adhoc Requirement ....................................................... 110 49. Catastrophic Events Bulk Upload: Uploading CSV files ..................................................................... 112 50. Catastrophic Events Workitem: Overview ............................................................................................ 115 51. Catastrophic Events Workitem: Quick Response Form –Submitting Information........................... 117 52. Catastrophic Events Workitem: 4261 Workitem.................................................................................. 118 53. Catastrophic Events Workitem: Attachments tab - Attaching Documents ........................................ 120 54. Catastrophic Events Workitem: History tab ......................................................................................... 121 55. Borrower Request Dashboard: Overview .............................................................................................. 122 56. Borrower Request Dashboard: Create Workitem ................................................................................ 124 57. Borrower Request Dashboard: Modify Workitem ............................................................................... 126 58. Borrower Request Workitem: Overview ............................................................................................... 128 59. Borrower Request Workitem:Request Details Tab .............................................................................. 130 60. Borrower Request Workitem: Request Details Tab Modify Requirement ........................................ 132 61. Borrower Request Workitem: Loan Information Tab ......................................................................... 134 62. Borrower Request Workitem: Property Information Tab .................................................................. 136 63. Borrower Request Workitem: History Tab .......................................................................................... 138 64. Understanding How Things Work: Financial Statement, Property Inspection, Risk Monitoring, and

Action Plan Workitem Creation ......................................................................................................................... 139 65. Understanding How Things Work: FS and PI Workitem Workflow ................................................. 141 66. Understanding How Things Work: FS Audit Process .......................................................................... 142

IV. ADDITIONAL INFORMATION ................................................................................................................... 144


I. ABOUT THIS USER GUIDE

1. What is in Each Section/Chapter

1.1. Section II: Multifamily Asset Management Portal Overview –Purpose of the MAMP

1.2. Section III: Getting Started – Detailed View of the MAMP and Lender/Servicer

Functionality

1.3. Section IV: Additional Information and Appendices – Support Information

2. Acronyms and Terminology

2.1. DSCR Debt Service Coverage Ratio

2.2. FMI: Fannie Mae Inspection file

2.3. FS: Financial Statement

2.4. MAMP: Multifamily Asset Management Portal

2.5. MSA Metropolitan Statistical Area

2.6. NOI Net Operating Income

2.7. PF Property Financial

2.8. PI: Property Inspection

2.9. Workitem: A medium or vehicle which allows for conveyance of information to

Fannie Mae; Typically indicates a requirement per a contract or an

agreement

2.10.QC: Quality Control

2.11.RM: Risk Monitoring

2.12.AP: Action Plans

2.13.CE: Catastrophic Events


II. MULTIFAMILY ASSET MANAGEMENT PORTAL OVERVIEW

The Multifamily Asset Management Portal (MAMP) is a tool for Servicers to help provide and

manage Property Inspection (PI), Property Financial (PF), Risk Monitoring (RM), Catastrophic

Event (CE), Action Plan (AP), and Borrower Request (BR) data associated with Fannie Mae

loans. The Multifamily Asset Management Portal:

Offers a workflow management tool, providing property level notifications from

Fannie Mae when statements are required and indicates the status and phase of each

statement submission;

Enables Servicers to collect, track, monitor, report, and perform quality control on

property inspection and financial statements in one system;

Streamlines the process of submitting inspection, financial, risk monitoring,

catastrophic event, and action plan data; and

Includes options for requesting waivers and communicating property specific

feedback.

Enables services to create and submit special loan and property requests to Fannie

Mae.


III. GETTING STARTED

1. Accessing the Multifamily Asset Management Portal

1.1. The MAMP can be accessed from:

https://hcdinfoexchange.fanniemae.com/

https://www.fanniemae.com/multifamily/asset-management-portal

▪ Click the Launch APP link under Asset Management Portal

▪ You will be directed to the Multifamily Asset Management Portal with the

Login page

1.2. An active MAMP User ID and Password are required to access the Multifamily Asset

Management Portal

For new User access requests, please access the user registration form from: https://www.fanniemae.com/content/forms/multifamily-asset-management-servicing-user-

registration-form.doc and follow the below steps:

▪ Read and complete Page 1 of the Multifamily Asset Management/Asset

Servicing Applications—User Registration Form

▪ Read and complete the Multifamily Asset Mgmt. Portal (HCDINFO) section

on Page 2 of the Multifamily Asset Management/Asset Servicing

Applications—User Registration Form

▪ Read and complete the Authorized and Requested By section on Page 3 of the

Multifamily Asset Management/Asset Servicing Applications—User

Registration Form

▪ Scan and e-mail the 3 pages of the Multifamily Asset Management/Asset

Servicing Applications—User Registration Form to

[email protected]

1.3. The Multifamily Asset Management Portal times out after 30 minutes of inactivity;

any unsaved data will be lost after 30 minutes of inactivity. A warning message will

be presented to users at 27 minutes of inactivity with an option to remain active.

https://hcdinfoexchange.fanniemae.com/

https://www.fanniemae.com/content/forms/multifamily-asset-management-servicing-user-registration-form.doc

https://www.fanniemae.com/content/forms/multifamily-asset-management-servicing-user-registration-form.doc

mailto:[email protected]


2. Login

2.1. Login screenshot:

2.2. Enter your User ID and Password and click

Upon your initial login of a new User ID or the first time you login after a Password

reset, you will be prompted to enter a new Password

▪ Password rules are as follows:

▫ Passwords must be a minimum of eight characters in length

▫ Passwords must contain at least one character from three of the following

four classes:

◦ Any upper case letter

◦ Any lower case letter

◦ Any number (0,1,2,…)

◦ Any non-alphanumeric (special) character

◦ Re-use of the same password is not allowed for four (4) password change

occurrences

After 3 consecutive unsuccessful login attempts, the User ID will be locked and you

will need to contact the support line at 1-800-2FANNIE to have your User ID

unlocked

This application is designed to work with Internet Explorer®. Using other browsers

may cause performance or system issues

2.3. After a successful login you will be directed to the Home Page of the MAMP


3. Home Page

3.1. The Home Page will provide links to various areas of the Multifamily Asset

Management Portal based upon your User role; Depending on your access, you may see

all or only some of the links in the screenshot below.

3.2. Home Page screenshot:

#1 – Financial Statements (Dashboard)

▪ Contains all of your financial statement workitems

▪ Refer to the Financial Statements Dashboard section for more details

#2 – Property Inspections (Dashboard)

▪ Contains all of your property inspection workitems

▪ Refer to the Property Inspections Dashboard section for more details

#3 – User ID and User Role

#4 – Guides and Templates

▪ Contains links to blank financial statement and property inspection forms for

downloading, Lender Memos, and other resources

▪ Contains links to the Business Process Guide and the User Guide

#5 – Contact Us

▪ Contains contact information for MAMP support and links to assist with

business procedure and MAMP technical questions

#6 – Logout

▪ Immediately logs out the User and returns the User to the Login page (Note:

Users will be automatically logged out of the Multifamily Asset Management

Portal after 30 minutes of inactivity. A warning message will be presented to

users at 27 minutes of inactivity with an option to remain active)

#7 – Announcements

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15


#8 – Data Change Request (Dashboard)

▪ Link will take you to the Data Change Request Dashboard

▪ Refer to the Data Change Requests Dashboard section for more details

#9 – My Portfolio

▪ Allows you to view your entire Fannie Mae Debt Portfolio

▪ Refer to the My Portfolio section for more details

#10 – Reports

▪ Contains reports showing various statistics and details and helps in the

management of your portfolio

▪ Refer to the Reports section for more details

#11 – Notifications

▪ Displays high level activity around financial statement workitems, property

inspection workitems, data change requests, and loan rating changes

▪ Refer to the Notifications Dashboard section for more details

#12 – Risk Monitoring (Dashboard)

▪ Contains all of your Risk Monitoring workitems

▪ Refer to the Risk Monitoring section for more details

#13 – Action Plans (Dashboard)

▪ Contains all of your Action Plan workitems

▪ Refer to the Action Plan section for more details

#14 – Catastrophic Events (Dashboard)

▪ Contains all of your Catastrophic Event workitems

▪ Refer to the Catastrophic Events section for more details

#15 – Borrower Requests (Dashboard)

▪ Contains all of your Borrower Request workitems

▪ Refer to the Borrower Request section for more details

3.3. Click on any link to go to the corresponding area


4. Financial Statements Dashboard: Overview

4.1. The Financial Statements Dashboard provides access to all of the financial statement

workitems for the Seller/Servicer numbers which are associated with your User ID

4.2. Financial Statements Dashboard screenshot:

#1 – Navigation Trail indicates your current location in the Multifamily Asset

Management Portal

▪ Click Home in the navigation trail to go back to the Home Page

#2 – Search Area

▪ Allows Users to Search for specific workitems based on search fields

▪ Click to expand the area and see additional filter criteria

▪ Enter/select values and click button

▫ Entering no search criteria and clicking search will return all of your

workitems

▫ By default, the filter is set to only return workitems related to active

properties; You will need to remove this filter to see workitems on

inactive properties

▫ Dropdowns typically allow multiple selections by using the Ctrl key +

clicking your selections

▪ Use to remove all search filter criteria and search results

#3 – Bulk Upload tab

▪ Allows Users to upload CSV files to update multiple workitems at a time

▪ Refer to the Financial Statements Bulk Upload: Uploading CSV files section

for more details

#4 – Modify Requirement

▪ Allows the user to modify the workitem’s submission status from “Satisfied”

to “Resubmission Required”

▪ Click on the Modify Requirement button to view the Modification controls

▪ Modification controls screenshot:

▪ (A) – Checkbox area

▫ Allows users to select workitems to be modified

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6 5

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1

3 10

8

4

A

9

C

B


▪ (B) – Status Dropdown

▫ Allows user to select the status the workitem will be modified to

▪ (C) – Update button

▫ Commits the workitems selected to be modified to the status selected

#5 - Export (to Microsoft Excel®) button

▪ Click the button to export all pages of the associated financial

statement workitems into a single Microsoft Excel® file (Note: A limit may be

imposed on the number of workitems allowed in a single export)

#6 – Column Headings

▪ Click on a column heading to sort the workitems in ascending order in that

column; A second click will sort the column in descending order

#7 – Workitems

▪ Each row represents a unique workitem for a given property and period

▪ Clicking on any value in the row will open the corresponding workitem

▪ Refer to the Financial Statements Workitems section for more details

▪ Workitems that are past due will be displayed in red text and have a past due

indicator ( ! ) in the leftmost column of the results grid.

#8 – Pagination

▪ Allows Users to move to the first or last page, next or previous page, or select

the specific page of the workitems they want to move to

#9 – Items Per Page selection

▪ Changes the number of workitems displayed per page to the selected value

#10 – Quality Control Tab

▪ Allows the user to review workitems with In QC Submission status

▪ Refer to Section 6: Quality Control Queue for more details.

5. Financial Statements Dashboard: Quality Control Queue

5.1. Quality Control Queue: Overview

The Quality Control Queue is accessed from the Financial Statements Dashboard, and

is where submitted workitems with line items that failed the scrub process or failed

the NCF comparison test are kept and displayed

From the Quality Control Queue, users can verify or correct any line items that failed

the scrub process

▪ Verifications and corrections of failed line items must be made through the

Qualify Control Queue and cannot be made directly within a workitem

▪ Corrections of line items can be performed for a current scrubbed workitem or

for a Compared To workitem

For Structured Transaction workitems, from the Quality Control Queue, users can

correct NCF that failed the NCF comparison between a deal-level workitem and its

associated property-level workitem(s).

▪ If the property-level NCF (Trailing 3) does not match deal-level values,

property-level data can be corrected by using the Correct Current link from

the Quality Control Queue.


▪ If the deal-level value requires correction, users should contact Fannie Mae to

request the workitem be unlocked.

Quality Control Queue screenshot:

#1 - Search Area

▪ Allows the User to Search for specific workitems based on search fields

▪ Click to expand area and see additional filter criteria



workitems

▫ By default the filter is set to only return workitems related to active

properties; you will need to remove this filter to see workitems on

inactive properties



▪ Use the button to remove all search filter criteria and search results

#2 - Column Headings



#3 – Quality Control Grid

▪ The Quality Control Grid displays line items from Submitted workitems that

did not pass the scrub process or had a discrepancy in NCF between the deal-

level workitem and its associated property-level workitem(s).

▪ The same Line Item can appear in the grid multiple times if it fails for more

than one reason.

▪ Clicking on any value in the following columns will navigate you to the

corresponding workitem:

▫ Servicer Name

▫ FM Loan#/CUSIP#/Deal ID

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2

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3 4

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10


▫ Lender/Servicer Loan #

▫ Property Name

▫ Property Address

▫ Reporting Period End Date

▫ Period

▫ Valid Form Type(s)

▫ Submission Due Date

▫ QC Status

▫ Line Item

▫ Submitted Value

▫ Reason

▪ Clicking on any value in the following columns will navigate you to the

corresponding compare to workitem:

▫ Compared to Period

▫ Compared to Value

▫ Compared To Period Normalized Value

#4 - Use the link to verify that the submitted value is correct and does not

need to be changed

▪ If a workitem is re-scrubbed, verified Line Items will remain verified as long

as the current value and comparison value have not been changed. In this case,

verified line items will not appear in Quality Control again during re-scrub.

▪ If the workitem’s Submission Status gets set to Resubmission Required,

verified Line Items will need to be verified again or corrected if they do not

pass the scrub process during resubmission.

▪ Refer to section 6.2: How to verify a line item

▪ Verify is not available for a failed NCF comparison test.

#5 - Use the link to change the submitted value for the current

workitem

▪ This will update the current workitem with the new value

▪ Refer to section 6.3: How to correct a line item

#6 - Use the link to change the submitted value for the compared to

workitem

▪ This will update the Compare To value in a previous workitem

▪ Refer to section 6.4: How to correct a line item on a ‘compare to’ workitem

▪ Correct Previous is not available for a failed NCF comparison test.

#7 – QC Status column

▪ Displays the following statuses for Line Items in the Quality Control Queue:

▫ In QC - The Line Item has not been Verified or Corrected

▫ Verified - The submitted value has not been changed and the Line Item

has been verified using the Verify link for the row

◦ When a Line Item is in Verified status, Correct Current and

Correct Previous (when applicable) actions can still be performed

on the Line Item.

▫ Corrected - The Submitted Value has been changed using the Correct

Current link (both MBS and Non MBS products) or Correct Previous

link (Non MBS products) for the row


◦ When a Line Item is in Corrected status, Correct Current and

Correct Previous (when applicable) actions can still be performed

on the Line Item.

▫ Correction Pending - The Compare To Value has been changed for an

MBS Product Type using the Correct Previous link for the row

◦ When a Line Item is in Correction Pending status, Verify, Correct

Current and Correct Previous (when applicable) actions can still be

performed on the Line Item.

▪ The following are non-MBS Product Types

▫ Aggregation Flows

▫ Aggregation Pools

▫ Cash CE

▫ Credit Enhanced Bonds

▫ Credit Enhanced Mortgages

▫ Credit Enhanced Mortgages – Facilities

▫ DUS Cash

▫ DUS Cash ARM Sale

▫ DUS Direct Bond

▫ DUS/DMBS

▫ FHA Cash

▫ FHA Converted

▫ HFA NIBP

▫ Mezzanine Loan

▫ MFLEX Cash

▫ Munie Maes

▫ NPA Cash

▫ NT Cash

▫ OPA Cash

▫ Whole Loan Remics

▪ The following are MBS Product Types

▫ Bulk Deliveries

▫ Credit Facilities

▫ DUS MBS

▫ DUS PFP MBS

▫ FHA MBS

▫ FHA PFP MBS

▫ MFLEX MBS

▫ MFLEX PFP MBS

▫ NPA MBS

▫ NPA PFP MBS

▫ NT MBS

▫ NT PFP MBS

▫ OPA PFP MBS

#8 – Use the button to submit verified and corrected Line Items

into the Scrub Process to be rescrubbed or to re-run the NCF comparison test


▪ Workitems in the Quality Control Queue will not be processed until all line

items for the workitem have a QC Status of Verified ,Corrected or Correction

Pending

▪ (Note: QC Status is subject to change via the Verify, Correct Current and

Correct Previous actions until the workitem is successfully processed via the

Process Workitems button (#8)

#9 - Use the button to export the Quality Control grid to Excel

#10 - Page Navigation Section

▪ Allows the user to navigate between pages, select a page number from the

drop down or select the number of records to display on each page

5.2. Quality Control Queue: How to verify a line item


Verify popup:

▪ #1 – To verify a line item, click on the link

▫ The Verify pop up will open

▫ This link is disabled for failed NCF comparison test

▪ #2 – Area where the user can view the line item and submitted value being

verified for the given workitem

▪ #3 –Comments

▫ Comments are not required

▪ #4 – Click to submit the verification of the submitted value

▫ Once updated, the QC Status for the line item will change to ‘Verified’

▫ If the same line item appears in the queue multiple time for the same

workitem, all instances of the line item will also have a QC Status of

“Verified”.

