safeguard properties vendor web user's manual

SAFEGUARD PROPERTIES VENDOR WEB

USER’S MANUAL

Getting Started Please read the following section prior to accessing the Vendor Web. It covers hardware and software requirements of your computer that must be verified prior to being able to access the Vendor Web site.

Internet Browser Settings The Safeguard Vendor Web supports Microsoft’s Internet Explorer web browser. You may use any version of this browser equal to or greater than 5.5. Version 6.0 and above is preferred.

Determining Your Internet Explorer Version The web browser’s HELP menu will reveal the version of Internet Explorer that is currently loaded on your computer. Here’s how it works:

1. Open Internet Explorer 2. Access the HELP menu 3. Choose the ABOUT INTERNET EXPLORER option

A dialog box will appear

ersion you are running

5. t Explorer dialog box closes and you return to the Internet

Explorer program

Version #

4. Note the vClick OK The About Interne

Safeguard Vendor Web: Getting Started 1 Last Updated On 7-24-08


ensure that your Java Script software is updated to the latest available ver-sion.

op Up Blockers

Internet Explorer Settings Please

P

en-

turned off or set to not block pop-up creens opened by the Safeguard Vendor Web.

1. screen upon mak-

ing your first attempt to log in to the Safeguard Vendor Web.

The Safeguard Vendor Web requires that pop-up screens be able to open. In order to sure that the Safeguard Vendor Web functions properly, all pop-up blockers, be they Windows based or third party software, must bes

If you have a pop-up blocker enabled you will see the following

A message will appear showing thathe pop-uphas been

t

blocked.

2.

the pop-up options.

3. ays Allow Pop-ups from This Site.

Click the pop-up mes-sage to bring up

Choose “Alw


. Click the Yes button to allow the pop-ups from the Vendor Web site. 4

Logging In You may access the Vendor Web from www.safeguardproperties.com. Once you click

the Contractors button the system will progress to the Vendor Web Login Page. This page allows you to access several items that can be viewed without logging into the Vendor Web site. The Login Page also offers authorized users the capability to log into the Vendor Web. Before exploring the log in process let’s examine the components of the Login Page.

Login Page ComponentsThe Login Page contains five components. This section of the manual will explain these components in the following order:

Quick Links Supply Purchasing Corporate Message Special Messages Log In

Safeguard Vendor Web: Logging In 1 Last Updated On 7-24-08

CorporateMessage

Quick Links

Log In

Area

Supply Purchasing

www.safeguardproperties.com

Quick Links The Quick Links section displays in the top left corner of the Login Page. It contains three links which are explained below. You do not have to be logged into the Vendor Web for these links to be functional.

Vendor Application The Vendor Application appears first in the Quick Links section of the Login Page. This link opens a new window that contains an employment application. Complete this application if you would like to be considered for a subcontracting position with Safeguard.

Vendor Memos The second item, in the Quick Links section of the Login Page, is labeled Vendor Memos. This link leads to the Memos section of the Vendor Web Help Page. Contractor memos containing important field servicing industry policies are housed here. This page opens into a new window and contains other functionality that becomes available after you successfully log into the Vendor Web.


Frequently Asked Questions The third Quick Links item, on the Login Page, is the Frequently Asked Questions link. A new window containing Vendor Web’s Help Page also opens to reveal a list of common Vendor Web user questions. These questions appear in logical categories that help you locate your information quickly.

Supply Purchasing An image appears beneath the Login Page’s Quick Links section. Your home improvement store shopping can be accomplished by clicking our “Buy All Your Supplies Online” image. This action will open another window that takes you to our www.mfssupply.com address. Supplies, coupons and pricing are located on our electronically catalogued website.

Corporate Message The right side of the Login page contains an important message from our founder, Robert Klein. This message is followed by verbiage that explains why you should consider becoming a part of the Safeguard Properties’ field services representative team.


http://www.mfssupply.com/

Special Messages At times a Special Message will appear below the Corporate Message. It will alert you about a system down period. This message appears on the Login Page in order to prevent an unnecessary login to a system that is experiencing a down time. This section will not appear if there is no message to display.

NOTE: Our website is unavailable every Saturday from 12:00 am until 5:00 pm Eastern time. During this time Safeguard backs up this site’s critical information, so please plan accordingly.

Login Access Safeguard Properties’ contractors (P&P, REO, Grass, and Claims), as well as certain Safeguard employees, are the only authorized users permitted to log into the Vendor Web. Once you are selected to be a Safeguard contractor you will be sent a login name in an e-mail message. Another message soon follows that contains your initial password. This password must be changed as soon as you successfully log into the site. The Log In section of the Login Page is utilized by authorized Vendor Web users who need to follow-up on orders, update work orders and read contractor memos.


Login Steps Use these steps to log in to the Vendor Web. Once logged in you may access order information and update Safeguard regarding the work you performed on our clients’ properties. 1. Go to the Login Page’s Log In section

2. Type the contractor code, Safeguard provided you, into the {Contractor Code}

field 3. Press the [Tab] key

You will progress to the {Password} field

4. Type your password If this is the first time you are logging into the website use the password that was e-mailed to you by Safeguard Properties. This password will initially allow you to log in but will immediately require you to change it. It is important that you change this password to something you will be able to remember.

NOTE: Refer to the Password section of this manual to for instructions on using the proper password format.

5. Click the Sign In button

Once the system processes a successful login you will progress to Vendor Web’s Home Page.

NOTE: You will be automatically logged out of the Safeguard Vendor Web site after 15 minutes of inactivity.


Successful Log In Attempts Once you enter the correct contractor code and password, you will advance to the Vendor Web Home Page. This feature-rich page offers:

Special Messages Alerts Memos New site feature explanations

Unsuccessful Log In Attempts Your login attempt may fail for several reasons. A message will emit in the event that you cannot log into the Vendor Web system. The most common of these are listed elow: b

valid Contractor code is in Password is invalid The system is currently unavailable


event of a lockout.

Caution: Your account will lock after three failed login attempts. ntact the Safeguard Properties Help Desk in the

orgotten Contractor Code If you have tru

atically se dor Web password.

NOTE: Your password and contractor code will never appear in will always arrive in separate

.

1.

Please co

Fly forgotten your Safeguard contractor code the system will nd it to you via e-mail. Follow the steps below to receive a Venautom

the same message. Theymessages for security reasons

Click the Forgot your Contractor Code link A “Forgot Your Contractor Code” window opens

E2. nter the e-mail address you last provided Safeguard

3. he “Your ID has been sent to you” message appears

4.

Click the Submit button T Click the Back to Login link The Login Page refreshes

5. Open the e-mail message that comes from Safeguard Properties The message shown here opens

Safeguard Vend On 7-24-08 or Web: Logging In 7 Last Updated


6. Note the contractor code being referenced in this message and return to the

7. Login using this contractor code and your password

orgotten Password u know

automatically send it tofeature:

NOTE: Safeguard will never send your contractor code and ame message. They will always arrive

y reasons.

1. Click the Forgot your Password

Login Page

8. Click Sign In The Home Page appears

F

yo your contractor code, not your password, the system will you via e-mail. Follow the steps below to invoke this

When

password in the sseparately due to securit

link

2.

3.

4.

A “Forgot Your Password?” window opens Click into the {Contractor Code} field and enter your code

Click the Submit button An Identity Confirmation window appears

Enter the correct answer to your question


5. Click the Submit button

6. Click the Back to Login

A “Your password has been sent to you” message appears

link The Vendor Web Login Page refreshes

7. Open the e-mail message that comes from Safeguard Properties

The message listed below opens

Page

l allow you to log in but insist that you change to a more permanent password you will easily remember. The new

or 90 days.

10.

rd has expired” window will open. 11. Enter information into all “Your password has expired” window fields and click

the Submit button The Home Page comes into view and your password is now reset to the one you just created.

8. being referenced in this message and return to the Login Note the password

NOTE: Safeguard will provide a temporary password. It wil

password you create will be valid f

9. Login using your contractor code along with this temporary password.

Click Sign In The “Your passwo

Returning To The Login Page The Login Page remains open even after you successfully log into the site. If you access this page while you are logged in the “You have been logged in” message appears on this page.

Another way to return to this page is when the system automatically logs you off due to inactivity. If the system senses that no action has been taken on the website within a 15 minute timeframe it will log you off. You will need to log back into the site to access the Vendor Web’s functionality. Please keep in mind that this important feature is in place to protect our client’s property information.


Logging Out

A vendor may access the Log Out command from any page within the Vendor Web. The Log Out command can be found in the upper-right portion of any Vendor Web screen.

1. Click the Log Out link in the upper right corner of any screen.

NOTE: If you choose to log out while in the process of completing an order, your progress will be saved so you can log in later and continue from where you left off at the time of logging out.

2. Upon clicking the Log Out link, you will be returned to the Vendor Web Login screen.

Safeguard Vendor Web: Logging Out 1 Last Updated On 7-24-08

NOTE: Leaving your computer idle will cause you to be logged out automatically. The Vendor Web will log you out after 15 minutes of inactivity.

Safeguard Vendor Web: Logging Out 2 Last Updated On 7-24-08

Home Page The Home Page displays after you successfully log into our Vendor Web. This page serves as a springboard for the site since it provides access to other robust features. Once you successfully log in, the Home Page will open into a new browser window. From this point forward you will no longer see your web browser’s menu or toolbar. All page navigation will now take place within the website. The Navigation section of our manual will offer more detail regarding how to maneuver within Safeguard’s Vendor Web.

Window Components This page contains several different components, some of which are carried on to all other website pages. Each component is marked on the screen shot and explained be-low.

Safeguard Logo

Site Assistance

Change account in-formation

Log off site

Tabs

Left Pane

Messages Policies Memos

Safeguard Vendor Web: Home Page 1 Last Updated On 7-24-08

This window is divided into four sections. Each section is described in the area below.

Tabs

Left pane

s Message

Memos

Tabs Tabs appear at the top of the Home Page. They may be used to access various website

ons. Currently only two tabs appear in this section of the window:

Home and Or-ers. The active tab denotes which page you are currently viewing.

nactive tab, conversely, looks as though it is in the background and has a grey

o appear to be in a

becomes tionality.

functid You know it is active because the tab appears to be pushed forward and contains a white background. An i

canvas.

Leaving The Home Page You may progress to other areas of the website by clicking a link or tab. This website’s tabs are located at the top of the page. When you leave the Home Page Home tab’s background becomes grey. This tab will alsbackground position since it is no longer active.


Inactive

Tab

Returning To The Home Page Click the Home tab any time you wish to return to the Home Page. When you re-turn the Home tab pushes forward and possess a white background. Itthe active tab and presents all of the Home Page’s func

Active

Tab

Left Pane The left pane of this window contains four main sections. Three of the four sections contain links to other pages within this web-site while the last section leads to another site. Each of the following components of this window pane will be explained below:

Alerts

Features New Site

Training

Supply Purchasing

elow. may also be used to progress to this

information.

Alerts The first section of the left-hand pane contains Alerts. This area of the page holds order count information that is subdivided into the categories listed in the table bThe Order tab


Category Function Links To Open Orders

en Or-Order List Shows open maintenance, grass and claims

orders. These items appear in the “Opder” section of the “Order List” page.

Past Due Orders

Includes both past due Open and Re-opened orders. These orders are highlighted in red.

Informational only, not a link

Re-Orders

ed Order” section of the “Order List” page.

Order List opened Shows maintenance, grass and claims orders Safeguard cannot close due to a question or additional information needed. These items appear in the “Re-open

new website functionality or update script changes.

New Site Features The New Site Features section also appears in the Left Pane of the Home Page. It is located underneath the Alerts. This area contains announcements about

Training The Training section appears below the New Site Features in the left pane of the Home Page. It holds training documentation, links to recorded classes, tips regarding website usage, training calendars, frequently asked questions, and much more. Once on the Training page you will find a link to this site’s help documents.

Supply Purchasing Much of the shopping you do today at home improvement stores can be accomplished by clicking on our Buy All Your Supplies Online image. This image is located below the Training section. It will open another window and lead you to the http://www.mfssupply.com site. Supplies, coupons and pricing are located on our electronically catalogued website.

This convenient link is just another way in which Safeguard Properties strives to be a full service organization to you, our valued contractors.


http://www.mfssupply.com/

Messages The center portion of the Home Page is dedicated to messages. Three different types of items may appear in the messages section of the Home Page. They include: Sys-tem Messages, Password Expiration Notifications, and Cover Letter Reminders. Each possibility is outlined below.

Sample Message

System Messages A system message may appear in the middle portion of the Home Page. Typically this message will inform you of critical system issues. This area of the page will not appear when there are no active messages to display.

Password Expiration Notifications When appropriate, a “Your password will expire in ___ days. Please visit the My Account section to change it.” will appear below the system message. This will oc-cur when your password is set to expire in 7 days, or less.

Cover Letter Reminders Procedural reminders, known as Cover Letter Reminders, will appear below the Password Expiration Notifications. This critical section of the screen will help to educate you regarding Safeguard, as well as industry, procedures that must be fol-lowed by our contractors.

Sample Policy

Memos The center portion of the Home Page also contains a section for unread memos. These appear below the messages portion of the page. Any unread and unacknow-ledged Safeguard-issued memos display here. The most recently issued memos ap-pear first. They contain a link that allows you to open and acknowledge receipt.

Sample Memo



Once a message is acknowledged and read it will move off the Home Page. You may review it in the Help page. These messages are also accessible on the Login Page. You may click on this page’s Memos section to access past memos.

Recover User ID A contractor ID is required to log into the Vendor Web site. If you have forgotten your Contractor code, it can be recovered using the Forgot Your Contractor Code link.

1. Click the Forgot your Contrac-

tor Code link on the Log In page.

2. The Contractor Code Recov-ery screen will appear.

3. Type your e-mail address in the space provided.

Safeguard Vendor Web: Recover User ID 1 Last Updated On 8-7-08

4. Click the submit button.

Check your e-mail for a message containing your contractor code.

Safeguard Vendor Web: Recover User ID 2 Last Updated On 8-7-08

Recover Password Recovering your password is as simple as entering your contractor code.

From the Log In page, click the Forgot your Password link.

Enter your contractor code and click the Submit button.

Safeguard Vendor Web: Recover Password 1 Last Updated On 7-30-08

Password Maintenance The Vendor Web system allows any vendor to modify their password or challenge ques-tion information at any time. These features can be accessed through the My Account link located in the upper right hand corner of any Vendor Web screen.

Changing Your Password

1. Click the My Account link in

the upper right hand corner of the screen.

The “My Account: Change Password” page will display. Before proceeding you will need to have your current password. If you have lost you current password, you will need to have the password retrieved. Please refer to the “Forgot Password” section of this manual for instructions on retrieving a forgotten password.

Safeguard Vendor Web: Change Password 1 Last Updated On 7-30-08

2. Type your current password

in the {Current Password} field.

3. Type your new password and then type it again to confirm. Please ensure the same word is typed into each field.

a. If the words in the {New Password} and {Confirm Password} fields do not match you will receive an error message.

4. Click the Save button to confirm the password change.

Safeguard Vendor Web: Change Password 2 Last Updated On 7-30-08

Challenge Question

Changing Your Password Challenge Question

If you need to retrieve a lost or forgotten password, you will be asked a challenge ques-tion to prove your identity. This challenge question can also be changed from the My Ac-count link. 1. In the Navigation Tree on

the left, click “Change Chal-lenge Question”

2. Type your current password in the {Current Password} field.

3. From the drop down box, choose the desired chal-lenge question.

Safeguard Vendor Web: Challenge Question 1 Last Updated On 7-30-08

4. Type the answer to your chosen challenge question in the {Challenge Answer} field.

5. Click the Save button to confirm the Challenge Question and answer change.

Safeguard Vendor Web: Challenge Question 2 Last Updated On 7-30-08

Contractor Memos Safeguard routinely sends out contractor communications in the form of memos. These can highlight changes to Safeguard, Client or Investor procedures in addition to general reminders regarding work performance. All memos that are sent to our contractors are archived and available for viewing from the Vendor Web.

You can access the archived memos from the Log In page.

Safeguard Vendor Web: Contractor Memos 1 Last Updated On 8-7-08

1. Click the link for Memos from the navigation tree on the left side of the page.

2. You will see the Memos page

display with a navigation tree on the left side of the page. The memos are archived based on the year they were released.


3. By clicking the link for the year you will see the months appear in which memos were released that year.

Memos will display that were released from the chosen month and year.

By clicking the [more] link the complete text to the memo will display.


When you log into the Vendor Web the first page that appears is the Home Page. The Home Page will display the latest Contractor Memo that was released along with any other memos that have yet to be read.

By clicking the Read Memo… link the text of the memo will appear.

Notice the link at the bottom titled Please check here to signify you have read this memo. By clicking this link you are advising Safeguard that you have read


the memo and are aware of its contents. Until you acknowledge you have read the memo by clicking the link, it will continue to remain on your Home Page.


General Navigation Once a contractor begins his/her update,

The Navigation Tree The Navigation Tree is located on the left side of the updating screen and serves as a visual representation of all sections of the order and their current status. As a contractor navigates through their update the navigation tree will change to reflect which section the contractor is currently viewing. It will also display various symbols which will inform the contractor of the status of sections which have already been completed.

The Navigation Tree will high-light the section the vendor is currently viewing and/or working on.

Safeguard Vendor Web: General Navigation 1 Last Updated On 7-30-08

Sections which have been completed and are without errors, will be marked with a green checkmark within the Navigation Tree.

Sections which have been completed, but have an error will be marked with a red X within the Navigation Tree. These errors can be corrected within the topic screen being displayed on the right. The screen will prompt the user as to the cause of the error.

Error Review Errors can be corrected on the screen as they are discovered or they may be corrected at the end of the updating process during error review. The Errors and Warnings page ap-pears prior to finalizing the update. This page will be separated into two sections, Errors and Warnings.

Errors: Errors must be corrected prior to submitting the update to Safeguard Properties. The individual errors will be listed with links provided to return to the section of the update where they can be corrected. Once all errors have been corrected, the up-date can be finalized.


When all errors on the update are cleared the Submit Update button will become available

Warnings: Warnings need not be corrected prior to finalizing the update, however the listed items may cause the order to be left open and will most likely require additional follow up or questions from Safeguard Properties.


Orders Tab Clicking on the orders tab from the Home Screen will take you to your Orders Page. The Orders Page displays all relevant information to your open, re-opened, can-celled, or completed orders. Orders Tab The Orders tab will be the area in which you will perform most of your work. It is where you will view and search for orders. The update will also be performed within this tab.

This screen is made up of several components.

• Navigation Bar • Orders Lists • Main Order List

Navigation Bar The area under the Orders tab is known as the “Order Navigation Bar”. This bar populates as you begin to update or review orders during your current Vendor Web session. The “Order Navigation Bar” can also return you to the “Orders List” screen at any time revealing the orders last viewed. This function can be performed using the “View Order List” function that is located to the left of the navigation bar’s first order. Arrows, on either side of this bar’s order numbers, will allow you to scroll horizontally. The “View Order List” feature remains fixed on the left-hand side of the “Order Navigation Bar”.

Safeguard Vendor Web: Orders Tab 1 Last Updated On 8-8-08

Order Lists

The “Orders” tab contains your “Orders Lists” on the left side of the window. The lists are separated into categories and clicking on each category will change what is displayed in the main orders window.


Main Order List

The “Main Orders List” screen shows defaults to your current open or-ders. You can adjust this list by selecting one of the filters located in the Orders Lists on the left side of the screen. You can filter your Main Order List display by clicking on the following options:

• Open Orders • Re-opened Orders • Cancelled Orders • Order History

Each category contains the following departments. You can further filter your Main Order List display by selection one of the following:

• All • Maintenance • Grass • Claims

Each status (Open, Re-opened and History) will have a set of data columns. These columns will be a subset of this list of order or property attributes (the subsequent use cases define which attributes are displayed in each list):

Field Description City City in which the property associated to the order is located

Client Alphanumeric client code listed in the Safeguard system Completed

Date Date you, the contractor, completed the work order. This date comes from the update information entered by a contractor.

Department Department with which the order is associated i.e. Maintenance, Grass, Claims

Due Date Date on which order is due Follow-Up

Type Type of follow-up you are viewing i.e. Update, Billing, Cancelled, On Hold

Invoice Amount

Amount paid to your for a given work order

Invoice Num-ber

The invoice number entered by the vendor when their update and invoice are submitted for a given work.

Loan Type The loan type stored in the Safeguard system (FHA, VA, CV,



FNM, FMC, CDG, UNK). Order Date The date on which the order was placed by Safeguard. Order De-

scription The alphanumeric description of the services ordered by Safe-guard.

Order Notes During the vendor scripting process, users will have the ability to enter customized notes for their internal reference. These notes will be stored and the first 25 characters will be displayed.

Order Num-ber

The internal Safeguard order number.

State The state in which the property associated to the order is lo-cated.

Street Ad-dress

The street number and name of the property to which the order is associated.

Zip The zip code in which the property associated to the order is lo-cated.

If a user chooses to view a list that contains no orders, in place of the table of or-ders will be text saying: “No orders found”. The first field in each row of each table will be underlined indicating a link that will take the user to the Order Details screen. However, clicking on any part of the row in the table will take the user to the Order Details. Each order list table will allow the contractor to sort the list on any of the data col-umns. The contractor will click on the column heading once to sort the table as-cending order by this column. The contractor can click on the column heading again to sort the table descending order by this column. Each table will have a button that will allow the contractor export the list to Micro-soft Excel. All columns and all rows should be exported to the report in the current sorted or filtered format.

Order Details Accessing the Property Information Screen Orders Tab Clicking the Orders Tab will display the current ven-dors list of orders. By default the list will display all open orders currently assigned to the logged-in vendor.

Filtering the Order List View A vendor may filter the orders displayed in the Order List by se-lecting the desired order type from the navigation pane on the left. By choosing the appropriate viewing criteria, a vendor may display open orders, orders which have been re-opened for additional in-formation, or they may review past orders which have been closed. Selecting an Order to View The Order List displays all orders matching the criteria chosen by the vendor from the navigation pane on the left. Clicking a particular property will display the Property Infor-mation screen.

Safeguard Vendor Web 1 Last Updated On 7-22-08

Order Details Screen The Property Information Page displays a variety of information on a particular work or-der including the loan type, work order instructions, and other open orders for the prop-erty. In addition, the Order Details Page serves as the launch point for the scripting proc-ess which will allow the vendor to communicate the specifics of work completed at the property back to Safeguard Properties.

Tip: You can return to the Order List at any time by clicking on the Orders Tab at the top of your screen.


Property Information The Property Information section displays basic information on the property including the loan type, client, occupancy status, convey date (if applicable), and the property address. This section also includes a location photo of the property.

Tip: The Address field includes a Map link which will launch Google maps to assist the vendor in locating the property.

Order Information The Order Information section displays the order number, order date, the work ordered, the due date and any additional comments and/or instructions provided by Safeguard for the order being viewed.

Work Order Text The Work Order Text section displays the specific order instructions provided by Safe-guard Properties for the selected work order number. A link is provided which allows the contractor to Print Work Order Text.