▫ (Note: The line item status will change in the QC queue only. The

workitem will be updated only after the workitem is processed)

▪ #5 – Click to abort the verification process and return to the Quality

Control Queue

▪ #6 – Click before clicking on the Update button to abort the

verification process and return to the Quality Control Queue

5.3. Quality Control Queue: How to correct a line item

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Correct Current pop up:

▪ #1 – To change a line item’s submitted value, click on the link

▫ The Correct Current pop up will open

◦ The Correct Current pop up has the following columns:

◦ Line Item: Displays all Line Items from the Financial Statement

workitem included in the scrub process and NCF comparison test

◦ Current Submitted Value (normalized): Displays the submitted

normalized value for each line item

◦ Compared To Annualized Value (normalized): Displays the

normalized value for each line item, taken from the satisfied

workitem, annualized and used as a comparison in the scrub process.

In situations where the current workitem is being compared to a

previous workitem of a different frequency, the compared to value

will be annualized to represent the same period of time as the

current worktitem. See section 6.5 for additional information on

normalization.

◦ Current Corrected Value Value (normalized): Allows the user to

enter a new normalized value for the selected Line Item.

◦ Current Submitted Value (borrower): Displays the submitted

borrower actual value for each line item

◦ Current Corrected Value (borrower): Allows the user to enter a

new borrower actual value for the selected Line Item.

▪ #2 – Area that displays line item and work item information

▪ #3 – To change a value of a line item, navigate to the editable field(s) in the

Current Corrected Value column (yellow background) and enter the new value

▫ Line item values that are not highlighted yellow are not editable

▫ If the line item selected for correction is a calculation, all inputs to the

calculation will be editable ( For example: if Economic Vacancy % is

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5 6


selected for correction, the following fields will be editable in the Correct

Current window:

◦ Gross Potential Rent

◦ Less Vacancy

◦ Less Bad Debt

◦ Less Concessions

▫ Formatting and validations for line item fields in the Correct Current

pop up will be consistent with the formatting and validations on the

workitem forms

▫ NOTE: Fields in the Current Corrected Value column of the borrower

actual section will only become editable after the corresponding

normalized value in the Current Corrected Value column has been

changed from the submitted value.

▪ #4 – Add Comments


▪ #5 – Click to submit the corrected values

▫ Once updated, the QC Status for the line item will change to

‘Corrected’

▫ If the same line item appears in the queue multiple time for the same

workitem, all instances of the line item will also have a QC Status of

“Corrected”

▫ (Note: The line item status will change in the QC queue only. The

workitem will be updated only after the workitem is processed)

▫ If there are no changes to line item data when the Update button is

clicked, an error message will be received and the form will not be

submitted.

▪ #6 – Click to abort the correction process and return the user to the

Quality Control Queue

▪ #7 – Click before clicking on the Update button to abort the correction

process and return to the Quality Control Queue

▪ #8 – Use the scroll bar to view all line items in the window

5.4. Quality Control Queue: How to correct a line item on a ‘compare to’ workitem


Correct Compare pop up:

▪ #1 – To correct the workitem used for comparison, click on the

link

▫ This link is disabled for failed NCF comparison test

▫ The Correct Compare pop up will open

▫ The Correct Compare pop up has the following columns:

▫ Line Item: Displays all Line Items from the Financial Statement

workitem included in the scrub process or NCF comparison test

▫ Submitted Value (normalized compared to): Displays the submitted

normalized value for each line item, taken from the Satisfied workitem

used as a comparison in the scrub process.

▫ Submitted Annualized Value (normalized compared to): Displays the

normalized value for each line item, taken from the Satisfied workitem,

annualized and used as a comparison in the scrub process. In situations

where the current workitem is being compared to a previous workitem of

a different frequency, the compared to value will be annualized to

represent the same period of time as the current workitem. See section

5.5 for additional information on annualization.

▫ Corrected Value (normalized compared to): Allows the user to enter a

new normalized value for the selected Line Item

▫ Corrected Annualized Value (normalized compared to): Displays the

updated annualized value for each line item, based off values entered in

the Corrected Value column

▫ Submitted Value (borrower actual compared to): Displays the

submitted borrower actual value for each line item, taken from the

Satisfied workitem used as a comparison in the scrub process.

▫ Corrected Value (borrower actual compared to): Allows the user to

enter a new borrower actual value for the selected Line Item

▪ #2 – Area that displays line item and work item information

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▪ #3 – To change the value of the line item used for the comparison, navigate to

the editable field(s) in the Corrected Value column ( yellow background) and

enter the new value (Note: This will change line item value on the workitem

that is being compared to by the scrub rule)

▫ Line item values that are not highlighted yellow are not editable

▫ If the line item selected for correction is a calculation, all inputs to the

calculation will be editable ( For example: if Economic Vacancy % is

selected for correction, the following fields will be editable in the Correct

Current window:

◦ Gross Potential Rent

◦ Less Vacancy

◦ Less Bad Debt

◦ Less Concessions

▫ Formatting and validations for line item fields in the Correct Compare

pop up will be consistent with the formatting and validations on the

workitem forms

▫ NOTE: Fields in the Current Corrected Value column of the borrower

actual section will only become editable after the corresponding

normalized value in the Corrected Value column has been changed. In

addition, the workitem’s most recent Satisfied date must be greater than

4/1/2016 for borrower actual data to be updated.

▪ #4 – Add Comments


▪ #5 – Click to submit the corrected values

▫ Once updated, the QC Status for the line item will change to

‘Corrected’ (Note: Only the workitem that failed the Scrub process will

qualify for a rescrub after a correction to a Compare to Workitem has

been made. The Compare to Workitem (whose values have been

changed)will not be rescrubbed )

◦ If the workitem being corrected is a MBS product type, the QC

Status will change to ‘Correction Pending’

◦ Line Items with a status of “Correction Pending” will not be

processed until the compare to workitem is reviewed and Satisfied

by Fannie Mae

◦ If there are no changes to line item data when the Update button is

clicked, an error message will be received and the form will not be

submitted.

▪ #6 – Click to abort the correction process and return to the Quality

Control Queue

▪ #7 – Click before clicking on the Update button to abort the correction

process and return to the Quality Control Queue

▫ Click after clicking on the Update button to close the Correct

Compare window and return to the Quality Control Queue

▪ #8 – Use the scroll bar to view all line items in the window


5.5. Additional information on annualizing

When the scrub process is looking for a variance or variance % between two values

from different time periods, the value from the Compare To workitem will be

annualized to represent the same time period as the Current workitem.

Example: (Compare To Value / Compare To workitem’s # of months)

x Current workitem’s # of months

Examples Frequency Start Date End Date # of Mths Value Frequency Start Date End Date # of Mths Value Formula

Example 1: AN to AN Annual 1/1/2012 12/31/2012 12 $1,500 Annual 1/1/2011 12/31/2011 12 $1,400 ($1,400 ÷ 12) x 12 1,400$ 100$ 7%

Example 2: AN to QT Annual 1/1/2012 12/31/2012 12 $1,500 Q3 1/1/2011 9/30/2011 9 $750 ($750 ÷ 9) x 12 1,000$ 500$ 50%

Example 3: AN to MT Annual 1/1/2012 12/31/2012 12 $1,500 M-May 1/1/2011 5/31/2011 5 $600 ($600 ÷ 5) x 12 1,440$ 60$ 4%

Example 4: QT to AN Q1 1/1/2012 3/31/2012 3 $400 Annual 1/1/2011 12/31/2011 12 $1,400 ($1,400 ÷ 12) x 3 350$ 50$ 14%

Example 5: QT to QT Q3 1/1/2012 9/30/2012 9 $1,000 Q2 1/1/2011 6/30/2012 6 $800 ($800 ÷ 6) x 9 1,200$ 200$ 17%

Example 6: QT to MT Q2 1/1/2012 6/30/2012 6 $500 M-Jan 1/1/2012 1/31/2012 1 $100 ($100 ÷ 1) x 6 600$ 100$ 17%

Example 7: AN to AN w/less than 12 mths Annual 1/1/2012 12/31/2012 12 $1,500 Annual 1/1/2011 11/30/2011 11 $1,500 ($1,500 ÷ 11) x 12 1,636$ 136$ 8%

Example 8: AN w/less than 12 mths to AN Annual 1/1/2012 12/15/2012 11.5 $1,500 Annual 1/1/2011 12/31/2011 12 $1,400 ($1,400 ÷ 12) x 11.5 1,342$ 158$ 12%

*This chart does not represent every possible comparison; it is intended to show how the compare formula behaves.

Current Workitem Compare to WorkitemValue for

Compare

$ Variance

from

Current

% Variance

from

Current


6. Financial Statements Workitem: Overview

6.1. The financial statement workitem represents a unique Period (i.e. Annual 2008) for a

specific property or a Structured Transactions deal; It is where a User can enter or

review the financial statement information, attach related documents, request a waiver of

submission, and review feedback from Fannie Mae

Financial statement workitem screenshot:

Structured Transactions Deal-level Financial Statement screenshot:

1

2

3

5 6 7

8

9

4



Management Portal

▪ Click Home in navigation trail to go back to Home Page or click Financial

Statements Dashboard to return to the FS Dashboard

1. If the workitem was opened from My Portfolio, click on My Portfolio

to return to the results in My Portfolio; The search criteria and search

results in My Portfolio will be saved by using this function (Note:

Please do not use the ‘Back’ button on your internet browser to return

to My Portfolio as the ‘Back’ button on your internet browser is not

designed to return to My Portfolio)

#2 – Background Information

▪ Displays detailed Deal, Loan and Property information

▪ Indicates any active related Loans for the same Property in the Linked Loans

section

▪ For Structured Transactions deal-level workitems, displays detailed Deal

information only

▪ If information in this area appears inaccurate, refer to the Data Change

Request section for details on how to request an update to the incorrect info

#3 - / button

▪ Expands and collapses the Background Information area

▪ Not applicable for Structured Transactions deal-level workitems

#4 – Financial Statement tab

▪ Where 4254, 4254 Seniors, or Structured Transactions operating results are

entered

▪ Refer to Financial Statement Workitems: Forms tab - Saving, Validating, and

Submitting Information section for more information

#5 – Attachments tab

▪ Where documents related to the workitem are attached and viewed

▪ Refer to Financial Statements Workitem: Attachments tab - Attaching

Documents section for more information

#6 – Waiver Request tab

▪ Where you can request a waiver of the current workitem submission and see

Fannie Mae’s detailed response once posted

▪ Refer to Financial Statements Workitem: Waiver Request tab - Requesting a

Waiver for more information

#7 – History tab

▪ Shows the history of events to occur to a specific workitem including creation

and submission

▪ Refer to Financial Statements Workitem: History tab for more information.

#8 – Export (to Microsoft Excel®)

▪ Click the button to export the form and its data to a Microsoft Excel®

file

#9 – Modification Request Tab

▪ Only available for Structured Transaction deal-level workitems

▪ Where you can request a Due Date change and see Fannie Mae’s detailed

response (once posted)


▪ Refer to Financial Statements Workitem: Modification Request tab for more

information


7. Financial Statements Workitem: Forms tab - Saving, Validating, and

Submitting Information

7.1. A financial statement workitem can only have either a 4254, 4254 Seniors or Structured

Transactions (BD/CF) form attached

4254 workitems are also referred to as property-level workitems

4254 and 4254 Seniors workitems collect borrower actual and normalized financial

statement data.

Structured Transactions (BD/CF) workitems are also referred to as deal-level

workitems

7.2. To save, validate, or submit a form scroll to the bottom of the form and click ,

or

▪ 4254 and 4254 Seniors workitems also have , , and

buttons near the top of the form, just below the tabs.

▪ The Validate button is not applicable to Structured Transactions deal-level

workitems

For Structured Transactions deal-level workitems, validations are performed when

Submit is clicked.

▪ Use to navigate to errors on multiple pages

7.3. The forms can only be edited, saved, and submitted when the submission status is

Submission Required, Submission Optional, Resubmission Required, Waiver Requested,

Waiver Approved, or Waiver Denied

7.4. When the 4254 form is submitted, the submission status of the workitem changes to

Submitted and will be queued into the Scrub Process. See section 6 for information on

the Scrub Process.

After all scrub rules are passed, the NCF from the property-level workitem will then be

compared against the NCF from the corresponding satisfied deal-level workitem.

The NCF between both workitems must be within $1.

To perform the NCF comparison, the system will use the following workitems for the

same fiscal year and property linkage ID:

▪ NCF from the property-level Q1 workitem will be compared against the

property’s NCF (Trailing 3) from the deal-level Q1 workitem








If the corresponding quarterly deal-level workitem is not Satisfied at the time the

property-level is submitted, the NCF comparison will not occur at that time, and

will instead occur when the deal-level workitem is submitted.

7.5. When the deal-level workitem is submitted, the NCF (Trailing 3) are compared against

the NCF from the corresponding satisfied property-level workitem.

To perform the NCF comparison, the system will use the following workitems for the

same fiscal year and property linkage ID:

▪ The property’s NCF (Trailing 3) from the deal-level Q1 workitem will be

compared against the NCF from the property-level Q1 workitem.







If the corresponding quarterly property-level workitem is not Satisfied at the time the

deal-level workitem is submitted, the NCF comparison will not occur at that time.

It will instead occur when the property-level workitem is submitted.

7.6. In order to save a 4254, 4254 Seniors, or 4254 YTD Watchlist form the following

information is required to be populated for all periods (Annual, Quarterly, Monthly,

Semi Annual and other):

Financial Statement Period Start Date

Financial Statement Period End Date

Is Submitted Data Annualized by Servicer?

Lender/Servicer Contact Name (Last, First)

Lender/Servicer Contact Phone

Gross Potential Rent3

7.7. In order to save a Structured Transactions (BD/CF) form, no fields are required to be

populated

7.8. In order to validate a 4254, 4254 Seniors, or 4254 YTD Watchlist form the

following information is required to be populated for all periods (Annual, Quarterly,

Monthly, Semi Annual and other):

All items required for save (from Section 7.5)

In addition to performing field validations, the Validate button also simulates the Scrub

Process and will let the user know which line items are likely to be flagged.

7.9. In order to submit a 4254, 4254 Seniors, or 4254 YTD Watchlist form the

following information must be populated for all periods (Annual, Quarterly, Monthly,

Semi Annual and other), unless otherwise specified:

All items required for save (from Section 7.5) 1

All Income line items 1

▪ For 4254 Seniors, must submit either Gross Potential Rent + Less Vacancy

Loss or Private Pay + Medicare/Medicaid

Property Insurance (Expense section) 1

Real Estate Taxes (Expense section) 1

▪ Only required when ‘This property is tax exempt’ = No


Capital Expenditures (Replacement Reserves) (Capital Expenditures section) 1

Operating Lease (Cash Flow Analysis section) 2

▪ Only required when period is Annual and ‘Do Operating Leases Exist = Yes’

Debt Service – A Note (1st lien) (Cash Flow Analysis section) 1

Combined Debt Service (Cash Flow Analysis section) 1

Cash Reserves (For Co-operatives Only section) 3

▪ Only required when property is Co-op

Last Unit Sale Price (For Co-operatives Only section) 3

▪ Only required when property is Co-op

Beginning Balance (Capital Expenditures (Replacement Reserve) Activity section) 1

▪ Only required when period is Annual or Quarterly

Less Expenditures (Capital Expenditures (Replacement Reserve) Activity section) 1


Plus Additions (Capital Expenditures (Replacement Reserve) Activity section) 1


Capital Expenditures (Replacement Reserves Escrow) Waived (Question & Comments

section) 1

▪ Only required when period is Annual

Do Operating Leases Exist (Question & Comments section) 2

▪ Only required when period is Annual

Operator Name (Question & Comments section) 2

▪ Only required when period is Annual or Quarterly and ‘Do Operating Leases

Exist = Yes’

Portfolio Manager ID (Energy Metrics section) 1

▪ Applicable when period is Annual

▪ Only required when any of the following Energy Metrics fields are populated:

▫ Energy Use Intensity

▫ ENERGY STAR® Score

▫ EUI / ENERGY STAR® Score As of Date

Energy Use Intensity (EUI kBtu / gross sq. ft) (Energy Metrics section) 1


▪ Only required when either of the following Energy Metrics fields are

populated:

▫ Portfolio Manager ID


▪ AND the following field is blank:


ENERGY STAR® Score (Energy Metrics section) 1



populated:

▫ Portfolio Manager ID


▪ AND the following field is blank:


EUI / ENERGY STAR Score As of Date (Energy Metrics section) 1




populated:



1: Required for Forms 4254, 4254 Seniors, and 4254 YTD Watchlist

2: Required for Form 4254 Seniors

3: Required for Forms 4254 and 4254 YTD Watchlist

7.10. In order to submit a Structured Transactions (BD/CF) form the following

information must be populated unless otherwise specified:

All fields in the Deal Level Information section

For each property, all fields in the Underwriting section

For each property, all fields in the Current Period section

For each property, all fields in the Lender Quarterly Monitoring Results section, with

the exception of Comments which is optional

The certification must be checked

7.11. A successful save or submit message will be presented if all required fields are

populated

7.12. A detailed error message will be presented when you attempt save or submit and

required information is not populated (Note: No data will be saved until all required

data is populated)

7.13. For 4254, 4254 Seniors, or 4254 YTD Watchlist forms, validating will prompt a save,

so all required information will need to be populated before you can validate

You are not required to validate before submitting, and any validation errors do not

need to be corrected before submitting; However, the workitem may be returned to

you from Fannie Mae during its review for reasons noted in the validation

7.14. For 4254, 4254 Seniors, or 4254 YTD Watchlist forms, calculations (totals, %

variances, etc.) will be calculated only after a successful save or submit

7.15. For Structured Transactions (BC/CF) forms, calculations (totals, % variances, etc.)

will be calculated in real time, as data is keyed

7.16. 4254, 4254 Seniors, or 4254 YTD Watchlist Sections overview

Financial Statement Information: Lender/Servicer Contact Name, Lender/Servicer

Contact Phone, Financial Statement Period Start and End Dates, and Is Submitted

Data Annualized by Servicer are required to be entered. Number of months will

update once data is saved or submitted. Form Type and Statement Type are pre-

populated.