Order Messages The Order Messages Section displays any messages that have been sent to the contractor from an associate of Safeguard Properties. These messages may be inquiries for the status of a late order or may be asking for additional information or bids on the work or-der being displayed.

Create Status Report This section allows the contractor to create a status update to be sent to Safeguard. Full instructions on creating a Status Report will be covered later in the manual.

Orders for Property The Orders for Property section displays all other orders assigned to the logged-in con-tractor for the property being viewed.

Bids for Property The Bids for Property section displays all bids previously placed by the logged-in contrac-tor for the property being viewed. The list includes a description of the bid, the order number where the bid was placed, the date given, and the current status of the bid.

Damages for Property The Damages for Property section displays all damages that have been previously re-ported by the logged-in contractor for the property being viewed. The list includes the


damage type where the bid was placed, the amount of the bid, the date given, and the current status of the bid.


Update buttons

The Perform Update button is used to begin the process of entering photos, bids, eyeball estimates, etc. through a series of scripted

questions. This button will appear at the bottom of the order details screen if no update has been started on the work order displayed.

The Restart Update button is used to continue the process of entering photos, bids, eyeball estimates, etc. through a series of scripted ques-

tions. This button will appear at the bottom of the order details screen only if an update was started previously. Upon clicking the Restart Update button, the vendor will be giventhe option of continuing the previous update or start

ing over.

Field Description Table

Name Function

Address The physical address for the selected property.

Amount Displays the amount of previous bids submitted for the property.

Client Displays the mortgagee for the selected property.

Completion Date Displays the completed date of the referenced work order.

Convey Date Displays the date the property conveyed to HUD if applica-ble.

Create Status Report Launches the Status Report Entry screen. This allows the contractor to communicate reasons for delays in completing work (weather, bad address, etc.)

Damage Type Displays the category of previously reported damage to the selected property (Roof, Freeze, Mortgagor Neglect, etc.)

Date Shows the date a message was sent from Safeguard or the date a previous bid was submitted to Safeguard.

Date Damage Re-ported

Shows the date of the work order where previous damage was reported.

Due Date Shows the date that the displayed work order must be completed by.

Eyeball Estimate

Displays the amount given for previously reported dam-ages.

Loan Type Displays loan type for the selected property. (CV, FHA, VA, FNM, etc.)

Map Launches Google Maps application which will display the lo-cation of the selected property.

Message Links to a text sent from Safeguard to the logged-in ven-dor.

Occupancy Status Displays the current occupancy status for the selected property. (Occupied, Vacant, Unknown, Partial)

Order Comments

Displays any special instructions/comments on the selected property which were provided by Safeguard.



Order Date Displays the date the order was opened for the selected work order number.

Order Number Displays the work order number for the selected orders.

Print Work Order Text

Launches the printing utility which can be used to print a paper copy of the work order instructions.

Print Page Content Prints the entire Order Details Page.

Status Displays the current status of a previously provided bid. (Approved, Denied, Pending, etc.)

Work Ordered Provides a description of the specific work ordered for the selected work order. (Lock change, winterization, grass cut, etc.)

Status Reports From time to time, a situation may arise that makes it impossible to complete an order by the assigned due date. In these situations, a Status Report can be sent to Safeguard to keep everyone apprised of the situation and the time frame in which the order will be completed.

Creating a Status Report 1. Scroll to the {Create Status

Report} section of the Order Details page.

Safeguard Vendor Web: Status Reports 1 Last Updated On 8-6-08

2. Choose the reason for the status report by clicking the drop down box and selecting the appropriate reason.

3. The {Status Report Text} field will appear. Type in ad-ditional details regarding the status report including when the work is expected to be completed.

4. Click the Create Status Report button to submit your status report to Safe-guard.

NOTE: Status reports are not to be used to send bids, eyeball es-timates, etc. Status reports are only to be used to send general information regarding the status of an open work order.

Safeguard Vendor Web: Status Reports 2 Last Updated On 8-6-08

Verifying Previous Bids & Dam-ages Bid Verification Process The Vendor Web system requires that all previous bids be verified as valid or invalid on all subsequent visits to the property. This process will ensure that the clients always have the most up-to-date and correct information in regards to work that is needed at the property. Upon entering the Order Details screen, previous bids and damages which must be veri-fied will appear at the bottom of the screen.

Safeguard Vendor Web: Verifying Previous Bids 1 Last Updated On 8-8-08

1. In order to validate the previ-

ous bids click on the section from the Navigation Tree in which the bid is located that you wish to validate.

NOTE: Any category that is listed in the navigation tree has at least 1 bid that must be verified.

2. Every header that is listed will have bids that need to be veri-fied.

3. Click the arrow at the left of the header to expand the field, this is where you will find the details of the bid.

4. You will be asked if the bid is still valid, if the bid is still valid choose “yes” from the drop-down box.

5. If the bid is valid you will have the option to attach a photo to support the bid is valid.

NOTE: This is an optional photo.


6. You may also choose “no”, the bid is no longer valid.

7. If the bid is no longer valid, you will be prompted to select the reason why it is no longer valid.

8. The comments box is available to enter more specific informa-tion regarding the situation.

9. A photo can be attached to support the work is no longer needed


Uploading Images Uploading Photos Images are transmitted to Safeguard Properties through the use of the Image Uploader. Upon beginning an order, the Vendor Web will require that photos be uploaded. These photos can then be assigned to completed work and/or bids within the update.

Safeguard Vendor Web: Order Photos 1 Last Updated On 7-30-08

NEW: Many categories within the Vendor Web now require a “during” photo in addition to the before and after photos required in the past.

1. Click on the Upload Images link.

2. The Vendor Web Image Up-loader window will appear.

3. Using the Navigation Tree on the left, click on the folder or drive containing the files to be uploaded to Safeguard. The files con-tained in the chosen folder will display on the right side of the Image Uploader win-dow.

4. While pressing the [Ctrl] button, click the photos to be transmitted to Safeguard Properties. Each selected photo will highlight in blue to indicate it has been cho-sen.


5. Photos which appear upside down or sideways can be rotated by clicking on the Rotate icon located at the bottom of each photo. This must be done prior to up-loading the photos to Safe-guard Properties.

Tip: You can rotate all photos at the same time by clicking the button and then using the Rotate icon on any of

the selected photos.

6. If you wish to add every photo in the selected folder to the upload queue, click the Add All button.

7. You can remove a photo from the upload queue by clicking on the red X in the upper right hand corner of a photo.

8. Once you have the photos you wish to upload added to the queue, click on the Upload Image(s) button.


9. Select OK from the pop-up box to confirm the quantity of photos to be uploaded.

10. The Upload Files window will appear and a green bar will track the progress of the upload until finished. The box will close upon completion of the upload.


Additional Photo Options

11. Click the next button to proceed to update the or-der. (You do not have to wait for the images to finish uploading before you hit the Next button. The images will appear in the gallery once they have completed uploading.

At the bottom of the Image upload screen there are 3 additional headers. The Used Im-ages header allows you to look at the images that have already been used (assigned to labels) for the selected order.

The Incomplete Images and the Incomplete Images with Labels headers display images that did not upload correctly. These images will have to be unassigned from labels and possibly re-uploaded prior to submitting the order to Safeguard Properties.

General Property Information Entering General Property Information The General Property Information screen will display. A vendor may script general infor-mation by answering the questions which appear on the screen and providing the appro-priate information, number of units, descriptions, etc.

General Property Information

1. Click the General Property

Information navigation bar to expand the questions selec-tion.

2. Using the drop down box provided, enter if the prop-erty is now {Vacant Land}

Safeguard Vendor Web: General Property Information 1 Last Updated On 8-7-08

3. {Multi-Unit:} Select if the property is a multi-unit from the drop down box.

a. If you answer “Yes” to {Is the property a multi-unit property?} Three additional ques-tions will appear. An-swer the questions appropriately.

4. {Is the property in an area of high vandalism?} Select the appropriate answer from the drop down box.

a. If you answer “Yes,” you will need to sup-ply a reason why the area is considered high vandalism.

5. {Gated community or Condo association:} Select the ap-propriate answer from the drop down box.

a. If you answer “Yes,” you will need to sup-ply the Name or Num-ber of the community association.

6. {Is the property stand alone?} Select “Yes” if there is only a single structure on the property. Otherwise se-lect “No.”

7. Select if the property has a garage from the drop down list.

a. If you answer “Yes,” advise if the garage is attached or detached.


8. Advise if the property was secure upon arrival and de-parture.

a. If you answer “No,” you must advise on why the property was not secure.

9. Type the date the work was completed.

10. {Is the property for sale?} Select the appropriate an-swer from the drop down box.

a. If you answer “Yes” to {Is the property for sale?} questions will appear asking for the broker’s name and contact information and as well as if the listing is active.

11. Select if the property was found conveyed to HUD or sold.

12. Choose the appropriate Oc-cupancy Status from the drop down list.

NOTE: Selecting certain answers on some questions (i.e. Select-ing “Yes” to Property for Sale) may cause additional questions and/or sub-screens to be displayed. These questions are manda-tory and must be answered to avoid receiving an error or warn-ing.


Entering Utility Information

1. Click the Utility Informa-

tion navigation bar to expand the questions selection.

2. Using the drop down lists, choose the status of each utility upon arri-val and departure.

3. Repeat the above steps for each utility.

Entering Non-Work Order Specific Information

1. {Is the Property a Mo-

bile Home?} Select the appropriate answer from the drop down box.


2. Advise if there are any citations or violations posted by choosing the correct answer from the drop down box.

3. {Are there damages to report on the property?} Select “Yes” if the prop-erty has damages pre-sent, otherwise select “No.”

4. Select if boarding or re-glazing was completed or is being bid.

5. Advise if there is a pool or a hot tub at the prop-erty.

6. {Is there debris at the property?} Select the appropriate answer from the drop down box.

7. Choose the location where the lock box was installed from the drop down box.

a. If you choose “Yes” to {Any other work com-pleted} a list of work categories will display. Check the categories of the work you completed.

NOTE: Answers given in the Non-Work Order Specific section will cause screens to be displayed later in the update which will ask for more specific information. (i.e. Answering yes to “Is there de-bris present” will trigger the Debris screen to display later in the update.


8. Click and drag photos

from the image gallery to the appropriate image labels.


Property Vacancy General Property Vacancy Entering the occupancy status of a single unit property is handled on the General Property Information page. Please refer to the General Property Information section of this manual for further instruction on single property vacancy status.

Multi-Unit Property Vacancy Entering the occupancy status of multi-unit properties is a two part process.

1. On the General Property In-

formation screen, report that the property is a multi-unit.

2. Type the number of units in the space provided.

3. Enter how the units are marked.

NOTE: It is extremely important that you enter the units as they are marked. For example, if the apartments are marked 815 and 816, do not refer to them as unit 1 and unit 2. Call them 815 and 816. If the units are unmarked, you may call them whatever you like, but remain consistent throughout the update.

Safeguard Vendor Web: Property Vacancy 1 Last Updated On 8-8-08

4. Once you finish the General Property Information screen, the Property Vacancy screen will display. This screen will al-low you to report individual va-cancy statuses for each unit.

5. Click the header to expand the section.

6. Enter the unit number in the space provided.

7. Select the occupancy status for the selected unit by choosing from the drop down list.

8. Repeat steps 5-7 for each addi-tional unit.

Safeguard Vendor Web: Property Vacancy 2 Last Updated On 8-8-08

Safeguard Vendor Web: Securing 1 Last Updated On 8-1-08

Lock Changes Securing a property to client specifications is critical. It is imperative that the work order be reviewed and followed when securing a property, because securing specifications can vary by loan type, from one property to the next; as well as from one client to another. Some general securing requirements are listed below. All properties:

Photo of working lockbox on each visit, accurate lockbox code Working keys in the lockbox including any padlock keys

P&P properties:

Follow work order specifications regarding locks to change

Install cover plates / disable deadbolts per Contractor Memo 1116, unless stated otherwise on work order

Gain access, rear door

REO properties:

Secure all doors including garage man door

Broker Notification follow Con-tractor Memo #1214

Remove cover plate and install deadbolt

lockbox if personals

Redemption secure secondary door only (noare present)

ervices work order (front door)

ntering Securing Information

Initial s

E

g ppear on the screen and providing the appropriate information,

ids, locations, etc.

The securing screen will display. A vendor may script securing information by answerinthe questions which ab

Entering a Lock Change 1. {Was a Lock Change

Completed?} Select the appropriate answer by clicking and choosing from the drop down list.

2. {Any lock change bids?} Using the drop down box, select if you are placing bids for lock changes or not.

3. Type any additional in-formation in the com-ments box provided.


4. Ensure you are in the Securing - Work Com-pleted section of the Se-curing page.

5. Select the type of lock installed from the Add New Task drop down box.

6. A header will be created which will allow you to enter details for the se-lected lock change.

7. Select the location of the lock change from the drop down list provided.

8. Choose the lock key code from the {Lock Type} drop down list.

9. Type any additional in-formation in the com-ments box provided.


10. Add supporting photos for the reported lock changes by clicking and dragging the appropriate photo from the Image Gallery at the bottom of the page into the corre-sponding Image Needed box.

11. Repeat steps 5-10 for each additional lock change completed.

NOTE: You can select multiple photos for a single category by

pressing and holding either CTRL of SHIFT button while making your selections.

Entering a Lock Change Bid 1. {Any Lock Change

Bids?} Select “Yes” from the drop down list.

2. Select the appropriate

lock type from the Add New Bid drop down box.

3. A header will be created which will allow you to enter details for the se-lected lock change bid.


4. Select the location for the lock change bid from the drop down list pro-vided.

5. Select the correct key code from the Lock Type drop down box.

6. Type the amount for the bid in the box provided.

7. Select if the bid is a bid to resecure or the first time we are securing the door.

8. Add supporting photos for the lock bid by click-ing and dragging the appropriate photo from the Image Gallery at the bottom of the page into the corresponding Im-age Needed box.


9. Repeat steps 2-8 for each additional lock change completed.

NOTE: You can select multiple photos for a single bid by pressing and holding either CTRL or SHIFT button while making your se-lections.

Safeguard Vendor Web: Winterizations 1 Last Updated On 08-01-08

Winterizations Winterizations are performed in order to prepare a property for the colder months. This is accomplished by removing all water from the plumbing and adding an anti-freezing agent to all toilets, bath tubs, sink traps and dishwashers. Photo documentation must include:

Before/during/after of winterization being performed including antifreeze being poured

Winterization stickers on all items winterized Photo of the air compressor connected to the lines with the gauge visible (ei-ther holding or not holding pressure)

Additional items when completing a winterization include: All properties:

Water needs to be removed from the bowl and back of tank Completely fill out winterization stickers its to a property, verify integrity of the winterization Subsequent vis Pressure test Missing or damaged plumbing or systems issue

o Add antifreeze o Blow lines

REO properties:

Year round regardless of broker comments

Reporting General Winterization Information 1. Under the Winterization header

click the drop down box and choose the type of system that was winterized.

2. Once you have chosen the sys-tem type click the drop down box and choose whether or not the winterization was completed, if the winterization was not com-pleted under this order please choose the appropriate response.

NOTE: On the General Property In-formation Screen you have already advised on the status of the utilities upon arrival and departure. This in-formation will be carried over into


the winterization screen automati-cally.

3. By clicking the drop down box to

advise whether you were able to get a meter reading, there was not a meter present, or for multi-unit properties the meter was common.

4. If you were able to get the read-ing enter it in the space provided.

5. By clicking the drop down box

advise whether you were able to get the serial number from the meter.

6. If you were able to get the serial number enter it in the space pro-vided.

7. Repeat steps 5 & 6 for the addi-tional utilities.

8. Type in any relevant comments in the Additional Comments box.

Reporting Winterization Completed Information 1. Ensure you are in the Work Com-

pleted section of the Winteriza-tion page.

2. Select the heating system type from the Add New Task drop down list.


3. A header will appear which will allow you to enter the details of all work that was completed as part of the winterization by either choosing Completed or N/A.

Note: All tasks you advise have been completed will require a photo to support even if it is a non-required photo.

4. If you choose N/A, a comments box will appear. Enter the reason for not completing the winteriza-tion step.

5. Click and drag photos from the Image Gallery to the appropriate image label.

Providing Winterization Bids 1. Ensure you are in the Winteriza-

tion Bids section of the Winteriza-tion page.


2. Select the appropriate bid from the Add New Bid drop down list.

3. Drag a photo to the Image label

to support the bid for the winter-ization.


Damages It is extremely important to accurately report and define damages at a property. Proper photo documentation of all damages found at a property is required. If there are no damages, then property condition photos are required. Photo documentation of the property condition is necessary in case damages are reported at a later date. The following information should be considered when reporting damage at a property. Vandalism: Damages will be evident in the photos, many broken windows, graffiti, neighbor reports, etc. One (1) broken window is not considered vandalism.

Fire: Fire damage to interior or exterior of the property is considered fire damage. An outside grill that is burnt is not considered fire damage.

Roof: The $400 Roof Allowable should cover the cost to tarp all properties.

Structural: Crumbling foundations, caved in and cracking walls. Holes in walls are not structural; they should be reported as Mortgagor Neglect.

Caution: The only damage that can be repaired without bid approval is roof damage. When a Roof Allowable is available, tarping and/or Roof repairs should be completed within the allowable amount without bid approval. Your work order will advise of a Roof Allowable.

Entering Damages Information The General Damages screen allows a vendor to report damages to the property. It al-lows a vendor to submit an eyeball estimate, submit photos of the damage, and submit a bid to repair if necessary.

Safeguard Vendor Web: Damages 1 Last Updated On 08-01-08

Damages – Work Completed 1. Ensure you are in the Dam-

ages – Work Completed sec-tion of the page.

2. Click the drop down box next to {Add new task}


3. A header bar will be created which will allow you to enter details about the work com-pleted.

Damages – Estimates 1. Ensure you are in the Dam-

ages – Estimates section of the page.

2. To add an estimate, first choose a location from the {Add new estimate} drop down box. All locations can be chosen one at a time.


3. As you select locations a header bar will be created which will allow you to enter details about the damages. Once the details are entered you can click on the arrow to collapse the detail sec-tion.

NOTE: If you are reporting a damage that requires a bid (mold, roof) you will be required to enter that bid when you report the dam-age.

4. Add any supporting photos for your estimate by clicking and dragging the photo(s) into the corresponding im-age label.


Pool/Hot Tub Information If a vendor selects that there is a pool and/or hot tub while entering general property in-formation, the Pool Screen will be displayed later in the update. A swimming pool or hot tub can pose a serious threat if left unattended and unsecured. Because of this, Safeguard has specific guidelines for securing swimming pools. In ground pools are to be secured by building a frame of 2x6 purlins and 2x4 joists that ex-tend a minimum of 6 inches beyond the pool's edges. The joists are to be a maximum of 48 inches apart. Fasten #10 wire mesh to the top of the frame with heavy duty 1/2 inch staples. Additional information for REO properties:

Secure pool gate and discuss w/broker Client specific above ground – CMC, SPS Above ground pool, remove decking if pool is in good condition Cleaning pool: drain/fill, use pool chemicals, shock treatment Hot Tubs: Padlock and find cover

Additional information for P&P properties:

Above ground pools with decking secure as you would an in-ground pool.

ases, we will require detailed bids that

st the time and materials to complete the work.

All bids must be supported with sufficient photo documentation. Safeguard does under-stand that occasionally there are extreme or unusual situations where the bid may exceedthe maximum cost set forth above, and in these cli

Safeguard Vendor Web: Pools and Hot tubs 1 Last Updated On 8-8-08


eporting General Pool InformationR

1.

the Pool Information page.

Ensure you are in the Pool / Pond Information section of

2.

from the drop down list.

Select if the pool is above ground, in-ground, or is a pond

3. l {Shape}

drop down list.

Select the shape of the pooor pond from the

4. nd width of the pool in feet.

Type the length a

5. r-

you arrived at t

a. o

pool was determined.

{Was the pool secure on arival?} Choose if the pool was secure when

he property. If you answer “Yes” tthe above question,you will need to in-form Safeguard howthe security of the

6.

r from the drop down list.

Advise if there was water in the pool upon arrival or not by selecting the appropriate answe


7. Enter any additional com-ments in the {Pool Com-ments} field.

8.

age from the Image Gallery the Photo - Pool label.

Add the required photos by dragging the appropriate im-

1. Work Completed section of the Pool Information page.

Ensure you are in the

2.

ct -

though you must select them one at a time.

Select an action from the {Add New Task} drop down box. You may selemore than one task al

3.

d to

enter additional details of the work completed.

Once you have selected the work completed head-ers will appear on the pagewhich can be expande

4. Click the arrow on the left side of the header, you will notice the field expand, advise how much water was left in the pool. You can add any additional comments in the com-ments section.

5. You will then be asked to insert the photos to sup-port the work was com-pleted. To complete this drag the photos from the bottom of the screen into the appropriate section lo-cated just above the list of photos.


Giving Pool/HOT TUB Bids

1. Ensure you are in the Bids section of the Pool Infor-mation page.

2. Select an action from the {Add New Task} drop down box. You may select more than one task al-though you must select them one at a time.

3. Once you have selected the work completed, head-ers will appear on the page which can be expanded to enter additional details of the work completed

4. Click the arrow on the left side of the header, you will notice the field expand. Enter the details and the amount of the bid.


5. You will then be asked to insert the photos to sup-port the work was com-pleted. To complete this drag the photos from the bottom of the screen into the appropriate section lo-cated just above the list of photos.

6. Click the Next button to continue with additional sections of the update.


Mobile Homes The following information will aid in identifying mobile, manufactured, and prefab homes.

• All manufactured homes are required to have a Department of Housing tag affixed to the rear section of the home. This requirement has been in effect since 1977. This small metal tag will include the point of origin and the home's serial number. If the home is more than one section (double-wide, triple-wide, etc.), each section will have a tag.

• The "peak" of the roof can also be a good indicator that these homes are manufactured homes. Most, although not all, roofs will also have a roof cap along the center of the roof. This roof cap is usually visible from the street. Occasionally older mobile homes will have flat roofs, but these are usually located in mobile home parks rather than on private property.

• When manufactured homes are located on private property site built/ ground-set, there will be a vapor barrier line around the home. This is a wood strip abutting the ground along the bottom of the home's siding.

• On all site built/ground-set homes, a ground access panel will be evident even from some distance away. Ground-set homes may be located on pri-vate property or in mobile home communities.

When performing any maintenance work order on a mobile or a manufactured home, and you are reporting it vacant, the VIN # must be obtained and provided on the up-date via the Vendor Web. This information is critically important for our clients and Safeguard has made a commitment to provide it on all vacant properties. The serial number or VIN could be inside the mobile home in a kitchen or utility cabi-net, by the electrical circuit breaker box, under the tongue, on the tongue, underneath the mobile home, or on a plate near the front or back door. If the data plates that are supposed to be inside the unit have been removed, the serial number or VIN can be located on the tow bar/hitch or frame front cross member of each transportable sec-tion. Usually it is cold stamped directly onto the outside of a steel crossbeam that is part of the main undercarriage frame. If you are unable to locate a VIN for any rea-son, call SPI from site. Otherwise, orders that are updated without identification numbers and the attached report will remain open and incomplete.