Operating Statement Results: Income: Enter current financial data in blank cells. Click

“Save” in order to populate the totals. A message will appear in red at the top of the

screen stating “Form saved successfully”; The Per Unit/ % of GPR/% of EGI and

% change from Prior Period fields will update accordingly once data is saved or

submitted

Operating Statement Results: Expense: Enter current financial data in blank cells.

Click “Save” in order to populate the totals. A message will appear in red at the top


of the screen stating “Form saved successfully”; The Per Unit/ % of GPR/% of EGI

and % change from Prior Period fields will update accordingly once data is saved or

submitted

Operating Statement Results: Capital Expenditures: Enter any capital expenditures for

the current period

Operating Statement Results: Cash Flow Analysis: Debt Service – A Note (1st lien)

should represent a total of the actual payments received from the borrower during

the reporting period (annualized if the reporting period was less than 12 months).

Debt Service – B Note (2nd lien) should only include debt service payments related

to Fannie Mae secondary or supplemental liens (no other payments should be

included in this field except those related to Fannie Mae supplemental liens). Debt

Service – C Note (all remaining liens combined) should represent al combined

remaining Fannie Mae liens on the property. Lastly, Debt Service – Mezzanine

and/or Preferred Equity should include debt service payments for mezzanine debt

(both Fannie Mae mezz and non-Fannie Mae mezz debt) and other debt service

payments not related to Fannie Mae debt.

Operating Statement Results: For Co-operatives Only: Must be entered for co-

operative properties only.

Operating Statement Results: Capital Expenditures (Replacement Reserve) Activity:

If data is available, enter the information into the blank fields

Questions & Comments: For form 4254 and form 4254 YTD Watchlist: Enter

additional information about the Loan/Property, including Capital Expenditures

(Replacement Reserves Escrow) waiver information and comments. For form 4254

Seniors: Enter additional information about the Loan/Property, including Capital

Expenditures (Replacement Reserves Escrow) waiver information and comments,

the Operating Lease information, and facility and license information for Seniors

Housing Properties. The Comments box on all forms can be populated with the

financial analysis commentary (i.e., detailed description on property performance_;

This section is important for communicating any significant changes from prior

periods and may reduce the contact you receive from Fannie Mae in relation to

analysis questions

Energy Metrics: This section will be available on all workitems, but editable only if

the Form Type is ‘4254 Annual’ or ‘4254 Seniors Annual’.

7.17. Structured Transactions (BD/CF) Sections Overview

Deal Level Information: Enter current period deal-level values for the fields specified

on the form. Deal LTV (Approved Value), Deal Economic Occupancy, Deal

DSCR (Trailing 12), Deal LTV (Trailing 12) and Deal DSCR (Trailing 3) will

calculate automatically as data is keyed.

Property Level Information: Property Name, Collateral ID, Property Address, # Units,

Year Built, FM Loan Rating, and Most Recent Inspection is displayed for each

property included in the deal workitem

▪ Underwriting: For each property, enter the Date of FM Approval along with

requested data at underwriting

▪ Current Period: For each property, enter the requested data representing the

current reporting period. LTV (Approved Value) will calculate automatically

as data is keyed


▪ Lender Quarterly Monitoring Results: For each property, enter the requested

data representing the quarterly financial position. DSCR (Trailing 12), Value

(Trailing 12), LTV (Trailing 12), and DSCR (Trailing 3) will calculate

automatically as data is keyed. Comments are optional.


8. Financial Statements Workitem: Attachments tab - Attaching

Documents

8.1. This is the area where you can attach, view or delete documents related to the workitem;

examples of documents include the annotated operating statement, rent roll, and escrow

activity

8.2. For property-level workitems, attachments can only be added or deleted when the

submission status is Submission Required, Submission Optional, Resubmission

Required, Waiver Requested, Waiver Approved, Waiver Denied, or Review required

8.3. For Structured Transaction deal-level workitems,

Attachment can be added at any time, regardless of submission status Attachment can be deleted only when the workitem is in one of the following statuses:

Submission Required, Waiver Requested, Waiver Approved, Waiver Denied and

Review Required

8.4. Financial Statement Attachments tab screenshot:

Structured Transactions Deal-level Financial Statement Attachments tab screenshot

#1 - To attach a document click

▪ An explorer window will open

▪ Select the document to be attached from your local machine

▪ Click

▪ Select the file description from the dropdown

▪ Click

▪ The file should attach to the tab and be displayed in the grid below attaching

area

▫ Note: There is a 20MB file size limit when uploading files

#2 - To view a document

▪ Click on the File Name

▪ File should open in a new window

▫ If you receive the message “The file requested is unavailable. Please

send screenshot to [email protected]. Reference

1

2 3

4


Code: <file reference number>” that means the file is currently not

available or that there is a problem with the file. Please follow the

instructions in the message.

#3 - To remove a document

▪ Click next to the attachment you wish to remove

#4 - When Other is selected from the File Description dropdown for Structured

Transaction deal-level workitems, enter a custom file description


9. Financial Statements Workitem: Waiver Request tab - Requesting a

Single Waiver

9.1. This is the area where you can request a waiver of the associated workitem (Note: For

bulk waiver uploads, please refer to Section 12)

9.2. Waivers can only be requested when the submission status is Submission Required,

Submission Optional or Resubmission Required

9.3. Financial Statement Waiver Request tab screenshot:

To request a Waiver

▪ #1 – Select a Waiver Reason from the dropdown

▪ #2 – Enter comments, if required

▪ Select

▪ Once submitted, the submission status will change to Waiver Requested

View detailed Fannie Mae Waiver response

▪ #3 – Will indicate Waiver Approved or Waiver Denied

▫ Submission status will be updated to a corresponding status immediately

after Fannie Mae’s response

▪ #4 – Detailed comment response from Fannie Mae

1

2

3

4


10. Financial Statements Workitem: History tab

10.1. This is the area where you can view the history of events that have occurred to a

specific workitem

10.2. Financial Statement History tab screenshot:

#1 – Submission Status

#2 – Time of event

#3 – Date of event

#4 – User ID performing event (if applicable)

#5 – Comments related to event

1 2 3 4 5


11. Financial Statements Workitem: Variance Review tab

(Note: This tab is only available for Structured Transactions deal-level financial

statement workitems)

11.1. This is the area where you can view any comments from Fannie Mae about the

analysis of deal- level financial statement workitems; If a resubmission is required you

can view specifically what Fannie Mae is looking for to accept the submission

11.2. Structured Transactions Deal-level Financial Statement Variance Review tab

screenshot:

#1 – Resubmission Review Result

▪ Displays the outcome of Fannie Mae’s review

#2 – Resubmission Comments

▪ Overall feedback from Fannie Mae regarding the review

1

2


12. Financial Statements Workitem: Modification Request tab

(Note: This tab is only available for Structured Transactions deal-level financial statement

workitems)

12.1. You can request a Due Date Modification for the associated workitem

12.2. Modifications can only be requested when the submission status is set to Submission

Required, Resubmission Required, Waiver Requested, or Waiver Denied

12.3. Structured Transaction deal-level Financial Statement Workitem Modification Request

tab screenshot

#1 – New Modification Request

▪ A pop up window will open for you to enter your request

▪ Refer to Financial Statements Workitem: Making a Modification Request for

more details

#2 – Status of request

#3 – The Fannie Mae Approved Value

▪ Note: This may differ from what you requested (the Response Comments

should explain why)

#4 – Response Comments

▪ Comments from Fannie Mae to support the Approval or Denial of the request

1 2 3 4


13. Financial Statements Workitem: Making a Modification Request

13.1. From the Structured Transactions deal-level Financial Statement Workitem

Modification Request tab, select the button

13.2. A pop-up will appear:

#1 – The request type is always set to Due Date

#2 – The current Due Date is displayed

#3 – Enter the Due Date you would like to request

#4 – Request Comments

▪ Enter comments to support the request

#5 – Once all of the information has been entered for the request, click the create

button

1 2

3 4

5


14. Financial Statements Workitem: QC Result Column

14.1. This column appears on the Form tab of 4254, 4254 Seniors, or 4254 YTD Watchlist

workitems.

14.2. It displays Pass, Fail, Verified, Corrected or blank for each Line Item on the form,

based on the results of the scrub process. NOTE: The scrub process is only run on

normalized values. Borrower actual data is not considered.

This column is blank until the workitem goes through the scrub process at least once

14.3. QC Result Column screenshot:

#1 – QC Result Column

#2 – QC Result Status

▪ The QC Result Status will display as a link when the QC Result is Corrected,

Verified or Failed

▪ Clicking the link will open the Line Item Scrub History Pop up

14.4. QC Result Column Line Item Scrub History Pop Up:

#1 – Scrub History Pop Up

▪ Displays the name of the Line item and Scrub or NCF history for that line

item

1

2

2

1

3 4 5 6 7 8 9 10 11


#2 – Close button

▪ Click to close the window and return to the workitem

#3 – Scrub Date column

▪ Displays the Scrub or NCF comparison result along with a time stamp

▫ Displays ‘Fail’ when the line item is flagged for QC or fails the NCF

comparison test

▫ Displays ‘Verified’ when the line item is verified

▫ Displays ‘Corrected’ when the line item is corrected for current

workitem

▫ Displays ‘Correct Previous’ when the line item is corrected for

Compared To workitem

#4 – Submitted Value column

▪ Displays the Submitted Value for the Line item that was used in the scrub

process or NCF comparison test

#5 – Compared To Value

▪ Displays the Line Item’s value from the workitem used in the comparison

▫ This column is only populated when the Line Item is compared to a

prior workitem

#6 – Compared To Period

▪ Displays the frequency and year of the workitem used to compare to the

submitted value

▫ This column is only populated when the Line Item is compared to a

prior workitem.

#7 – Reason

▪ Displays the reason the Line Item failed the scrub process or NCF comparison

#8 – Corrected Value

▪ Displays the updated value corrected via the Quality Control Queue

▫ With ‘Corrected’ result, displays the corrected value for current

workitem

▫ With ‘Correct Previoous’ result, displays the corrected value for

Compared To workitem

#9 – Date

▪ Displays the date the Line Item was Corrected or Verified via the Quality

Control Queue

#10 – Comments

▪ Displays any comments entered into the Quality Control Queue’s Verified,

Correct Current or Correct Previous windows when the line item was Verified

or Corrected

▪ See sections 6.2, 6.3, 6.4

#11 - User Name

▪ Displays the First and Last name of the user who Corrected or Verified the

Line item via the Quality Control Queue


15. Financial Statements Bulk Upload: Uploading CSV files

15.1. CSV Overview

This is where you can upload financial statement and/or waiver information for

multiple workitems

CSV files can be uploaded for workitems with annual or quarterly frequencies which

have been created through the Ad-Hoc process

▪ Cannot be used on workitems with monthly or “other” frequencies

▪ Refer to My Portfolio: Creating New “Ad-Hoc” Workitems section for more

information

One CSV file can contain one (1) or many workitem records

One CSV file can contain both financial statement and waiver information, but it

cannot contain this information for the same property in the same row

When information from the CSV file is loaded into the Multifamily Asset Management

Portal, it is displayed in the respective workitem

If more than one (1) record in a CSV file is associated with the same workitem, the last

record in the file will be utilized

A workitem which receives data via a CSV file can be overwritten if the submission

status allows for it

Existing data in a workitem, which then receives data via a CSV file, will be

overwritten if the submission status allows for it

15.2. CSV Requirements

The CSV file format and the required field specifications are available in the User

Guides and Templates section (located in the Multifamily Asset Management Portal

at Guides and Templates > Forms > CSV File Specifications > Financial Statement

CSV Bulk Upload Specifications and Structured Transaction (Deal Level) CSV

Bulk Upload Specifications)

▪ All of the required fields, marked with a “Y” in the “Required” column of the

CSV file specifications, should be populated with the type of information

(financial statement data or waiver information) being uploaded in a row

▪ All of the fields should meet the “Field Validation” and “Valid Values”

criteria

▪ If a CSV file row is not properly populated, the row will be rejected

The appropriate CSV file format must be used for non-Seniors, Seniors, or Structured

Transactions Forms

The CSV files must contain 85 comma separated columns for non-Seniors files, 107

comma separated columns for Seniors files, or 28 comma separated columns for

Structured Transactions files

▪ If an incorrect number of columns are provided, the entire file will be rejected

and a message will be displayed (“Field Count Error: Invalid CSV record.

Wrong number of fields.”)

▪ When manually editing a CSV file, it is recommended to use Notepad instead

of Microsoft Excel® as Microsoft Excel® may remove the necessary commas

from the end of the file if the last column(s) is blank and then the file will be

rejected


15.3. Providing Financial Statement Information

For non-Seniors and Seniors files, rows containing financial statement information

must have the following columns populated:

▪ Core Attributes

▫ Columns 1-3 and 5-9 (non-Seniors and Seniors file)

▪ Borrower Income

▫ Columns 11-18 (non-Seniors file)

▫ Columns 11-21 (Seniors file)

▪ Borrower Property Insurance

▫ Column 28 (non-Seniors file)

▫ Column 33 (Seniors file)

▪ Borrower Capital Expenditures (Replacement Reserves)


▫ Column 36-37 (Seniors file)

▪ Borrower Debt Service – A Note (1st lien)



▪ Borrower For Co-operatives Only

▫ Only required for Co-operative Housing


▪ Borrower Capital Expenditures (Replacement Reserve) Activity



▪ Borrower Operating Lease

▫ Not available for non-Seniors file


▫ Only required for Senior operating statements when Do Operating

Leases Exist = 1 (Yes)

▪ Normalized Income



▪ Normalized Property Insurance



▪ Normalized Real Estate Taxes

▫ Required if ‘Is This Property Tax Exempt?’ = 0 (No)



▪ Normalized Is This Property Tax Exempt



▪ Normalized Capital Expenditures (Replacement Reserves)



▪ Normalized Debt Service – A Note (1st lien)




▪ Normalized For Co-operatives Only

▫ Only required for Co-operative Housing


▪ Normalized Operating Lease Payment





▪ Normalized Capital Expenditures (Replacement Reserve) Activity



▪ Capital Expenditures (Replacement Reserves Escrow) Waived



▪ Do Operating Leases Exist



▫ Required for Senior Annual Operating Statements only

▪ Operator Name





▪ Waiver Comments



▫ Required when Waiver Reason is set to “Other”

▪ Energy Metrics



▫ Only applicable to 4254 Annual workitems

◦ Columns need to present for all annual and quarterly workitems

◦ Data populated for quarterly workitems will be ignored during

upload process

▫ These fields toggle between required/not required when certain

conditions are met; See CSV Requirements for details.

▪ Financial Statement Details



For Structured Transaction deal-level files, rows containing financial statement

information must have the following columns populated:

▪ Core Attributes

▫ Columns 1 -2

▪ Deal Values


▫ Columns 3 – 8

▪ Property UW Values

▫ Columns 9 -15

▪ Property Current Values

▫ Columns 16 – 20

▪ Property Monitoring Values

▫ Columns 21 – 23

▫ Column 24 is optional

▪ Reporting Period

▫ Columns 27 - 28

When uploading financial statement information, the workitem must already exist in

the Multifamily Asset Management Portal and the Submission Status must be set to

Submission Required, Submission Optional, Resubmission Required, Waiver

Requested, Waiver Approved, or Waiver Denied

A row cannot contain both financial statement and waiver information otherwise the

row will be rejected and an error message will be returned in the error file

15.4. Providing Waiver Information

For non-Seniors and Seniors files, rows containing waiver information must have the

following columns populated:

▪ Core Attributes

▫ Columns 1-3 and 5-9 (non-Seniors and Seniors file)

▪ Waiver Request



▫ Waiver Comments (Column 78 or 100) are only required when the

Waiver Reason is set to "Other” (9 in CSV file)

▪ Note: Even though only the Core Attributes and Waiver Request fields are

required, the file must still contain the correct amount of field positions (85 or

107) in order to be uploaded.