Safeguard Vendor Web: Mobile Homes 1 Last Updated On 8-1-08

Tip: Mobile VIN numbers contain approximately 20 characters.

The Mobile Home screen will display. A vendor may script Mobile Home information by answering the questions which appear on the screen and providing the appropriate in-formation: make, model, dimensions, VIN, etc.

Entering Mobile Home Information

1. {Mobile Home Type:}

Select the appropriate answer by clicking and choosing from the drop down list.

2. {Make:} Type the make of the mobile home in the space provided.

3. {Model:} Type the model of the mobile home in the space pro-vided.

4. {Year:} Type the year the mobile home was manufactured in the space provided.


5. Provide a description of the mobile home by fill-ing in the {Size}, {Length} and {Width} fields.

6. Enter at least 1 VIN number in the space provided. Additional spaces are given if more than one number is pre-sent.

NOTE: At least one VIN must be entered on the Mobile Home screen to avoid receiving an error.

7. Enter at least 1 HUD Tag number in the space pro-vided. Additional spaces are given if more than one number is present.

8. Provide the physical details of the mobile home by choosing the appropriate answers from the {Skirted?}, {Tongues/Axle/Wheels At-tached} and {Affixed to foundation} fields.

9. Add a photo of the mobile home by dragging the photo into the appropriate photo box.


Debris The General Debris screen can be used to either report debris that was removed or bid debris for later removal. When reporting debris, remember the following:

Before, during and after photos are required. Take photos of debris AFTER removal to show debris has been cleared. Photos should be of same area and angle as BEFORE photos.

Final photo should be of contractor's full truckload or full dumpster load. If bidding any type of debris, the bid must include quantity, price per unit, bid amount and description of the debris.

For personal property: must also include approximate value, interior or exterior, a bid to remove and a bid to store.

alth hazards in a pile, and then removed. An original location photo would be helpful.

If you are only removing health hazards, if possible, show the he

Safeguard Vendor Web: Debris 1 Last Updated On 08-01-08

Debris: Work Completed 1. Ensure you are working in

the Work Completed section of the Debris screen.

2. Select the category of debris that was removed by choos-ing from the drop down menu labeled {Add New Task}

3. As you select types of debris headers will appear which will allow you to enter details about the work completed. Anytime you report debris was removed from the prop-erty you must advise on a description, a quan-tity/measurement, and the contact information for the dump site (FHA Loans only)


4. You will then be asked to in-sert the photos to support the work was completed. To complete this drag the pho-tos from the bottom of the screen into the appropriate section located just above the list of photos.

Debris Bids 1. Ensure you are working in

the Bids section of the Debris screen.

2. Select the category of de-bris that you are bidding to remove from the drop down menu labeled {Add New Bid}

NOTE: You will need to open a separate header for each item you are bid-ding to remove


3. As you select types of de-bris, headers will appear on the page which will al-low you to enter additional details regarding your bid.

4. Drag the photos from the bottom of the page into the appropriate section lo-cated just above the list of photos.


Trashout/Maid Service When completing a Trashout/Maid Service remember the following:

Call and email the broker when complete Document the entire room as well as individual fixtures on both Initial and Re-fresh

The property must not smell. Air fresheners, photo required

Entering Trashout Information Under the General Property Information Page you will be asked if you completed the rashout/Maid Service. T

If you answer “yes” when you click to advance to the next page the Trashout/Maid Ser-ice page will appear. v

Safeguard Vendor Web: Trashout/Maid Service Reporting 1 Last Updated On 8-08-08

1. Type the completed date in

the field provided or you may click the calendar icon and choose the date by clicking on it.

2. From the {Add New Task} drop down box select the appropriate “Trashout” ser-vice.

3. An expanded header will be created which will allow you to enter the details of the trashout.

4. Type the number of man hours used to complete the trashout, and the number of CYDs removed.


5. Click to place a checkmark next to all rooms serviced.

6. Add supporting photos by clicking the photo in the im-age gallery and dragging it to the appropriate image label.

Entering Maid Service Information 1. Type the completed date in

the field provided or you may click the calendar icon and choose the date by clicking on it.

2. From the {Add New Task} drop down box select the appropriate “Maid Service” item.

3. An expanded header will be created which will allow you to enter the details of the Maid Service.


4. Type the number of man-hours needed to complete the maid service in the space provided.

5. Click to place a checkmark next to all rooms serviced.

6. Click to place a checkmark next to all cleaning activities performed.

7. Add supporting photos by clicking the photo in the im-age gallery and dragging it to the appropriate image label.


Miscellaneous Bids Bids that do not fall under any of the basic categories such as securing, winterizations, yard maintenance etc. will be submitted under the miscellaneous bids screen.

1. Ensure you are you are

in the Miscellaneous Bids.

2. {Add new bid} –Select the bid you with to sub-mit by clicking and choosing from the drop down list.

3. A new Header will ap-pear.

Safeguard Vendor Web: Miscellaneous 1 Last Updated On 8-8-08

4. Enter your description, comments, and your bid amount.

5. Click and drag your sup-porting image from the Image Gallery to the im-age label.

6. Click the arrow on the left side of the header to collapse the section.

7. On the right side of the header your bid amount will appear. You will also see the word “Re-move”, if you place the bid by mistake you can remove the entire bid clicking the word “Re-move”. If you need to amend the bid in any way you can click the ar-row, expand the header again and make your changes.

Safeguard Vendor Web: Miscellaneous 2 Last Updated On 8-8-08

Yard Maintenance Grass Cut Requirements Curb appeal is essential! Ensure that all clippings are removed from sidewalks, driveways, and lawns. Weeds are to be trimmed from fence lines, foundation of the home, driveways, and flower beds without damaging the existing plants or flowers. In addition, weeds found in driveway/sidewalk/walkway cracks must be sprayed with weed killer. Shrubs must be trimmed and all clippings removed. Edging must be done on all lawns maintained on each grass cut. This includes fence lines, foundations, driveways, walkways and sidewalks. Grass must be cut by the due date. In order to ensure this happens, all contractors must maintain a grass cut list regardless of open order status. Grass must be cut when crews are at the property. It is not acceptable to leave a property without performing the required grass cut. If there is a sprinkler system, please contact the Broker to determine if the system should be maintained and running. Submit any necessary bids to accomplish this task. Photo and Update Documentation Before, during and after photos of the front, rear and side of yards are required. Photos of the fence lines, driveway, and sidewalks are required. Before and after photos of the shrub trimming are required. Duplicate photo submission of grass cuts (including location and condition photos) will not be tolerated and should it occur, will result in immediate termination of work.

Safeguard Vendor Web: Yard Maintenance 1 Last Updated On 8-1-08

Reporting Completed Grass Cuts

1. The first question you

will be asked is whether or not the grass cut was completed. Select “Yes” from the drop down box.

2. If you answer “Yes” that the grass cut was completed, choose what work was completed from the drop down box.

3. A header will be created which will allow you to enter details for the completed grass cut.


4. Enter the details of the grass cut that was completed.

5. Add supporting photos for the completed work by clicking and dragging the appropriate photo(s) from the Image Gallery at the bottom of the page into the corresponding Image Needed box.

Placing Yard Maintenance Bids The yard Maintenance bid section will allow you to place bids for many different types of yard work including grass cuts, bush hogging, shrub trimming and snow removal.

1. Ensure you are in the Yard Maintenance - Bids section of the screen.

2. Select the appropriate bid from the Add New Bid drop down box.

3. A header will be created which will allow you to enter details for the yard maintenance bid.


4. Enter the details of the grass cut that was completed.

5. Add supporting photos for the bid by clicking and dragging the appropriate photo(s) from the Image Gallery at the bottom of the page into the corresponding Image Needed box.


Work Per Bid When bids from previously completed work orders are approved, a Work Per Bid order will be opened and assigned to the contractor who originally placed the bid. The work or-der will contain a description of which bids have been approved and the amount for which the work should be completed. Contractors will be required to complete the work and provide proper photo documentation. Work Per Bid orders may include work that was bid by others, if it is on your work order you are required to complete the work. All properties:

When completing a GCL or Refresh, add to your GCL or Refresh list New before pictures are required of all work completed.

Reporting Work Per Bid Completed

Safeguard Vendor Web: Work Per Bids 1 Last Updated On 8-1-08


1. The work order text will list each bid which has been approved.

2. Ensure you are in the Work

Completed section of the Work Per Bid screen.

3. will be a header located on the page for each bid to be There

completed on the selected or-der.

4. of the header to expand the se-lection and enter details regard-ing the work completed per bid.

Click the arrow on the left side

5. The system will display the amount of the original bid as

well as the approved amount.

6. Choose “Yes” from the {Com-pleted} drop down list.

7. l Method} Choose the appropriate means of disposal from the drop down box pro-vided.

{Disposa

8. Type the name of the dump site, junk yard, impound lot or stor-age company where the debris was dumped, in the {Name of Location} field.

9. Type the street address of the dump site, junk yard, impound lot or storage company in the {Address of Location} field.

10. Type the phone number of the location where the debris was dumped in the {Phone Number of Location} field.

11. {Was the debris towed?} Select the appropriate answer from the drop down list provided.

12. Type any additional comments in the {Comments} box pro-vided.

13. Add supporting photos for the completed work by clicking and dragging the appropriate photo(s) from the Image Gallery at the bottom of the page into the corresponding Image Needed box.

14. Repeat steps 4-13 for all other work per bid items listed on the screen.


NOTE: Dump receipt information will only be required when de-

bris or health hazards were removed from the property in question. If other types of bid work are being completed (i.e. Patching a roof) dump receipt information will not be required.

Reporting Work Per Bid Not Completed 1. Ensure you are in the Work

Completed section of the Work Per Bid screen.

2. There will be a header lo-cated on the page for each bid to be completed on the selected order.

3. Click the arrow on the left side of the header to expand the selection and enter de-tails regarding the work completed per bid.

4. Choose “No” from the {Com-pleted} drop down list.

5. Select the reason from the drop down box for why the work per bid was not com-pleted.


6. Type any additional com-ments on why the work was not completed in the box provided.


Safeguard Vendor Web: Cash for Keys 1 Last Updated On 8-7-08

Cash for Keys

A cash for keys order is when the client is willing to pay the occupant to vacate the property, to avoid an eviction. The client now owns this property. In order to perform a cash for keys order, it is necessary to visit the property in the evening when it is more likely that someone will be home. A dollar range that can be negotiated will be provided on the order. Please advise the occupant that the client now owns the property, and they are interested in making an offer to the occupant to vacate the property in exchange for a check. Please also explain to the occupants that as part of this agreement, they will be expected to clear out the property and clean it, so that it is in marketable condition. This means that all debris and personals must be removed, and the interior must be wiped down. Failure to do so will result in the occupant not receiving their check. Call the REO department immediately and advise on the success of your efforts.

If the mortgagor counter offers, please let us know that amount. We need to stay informed for the entire process. You may need to make multiple trips to establish contact, so please let us know each time you go out and when you can make another trip. We will also provide a notice that must be left at the property if direct contact is not made. Place this in an envelope and tape it to the door. Cash for keys offers can be extended to ten-ants and mortgagors alike.

Once the occupants agree to an amount, you must set a date and time to return with their check. Preferably the appointment will be set within two weeks of their agree-ing to the deal. You may give them up to three weeks if necessary, but anything beyond three weeks requires the client's approval. You must notify us immediately if the occu-pants require more than three weeks to move. We will overnight a check to you once you advise on the date and time, and the amount needed. If you have a cash for keys order and the property is vacant, please call your regional coordinator immediately. Contractors will be paid for successful cash for keys orders only.