For Structured Transactions deal-level files, rows containing waiver information must

have the following columns populated:

▪ Core Attributes (required)

▫ Columns 1-2

▪ Waiver Request

▫ Columns 25-26

▫ Waiver Comments (Column 26) are only required when the Waiver

Reason is set to “Other” (6 in the CSV file)

▪ Reporting Period (required)

▫ Columns 27-28

When uploading waiver information, the workitem must already exist in the

Multifamily Asset Management Portal and the Submission Status must be set to

Submission Required, Submission Optional, Resubmission Required, Waiver

Approved, or Waiver Denied

A row cannot contain both financial statement and waiver information otherwise the

row will be rejected and an error message will be returned in the error file


15.5. How to Upload a CSV File

To access this area, go the Financial Statements Dashboard and click on the Bulk

Upload tab

Financial Statement Bulk Upload screenshot:

▪ #1 - To upload a CSV click

▫ An explorer window will open

▫ Select the document to be attached from your local machine

▫ Click

▪ #2 – Select the file type that corresponds to the workitem type being uploaded

▫ Select “Property-Base-YTD-Watchlist for non-Seniors files

▫ Select “Property-Seniors” for Seniors files

▫ Select “Deal-Structured Transactions” for Structured Transactions

deal-level files

▪ #3 - Select the submission status option from the dropdown that you want all

workitems in the attached CSV file to go into after uploading the file (Note: If

you select Submit, you will not be able to edit the workitem later)

▫ If the file type is “Deal-Structured Transactions”, Save is only

submission status option available

▪ #4 – Click

▫ All of the records in the CSV will be reviewed in an automated

process and a success or error message will be presented

▪ #5 – The CSV file is attached to the page for historical purposes

▫ To remove the file click the Delete button (Note: This will not remove

the information that was uploaded)

▪ #6 – An error file is attached if any records failed to upload

▫ View the error file to see the specific reasons

▫ Only the records which failed will not be uploaded, any successful

records will be processed

▫ The error file will be named the same file name as you attached with

“_UploadError” appended to it

1 3 4

5 6

7 2


▪ #7 – Financial Statement Dashboard Tab

▫ Will return you to the Financial Statement Dashboard


16. Property Inspections Dashboard: Overview

16.1. The Property Inspections Dashboard provides access to all of the property inspection workitems for the Seller/Servicer

numbers which are associated to your User ID

Property inspection dashboard screenshot:

1

2

5

6

7

3

4



Management Portal

▪ Click Home in navigation trail to go back to Home Page

#2 – Search Area


▪ Click to expand area and see additional filter criteria



workitems

▫ By default the filter is set to only return workitems related to active

properties; you will need to remove this filter to see workitems on

inactive properties



▪ Use the to remove all search filter criteria and search results


▪ Area where Users can upload MBA property inspection forms

▪ Refer to Property Inspection Bulk Upload: Uploading Property Inspection

forms section for more details (Note: FMI files have been replaced with the use

of a Microsoft Excel® spreadsheet data extraction process.)

#4 – Export (to Microsoft Excel®) button

▪ Click the button to exports all pages of associated financial statement

workitems into a single Microsoft Excel® file (Note: A limit may be imposed

on the number of workitems allowed in a single export)


▪ Clicking on a column heading that is underlined will sort the workitems in

ascending order by that column; A second click will sort the column in

descending order

#6 – Workitems

▪ Each row represents a unique workitem for a given Property and Period


▪ Refer to Property Inspections Workitems: Overview section for more details

▪ Workitems that are past due will be displayed in red text and have a past due

indicator ( ! ) in the leftmost column of the results grid.

▪ Maturity Management workitems will be highlighted yellow in the results

grid.

#7 – Pagination

▪ Allows the Users to move to the first or last page, next or previous page, or

select the specific page of workitems they want to move to




17. Property Inspections Workitem: Overview

17.1. A User can enter or review the property inspection information, attach related

documents, request a waiver or modification to a submission requirement

Property inspection workitem screenshot:


Management Portal

▪ Click Home in the navigation trail to go back to the Home Page or click

Inspections Requirements Dashboard to return to the Property Inspection

Dashboard

▫ If the workitem is opened from My Portfolio, click on My Portfolio to

return to the results in My Portfolio; The search criteria and search results

in My Portfolio will be saved by using this function (Note: Please do not

use the ‘Back’ button on your internet browser to return to My Portfolio as

the ‘Back’ button on your internet browser is not designed to return to My

Portfolio) #2 – Background Information

▪ Displays detailed deal, loan, and property information

▪ Indicates any active related loans for the same property in the linked loans

section

▪ If information in this area appears inaccurate, refer to the Data Change

Request section for details on how to request an update

#3 – / button

▪ Expands and collapses the Background Information area

2

3

4 5 6 7

1

8

10

11

1

9


#4 – Form Inspection tab

▪ Where 4261 or MBA site inspection results are entered and viewed.

▪ Refer to the Property Inspections Workitem: Form Inspections tab -

Saving/Submitting Information section for more information

▪ Allows updates to Significant Issues; Refer to the Property Inspection

Workitem Form Inspections tab – Significant Issues section for more

information



▪ Refer to the Property Inspections Workitem: Attachments tab - Attaching


#6 – Waiver Request tab

▪ Where you can request a waiver for the current workitem submission and see

Fannie Mae’s detailed response (once request is submitted)

▪ Refer to the Property Inspections Workitem: Waiver Request tab -

Requesting a Waiver for more information

#7 – Modification Request tab

▪ Where you can request a change to the Due Date, Required # of Units,

Required # of Photos, In-house / 3rd Party, Form Type, Inspection Type, or

Manual Submission and see Fannie Mae’s detailed response (once posted)

▪ Refer to the Property Inspections Workitem: Modification Request tab – for

more information

#8 – History tab

▪ Shows the history of events that have occurred to a specific workitem,

including creation and submission

▪ Refer to the Property Inspections Workitem: History tab for more information

#9 – Quality Review tab

▪ After the workitem has been submitted, Fannie Mae will review the data; If

there are any comments from Fannie Mae or a request from Fannie Mae to

resubmit data (as indicated by a Resubmission Required status), the details can

be found in this tab

▪ Refer to the Property Inspections Workitem: Quality Review tab for more

information


▪ Click the button to export the form and the related data to a Microsoft

Excel® file

17.2.11. #11 – Data Extraction tab

▪ Extracts data directly from MBA property inspection files and populates data

into the corresponding MAMP property inspection workitem


18. Property Inspections Workitem: Forms Inspections tab – Saving and

Submitting Information

18.1. 4261 property inspection forms are entered into the Form Inspections tab

18.2. MBA property inspection forms are populated via the Bulk Upload tab of the Property

Inspections dashboard or the Data Extraction tab within the inspection workitem.

In order to manually submit a MBA property inspection without using bulk upload or

data extraction, a Modification Request must be submitted. See section 22 for more

information.

18.3. To save or submit the form, scroll to the bottom of the form and click or

18.4. The form can only be edited, saved, and/or submitted when the submission status is set

to Submission Required, Submission Optional, Submission Required – Origination

Inspection, Resubmission Required, Waiver Requested, Waiver Approved, or Waiver

Denied

18.5. Once the form is submitted, the submission status of the workitem changes to

Submitted and Fannie Mae will review the inspection; No further action is required and

the status will change to Satisfied unless Fannie Mae returns the workitem (at which

point the status will change to Resubmission Required). Refer to the Property

Inspections Workitem: Quality Review tab for detailed reasons for the status change.

18.6. In order to successfully save or submit a 4261 or MBA property inspection form

manually, the following information is required to be populated:

Lender/Servicer Contact Name (Last, First)

Lender/Servicer Contact E-mail Address

Lender/Servicer Contact Phone Number

Form Type

Inspection Type

Inspection Date

▪ Date cannot be > 364 days prior to Due Date

▪ Date cannot be > current date

Are there Deferred Maintenance Items?

▪ Only required for MBA property inspections

Physical Occupancy %

▪ Not required for exterior walk around inspections


Inspection In-house / 3rd Party


Inspection Vendor Name

▪ Only required if 3rd Party was selected for Inspection In-house/3rd Party

# of Units Inspected

▪ Value must be >= Min Units Required (Refer to the Property Inspections

Workitem: Modification Request tab if minimum # of units is not met)

▪ Not required for exterior walk around inspections


# of Photos Provided

▪ Value must be >= Min Photos Required (Refer to the Property Inspections

Workitem: Modification Request tab if minimum # of photos is not met)



The 6 Ratings (Life Safety, Deferred Maintenance, Routine Maintenance, Capital

Improvements, Level/Volume of Issues, Overall)


A Property Inspection file must be attached in the Attachments tab

18.7. When submitting MBA property inspections through data extraction or bulk upload,

the following fields must also be populated on the MBA template in addition to the

fields mentioned above:

General Info tab

▪ Investor Loan #

▪ Add’l ID #1

▫ Must be populated with the Fannie Mae Inspection ID

▫ Note: Inspection ID can be found under Inspection Results grid on the

Form Inspections tab or Property Inspection Dashboard

▪ Add’l ID #2

▫ Must be populated with 1 for Interior/Exterior or 2 for Exterior walk

around

▪ Is this an Affordable Housing Property?

▪ Inspection Company

▫ Only required for 3rd party inspections

▪ Inspection Co. Phone


▪ Inspector’s Name


▪ Number of Units/Rooms/Beds

▫ Only required for interior/exterior inspections

▪ Total Number of Down Units/Rooms/Beds


▪ Number of Occupied Units Inspected


▪ Is there any dark space?


▪ Is there any down space?


▪ Management Company Name


▪ Management Affiliation


▪ Length of time at property


Conp Assmt Addendum tab

▪ Significant portions of the common areas, amenities, or basements, etc. were

unavailable for assessment

▪ Management unavailable for interview or management experience on the

property is less than six months



▪ Occupied units were unavailable for assessment, or the total number of units

available (occupied or unoccupied) was insufficient


▪ Snow was covering most exterior areas (parking lots, roofs, landscape areas)

▪ Seller / Servicer Certification Date

Physical Condition & DM tab

▪ Amenities overall rating

▪ Building Exterior overall rating

▪ Building Roofs overall rating

▪ Curb Appeal overall rating

▪ Down Units/Space/Hotel Rooms overall rating


▪ Environmental overall rating

▪ Interior Common Areas overall rating


▪ Management Competence overall rating


▪ Building/Mechanical Systems overall rating


▪ Occupied Units/Space overall rating


▪ Site overall rating

▪ Vacant Units/Space/Hotel Rooms overall rating


Mgmt Interview tab

▪ Is the property in compliance with ALL O&M Plan(s)?


▪ Any change or violations of a Franchise Agreement or License(s), or any

lawsuits pending?


▪ Is the property undergoing any significant rehab/construction?


▪ In the past 12 months, have there been any fires, significant water intrusion or

other property damage?


▪ In your opinion, how does the property perform compared to similar

properties in the area?


Srs Supplement II & III tab (only applies to Seniors)

▪ Assisted Living

▪ Congregate Care Retirement Community (CCRC)

▪ Independent Living

▪ Alzheimer’s/Memory Care

▪ Skilled Nursing

▪ Other (specify)


▪ Does the unit mix comply with the unit mix specified in the Mortgage since

origination?

Srs Supplement VI (only applies to Seniors)

▪ Are there any material violations, lawsuits or judgements against any licensed

professional employed by the operator?

▪ Are there any material violations, lawsuits or judgements against any other

personnel at the property?

18.8. A workitem cannot be submitted if a Modification Request for that workitem is in

Requested status

18.9. When you save or submit, a successful save or successful submit message will be

displayed or an error message

If an error message is displayed you will need to modify the data in the form, which

was detailed in the error message, before a successful save or submit can be

completed

18.10. Sections Overview

Lender/Servicer Contact: Contact Name, e-mail address, and Phone Number should

be entered

Inspection Results: Indicate the form type used, inspection type completed,

occupancy, vendor info (if required), # of units inspected and photos provided, and

the date of the site inspection

Ratings: Choose the appropriate score from the dropdowns; If a MBA file was

extracted, all of the ratings from the inspection form will populate

Significant Issues: This section can be modified and updated regardless of the

submission status; You can provide more information if it is not available at the

time of the submission or you can close out outstanding issues

▪ To Add an issue, select the Issue Type and Status, and provide an Open Date

(if Status is Open) or an Closed Date (if Status is Closed), then click

▪ To modify an already existing Issue, click , modify the information, then

click to update the issue or to not save any changes

▪ To delete an already existing issue, click

Comments: This box can be populated with inspection commentary (i.e., a detailed

description of the property’s performance)


19. Property Inspections Workitem: Data Extraction tab – Upload and

Extract Data

19.1. MBA property inspections can have data extracted for Origination and Guideline

workitems into the Inspection form via the Data Extraction tab (Note: Data extraction

will only be compatible with version 2.07 of the MBA property inspection form found in

the Guides and Templates section of the MAMP

19.2. Data extraction is only valid when the submission status is set to Submission

Required, Submission Optional, Submission Required-Origination Inspection,

Resubmission Required, Unlocked, Waiver Requested, Waiver Approved, or Waiver

Denied

Note: Save function is not applicable to workitems in Unlocked status. Workitems in

Unlocked status are Submit only.

19.3. When the Form Inspections tab of a workitem is in an editable status:

By default, all inspections, with the exception of 4261 inspections, can only be saved

or submitted on the MBA inspection template via bulk upload from the Property

Inspection dashboard or data extraction from within the worktiem.

▪ In order to manually submit a MBA property inspection without using bulk

upload or data extraction, a Modification Request must be submitted. See

section 22 for more information.

4261 property inspections can only be saved or submitted manually and cannot be

populated via bulk upload or data extraction.

This excludes all fields in the Significant Issues and Comments sections. The fields in

these sections will allow data to be manually entered, regardless of data extraction

mode

19.4. Data Extraction tab screenshot:

#1 – To upload an inspection form for extraction, click

▪ A file browser window will open

▪ Select the document to be attached (from your local machine)

▪ Click

1 2 3

4


#2 – To remove the selected form click “Remove”

#3 – Select save or submit from dropdown

#4 – Click

▪ Note: There is a 35MB file size limit (per inspection form) when uploading

forms

Save/Submit Requirements

To save or submit the form the following conditions must be met

▪ Form Type must be MBA

▪ See sections 18.6 and 18.7 for complete list of save/submit requirements

▪ No Modification Requests in a Requested status can exist for the workitem.

19.5. Form will be uploaded, validated, with the results shown

If the file passes validations, data will be extracted from the file into the MAMP

database and the file will be loaded into the workitem attachments

If an error occurs an error file will be available to the user indicating the reason(s)

for rejection. When a file fails validation, neither the file or its data will be loaded to

the MAMP database.


20. Property Inspections Workitem: Attachments tab - Attaching

Documents

20.1. You can attach, view, or delete documents related to the workitem (i.e., property

inspections and inspection photographs)

20.2. Attachments can only be attached or deleted when the submission status is set to

Submission Required, Submission Optional, Submission Required-Origination

Inspection, Resubmission Required, Waiver Requested, Waiver Approved, Waiver

Denied or Unlocked

For MBA forms using data extraction or bulk upload:

▪ “Inspection Photographs” and “Other” file types can be attached regardless of

submission status.

▪ “Inspection Photographs” and “Other” file types can only be deleted when the

submission status is set to Submission Required, Submission Optional,

Submission Required-Origination Inspection, Resubmission Required, Waiver

Requested, Waiver Approved, Waiver Denied or Unlocked

20.3. Property Inspection Attachments tab screenshot:

#1 – To attach a document, click



▪ Click


▪ Click

▪ The file should attach to the tab and be displayed in the grid


#2 – To view a document


▪ The document should open in a new window

#3 – To remove a document

▪ Click next to the attachment you want to remove

1

3 2


21. Property Inspections Workitem: Waiver Request tab - Requesting a

Waiver

21.1. You can request a waiver of the associated workitem

21.2. Waivers can only be requested when the submission status is set to Submission

Required, Submission Optional, Submission Required-Origination Inspection or

Resubmission Required

Please do not submit due date requests, number of unit requests, required number

of photos, form type or inspection type via the Waiver Request Tab; Please

submit these requests via the Modification Request Tab

21.3. Property Inspection Waiver Request tab screenshot:

Request a Waiver

▪ #1 – Select a Waiver Reason from the dropdown

▪ #2 – Enter comments

▪ Select

▪ Once submitted, the submission status will change to Waiver Requested

View the detailed Fannie Mae Waiver response

▪ #3 –Indicates Waiver Approved or Waiver Denied

▫ Submission status will be updated to a corresponding status

immediately after Fannie Mae’s response

▪ #4 – Detailed response comments from Fannie Mae

2

4

1

3


22. Property Inspections Workitem: Modification Request tab

22.1. You can request a Modification Request for the associated workitem

22.2. Modifications can only be requested when the submission status is set to Submission

Required, Submission Optional, Submission Required-Origination Inspection or

Resubmission Required (Note: Only one Due Date modification can be approved for the

life of the loan)

22.3. Property Inspection Modification Request tab screenshot:

#1 – New Modification Request

▪ A pop-up window will open for you to enter your request

▪ Refer to the Property Inspections Workitem: Making a Modification Request

for more details

#2 – Status of request

#3 – The Fannie Mae Approved Value

▪ Note: This may differ from what you requested (the Response Comments

should explain why)

#4 – Response Comments

▪ Comments from Fannie Mae to support the Approval or Denial of the request

1

2 3 4


23. Property Inspections Workitem: Making a Modification Request

23.1. From the Property Inspections Workitem Modification Request tab, select the

button

23.2. A pop-up will appear:

#1 – Select the Type of request

▪ Due Date

▪ Required # of Units

▪ Required # of Photos

▪ Form Type

▪ Inspection Type

▪ Manual Submission

#2 – Based on the Type of request, the current value of that field will be displayed

#3 – Enter the value you would like to request

#4 - Request Comments

▪ Enter comments to support the request

#5 – Once all of the information has been entered for the request, click the create

button

▪ Your modification requests must be approved or denied prior to you

submitting your property inspections with the requested values

1 2

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5


24. Property Inspections Workitem: History tab

24.1. You can see the history of events which have occurred to a specific workitem

24.2. Property Inspection History tab screenshot:


#2 – Time of the event

#3 – Date of the event

#4 – User ID performing the event (if applicable)

#5 – Comments related to the event

1 2 3 4 5


25. Property Inspections Workitem: Quality Review tab

25.1. You can view all comments from Fannie Mae regarding the submission of the

inspection workitems; If a resubmission is required, you can specifically view what

Fannie Mae requires to accept the submission

25.2. Property Inspection Quality Review tab screenshot:

#1 – Indicates if the inspection met Fannie Mae’s listed criteria

#2 – Specific feedback from Fannie Mae regarding a particular item


▪ Click the button to export the form and the related data to a Microsoft

Excel® file

#4 – Re-inspection Required

▪ Indicates if Fannie Mae requires a re-inspection of the property

#5 – Quality Review Comments

▪ Overall feedback from Fannie Mae regarding the inspection

1 2

5

3

4


26. Property Inspections Bulk Upload: Uploading Property Inspection

Forms

26.1. You can upload property inspection information to multiple Origination and Guideline

workitems using the property inspection MBA form

Alternatively, you can extract the data from the property inspection MBA form via the

workitem’s Data Extraction tab (See Property Inspections Workitem: Data

Extraction tab – Upload and Extract Data for more details)

26.2. To access this area, go to the Property Inspections Dashboard and click on the Bulk

Upload tab

26.3. To modify the downloaded Microsoft Excel® property inspection MBA forms (refer

to the Property Inspection Dashboard section), you must have Microsoft Excel®

application installed on your local machine

The property inspection MBA form is available in the Guides and Templates section of

the MAMP

26.4. Property Inspection Bulk Upload screenshot:

26.5.

#1 To upload an inspection form for extraction, click


▪ Select up to 20 documents to be attached (from your local machine)

▪ Click

#2 To remove the selected form click “Remove”

#3 Select save or submit from dropdown

#4 Click

▪ Note: There is a 35MB file size limit (per inspection report) when uploading

forms

Save/Submit Requirements

To save or submit the form the following conditions must be met

▪ Form Type must be MBA

▪ See sections 18.6 and 18.7 for complete list of save/submit requirements

▪ No Modification Requests in a Requested status can exist for the workitem.

26.6. Form will be uploaded, validated, with the results shown

If the file passes validations, data will be extracted from the file into the MAMP

database and the file will be loaded into the workitem attachments (Note: If multiple

1

3 2

4


inspection files are uploaded for an inspection workitem with a single bulk upload,

system will process all files and have the data populated from the last file)

If an error occurs an error file will be available to the user indicating the reason(s)

for rejection. When a file fails validation, neither the file or its data will be loaded to

the MAMP database.

The origination and guideline workitem must already exist in the Multifamily Asset

Management Portal and the Submission Status must be set to Submission Required,

Submission Optional, Submission required-Origination Inspection Resubmission

Required, Unlocked, Waiver Requested, Waiver Approved, or Waiver Denied

▪ Note: Save function is not applicable to workitems in Unlocked status.

Workitems in Unlocked status are Submit only.

26.7. When the Form Inspections tab of a workitem is in an editable status and the data

extraction has occurred for the workitem, the form will go into “Data Extraction Mode”

Data Extraction Mode will prevent users from manually entering data directly into the

workitem form

Data Extraction Mode will make text in any data extractable field appear grey

▪ Note: If user clicks on any fields while the form is in Data Extraction Mode,

they will be presented with a pop-up message “This field can only be edited by

using data extraction. If you need to change the value, please upload the

inspection form for data extraction.”

This excludes all fields in the Significant Issues, Watchlist, and Comments sections.

The fields in these sections will allow data to be manually entered, regardless of

data extraction mode.


27. Risk Monitoring Dashboard: Overview

27.1. The Risk Monitoring Dashboard provides you with access to all of the Risk

Monitoring workitems associated to your User ID

27.2. Risk Monitoring Dashboard screenshot:


Management Portal


#2 – Search Area




workitems



▪ Use the to remove all search filter criteria and search results


▪ Click the button to exports all pages of associated Risk Monitoring




▪ Clicking on a column heading that is underlined will sort the workitems in

ascending order by that column; A second click will sort the column in

descending order

#5 – Workitems

▪ Each row represents workitems most recent data at a single point in time


▪ Refer to Risk Monitoring Workitems section for more details

#6 – Pagination





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2

3 4

5

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28. Risk Monitoring Detail: Workitem Detail Overview

28.1. Risk Monitoring workitems are Servicer-level workitems created by the Risk

Monitoring dynamic rules engine

28.2. Risk Monitoring workitem screenshot:


Management Portal


#2 – Risk Monitoring workitems Form tab

▪ Refer to the Risk Monitoring Workitem: Forms tab - Saving/Submitting

Information section for more information

#3 – Risk Monitoring workitems History tab

▪ Shows the history of events that have occurred to a specific workitem,

including creation and submission

▪ Refer to the Risk Monitoring Workitem: History tab for more information

# 4 – Risk Monitoring workitems Bulk Upload tab


▪ Refer to the Risk Monitoring Bulk Upload: Uploading CSV files section for

more details

#5 - Risk Monitoring Results grid

▪ Displays workitem information and user editable fields if the workitem is

open

▪ Refer to Risk Monitoring: Workitem Form tab for more details

#6 – Jump to FM Loan #

▪ Allows the user to key in one loan number at a time to search within the

workitem

#7 – Pagination

1

2 3 4

5

6

6 7

7

8

9




▪ Pagination use will also function as a save

#8 – Export

▪ Click the button to exports all pages of associated financial statement



#9 – and buttons are used to save or submit updates made to workitems

▪ Refer to Risk Monitoring Detail: Workitem Form tab for more information on

and saving or submitting workitems


29. Risk Monitoring Detail: Workitem Form tab

29.1. All Risk Monitoring data is entered into the Risk Monitoring form tab

29.2. Workitems can either be open or closed

Workitems are open and editable when the submission due date has not passed

Workitems are closed and read only once the submission due date has passed

29.3. The loan submission status of a workitem can be in one of four statuses

Satisfied – Loan data has been submitted and the workitem’s due date has passed. The

loan data can no longer be edited.

Submission Required – Loan data has not been submitted and the workitem’s due date

has not passed. The loan data can be edited.

Submitted - Loan data has been submitted and the workitem’s due date has not passed.

The loan data can be edited.

Unresolved – Loan data has not been submitted and the workitem’s due date has

passed. The loan data can no longer be edited.

29.4. To save or submit the form, scroll to the bottom of the form and click or

29.5. Once the form is submitted successfully the loan submission status of the workitem

changes to Submitted

The loan submission status of the workitem status will update to Satisfied once the due

date has passed

29.6. In order to successfully save a form no information is required to be populated and any

data entered into the form will be saved

(Note : If any changes were made to a loan in Submitted status and saved, the status will

return to Submission Required)

29.7. In order to successfully submit a form the following information is required to be

populated

Servicer Loan Rating

▪ Users must select one of the following values from the dropdown:

▫ Pass, Pass Watch, Special Mention, Substandard, Doubtful, New

Acquisition

Question #1

▫ Users must select one either Yes or No

Questions #2

▫ Users must select either Yes or No

29.8. Comments are not a required field and are limited to 500 characters

29.9. When the Submit button is clicked, users will be notified if any loans fail the

validation with a popup message displaying the total number of loans that have

validation errors. Loans cannot be submitted with partial data.

Use to navigate to errors on multiple pages


30. Risk Monitoring Detail: Workitem History tab

30.1. You can see the history of events which have occurred to a specific workitem

30.2. Risk Monitoring History tab screenshot:


#2 – Time of the event

#3 – Date of the event

#4 – User ID performing the event (if applicable)

#5 – Comments related to the event

30.3. Workitems can either be open or closed

Workitems are open and editable when the submission due date has not passed

Workitems are closed and read only once the submission due date has passed

1 2 3 4 5


31. Risk Monitoring Detail: Workitem Bulk Upload tab

31.1. CSV Overview This is where you can upload a servicer’s risk monitoring information for multiple loan

workitems

One CSV file can contain one or many loan workitem record(s) for a servicer



Previously uploaded CSV files are associated with the same workitem, and displayed

in the grid

Data from the CSV file will override any previously saved or submitted data (Note : If

any changes were made to a loan in Submitted status and saved, the status will

return to Submission Required)

If a loan is not included in the CSV file, no update will be made to previously saved or

submitted data for that loan


The CSV files must contain 6 comma separated columns

▪ If an incorrect number of columns are provided, the entire file will be rejected

and a message will be displayed (“Field Count Error: Invalid CSV record.

Wrong number of fields.”)




rejected

31.3. Providing Risk Monitoring Information

To save a CSV file all of the following columns must be populated:

▪ Core Attributes:

◦ Column 1 (FM Loan #)

▪ Any other Column which contains data must meet the meet field criteria for

format and allowable values

To submit a CSV file all of the following columns must be populated:

▪ Core Attributes

▫ Column 1 (FM Loan #)

▪ Loan values

▫ Columns 3 (Servicer Loan Rating) 4 (Question #1) 5 (Question #2)

Optional Columns

▫ Column 2 (Servicer Loan #)

▫ Column 6 (Comments)


To access this area, go the Risk Monitoring Detail view of a workitem and click on the

Bulk Upload tab

Risk Monitoring Bulk upload screenshot:


▪ #1 – To upload a CSV click



▫ Click

▪ #2 – Select the file type that corresponds to the workitem type being uploaded

▫ Select “Risk Monitoring”

▪ #3 – Select save or submit status option from the dropdown that you want all

workitems in the attached CSV file to go into after uploading the file

▪ #4 – Click

▫ All of the records in the CSV will be reviewed in an automated process and

a success or error message will be presented


▫ To remove the file click the Delete button (Note: This will not remove the

information that was uploaded)



▫ Only the records which failed will not be uploaded, any successful records

will be processed


“_UploadError” appended to it

▪ #7 – Form Risk Monitoring Tab

▫ Will return you to the Form Risk Monitoring ▪ #8 – History Tab

▫ Will take you to the History Tab

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32. Data Change Request Dashboard: Overview

32.1. You can see all of the requested changes and the status for the data elements

associated with your Seller/Servicer numbers

32.2. Data Change Request Dashboard screenshot:

#1 - Navigation back to the Home Page

#2 – Search Area


▪ Enter/select values and click the button

▫ Entering no search criteria and clicking the button will return all of

the workitems


properties; you will need to remove this filter to see inactive property

workitems


clicking the selection(s)

▪ Use the button to remove all of the search filter criteria and search

results

#3 – Data Change Request tab

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#4 – New Request button

▪ Area where Users can enter a new data change request

▪ Refer to the New Data Change Request section for more details


▪ Changes the number of workitems displayed per page (to the selected value)


▪ Exports all pages of the associated data change request workitems into a

single Microsoft Excel® file



column; a second click will sort the column in descending order.

#8 – Workitems

▪ Each row represents a unique data change request for a given property and

data element

#9 – Pagination

▪ Allows Users to move to the next page of the workitems or to the previous

page of the workitems

#10 – Attachments Yes Hyperlink

▪ Allows users to click on Yes Hyperlink for a workitem to view or edit

documents attached


33. Data Change Request: Requesting a Data Element be changed

33.1. You can request to change data elements

33.2. To access this area, go to the Data Change Request Dashboard and click on the New

Request tab

33.3. New Data Change Request tab screenshot:

#1 – Enter the Fannie Mae Loan #, CUSIP #, or Deal ID

#2 – Click

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▪ If an exact match is found, the Property Name dropdown will populate with

the available properties

▪ If no match is found, a message will be displayed

#3 – Select the Property Name from the dropdown

#4 – Click

#5 – The data elements which may be requested to be changed will be populated

▪ The following elements may be requested to be changed:

▫ Lender/Servicer Name

▫ Property Name

▫ Property Address

▫ Property City

▫ Property State

▫ Property Zip

▫ Property County

▫ Property MSA Code

▫ Property MSA Description

▫ Lender/Servicer Loan Number

▫ Special Property Type

▫ Loan Rating

▫ Defeasance Indicator

▫ Total Units

▫ Acquisition Date

▫ Year Built

▫ Fiscal Year End

▫ Baseline NOI at Conversion Amount

▫ Baseline DSCR at Conversion (Combined if Supplemental)

▫ Baseline Total Expenses

▫ Baseline Effective Gross Income

▫ Baseline Net Operating Income

▫ Baseline DSCR at Delivery

▫ Baseline DSCR at Commitment (Combined if Supplemental)

▫ Combined Underwritten DSCR at Delivery

▫ Combined Actual DSCR at Delivery

#6 – Enter the desired value of the corresponding data element

#7 – Add comments next to requested change

#8 – Check the “Request” box

#9 – Read the disclaimer and check if appropriate

▪ The disclaimer check box must be checked in order to access the

button

#10 Attachments tab is used to add supporting information to the request

#11 – Click the button

▪ Once submitted, the individual data elements will be appended to the Data

Change Request Dashboard

▫ The initial submission status will be set to Data Change Requested. While

under review the status will change to Data Change Review In-Process.

Once Approved or Denied, the status will be immediately updated (Note:


If Approved, it may take a few days for the data element change to be

reflected in the Multifamily Asset Management Portal)


34. Data Change Request: Attachments Tab

34.1. You can attach, view, or delete documents related to the data change request (i.e. legal

documents supporting your request, property inspections and inspection photographs)

After request creation, attachments can be viewed and edited from the dashboard by

clicking on the link in the attachments column for the workitem

34.2. All documents attached will be associated to all data change elements selected during

the same New Data Change Request process

▪ Attachments added after request creation will be associated to all requests

which were created during the same New Request action, as long as the

submission status allows for it

34.3. Data Change Request: Attachments Tab Screenshot:

#1 – Navigation back to the Home Page

#2 – New Request tab to change data elements

#3 – To attach a document, click



▪ Click

#4 – Select the file description from the dropdown

#5 – Other File Description allows the user to enter an additional file description

#6 – Click

▪ Attachments can be added when the submission status is Data Change

Requested or Data Change Review In-Process

▪ The file should attach to the tab and be displayed in the grid


#7 – File Name Column shows the files attached

▪ Click on a file to open the attached object

#8 – User Name Column displays which user uploaded the attachment

#9 – The File description column displays a concatenation of File Description drop

down (4) and (5) Other File Description

#10 – Date Column displays when the file was uploaded

#11 – Delete button lets you remove the file(s) that was uploaded

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▪ Attachments can be deleted when the submission status is Data Change

Requested


35. My Portfolio: Searching

35.1. Provides access to all of the active and inactive deals, loans, and properties for the

Seller/Servicer numbers associated with your User ID and shows any workitems

associated with those records.