If you believe that the property is already vacant, call in to your regional coordina-tor and advise. You will be instructed to proceed with the initial services. We will open an initial services order for you, and you will need to submit all information under that order. If you find that there are personals inside, proceed with only one lock change, winterize if in season, and submit a bid to remove and store the personals. Do not remove anything from the property at that time.

Entering Cash for Keys Information The Cash for Keys screen will display. A vendor may script cash for keys information by answering the questions which appear on the screen and providing the appropriate infor-mation, contact name, property condition, etc.

1. {Was Cash for Keys deal

completed?} Select “Yes” from the drop down list.

a. If you answer “No,” you will be required to advise why the deal was not completed.

2. Add any {Additional Comments} in the box provided.

3. Type the persons name whom the check was re-leased to for the Cash for Keys transaction.

4. Choose “Yes” from the drop down box if a sig-nature was obtained from the occupant. Oth-erwise select “No.”


5. Choose “Yes” from the drop down box if the oc-cupants removed all of their personals. Other-wise select “No.”

6. Choose “Yes” from the drop down box if the oc-cupants cleaned the in-terior of the property. Otherwise select “No.”

7. Choose “Yes” from the drop down box if the oc-cupants cut the grass. Otherwise select “No.”

8. Choose “Yes” from the drop down box if the oc-cupants left the property in the desired condition. Otherwise select “No.”

9. Enter any comments or additional information in the {Additional Com-ments} field.

10. Add the required photos and documentation for the cash for keys trans-action by dragging the photo/document into the appropriate photo/document box.


NOTE: The vendor must supply Cash for Keys agreement that is

signed by the occupant of the property. This can be up-loaded as a document and placed in the Document box when selecting supporting photos.


Utility Transfers A contractor may be asked to turn utilities on and transfer them into the client’s name. Utility orders are placed to transfer the utilities into the client’s name in order to maintain the heat or operate the sump pump.

On utility orders for transfers or to turn on, it is critical to assure that:

Properties convey on time (There are some states that require utilities be transferred into Mortgagee's name).

Properties do not freeze pending completion of winterization work. Sump pumps are operational. On your update, please provide the name and phone number of the utility company along with the account number that the property is registered to.

After the utility company has informed you that utilities have been transferred into Mortgagee's name and are on, it is essential you verify this by going to the property and ssuring this to be the case. Provide photos showing the lights on and running water. a

Entering Utility Transfer Information The Utility Transfer screen will display. The vendor will be able to report transferring the lectricity, gas, water, oil, propane or other. e

Safeguard Vendor Web: Utility Transfers 1 Last Updated On 08-01-08

Entering a Completed Utility Transfer

1. You will asked for the reason

the utilities are being trans-ferred. Choose between sump pump and maintain heat or both.

2. If you choose Maintain Heat you will be asked for a photo of the thermostat to support the heat is set at 55 degrees.

NOTE: The photo is optional, however we strongly rec-ommend the photo is sub-mitted.

3. Under the Utility Transfer – Work Completed header click the {Add new task} drop down arrow and choose “Transfer utilities.”

4. A header will appear which will allow you to enter details of the utility transfer.

5. Place a check mark in the

box next to all utilities that were transferred.


6. For each utility you choose, a menu bar will appear which can be expanded to enter details of the transfer.

7. Click the drop down arrow next to the utility you wish to enter details for. The window will expand to display the re-quired questions.

8. Add supporting photos to il-lustrate the utilities status (i.e. a light on) by clicking and dragging the appropriate photo from the Image Gal-lery at the bottom of the page into the corresponding Image label.


Entering a Utility Transfer Bid If the utilities cannot be transferred for the allowable or the city must be contacted, a bid may be necessary. The following steps will walk you through the process of placing a bid to transfer utilities.

1. Ensure you are in the Bids sec-tion of the Utility Transfer page.

2. Select “Transfer utilities” from

the drop down box provided.

3. The Transfer Utilities header will appear which will allow you to enter details of the bid.

4. Click the box next to each util-ity included in the bid to trans-fer.


5. A header will appear titled Gas Bid. Click the arrow to expand the field.

6. Enter the details for the utility company.


Give Access When completing a Give Access order the following procedures need to be included. All Properties

Make contact within 24 hours of the work order to schedule an appointment Remain at the property, never give out keys or lockbox codes. Document what was removed from the property Inventory – bid remaining inventory Complete Inspection Sign In Sheet

REO Properties

Provide necessary bids, if personals remain (remains may be debris)

ntering Give Access Information E

ing r on the screen and providing the appropriate information,

ames, comments, etc.

The Give Access screen will display. A vendor may script access information by answerthe questions which appean

Safeguard Vendor Web: Give Access 1 Last Updated On 8-7-08


eporting Access Was Given R

1.

om the drop down list.

{Was access given to theproperty?} Select “Yes” fr

2. to?}

the drop down list.

{Who was access given Select who access was given to from

3.

in the box provided.

Type the name of the per-son who was given access

endor did not stay at the roperty this question will not appear.

4.

at the property or n

NOTE: If the vendor stayed at the property during the give ac-cess order, the system will prompt the user to enter how long the person remained at the property. If the vp

Using the drop down box provided, select if you remained

ot.

a. e-

he

If applicable, typehow long you rmained at tproperty.

5. d, in the

box provided.

Enter additional com-ments, if neede

6. Drag the appropriate photo from the image gallery to the corre-sponding image photo.

Reporting Access Was Not Given

1. {Was access given to the property?} Select the rea-son for access not being given from the drop down list provided.

2. {Who was access not needed for?} Select who access was not given to from the drop down list.

3. Type the name of the per-son who was not given ac-cess in the box provided.

4. Type the explanation as to why access was not needed.

5. Enter additional comments, if needed, in the box pro-vided.


Providing a Bid to Give Access 1. {Was access given to the

property?} Select the rea-son for access not being given from the drop down list provided.

2. {Who was access not needed for?} Select who access was not given to from the drop down list.

3. Type the name of the per-son who was not given ac-cess in the box provided.

4. Enter your bid amount (in whole dollars) in the {Bid Amount} box.

5. Enter additional comments for the bid, if needed, in the box provided.


Estimate Orders Entering Estimate Information If you can place a bid, you can give an estimate. Estimate orders vary depending on the type of bid being requested in the work order. Because of this there are many variations to the process of giving an estimate.

1. Ensure you are on the page

corresponding to the type of estimate you intend to give. (i.e. if you are giving a securing bid, you must be on the securing screen, if you are giving a damage bid you must be on the damage screen, etc.)

2. From the {Add New Bid} drop down box, select the bid you wish to place.

3. An expanded section will appear that will allow you to enter details regarding the bid.

Safeguard Vendor Web: Estimates 1 Last Updated On 8-8-08

4. Add any supporting photos for your bid by clicking and drag-ging the photo(s) into the cor-responding image label.

5. Repeat the steps for each addi-tional bid being given.

NOTE: The listed tasks and/or actions will vary depending on the

type of bid you have chosen to give.

Safeguard Vendor Web: Estimates 2 Last Updated On 8-8-08

Evictions

Reporting a Completed Eviction 1. {Was the eviction com-

plete?} Select “Yes” from the drop down list.

2. Ensure you are in the Evic-tion - Work Completed sec-tion of the page.

3. Select Perform Eviction from the Add New task drop down list.

4. A “Perform Eviction” header will open which will allow you to enter details about the eviction.

Safeguard Vendor Web: Evictions 1 Last Updated On 8-8-08

5. Type the date of the evic-tion or you may choose it by clicking on the Calendar icon and selecting the cor-rect date.

6. Type the number of people on the eviction crew and advise on how many hours the eviction took.

7. Using the boxes provided, supply the Sheriff informa-tion including name, phone number and department.

8. Choose if the sheriff signed the form by selecting yes or no from the drop down box.

9. Add any special instruction given by the sheriff in the box provided.

10. Supply supporting photos by clicking on the photo from the image gallery and dropping it in the appropri-ate image label.

Safeguard Vendor Web: Evictions 2 Last Updated On 8-8-08

Police or Fire Reports Copies of police or fire reports are needed so the client can file insurance claims for cer-tain damage types.

Entering Police or Fire Report Information

Obtained a Police or Fire Report When a Police or Fire Report has been obtained, information will be entered via the Mis-cellaneous Work – Completed section.

1. Under the {Update Property

Info} section. Select the Miscellaneous link

Safeguard Vendor Web: Police and Fire Reports 1 Last Updated On 8-1-08

2. The Miscellaneous section ap-pears.

Notice the {Miscellaenous – Work Completed} section.

3. {Add new task}

Select the down arrow to choose “File police report”.

4. Select the {File police report} option.

5. Enter the {Report number}.

6. Type the number of pages con-tained in the report in the space provided.

7. Enter important details into the {Description} text box.

8. Add the required document (police report) by dragging the appropriate image from the Image Gallery to the label.

Bid to obtain a Police or Fire Report To place a bid to obtain a Police or Fire Report, enter this information via the Miscella-neous Work – Bids section. 1. Under the {Update Property

Info} section. Select the Miscellaneous link


2. The Miscellaneous section ap-pears.

Notice the {Miscellaenous – Bids} section.

3. {Add new task}

Select the down arrow to submit a bid to “File police report”.

4. Choose “File police report” from the list.

5. Select the {File police report} option.

6. Enter the {Description}.

7. Enter the important details into the {Comments} text box.

8. Enter in the {Bid Amount}.


Contact Orders From time to time it is necessary for Safeguard to make contact with an individual at a property. These contact orders can be opened for the purpose of either scheduling a later give access order, or to set up a cash for keys negotiation. The Contact order is opened so details regarding these future orders can be provided to Safeguard.

Entering Contact Orders Information The Contact screen will display. A vendor may script contact information by answering the questions which appear on the screen and providing the appropriate information. A ven-dor will be given the option of entering contact information for two different types of con-tact orders, cash for keys negotiations or give access scheduling.

Cash for Keys Negotiation 1. {Type of contact completed}

Choose “Cash for Keys Negotia-tion” from the drop down box.

Safeguard Vendor Web: Contact Orders 1 Last Updated On 8-1-08

2. {Who was access given to?} Choose “Yes” from the drop down box.

3. Type in the name of the person with whom the deal was nego-tiated.

4. Enter the negotiated amount for the cash for keys deal.

5. Enter the date of the appoint-ment by either typing in the space provided or clicking on the calendar icon and choosing the appropriate date.

6. Type the time that was set for the appointment and choose AM or PM from the drop down box.

7. {Did you explain what is ex-pected of the occupant?} Choose “Yes” from the drop down box.

8. {Did you obtain signature of the occupant?} Choose “Yes” from the drop down box.

9. Add the required photos and documentation for the contact order by dragging the photo/document into the ap-propriate photo/document box.


Give Access Scheduling

1. {Type of contact com-

pleted} Choose “Give Ac-cess Scheduling” from the drop down box.

2. {Was a give access ap-pointment scheduled?} Choose “Yes” from the drop down box.

3. {Who was the appointment scheduled with?} Choose the appropriate answer from the drop down list.

4. Type the name of the per-son to who access will be given.

5. Enter the date of the ap-pointment by either typing in the space provided or clicking on the calendar icon and choosing the appropri-ate date.

6. Type the time that was set for the appointment and choose AM or PM from the drop down box.


Boarding and Reglazing Broken windows that allow access or elements into the property may need to be boarded or re-glazed. Boarding or re-glazing broken windows may be needed to further protect a property from unwanted entry. Potential damage due to the elements is also a concern. For P&P proper-ties boarding and re-glazing must be completed per appropriate HUD/VA guidelines. If the entire property has been boarded or screened, before/after photos of the entire front, entire back and both sides are needed (a total of 8 photos). Please do not take a separate photo of each single window. In addition, each boarded window must have an interior photo taken showing the bolts secured to 2x4's across the frame. Removal of broken glass is part of the boarding/reglazing process. If individual windows have been boarded, before and after photos are needed (2 photos). In addition, each boarded window must have an interior photo taken showing the bolts secured to 2x4's across the frame. Re-glazing photos must show a hand or rag through the broken window. For P&P proper-ties, After photos should show the new window glass with either a taped "X" on the glass, or the glass can be marked with soap or a grease pencil.