Exception: Structured Transaction deal-level financial statement workitems cannot be

accessed from My Portfolio

35.2. To perform a search, enter your search criteria into the search area and click the

button; To return all of your records without any filtering click the

button without entering any search criteria

35.3. My Portfolio Search Area screenshot:


Management Portal

▪ Click Home in the Navigation Trail to go back to the Home Page

#2 – Loan and Deal search fields

#3 – Property search fields

▪ Property Status is set to Active by default

#4 – Workitem search fields

▪ Certain fields are specific to either Financial Statement (FS) or Property

Inspection (PI) workitems (i.e., Statement Period is FS specific and Inspection

Overall Rating is PI specific) and will only return records that have workitems

specific to the type indicated

▪ When populated, only records with matching workitems will be returned in

the results

#5 – AND/OR join

▪ AND searches for records that contain all of the specified search criteria

▪ OR searches for records that contain at least one of the specified search

criteria

#6 –

▪ Allows the User to search for specific records based on the search fields

▪ If no values are entered into the search fields, then all records will be returned

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#7 – Clear All

▪ Clears all search criteria and search results

▪ Property Status will be set to Active

35.4. Populating Search Fields

Date fields (i.e., Acquisition Date) will automatically format as a date since the User

types will only allow numeric characters to be entered

Currency fields (i.e., Acquisition Unpaid Principal Balance (UPB)), will automatically

format with commas since the User types will only allow numeric characters to be

entered

Dropdown fields (e.g., State) will provide values for the User to select

▪ Multiples can be selected by holding the Ctrl key + clicking the mouse

▪ Groups can be selected by clicking on the first value in a group, then holding

the Shift key + clicking the last value in a group

▪ To clear a particular Dropdown field selection, deselect the values from the

dropdown by clicking on the highlighted values (Note: Manually deleting the

text in the field will not clear the search)


36. My Portfolio: Search Results

36.1. Provides access to all of the active and inactive deals, loans, and properties for the

Seller/Servicer numbers associated with your User ID and shows any workitems

associated with those records

Exception: Structured Transaction deal-level financial statement workitems cannot be

accessed from My Portfolio

36.2. Once you have completed a search, , the results will be presented

36.3. My Portfolio Search Results screenshot:

#1 – Summary of search results

#2 – Create Adhoc Requirement button

▪ Area where Users can create workitems which do not yet exist for a property

▪ Refer to My Portfolio: Creating New “Ad-Hoc” Workitems section for more

details


▪ Exports all pages of the search results into a single Microsoft Excel® file

▪ Export only includes property level information; it does not include workitem

level information


▪ Clicking on a column heading will sort the properties in ascending order in

that column; A second click will sort the column in descending order

#5 – Expand/Collapse button

▪ Clicking the or will show or hide all workitems for the associated

property (respectively)

▪ Button only appears when workitems exist for the property

#6 – Associated workitems

▪ Each row represents a unique workitem

▪ Click on any value in the row to open the corresponding workitem

▫ To return to the results in My Portfolio, click on “My Portfolio” in the

navigation trail of the workitem. The search criteria and search results in

My Portfolio will be saved by using this function. (Note: Please do not

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use the ‘Back’ button on your internet browser to return to My Portfolio as

the ‘Back’ button on your internet browser is not designed to return to My

Portfolio)

▪ Multiple loans may share the same workitem if they are on the same property

▫ The same workitem will appear under every associated loan/property

▫ The Primary Asset’s loan # for a particular workitem is identified in

the Primary Loan # column

#7 – Primary Asset Indicator

▪ Indicates which property/loan is considered the primary when multiple loans

exist for the same property

▪ Primary property is where current workitems will be stored

▪ Checkbox used in conjunction with Create Adhoc Requirement button to

begin the Ad-Hoc workitem creation process

▫ Refer to My Portfolio: Creating New “Ad-Hoc” Workitems section for

more details

#8 – Record count

▪ Displays how many records out of the total number of records in the search

result that the User is viewing on the current page

#9 – Pagination

▪ Allows Users to move to the next page, last page, previous page, first page, or

a specific page of workitems




37. My Portfolio: Creating New “Ad-Hoc” Workitems

37.1. Provides the ability to create new workitems which do not exist

Financial Statements (FS) are considered unique based upon the Frequency and the

Period End Date

▪ Exception: Structured Transaction deal-level financial statement workitems

cannot be created through the ad-hoc process.

Property Inspections (PI) are considered unique based upon the Due Date

Creating an Ad-Hoc requirement does not change the automated Multifamily Asset

Management Portal rules (For example, if you provide a quarterly FS for a property

(when an annual FS is required), the MAMP will not automatically create additional

quarterly FSs going forward

Creating an Ad-Hoc requirement will prevent the Multifamily Asset Management

Portal from creating an additional duplicate requirement (For example, if you create

an Annual 12/31/2008 FS workitem, the MAMP will not create an additional

Annual 12/31/2008 FS workitem

37.2. My Portfolio screenshot 1:

37.3. #1 – To begin the creation process, select a property

Only properties with the Primary Asset checkbox can have workitems created

You can select one or numerous properties

▪ All of the selected properties will receive its own workitem

37.4. #2 – Click the Create Adhoc Requirement button

Note that an Annual 12/31/2007 FS workitem and 9/25/2008 PI workitem already

exist for the example

37.5. Once you click the Create Adhoc Requirement button, another screen will popup

37.6. Adhoc Worksheet screenshot 1:

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#1 – Lists all of the selected properties

▪ Note that the Result column indicates “Selected” (This means no action has

occurred yet)

▪ If you want to change the selected properties, you must close the Adhoc

Worksheet and reselect the desired properties

#2 – Closes Adhoc Worksheet

#3 – Workitem Type

▪ User can select which type of workitem to create (i.e., Financial Statement or

Property Inspection)

#4 – Frequency of Workitem

▪ Only required when the Workitem Type is set to Financial Statement

#5 – Period End Date of Workitem

▪ Only required when the Workitem Type is set to Financial Statement

▪ Dependent upon the selection for Frequency

▫ Displays a dropdown for Period End Dates (in a ±3 year range) which

correspond to the Frequency selection

◦ A selection of “Other” for Frequency will allow the User to input

any date

#6 – Due Date

▪ User can specify when the workitem will become due

#7 – Form Type

▪ Dependent upon the selection for Workitem Type

▫ FSs and PIs can only have a single Form Type associated with them

#8 – Workitem Required

▪ Indicates whether or not this workitem is required under the agreement

#9 – button

▪ Submits Adhoc Worksheet

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▫ The Multifamily Asset Management Portal will evaluate the data

entered for the selected properties and create workitems where the

validations pass

#10-Data Type

▪ User can select a Data Type that corresponds to the Frequency selected

▫ Defines the range of data being requested for the requirement

▪ Only available when the Workitem Type = Financial Statement

▪ Disabled until Frequency is selected

Adhoc Worksheet screenshot 2:

▪ #1 – The Result column will indicate if the workitem was created

▫ If a validation fails for a particular property, the Result and Comments

columns will state the reason; The Multifamily Asset Management Portal

will continue creating workitems for the properties which passed the

validation

▪ The Adhoc Worksheet cannot be modified at this point; a new request to

adjust any data must be submitted

▪ Once the User closes the Adhoc Worksheet, new workitems will be displayed

under the respective loan/property record in My Portfolio; New workitems will

also be available in the Financial Statement Dashboard or the Property

Inspection Dashboard

My Portfolio screenshot 2:

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▪ #1 – New workitem

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38. Reports

38.1. Show various statistics and details and assist in the management of your portfolio; You

can choose from a list of reports and specify various inputs

38.2. Results are from the current day’s data or from the prior day’s data and only show

active properties for the records associated with your User account

38.3. Reports screenshot:


Management Portal


#2 – Report Selection

▪ Choose a report from the dropdown list

▪ Once a report is selected, filters will be presented based upon that report

#3 – Filters

▪ Vary by report

▪ All filters must have at least one (1) entry or the NULL checkbox must be

selected

▫ NULL means All

▪ Once the filters are entered, click to run the report

#4 – Pagination


a specific page of results to move to

#5 – Zoom level

▪ Makes the report display larger or smaller

#6 – Find

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▪ Enter a value into the entry box and click Find to search for it in the report

#7 – Export

▪ Click and then select Excel from the dropdown immediately to the

right

#8 – Report results

▪ Displayed when is clicked

▪ Selected filters are displayed at the top of the area and will also be in the

export


39. Notifications Dashboard: Overview

39.1. High level activity regarding the FS workitem, PI workitem, data change requests, and

loan rating changes; Notifications are sent when Waivers, Data Change or Modification

Requests are Approved or Denied, Due Dates or Loan Ratings change

39.2. Notifications Dashboard screenshot:


Management Portal


#2 – Search Area

▪ Allows the User to Search for specific notifications based on the search fields

▪ Enter/select values and click the button


notifications


▪ Click the button to export all pages of the notifications into a single

Microsoft Excel® file




#5 – Notifications

▪ Each row represents a unique notification

▪ Click on any value in the row to open the corresponding notification to

display more details

#6 – Pagination


the specific page of workitems to move to



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40. Action Plan Dashboard: Overview

40.1. The Action Plan Dashboard provides access to all of the Action Plan workitems for

the Seller/Servicer numbers which are associated with your User ID

40.2. Action Plan Dashboard screenshot:

Submission Required/Not Required Tab (Default- See # 3)

Submitted Tab (See #4)


Management Portal

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#2 – Search Area


▪ Only returns workitems in a Submission Required, Not Required, Submission

Past Due, and Resubmission Required status



workitems




#3 – Submission Required/Not Required tab

▪ Allows users to Search for specific workitems based on search fields

▪ Only returns workitems in one of the following statuses: Resubmission

Required, Submission Past Due, Submission Required, or Not Required



submitted workitems




#4 – Submitted Tab


▪ Only returns workitems in Submitted status



submitted workitems


properties






▪ Refer to the Action Plan Bulk Upload: Uploading CSV files section for more

details


▪ Click the button to export all pages of the associated action plan






#8 – Workitems

▪ Each row represents a unique workitem for a given Group ID and frequency



▪ Workitems in Submission Past Due status will be displayed in red text

▪ Refer to the Action Plan Workitems section for more details

#9 – Pagination






41. Action Plan Bulk Upload: Uploading CSV files

41.1. CSV Overview

This is where you can upload Action Plan information for multiple workitems





status allows for it


overwritten if the submission status Submission Required, Submission Past Due,

Resubmission Required, Not Required




at Guides and Templates > Forms > CSV File Specifications > AP CSV Bulk

Upload Specifications



being uploaded in a row


criteria

▪ If a CSV file row is not properly populated for a workitem, all rows for that

workitem will be rejected

The appropriate CSV file format must be used

The CSV files must contain 64 comma separated columns and all rows for required

record types

▪ If an incorrect number of columns are provided in a row, the row will be

rejected and a message will be displayed in the error file (“Field Count Error:

Invalid CSV record. Wrong number of fields.”)

▪ If an incorrect number of columns are provided for all rows in the CSV file, a

message will be displayed on the Bulk Upload Dashboard (“Field Count Error:





rejected

41.3. Providing Action Plan Information

Rows containing Action Plan information must have the following columns populated:

▪ Core Attribute Data (Applies to all rows in the CSV file)

▫ Columns 1-4

Loan Level Information (Record Type 1)

▪ Servicer Asset Manager

▫ Column 5


▪ Sponsor Net Worth

▫ Column 8

▫ Required if Sponsor Financial As of Date is populated AND Sponsor

Liquidity AND Sponsor Cash Flow are blank.

▪ Sponsor Liquidity

▫ Column 9


Net Worth AND Sponsor Cash Flow are blank.

▪ Sponsor Cash Flow($)

▫ Column 10


Net Worth AND Sponsor Liquidity are blank.

▪ Sponsor Financial As of Date

▫ Column 11

▫ Required if Sponsor Net Worth and/or Sponsor Liquidity and/or

Sponsor Cash Flow are populated.

▪ KP Name

▫ Column 12

▪ Loss Share % of Standard

▫ Column 13

▫ Not required when Loss Sharing = No Recourse or is blank

▪ Maximum Loss Share %

▫ Column 14

▫ Not required when Loss Sharing = No Recourse or is blank

▪ Borrower / KP Capacity and Commitment

▫ Column 15

▪ Outstanding Issues

▫ Column 16

▪ Overall Strengths and Weaknesses

▫ Column 17

▪ Asset Management Conclusions / Strategy / Action Plan

▫ Column 18

Loan Level Information (Record Type 2)

▪ FM Loan Number

▫ Column 19

▪ Maturity UPB

▫ Column 20

▪ Amortization

▫ Column 21

▪ IO End Date

▫ Column 22

▫ Required if Amortization = 4

▪ Stressed DSCR

▫ Column 23

▫ Required if Amortization = 3 or 4

▪ Recent DSCR


▫ Column 24

▪ Recent DSCR As of Date

▫ Column 25

▪ Other Collateral Amount ($)

▫ Column 27

▫ Required if Other Collateral Type is populated

▪ Cross Collateralized

▫ Column 28

▪ Cross Defaulted

▫ Column 29

▪ Total Equity Investment ($)

▫ Column 30

KP Total Exposure (Record Type 3)

▪ Record Type 3 is optional; however if being provided, the following must be

populated

▪ FM Loan Number

▫ Column 32

▪ Maturity UPB

▫ Column 33

▪ Amortization

▫ Column 34

▪ IO End Date

▫ Column 35

▫ Required if Amortization = 4

▪ Stressed DSCR

▫ Column 36

▫ Required if Amortization = 3 or 4

▪ Recent DSCR

▫ Column 37

▪ Recent DSCR As of Date

▫ Column 38

▪ Other Collateral Amount ($)

▫ Column 40

▫ Required if Other Collateral Type is populated

▪ Cross Collateralized

▫ Column 41

▪ Cross Defaulted

▫ Column 42

Property Collateral Information (Record Type 4)

▪ FM Loan Number

▫ Column 43

▪ Asset Sequence Number

▫ Column 44

▪ Management Company

▫ Column 45

▪ Mgt./Owner Affiliated


▫ Column 46

▪ Property Class

▫ Column 48

▪ Replacement Reserves Waived

▫ Column 49

▪ Replacement Reserves Balance

▫ Column 50

▪ Replacement Reserves Used (YTD)

▫ Column 51

▪ Tax Credit

▫ Column 52

▪ Tax Credit Syndicator

▫ Column 53

▫ Required if Tax Credit = 1

▪ Tax Credit Expiration Date

▫ Column 54


▪ Compliance Period End Date

▫ Column 55


▪ Estimated Recapture Amount($)

▫ Column 56


▪ Collateral Description and Condition / Market Demographics

▫ Column 57

▪ Property Financial Analysis

▫ Column 58

▪ Date

▫ Column 59

▪ Valuation Type

▫ Column 60

▪ Comment

▫ Column 61

▪ NCF after CapEx

▫ Column 62

▪ Cap Rate

▫ Column 63

▫ Not required when Valuation Type = 5

▪ Value

▫ Column 64

When uploading Action Plan information, the workitem must already exist in the

Multifamily Asset Management Portal and the Submission Status must be set to

Submission Required, Submission Past Due, Resubmission Required, or Not

Required.



To access this area, go to the Action Plan Dashboard and click on the Bulk Upload tab

Action Plan Bulk Upload screenshot:




▫ Click

▪ #2 - Select the submission status option from the dropdown that you want all

workitems in the attached CSV file to go into after uploading the file (Note: If

you select Submit, you will not be able to edit the workitem later)

▪ #3 – Click







▫ To view the error file, click on the link





“_Upload Error” appended to it

▪ #6 – Action Plan Dashboard Tabs

▫ Will return you to the selected Action Plan Dashboard

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42. Action Plan Workitem: Overview

42.1. The Action Plan workitem represents a unique Period (i.e. Feb/2015) for a specific

Group ID; it is where a User can enter or review the Action Plan information and attach

related documents.

42.2. A Group ID represents all of the active assets that share a FM Loan Number or

Linkage ID. Any Asset which shares a (Linkage ID and 5-digit Servicer number) or (FM

Loan Number and 5-digit Servicer number) will be issued the same Group ID.

42.3. As a result, AP workitems can be created with the following configurations

▫ One loan, one property

▫ One loan, many properties

▫ Many loans (all liens), one property

▫ Many loans (all liens), many properties

42.4. Action Plan workitem screenshot:



Management Portal

▪ Click Home in navigation trail to go back to Home Page or click Action Plan

Dashboard to return to the Action Plan Dashboard


▪ Displays Workitem, Loan and Property information



file

#4 – Action Plan Forms tab

▪ Where Action Plan Loan, KP Total Exposure, Additional Lender Input and

Property information is entered

▪ Refer to Action Plan Workitems: Forms tab – Saving and Submitting

Information section for more information


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▪ Refer to Action Plan Workitem: Attachments tab - Attaching Documents

section for more information

#6 – History tab

▪ Shows the history of events to occur to a specific workitem including creation,

saves, and submission

▪ Refer to Action Plan Workitem: History tab for more information.

#7 – Additional KP Exposure button

▪ Where additional Loans can be manually added to the workitem

▪ There can be multiple KP loans associated with the workitem

▪ Refer to Action Plan Workitem: KP Total Exposure for more information

#8 – Remove link

▪ Where KP Loans can be manually removed from the workitem

▪ Refer to Action Plan Workitem: KP Total Exposure for more information

#9 – Pagination


the specific page of the Property Level Information section they want to move

to


43. Action Plan Workitem: Form tab – Saving and Submitting Information

43.1. To save or submit a form scroll to the bottom of the form and click or

For Action Plan workitems, validations are performed when Submit is clicked.

▪ Use to navigate to errors on multiple pages in the Property

Level Information section

43.2. The forms can only be edited, saved, and submitted when the submission status is

Submission Required, Resubmission Required, Submission Past Due or Not

Required.

43.3. Once the form is submitted, the submission status of the workitem changes to

Submitted. Workitems that have a Submitted status will be available through the

Submitted Tab on the Action Plan Dashboard. See Section “42. Action Plan

Dashboard: Overview” for more details.

43.4. No fields are required to be populated for . However, if populated, fields must

not contain any formatting issues to save successfully.

43.5. In order to submit an Action Plan form, the following information must be

populated, unless otherwise specified:

Loan Level Information

Servicer Asset Manager

Sponsor Net Worth

▪ Only required if Sponsor Financial As of Date is populated AND Sponsor

Liquidity AND Sponsor Cash Flow are blank

Sponsor Liquidity

▪ Only required if Sponsor Financial As of Date is populated AND Sponsor Net

Worth AND Sponsor Cash Flow are blank

Sponsor Cash Flow ($)

▪ Only required if Sponsor Financial As of Date is populated AND Sponsor Net

Worth AND Sponsor Liquidity are blank

Sponsor Financial As of Date

▪ Only required if Sponsor Net Worth and/or Sponsor Liquidity and/or Sponsor

Cash Flow are populated

KP Name

Loss Share % of Standard

▪ Not required only when Loss Sharing = No Recourse or is blank

Maximum Loss Share %

▪ Not required only when Loss Sharing = No Recourse or is blank

Maturity UPB


Amortization

IO End Date

▪ Only required if Amortization = Interest Only - Partial

Stressed DSCR

▪ Only required if Amortization = Interest Only - Full or Interest Only - Partial

Recent DSCR

Recent DSCR As of Date

Other Collateral Amount ($)

▪ Only required if Other Collateral Type is populated

Cross Collateralized

Cross Defaulted

Total Equity Investment ($)

KP Total Exposure – only applicable when Additional KP Exposure is added

Maturity UPB

Amortization

IO End Date

▪ Only required if Amortization = Interest Only - Partial

Stressed DSCR

▪ Only required if Amortization = Interest Only - Full or Interest Only - Partial

Recent DSCR

Recent DSCR As of Date

Other Collateral Amount ($)

▪ Only required if Other Collateral Type is populated

Cross Collateralized

Cross Defaulted

Additional Lender Input

Borrower/KP Capacity & Commitment

Outstanding Issues

Overall Strengths and Weaknesses

Asset Management Conclusions/Strategy/Action Plan

Property Level Information

Management Company

Mgt/Owner Affiliated

Property Class

Replacement Reserves Waived

Replacement Reserves Balance ($)

Replacement Reserves Used YTD ($)

Tax Credit

Tax Credit Syndicator

▪ Only required if Tax Credit = Y

Tax Credit Expiration Date


Compliance Period End Date


Estimated Recapture Amount ($)



Collateral Description and Condition/Market Demographics

Property Financial Analysis

Type

Date

Comment

NCF after CapEx

Cap Rate

▪ Not required when Valuation Type = Servicer Asset Manager Estimate (Per

Door)

Value

43.6. A successful save or submit message will be presented if all required fields are

populated

43.7. A detailed error message will be presented when you attempt to save or submit and

required information is not populated (Note: No data will be saved until all required

data is populated)

43.8. For the Action Plan form, calculations will be calculated in real time as data is keyed

in


44. Action Plan Workitem: KP Total Exposure – Add and Remove KP

Records

44.1. To add additional Loans to the workitem, first click on the Additional KP Exposure

button

This button is disabled when the workitem’s submission status is Submitted

Additional KP Exposure can be added in the form before submitting the form.

44.2. The Add KP Exposure Search pop up will display:

#1- Enter in either the Fannie Mae Loan Number or the Property Name into the

Search fields

▪ Only one field can be populated at a time for the search

▪ Multiple FM Loan Numbers can be entered separated by a comma

▪ Property Names can be entered as a wild card (all properties will be returned

that match the text entered in the Property Name field)

▪ Loans already included in the workitem will not be returned in the search

results

#2 - Clicking on the Search button will return loan records based on your search

criteria that you can then add to the workitem

#3 - Clicking on the Close button will close the pop up

1

2

3


#4 – Search results will be presented in a grid. Select which loans to add to the

workitem by clicking the check boxes associated to the record

▪ All records can be selected by clicking on the master check box in the column

header:

#5 – Clicking on the Add KP Exposure button will add the selected loans to the

workitem

▪ NOTE: The total maximum number of loans allowed on the workitem is 70.

Exceeding this limit will result in an error and you will be asked to refine your

selection

To remove a KP Exposure Record, click on the link in the KP Total

Exposure section of the workitem

▪ You will be prompted to verify the action, click OK to proceed with the

Removal or click Cancel to close the pop up:

5

4


45. Action Plan Workitem: Attachments tab - Attaching Documents

45.1. This is the area where you can attach, view or delete documents related to the

workitem

45.2. For Action Plan workitems, attachments can only be added or deleted when the

submission status is Submission Required, Resubmission Required, Submission Past

Due or Not Required

45.3. Action Plan Attachments tab screenshot:




▪ Click

▪ Click


area












1

2 3


46. Action Plan Workitem: History tab


specific workitem

46.2. Action Plan History tab screenshot:




#4 – User name performing event (if applicable)


1 2 3 4 5


47. Catastrophic Events Dashboard: Overview

47.1. The Catastrophic Events Dashboard provides access to all of the Catastrophic Event

workitems for the Seller/Servicer numbers which are associated with your User ID

47.2. Catastrophic Events Dashboard screenshot:


Management Portal


#2 – Search Area



▪ Entering no search criteria and clicking search will return all of your

workitems

▪ Dropdowns typically allow multiple selections by using the Ctrl key +





▪ Refer to the Catastrophic Events: Uploading CSV files section for more

details


▪ Click the button to export all pages of the associated Catastrophic

Event workitems into a single Microsoft Excel® file (Note: A limit may be

imposed on the number of workitems allowed in a single export)

#5 – Create Adhoc Requirement

2

1

7

5

6

9

3

4

8


▪ Click the button to manually create a

Catastrophic Events workitem for selected properties

▪ Refer to the Catastrophic Events Dashboard: Create Adhoc Requirement

section for more details




#7 – Workitems

▪ Each row represents a unique workitem for a given Property and Event Code


▪ Refer to the Catastrophic Events Workitems section for more details

#8 – Pagination






48. Catastrophic Events Dashboard: Create an Adhoc Requirement

48.1. The adhoc functionality provides the ability to create Catastrophic Event

Workitems for properties that were not originally identified in the creation of

Catastrophic Events.

Clicking on the button in the Catastrophic Events

Dashboard will navigate you to the Adhoc Requirement page

#1- Enter in either the Fannie Mae Loan Number or the Property Name into the

Search fields

▪ Only one field can be populated at a time for the search

▪ Multiple FM Loan Numbers can be entered separated by a comma

▪ Property Names can be entered as a wild card (All properties will be returned

that match the text entered in the Property Name field)

#2 - Clicking on the Search button will return property records based off of your

search criteria that you can then select to create the workitem

#3 - Clicking on the Close button will close Adhoc Requirement Page and navigate

you back to the Catastrophic Events Dashboard

Adhoc Requirement Page with Search Results:

#4 – Select which properties to add to the workitem by clicking the check boxes

associated to the record

5

4

6

1

3 2


▪ All records can be selected by clicking on the master check box in the column

header:

#5 – Select the Event Name from the dropdown that you would like the adhoc

workitem to be created for

▪ Then Event Name dropdown is populated with the names of active

Catastrophic Events

#6 – Click on the Add Adhoc Requirement button to create an adhoc Catastrophic

Event workitem for the selected property and event name

▪ The loan/property and event name combination must pass validations before

the workitem can be created

▪ The adhoc Catastrophic Event workitem will be initially set to a Submission

Required status

▪ The Result and Comments columns in the Adhoc Requirement page will be

updated to reflect the workitem creation status


49. Catastrophic Events Bulk Upload: Uploading CSV files

49.1. CSV Overview

This is where you can upload Catastrophic Event information for multiple workitems





status is Submission Required, Submission in Progress, Completed, or Not Required


overwritten if the submission status allows for it




at Guides and Templates > Forms > CSV File Specifications > Catastrophic Events

CSV Bulk Upload Specifications



being uploaded in a row


criteria

▪ If a CSV file row is not properly populated, the row will be rejected

The appropriate CSV file format must be used

The CSV files must contain 20 comma separated columns

▪ If an incorrect number of columns are provided in a row, the row will be

rejected and a message will be displayed in the error file (“Field Count Error:


▪ If an incorrect number of columns are provided for all rows in the CSV file, a

message will be displayed on the Bulk Upload Dashboard (“Field Count Error:





rejected

49.3. Providing Catastrophic Event Information

Rows containing Catastrophic Event information must have the following columns

populated:

▪ Core Attribute Data (Applies to all rows in the CSV file)

▫ Column 1: Event Code

◦ Event Code is a unique value issued when a Catastrophic Event is created

in the Portal. The Event Code for a particular workitem can be found in

the CE Dashboard results grid and on the workitem itself. See sections

49 and 52.


▫ Column 2: Fannie Mae Loan Number

▫ Column 3: Asset Sequence Number

▪ Questions and Comments

▫ Column 5: Name of Asset Manager contacting the borrower/sponsor

▫ Column 6: Servicer Asset Manager phone number

In addition to the required columns noted above, the following columns are required to

set the workitem to Completed status once uploaded:

▪ Column 4: Servicer Loan Number

▪ Column 7: Has borrower been contacted to verify property condition and

estimated damage?

▪ Column 8: Is the loan delinquent?

▪ Column 9: Did property experience any damage from the event?

▪ Column 10: If property sustained damage from event, select primary cause

▪ Column 11: Brief description of any damage sustained

▪ Column 12: Are repairs planned currently underway, or completed?

▪ Column 13: Is the property currently fully or partially evacuated?

▪ Column 14: Did the event cause loss of life or serious injury that required

hospitalization?

▪ Column 15: Has the property been the subject of any media?

▪ Column 16: If yes, provide source or link

▪ Column 17: Has the property been inspected by servicer or inspection

company after event?

▪ Column 18: In which flood zone is the property located?

▪ Column 19: Is the property located in a Tier 1 Wind County

▪ Column 20: Is it anticipated that an insurance claim will be filed or has been

filed?

There are some exceptions where a workitem can still be set to Completed status

without populating all columns:

▪ If Column 9 = 1 (No damage), then the following columns are not required

and eliminated from validation: Columns 4, 8, 10, 11, 12, 14, 15, 16, 17, 18,

19, 20

▪ If Column 15 = 0 (No), then Column 16 is not required and eliminated from

validation

▪ If the event type is not Flood, then Column 18 is not required and eliminated

from validation

Outside of the exceptions noted in section 51.3.3, if any columns are not populated, the

workitem will be set to Submission in Progress status once uploaded.

When uploading Catastrophic Event information, the workitem must already exist in

the Multifamily Asset Management Portal and the Submission Status must be set to

Submission Required, Submission in Progress, Not Required or Completed.

Catastrophic Workitems will remain in an editable status after a successful bulk upload

and can be re-uploaded to if necessary.



To access this area, go to the Catastrophic Events Dashboard and click on the Bulk

Upload tab

Catastrophic Events Bulk Upload screenshot:




▫ Click

▪ #2 – Click











“_Upload Error” appended to it

▪ #5 – Catastrophic Events Dashboard Tab

▫ Will return you to the Catastrophic Events Dashboard

1

2

3

4

5


50. Catastrophic Events Workitem: Overview

50.1. The Catastrophic Events workitem represents a unique property for a specific

Catastrophic Event; it is where a User can enter or review the Catastrophic Event

information and attach related documents.

50.2. Catastrophic Event workitem screenshot:


Management Portal

▪ Click Home in navigation trail to go back to Home Page or click Catastrophic

Events Dashboard to return to the Catastrophic Events Dashboard


▪ Displays Workitem, Loan and Property information



file

#4 – Quick Response Form tab

▪ Where Catastrophic Event information is entered

2

3

5 6

1

4


▪ Refer to Catastrophic Events Workitems: Forms tab - Submitting Information

section for more information



▪ Refer to Catastrophic Events Workitem: Attachments tab - Attaching


#6 – History tab

▪ Shows the history of events to occur to a specific workitem including creation

and submission

▪ Refer to Catastrophic Events Workitem: History tab for more information.


51. Catastrophic Events Workitem: Quick Response Form –Submitting

Information

51.1. To submit a form scroll to the bottom of the form and click

For Catastrophic Event workitems, validations are performed when Submit is clicked.

Once the form is submitted, the submission status of the workitem changes to

Completed or Submission in Progress

In order to submit a Quick Response form, the following information must be

populated:

Quick Response Information

▪ Name of asset manager contacting the borrower/sponsor

▪ Servicer asset manager phone number

A Quick Response form will be set to a status of Completed if:

▪ All fields on the form have been populated and Submit is clicked

▪ The following fields have been populated and Submit is clicked:

▫ Did property experience any damage form the event?

◦ Selected “No Damage”

▫ Name of asset manager contacting the borrower/sponsor

▫ Servicer asset manager phone number

▫ Has borrower been contacted to verify property condition and

estimated damage?

▫ Is the property currently fully or partially evacuated?

▪ The following fields have been populated and Submit is clicked:

▫ Did property experience any damage form the event?

◦ Selected “No Damage”

▫ Name of asset manager contacting the borrower/sponsor

▫ Servicer asset manager phone number

▫ Has borrower been contacted to verify property condition and

estimated damage?

▫ Is the loan delinquent?

▪ Otherwise, the Quick response form will be set to a status of Submission in

Progress

▪ A Quick Response form can toggle between Completed and Submission in

Progress depending on which fields are populated each time the workitem is

Submitted

▫ This is allowed to happen until the event is closed

51.2. The Quick Response form cannot be edited when it is in a Closed or Closed – No

/ Partial Submission status.


52. Catastrophic Events Workitem: 4261 Workitem

52.1. If the estimated damage assessment for a property is reported as Greater than or equal

to $500K (A) on the Quick Response form or Bulk Upload, a new 4261 Property

Inspection workitem will be created if the Property Linkage ID does not already have an

existing PI 4261 workitem in a Submission Required or Submission Optional status

▪ If a 4261 Property Inspection workitem associated to the Property Linkage ID

already exists in Submission Required or Submission Optional status, the

existing 4261 Property Inspection workitem will be updated with a history

event that contains a link to the associated Catastrophic Event workitem.

Screenshot of the estimated damage assessment drop down:

52.2. 4261 Property Inspection workitems that are associated to Catastrophic Event

workitems can be accessed through the Catastrophic Events Dashboard by clicking on

the link in the (B) 4261 Required Column or by searching for the workitem in the

Property Inspection Dashboard

Screenshot of the Catastrophic Event Dashboard:

52.3. 4261 Property Inspection workitems that are associated to Catastrophic Event

workitems will be updated with a history event column titled “Catastrophic Event” that

contains a link to the associated Catastrophic Event Workitem (C).

The history grid can be accessed from the 4261 Property Inspection workitem by

clicking on the History Tab

Screenshot of the 4261 Property Inspection workitem history grid:

A

B


C


53. Catastrophic Events Workitem: Attachments tab - Attaching

Documents

53.1. This is the area where you can attach, view or delete documents related to the

workitem.

53.2. For Catastrophic Event workitems, attachments can only be added or deleted when the

submission status is Submission Required, Completed, Not Required and Submission in

Progress

53.3. Catastrophic Events Attachments tab screenshot:




▪ Click


▪ Click


area












1

2 3


54. Catastrophic Events Workitem: History tab


specific workitem

54.2. Catastrophic Event History tab screenshot:




#4 – User name performing event (if applicable)


1 2 3 4 5


55. Borrower Request Dashboard: Overview

55.1. The Borrower Request Dashboard provides users with the ability to create, modify and

view Borrower Request workitems.