Safeguard Vendor Web: Boarding and Reglazing 1 Last Updated On 8-8-08

Boarding: Work Completed 1. Using the drop down box, se-

lect if you are submitting any boarding bids.

2. Add any additional comments in the box provided.

3. Ensure you are working in the Work Completed section of the Boarding & Reglazing screen.

4. Select the category of board-

ing that was completed by choosing from the drop down menu labeled {Add New Task}

5. A section will display where details of the boarding or re-glazing can be entered.

6. Choose the location of the opening from the drop down box.


7. Choose the {Material} used to cover the opening from the drop down box provided.

8. Type the length and width of the boarded opening in inches.

9. Enter the {Number of Open-ings} boarded.

NOTE: It is important that the number you enter for the “Number of Openings,” only be for openings that are the same size. (i.e. If you have two 50x55 windows you can state there are 2 openings, however if the windows are different sizes, they must be entered as separate bids.)

10. Add supporting photos for the reported boarding by clicking and dragging the ap-propriate photo from the Im-age Gallery at the bottom of the page into the corre-sponding image label.

Reglazing: Work Completed


1. Ensure you are working in the Work Completed section of the Boarding & Reglazing screen.

2. Select the category of reglaz-ing that was completed by choosing from the drop down menu labeled {Add New Task}

3. A section will display where details of the boarding or re-glazing can be entered.

4. Choose the location of the opening from the drop down box.

5. Type the length and width of

the reglazed opening in inches.


6. Enter the number of open-ings reglazed.

7. Type any comments in the Comments box.

8. Add supporting photos for the reported reglazing by clicking and dragging the ap-propriate photo from the Im-age Gallery at the bottom of the page into the corre-sponding image label.


Boarding and Reglazing Bids 1. Ensure you are working

in the Bids section of the Boarding & Reglazing screen.

2. Select the category of boarding that you are bidding by choosing from the drop down menu la-beled {Add New Task}

3. A section will display where details of the boarding or reglazing bid can be entered.

4. Choose the location of the opening you are bid-ding from the drop down box.

5. Choose the Material used to cover the opening from the drop down box provided.

6. Type the length and width in inches for the opening being bid.

7. Enter the number same-sized openings being bid.

8. Type the amount of your bid in the {Bid Amount} field.


9. Type any additional com-ments in the Comments box.

10. Add supporting photos for the bid by clicking and dragging the appro-priate photo from the Image Gallery at the bot-tom of the page into the corresponding image la-bel.


NOTE: The Material question will not appear when you are bidding to re-

glaze a window. The system will assume the material is glass.

Hazard Claims There are times when damages at a property are so vast that a Hazard Claim must be filed to address them. Claims contractors report the damages to Safeguard Properties and provide detailed, itemized estimates to address these damages. This section outlines the process of updating Hazard Claims orders.

Updating an Itemized Estimate 1. Ensure you are in the Estimate

Information section of the Esti-mate page.

Safeguard Vendor Web: Hazard Claims 1 Last Updated On 8-8-08

2. Click on the Calendar Icon next to the {Estimate Date} field. The expanded calendar view will ap-pear. Click on the appropriate date to fill in the {Estimate Date} field.

3. Ensure you are in the Estimate - Bids section of the Estimate page.

4. Choose the correct item for the estimate by selecting a location from the {Add new estimate} drop down menu. Multiple loca-tions/items may be chosen from this drop down menu.

5. For each item selected, a corre-sponding header will be created.

6. Click the arrow to the left of the new header to expand it and en-ter details.


7. Choose the appropriate task by clicking the check box next to the desired location. More than one selection can be made by checking multiple boxes.

a. If “Other” is selected, you will be required to pro-vide a description.

8. Choose the appropriate action by clicking the check box next to the desired item. (Paint, Clean, Remove, etc.) More than one selection can be made by check-ing multiple boxes.

a. If “Other” is selected, you will be required to pro-vide a description.

9. Type in a measurement by en-tering a whole number in the {Measurement} field.

10. Choose a measurement type (CYD, Linear Feet, Square, etc.) from the drop down list pro-vided.

11. Enter the total amount for your bid in the {Bid Amount} field.


12. Add any additional comments in the {Comments} box provided.

13. Add supporting photos for the estimate by dragging photos from the Image Gallery to the corresponding photo label.

14. Click the next button to con-tinue the update.

NOTE: It is extremely important for the contractor to continue to provide Safeguard Properties a paper itemized estimate. The paper estimate will contain all of the detail needed to process the Estimate (Dimensions, material costs, man hours, etc.) The Vendor Web is only used to provide the total cost of the work as well as some general information regarding the work needed.

Updating Hazard Claims Work Completed Per Bid


1. Ensure you are in the Repair

Information section of the Estimate page.

2. {Did you complete the re-pairs?} Answer “Yes” only if you completed all the re-pairs. Otherwise select “No.”

3. Add any additional comments explaining details of the work completed or why all work was not completed.

4. Click on the Calendar Icon

next to the {Completed Date} field. The expanded calendar view will appear. Click on the appropriate date to fill in the {Completed Date} field.

5. Advise if any additional dam-ages were discovered during repairs. If the answer is “Yes” you will be required to provide details/bids.

6. Add any additional comments explaining details of the work completed or why all work was not completed.


7. Add supporting photos for the work completed by drag-ging photos from the Image Gallery to the corresponding photo label.

8. Click the next button to con-tinue the update.


Citations and Violations Refer to Memo 1211, for additional information regarding Citations and Violations. This section of the update allows you to report the existence of any citations or viola-tions posted on the property. When you report that the property contains citations or violations the system will prompt you to provide the details. Unless otherwise noted, the following questions are all optional since you may not be able to provide all the information. You must, however, validate any citations or violations that were previously reported. A table containing previously reported violations, from you or other contractors, will appear. Indicate whether the violation is still applicable, was resolved or if the condi-tion worsened.

Reporting the Citation/Violations 1. On the General Property Info

screen, answer Yes to {Any cita-tion or violation notices posted?}

a. Once you report there is a citation/violation present, the system will add the Citations and Violations section to your update.

Safeguard Vendor Web: Citations and Violations 1 Last Updated On 8/8/08

2. Ensure you are in the Citations

and Violations - Work Completed section of the page.

3. From the {Add new task} drop down menu, choose Report Cita-tion or Violation. This will create a new header.

4. Choose the type of posting (Ci-tation or Violation) by placing a checkmark next to the correct item.

5. Specify if the posting is for yard maintenance, debris removal, securing, demolition, or other.

6. Select the date of the posting by clicking on the Calendar icon and then choosing the correct date from the Calendar.


7. Select the date the violation was

cured on (if applicable) by click-ing on the Calendar icon and then choosing the correct date from the Calendar.

8. Select if you contacted the per-son or department who put the posting on the property in ques-tion.

9. From the drop down menu, choose if the citation or violation was posted by the State, the City, the District, or other.

10. Type the name of the depart-ment that placed the citation or violation on the property.

11. Type the contact information for the department who placed the citation or violation on the prop-erty.

12. Type a detailed description of the citation or violation in the box provided.


13. Enter the date that, per the posting, the violation must be corrected.

14. Type the amount of the poten-tial fine as listed on the violation or citation.

15. Type any additional comments in the box provided.

16. Using the drop down box, select if you corrected the violation or if you will be bidding to do so.

17. Add a photo of the posting by dragging a photo from the Im-age Gallery to the corresponding image label.


Reporting Convey Information For Convey orders, remember the following tips.

ICC Form is required Provide all Convey bids on first visit Do not submit unnecessary bids Refer to Contractor Memo #1203 Convey Condition Review

Entering Convey Condition Information The Convey Condition screen consists of a list of headers, each header is labeled with a category that denotes the different work that needs to be completed in order for a prop-erty to be in convey condition. If all necessary work has been completed and there are not any pending bids for that category the right side of the header will advise “Yes” this indicates that all the necessary work for that category has been completed for the prop-erty to be in convey condition. If the right side of the header indicates “NO” either all necessary work has not been completed or there are still pending bids under that cate-ory heading. g

Safeguard Vendor Web: Convey 1 Last Updated On 8-7-08

1. If there is a bid listed under

the header that indicates that bid is still pending.

2. Select if the property is in con-vey condition by choosing “Yes or “No” from the drop down list.


4. Drag the ICC form and Convey Condition photos to the corre-sponding image labels.

NOTE: If you would like to amend or delete a bid you must do so on the screen where that bid resides. Please see the Bid Veri-fication section of the manual for instructions on how to amend or un-validate a previous bid.

Safeguard Vendor Web: Convey 2 Last Updated On 8-7-08

Reporting Marketable Informa-tion For information regarding Marketable information, refer to Contractor Memos #1161 and #1179.

Entering Marketable Condition Information The Marketable Condition screen consists of a list of headers, each header is labeled with a category that denotes the different work that needs to be completed in order for a property to be in marketable condition. If all necessary work has been completed and there are not any pending bids for that category the right side of the header will advise “Yes” this indicates that all the necessary work for that category has been completed for the property to be in marketable condition. If the right side of the header indicates “NO” either all necessary work has not been completed or there are still pending bids under that category heading.

Entering Marketable Information

Safeguard Vendor Web: Marketable Info 1 Last Updated On 8-7-08

1. If there is a bid listed under

the header that indicates that bid is still pending.

2. Choose “Yes” or “No” from the dropdown list to select if the property is in marketable con-dition.


4. Drag marketable condition photos from the image gallery to the corresponding image la-bel.

NOTE: If you would like to amend or delete a bid please see the Bid Verification section of the manual.

Safeguard Vendor Web: Marketable Info 2 Last Updated On 8-7-08

Work Completed The Work Completed screen will list all the work that was completed under a particular work order along with the prices for that work. The work completed screen also acts as the invoice for that order. The fields will automatically populate with the allowable price for the work or the approved price per bid. In addition to the prices populating the con-tractor’s discount amount will populate and the system will perform the calculation of de-ducting that discount.

If there are not any corrections that need to be made to the invoice simply reviewed it and move on to the next page. If any prices need to be changed (i.e. your regional coor-dinator approved the work to be completed at no discount) they can be changed by click-ing in the field and manually typing over the existing price or discount. Keep in mind that if you alter the invoice in any way you will be required to give an explanation.

From the Work Completed screen you can add any additional work that might have been completed. Too add a category click your mouse in the box next to the appropriate cate-gory and a check mark will appear. If you add additional work completed that category will now appear on the navigation tree on the left side of the page. Safeguard Vendor Web: Work Completed 1 Last Updated On 8-6-08

To add the information for the additional category click on that link from the Navigation Tree and you will be taken to that screen. At the top of the Work Completed screen is where you can enter your invoice number.

Safeguard Vendor Web: Work Completed 2 Last Updated On 8-6-08

Bid Summary Reviewing Bids The Bid Summary screen lists all the bids submitted on that work order for your review. Once the bids are reviewed if you determine that all the information is correct you can move on to the next screen.

If you determine that any of the bids are not correct and need to be amended you can return to the bid by clicking the link.

Once you click the link you will be taken back to the page where the bid was originally placed.

Safeguard Vendor Web: Bid Summary 1 Last Updated On 8-6-08

From the bid page you can now expand the header to reveal the details of the bid.

If you would like to remove the bid completely click the remove tab in the upper right hand corner.


If you wish to amend the bid you can change any information necessary.

You can return to the Bid Summary Page by clicking Bid Summary from the Navigation Tree.


Creating Letterhead Bids

1. Ensure you are in the Bid

Summary section of the page.

2. Click to place a checkmark next to all bids you wish to include on the letterhead bid.

3. If you wish to include all bids in a particular category, you can click to place a checkmark next to the category. All bids under that heading will be included in the letterhead.

4. Click the Create Letterhead Bid link.


5. Click the Open button once the File Download box appears.

6. You may now edit the letterhead as needed in the Word file.


Remaining Images Remaining Photos During the process of updating your order, you will assign your uploaded photos to work completed, bids, damages, condition descriptions, etc. The Remaining Images page will display all photos which were not assigned to any category within the work order. You will be given the option to assign the photos or delete them prior to submitting your up-date.

Deleting Unnecessary Images Photos that are not needed can be deleted from the Remaining Images screen prior to submitting the update to Safeguard Properties. 1. Highlight the images to be

deleted by clicking the de-sired photos. Multiple pho-tos can be selected by hold-ing down the [Ctrl] key while clicking.

Safeguard Vendor Web: Remaining Images 1 Last Updated On 8-08-08

2. Click the Delete Selected Images link at the top of the page.

3. Click the OK button to verify you wish to delete the se-lected image(s).

Assigning Remaining Images Particular sections within the work order will require that an image or images be supplied. The Remaining Images Screen will not only display images that have not been assigned to a category, but it will also display the labels for required images for which no image has been assigned. You can assign any remaining image to one of the required labels by following the steps below. Display all labels needing to be assigned a photo by expanding the Remaining Required Labels section of the page.

1. Click and drag the desired

photo onto the correspond-ing empty image label. Drop the photo to save.


2. The selected photos will ap-pear in the image label.

3. Repeat steps 2 and 3 for all remaining required labels.

NOTE: If more than one photo has been assigned to a label, you

can view all of the photos by hovering your mouse over the label. The window will expand to show all photos as-signed to that label.


Comments and Review It may be necessary for a contractor to communicate information to Safeguard that is in addition to what has already been communicated within the various categories within the update. (i.e. communicate securing info on a utility transfer order.) The Com-ments/Review screen allows the vendor to add comments to either be communicated to Safeguard, or for personal reference and tracking.

Entering Order Comments All comments entered into the first comments box will appear on the update that is transmitted to Safeguard Properties.

1. Ensure you are in the

Comments section of the Comments/Review page.

2. Click in the {Add comments to appear on update} field. Type your comments in the space provided.

Safeguard Vendor Web: Comments and Review 1 Last Updated On 8-8-08

3. Click in the {Add comments for your personal reference} field. Type your comments in the space provided.

NOTE: Comments entered in the personal reference comments box will not appear on your update and will not be trans-mitted to Safeguard Properties.

Update and Invoice Review The review features of the Safeguard Vendor Web will allow you to see a copy of both the update and the invoice that will be transmitted to Safeguard prior to finalizing your up-date.

1. Ensure you are in the Pre-

view Update and Invoice section of the Com-ments/Review page.

2. Click the Preview Update button.

NOTE: If you find mistakes in your update during the review process, you can return to the page where the mistake was made and cor-rect it prior to submitting your update to Safeguard Properties.


3. The update will appear on your screen.

4. Click the Print button to print the displayed copy of your update.

5. Click the Preview Invoice button.

6. The invoice will appear on your screen.

7. Click the Print button to print the displayed copy of your invoice.


Errors and Warnings The Vendor Web is programmed to assist a contractor by pointing out errors contained in the update so they can be corrected prior to the update being submitted to Safeguard Properties. Correcting these errors at the time the update is being completed will de-crease the amount of time an order may need to be left open and will also limit the need for further follow up on behalf of Safeguard Properties.

Correcting Errors as They Occur An error can occur when vital information is omitted from a particular screen or section of the update. Errors may be corrected right away or may be saved until the end of the up-dating process, however all errors must be corrected prior to a vendor being able to sub-mit the finalized update to Safeguard Properties.

1. When you attempt to move on

from a page that contains an error, the system will display a message informing you that an error has occurred.

Safeguard Vendor Web: Errors and Warnings 1 Last Updated On 8-8-08

a. Clicking the Continue Update button will al-low the vendor to pro-ceed to the next section of the update without correcting the error. Keep in mind however that the error will need to be corrected prior to submitting the update to Safeguard.

b. Clicking the Review Er-ror button will allow the vendor to return to the incorrect section of the update to immediately correct the error.

2. All errors contained within the displayed page will be listed at the top of the page in a red Er-rors box.

3. Each error in the Errors box will have a corresponding error (outlined in red) on the current page.


NOTE: If you are having a hard time finding the source of a par-ticular error, you can click on the link in the errors box and it will take you directly to the error’s location on the displayed page.

4. The error may now be cor-rected by providing the correct answer, photo, dimensions, etc. The error will then no longer display in the Errors box.

The error has

been cleared.

Correcting Warnings as They Occur A warning will occur when a vendor provides a bid or general information that falls out-side of the acceptable parameters set by Safeguard Properties. For example, your bid is higher than the allowable for that particular item. Unlike errors, warnings need not be corrected prior to submitting the update to Safeguard. Leaving a warning un-corrected however, can lead to the order being left open for follow up from a Safeguard representa-tive. Therefore, it is highly recommended that vendors take heed of all warnings and ad-just their bids accordingly.

1. All warnings contained within

the displayed page will be listed at the top of the page in a yellow Warning box.

2. Each warning in the Warnings box will have a corresponding warning (outlined in blue) on the current page.



Correcting Errors and Warnings at the End of an Update The Errors & Warnings page will display all of the errors and/or warnings that were not corrected throughout the course of normal updating. All errors displayed on this page must be corrected prior to being able to submit the update to Safeguard Properties. Warnings can be left alone; however doing so may cause the order to be left open for fur-ther follow up from a Safeguard representative.

3. Open the question that created the warning and change the amount of your bid, dimension, etc. to an amount that falls within the parameters listed within the yellow warning box at the top of the screen.

4. Once the amount that caused

the warning is corrected, the warning will no longer be dis-played in the yellow Warnings box at the top of the page.

The warning has

been cleared.

1. All sections that contain an er-ror will be denoted in the Navi-gation Tree with a red X. Sec-tions where no errors are lo-cated will have a green check-mark next to them.

2. Each error needing to be cor-rected will be listed on the top of the Errors & Warnings page. There will be an active link which will return you directly to the error so it can be immedi-ately corrected.

3. Each warning needing to be

corrected will be listed on the bottom of the Errors & Warn-ings page. There will be an ac-tive link which will return you directly to the warning so it can be immediately corrected.

4. Click on the link of the desired

error or warning.

5. You will be returned to the sec-tion of the update containing the error and/or warning. You can now correct the problem.


6. Once all errors have been re-moved, you may click the Submit Update button to final-ize your update and transmit it to Safeguard Properties.

Buttons and Links There are numerous buttons and helpful links within the many pages of the Safeguard Vendor Web. This section of the manual provides a description of some of the more useful buttons and links.

Buttons

The buttons listed in the table below will appear on web pages as well as within dialog boxes. The below table explain the use for each button.

Button Button Name Function

Abandon Returns user to the Order List Screen without saving progress.

Add Add a single selected photo to the queue in the image uploader.

Add All Add all photos from the selected folder to the queue in the image uploader.

Calendar Opens the calendar graphic allowing the user to choose a specific date.

Cancel Cancels the request

Cancel Click to cancel choice and back out of a pop-up screen.

Close Closes the current update.

Continue Click to confirm a choice and continue past a pop-up screen.

Deselect All Un-highlight all photos located in a single folder in the image uploader.

Help Opens the Help for the page being viewed

Preview Invoice

Displays a copy of the update that will be transmitted to Safeguard.

Preview Invoice

Displays a copy of the invoice that will be transmitted to Safeguard.

Safeguard Vendor Web: Buttons and Links 1 Last Updated On 8-06-08

Remove Remove a single selected photo to the queue in the image uploader.

Remove All Remove all photos from the queue in the image uploader.

Save Saves progress of an update that is in process and returns user to the Order List Screen.

Select All Highlight all photos located in a single folder in the image uploader. They can then be rotated, added, etc.

Sign In Allows access to the Home Page once a valid contractor code and password are entered

Submit Submits your request to the system

Submit Update

Transmits update, invoice, and photos to Safeguard Properties.

Upload

Image(s)

Click to transmit all selected photos to Safeguard Properties using the image uploader.

Links

Link Link Name Function

My Account Opens account menu which allows the user to change their password.

Log Out Returns user to the Vendor Web Login Page.

Order List Displays a list of all open orders for the logged in user.

Export To Excel Exports the contractors open order list to an Microsoft Excel file.

Map Opens Google maps and displays the location of the property being viewed.

Safeguard Vendor Web: Buttons and Links 2 Last Updated On 8-06-08

Safeguard Vendor Web: Glossary Of Terms 1 Last Updated On 8-8-08

Glossary of Terms Abandon: Closes the order being worked on without saving your progress.

Allowable: The preservation price ceiling for work completed per the investor guidelines or client parameter.

Bid: A cost amount for work that cannot be completed for the allowable.

Cash for Keys: The process by which a mortgagor is offered cash in return for vacat-ing a property.

Citation: The actual fine that is assessed for a property that does not adhere to city or local code.

Convey Condition: The condition of the property meets all investor guideline require-ments for reimbursement.

Convey: The process of transferring title to the government investor. (HUD)

Error: A mistake on an update that must be corrected prior to being able to transmit the results to Safeguard Properties.

Eyeball Estimate: A “guesstimated” cost amount for damages being reported at a prop-erty.

Grass Cut List: A list of properties where the grass must be cut on a regular interval. This list is maintained by the contractor.

Grass Cut Season: The standard time of year where the grass must be maintained at a property.

Green Checkmark: Displayed next to a section in the Navigation Tree that was completed with no errors.

Header: A section break used within the Vendor Web program.

Image Gallery: The bottom portion of the updating screen where uploaded photos are displayed.

Image Label: A grey box within an update where photos can be dragged and dropped.

Initial Grass Cut: The first grass cut of the year.

Joist: Any of the wood, steel, or concrete beams set parallel from wall to wall or across or abutting girders to support a floor or ceiling.

Safeguard Vendor Web: Glossary Of Terms 2 Last Updated On 8-8-08

Lock Class: Used to select knoblock, padlock, lock box, deadbolt, etc.

Lock Type: The key code for a specific lock. i.e. 67767

Mortgagee: The lender

Mortgagor: The borrower

Navigation Tree: The left hand portion of the updating screen which tracks the contrac-tors progress through an update.

Perimeter Grass Cut: A type of grass cut where a 15,000 sq ft section of a larger lot is cut.

Purlin: A horizontal beam that supports the rafters of a roof

Red X: Displayed next to a section in the Navigation Tree that was completed with errors that must be corrected.

Reglazing: Replacing the pane of glass in a window.

Resecure: Securing a door which was once secure, but has become unsecure.

Save: To quit the update but preserve all of the current information.

Status Report: A short update that gives the status on why an order has not yet been completed.

Task: Work that has been completed on a particular order

VIN: Vehicle identification number of a mobile home or automobile.

Violation: A warning from the city or locality that there is a deviation from city code that may result in a fine if not remedied.

Warning: There is a deviation from the acceptable parameters for a given item. For example a bid has been placed over the allowable. Warnings need not be corrected to submit the update.

Winterization Season: The standard time of year where a winterization must be completed at a property.

safeguard properties vendor web user's manual

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