55.2. Borrower Request dashboard screenshot:

55.3. #1 – Navigation Trail indicates your current location in the Multifamily Asset

Management Portal

Click Home in navigation trail to go back to Home Page

55.4. #2 – Search Area

Allows users to Search for specific workitems based on search fields

Enter/select values and click the Search button

Entering no search criteria and clicking will return all workitems you have

access to

Dropdowns typically allow multiple selections by using the Ctrl key + clicking your

selections

Use to remove all search filter criteria and search results

55.5. #3 – Create New Request Tab

Allows users to create Borrower Request workitems

Refer to the Borrower Request Dashboard: Create Workitem section for more

details

55.6. #4 - Column Headers

Click on a column heading to sort the workitem in ascending order in that column.

A second click will sort the column in descending order

55.7. #5 - Workitems

Each row represents a Borrower Request Workitem

Clicking on any value in the row will open the workitem

Refer to the Borrower Request Workitem section for more details

55.8. #6 – Modify Request

2

1

3

4

5

6 7

8 9


55.9. Allows the user to make updates to workitems. See Borrower Request

Dashboard: Modify Workitem for more details

55.10. #7 – Export (to Microsoft Excel®) button

Clicking the Export button will extract all returned workitems into a single

Microsoft Excel® file. (Note: A limit may be imposed on the number of workitems

allowed in a single export)

55.11. #8 – Pagination

Allows users to move to the first or last page, next or previous page or select the

specific page of the workitem they would like to view

55.12. #9 – Items Per Page selection

Changes the number of workitems displayed per page to the selected value


56. Borrower Request Dashboard: Create Workitem

56.1. Borrower Request Create Request screenshot:

56.2. #1 – New request selection criteria

Selections 1-4 determine type of Borrower Request workitem to create

Users must satisfy selections 1-3 in order for the button to become enabled

The (A) Request Level filter indicates if the request being created is at the deal level

or property level.


Allows users to search for specific deals or loans/properties based on search fields

Enter/select values and click button

Entering no search criteria and clicking search will return all deals or

loans/properties you have access to.


selections

56.4. #3 - Search results

This area displays the search results based on the selection in (A) Request Level and

search fields in section #2

▪ When the Request Level is Deal, results returned are for individual deals

meeting the search criteria

▪ When the Request Level is Loan/Property, results returned are for all

loans/properties meeting the search criteria

Click on the check boxes in the first column to select records for workitem creation

56.5. #4 – Create Request

Each record selected via the checkbox column (Column 1) will be included in

workitem creation:

▪ When (B) Single Request is selected, a single workitem will contain all rows

selected

4

1

3

2

A B C


▫ The maximum number of loans/properties that can be included in a

single request is 300.

▪ When (C) Multiple Requests is selected, an individual workitem for each row

selected will be created

▫ When the Request Level is Deal, Multiple Requests is the only option

available

56.6. Borrower Request Create Request completed screenshot:


57. Borrower Request Dashboard: Modify Workitem

57.1. Borrower Request Modify Request screenshot:

57.2. #1 – Modify Request Button

Enables user to Delete, Withdraw or Duplicate Borrower Request workitems

Click on to enable areas (2), (3) and (4)

57.3. #2 – Checkboxes

Checking a record will determine the workitems to be modified

Checking the checkbox in the Column Header section will select all rows to be

modified

57.4. #3 – Modify Request options dropdown

Select an action from the dropdown list to have applied to each workitem selected

Create Duplicate – allows the user to create a duplicate of the selected request

▪ A new request is created based off the selected request(s) and all data and

attachments from the Request Information section of the Request Details tab is

copied over.

▪ The new request will also include all loans and properties from the original

selected request(s).

▪ Duplicates can only be created from requests in Approved, Declined, or

Withdrawn status.

Delete – allows the user to delete an existing request

▪ Once deleted, the request is no longer accessible through the portal

▪ LS users can only delete requests created by LS users in Servicer Draft stage

Withdraw – allows the user to rescind a request without deleting it from portal

▪ Once withdrawn, the request stage is updated to ‘Withdrawn’. The request is

still accessible through the portal.

2

3 4 1


▪ Requests in Approved – Closed or Declined – Closed stage cannot be

withdrawn.

57.5. #4 – Update button

Commits the action selected in (3) against each workitem selected in (2)

A Modification Request Pop up displays after the Update button is clicked

57.6. Borrower Request Modify Request screenshot:

57.7. #5 – Submit Button

This button only displays when the Withdraw action is selected

Clicking on this button will close the popup and the workitem status will be updated

to Withdrawn

57.8. #6 – Close Button

Clicking on this button will close the pop up and the modification request will be

aborted

57.9. #7 - Comments

This section is reserved for comments that display only when the Withdrawn action

is selected

Comments are required for the Withdraw action

7

5

6


58. Borrower Request Workitem: Overview

58.1. Borrower Request workitem screenshot:

58.2. #1 – Navigation Trail

Navigation Trail indicates your current location in the Multifamily Asset

Management Portal

Clicking Home will navigate you back to the Home page, whereas clicking on

Borrower Request Dashboard will navigate you to the Borrower Request Dashboard

58.3. #2 – Background Information

Displays Workitem, Loan and Property Information

58.4. #3 – Request Details Tab

Where Servicer borrower request data is entered

Refer to Borrower Request Workitem: Request Details Tab for more information

58.5. #4 – Loan Information Tab

This tab displays the Loan details for each loan included in the request

Refer to Borrower Request Workitem: Loan Information Tab for more information

58.6. #5 – Property Information Tab

This tab displays the Property details for each property included in the request

Refer to Borrower Request Workitem: Property Information Tab for more

information

58.7. #6 – History Tab

This tab displays the workitem’s history events

2

1

3 4 5 6

6


History events are created when a workitem is first created, modified using

Modifications Request or is updated by the process flow.

Refer to Borrower Request Workitem: History Tab for more information


59. Borrower Request Workitem:Request Details Tab

59.1. The Request Details tab is where users will be providing and viewing information for

the request

59.2. Borrower Request workitem screenshot:

59.3. #1 – Attachments Section

Users must attach all required attachments for the borrower request in this

attachments section

To attach a document, (A) select a file, (B) select a file description, then (C) click

on the attach button.

Users can delete attachments with the (D) delete link.

59.4. #2 – Save and Submit

Clicking Save will Save all field inputs on the Request Details Tab without updating

the status or the stage of the workitem

Clicking Submit will submit the request through the Borrower Request process flow

59.5. #3 – Modify Request

Allows the user to change the request type, deals, properties and loans associated

with the request

3

1

4

2

A B C

D


Clicking on the Modify Request button will initiate the modification process

See Borrower Request Workitem: Request Details Tab Modify Request for more

information

59.6. #4 – Additional Information From Fannie Mae

Displays the history of stage updates derived from the FM Request Details tab.

Clicking on the attachment link in the attachments column will open the attached

document


60. Borrower Request Workitem: Request Details Tab Modify

Requirement

60.1. Clicking the Modify Request button will generate the following confirmation pop up

60.2. Modify Request Initiation screenshot:

Click (A) to proceed with the modification

Click (B) to return to the workitem

60.3. Modify Request grid screenshot:

60.4. #1 – Request Type modification selection grid

Selections 1-4 determine which request attributes are being modified.

▪ All are defaulted to the current selections for the request.

Users must satisfy selections 1-3 in order for the button to become enabled


Allows users to search for specific deals or loans/properties based on search fields

Enter/select values and click button

Entering no search criteria and clicking search will return all deals or

loans/properties you have access to.

1

3

4

A B

2

A

5



selections

60.6. #3 - Search results

This area displays the search results based on the selection in (A) Request Level and

search fields in section #2

▪ Default results are populated with current deal or loans/properties included in

the request

▪ Note: Changing the Request Level from Deal to Loan/Property or

Loan/Property to Deal will clear the default results in the grid.

Click on the check boxes in the first column to select records to be modified or

added to the workitem

60.7. #4 – Update Request

Each record selected via the checkbox column (Column 1) will be added to the

workitem.

Any record already included in the workitem but NOT selected via the checkbox

will be removed from the workitem.

Request details will also be updated with selected values from Selections 1- 4.

60.8. #5 - Cancel

▪ Click the Cancel Button to abort the request and return you to the workitem


61. Borrower Request Workitem: Loan Information Tab

61.1. Loan Information Tab screenshot:

61.2. #1 – Loan Information Details Grid

Displays the loans associated with the Borrower Request workitem


Clicking the Export button exports all loans into a single Microsoft Excel® file

61.4. #3 – View Details Link

Clicking the View Details link opens a pop up with more detailed loan information.

Loan Details link screenshot:

1

2

3

A


Clicking (A) closes the pop up and returns the user to the Loan Information Tab


62. Borrower Request Workitem: Property Information Tab

62.1. Property Information Tab screenshot:

62.2. #1 – Property Information Details Grid

Displays the properties associated with the Borrower Request workitem


Clicking the Export button exports all properties into a single Microsoft Excel® file

62.4. #3 – View Details Link

Clicking the View Details link opens a pop up with more detailed property

information.

Property Details link screenshot:

3

2

1


Clicking (A) closes the pop up and returns the user to the Property Information Tab

A


63. Borrower Request Workitem: History Tab

63.1. The history tab displays all of the history events for the workitems. History events

come in the form of modifications to the workitem, workitem stage updates and lastly

workitem status updates

63.2. History tab screenshot:

63.3. #1 – History Events Grid

Displays the Status and Stage, Time, Date, User Name and Comments associated

with the history event at the time of creation

63.4. #2 – History Events Link

Displays a pop up snapshot of the workitem at the time of the history event any time

a request is submitted or modified

History Tab workitem details link:

1 2


Clicking (A) closes the pop up and returns the user to the History Tab

64. 64. Understanding How Things Work: Financial Statement, Property

Inspection, Risk Monitoring, and Action Plan Workitem Creation

64.1. FS, PI, RM and AP workitems automatically generate on an ongoing basis for active

properties

64.2. FS workitems will automatically generate after the Period End Date (i.e., 12/31/2013)

has passed

64.3. PI workitems will automatically generate once the current inspection has been set to

Satisfied (Note: Satisfied differs from Submitted; Satisfied indicates acceptance by

Fannie Mae)

64.4. AP workitems will automatically generate on dates as specified by Fannie Mae.

64.5. RM workitems will automatically generate on 1st business day of each quarter

(quarterly workitems) or each month (monthly workitems).

64.6. CE workitems will be created on as needed basis.

64.7. Relationships:

A


Relationship CE Workitem Generation

1 Property - 1 Loan 1 property level CE workitem per required Event Code (i.e 1001)

1 Property - Multiple Loans 1 property level CE workitem, generated for the primary asset, per required Event Code (i.e 1001)

Multiple Properties - 1 Loan Multiple property level CE workitems, 1 per property, per required Event Code (i.e 1001)

Multiple Properties - Multiple Loans Multiple property level CE workitems, 1 per property, per required Event Code (i.e 1001)

Relationship AP Workitem Generation

1 Property - 1 Loan 1 group level AP workitem per required frequency (i.e. Mar/2015)

1 Property - Multiple Loans 1 group level AP workitem per required frequency (i.e. Mar/2015)

Multiple Properties - 1 Loan 1 group level AP workitem per required frequency (i.e. Mar/2015)

Multiple Properties - Multiple Loans 1 group level AP workitem per required frequency (i.e. Mar/2015)


65. Understanding How Things Work: FS and PI Workitem Workflow

Submission

RequiredSubmitted

Resubmission

RequiredRe-Submitted

Waiver Requested Waiver Denied

Waived

Workitem Created

Satisfied

Unresolved

System / No Action Required

Lender/Servicer Action Required

Fannie Mae Action Required

Workflow Legend

Next Step

Next Possible Step


66. Understanding How Things Work: FS Audit Process

66.1. FS workitems may be selected for Audit by Fannie Mae (Fannie Mae will prepare its

own analysis of the FS)

66.2. In order to complete the analysis, Fannie Mae will need a copy of the Borrower’s

Operating Statement and the Lender’s Escrow Activity. Other documents, such as

Servicer’s comments that support adjustments made by Servicers, may be submitted

using File Description = Other

If you have already attached these documents to the workitem, then no action is

required from you

If you have not attached these documents and the workitem has been selected for

Audit, you will be required to provide these documents; a status of Review Required

will be applied to the workitem until the documents are provided; then the workitem

will be reviewed and returned to the status which existed prior to the Audit

66.3. Find Workitems (which are selected for audit and require documentation)

#1 – Access the Financial Statements Dashboard, click on Advanced Filter, Enter

“Review Required” for Submission Status

#2 – Click on the selected workitem

#3 – Click on the Attachments tab within the workitem

#4 – Attach the required documents

2

1

3

4 5


#5 –Once the documents are attached, click the button (this button only

appears when the workitem submission status is set to Review Required)


IV. ADDITIONAL INFORMATION AND APPENDICES

For additional support, please contact:

Name Support Type Telephone

Number

Hours of

Operation

E-Mail Address

Fannie Mae

Customer

Information

Center (CIC)

General

questions/issues,

Password resets

1.800-

2FANNIE

9:00 a.m. –

8:00 p.m.

(ET)

N/A

Multifamily

Asset

Management

Portal

Support

Team

Multifamily

Asset

Management

Portal

questions/issues

1.877-806-4711 8:00 a.m. –

5:00 p.m.

(ET)

contactus@FMmultifamil

yportal.com

Multifamily

Asset

Management

Portal

Financial

Statements

Support

Team

Financial

Statement

questions/issues

N/A N/A MF_OperatingStatements

@fanniemae.com

Multifamily

Asset

Management

Portal

Property

Inspection

Support

Team

Property

Inspection

questions/issues

N/A N/A MF_Inspections@fannie

mae.com








Appendix A – Search Using Multiple Loan Numbers

To convert loan numbers in Microsoft Excel® to a comma separated string (to search a group of loan

numbers, zip codes, etc.)

1. Prepare a Microsoft Excel® spreadsheet (file) with loan numbers in one column (less than or equal to 256 loan

numbers).

Note: If there are more than 256 loan numbers in a column, the conversion will not work due to a limitation in the

number of columns in Microsoft Excel®. If there are more than 256 loan numbers, the other loan numbers should

be put into separate columns.


2. Create another Microsoft Excel® spreadsheet (file). Keep the first worksheet and delete the second and third

worksheets

3. Copy the loan numbers from the first spreadsheet by clicking on the first row of a column, dragging the data to

the last row of the column, and then clicking copy. Do not copy by selecting the entire column or by clicking on the

column header.


4. Go to the second spreadsheet, click on the first box (A1), go to ‘Edit’, and then select ‘Paste Special’.


5. A pop up will appear with several radio button selections. Select ‘Transpose’ and click ‘OK’.


6. All of the loan numbers from the column in the first spreadsheet will be pasted into a row in the second

spreadsheet.

Note: If there are more than 256 loan numbers, repeat the same copy and paste steps for the second set of loans

(256 loans maximum) and paste them into the A2 box of the second spreadsheet. For the third set of loans (256

loans maximum), paste them into the A3 box of the second spreadsheet.


7. Go to the ‘File’ menu and select ‘Save As’.


8. The ‘Save As’ screen appears.

9. From the ‘Save as type’ dropdown, select ‘CSV (Comma delimited) (*.csv)’ and click ‘Save’.


10. A confirmation message will appear. Click ‘Yes’.

11. Close the file. Another save message will appear. Click ‘Yes’.

12. The saved .CSV file should be saved in the location that you indicated during the save process.

Note: If the .CSV file extension is not part of the file name, refer to Appendix B on how to display the .CSV file

extension.

13. Right click on the file and click ‘Rename’.


14. Change the file extension from .csv to .txt.

15. A confirmation message will appear. Click ‘Yes’.


16. The file has now been converted to a text file (.txt).


17. Open the file. The loan numbers will be separated by commas.

Note: If more than 256 loan numbers were converted, the first 256 loan numbers will be separated from the second

set of loan numbers with a carriage return (Enter). The file will need to be manually modified. Delete the carriage

return (Enter) and insert a comma between the last loan number from the first row and the first loan number from

the second row.

18. Copy the loan numbers from the text file and paste them in the ‘FM Loan Number’ search field in My Portfolio

or in the Financial Statements or Property Inspections dashboards.


Appendix B – Correcting File Extensions

Appendix B outlines the steps to correct a file extension (if the file extension is not available as noted in Step 12 of

Appendix A).

Correct Setting for the File Extension

If you see the files as shown below (with the .csv, .MPS, and .txt file extensions), you have the correct computer

settings and do not need to change them.

Incorrect Settings for the File Extension

If you see the files as shown below (without the .csv, .MPS, and .txt file extensions), you have the incorrect

computer settings and need to change them.

To change your computer settings, follow these instructions:

1. Go to Desktop and click on the ‘My Computer’ Icon.


2. Click on ‘Tools’ and then on ‘Folder Options.’

3. Click on the ‘View’ tab. The ‘Hide extensions for known file types’ should be checked.


4. Uncheck ‘Hide extensions for known file types’. Click on ‘Apply’ and then click ‘OK’.

5. After changing these settings, you should see the files correctly as shown below (with the .csv, .MPS, and .txt file

extensions).

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