Real Estate Data Management Portal

The Auction Portal is a data warehouse that will maintain, update, and store a list of foreclosure auction properties and their attributes. The list is imported from a foreclosure data website in a CSV file that is uploaded to the portal by an administrator. The portal will have a Trustee Query Engine that continuously pings appropriate designated trustee websites to determine the current status of a property. Each specific property will have its own record in the portal. Within this record, many data points will be entered and edited by multiple parties. The Auction Portal will be a web-based application accessible via common web browsers. It will be necessary to have a programmer who is working on this full time. Time is of the essence. Same day responses are required. If you have another full time job or commitment, this project is not for you. _**Time is of the essence.**_ ## Deliverables The Portal is a data warehouse that maintains, updates, and stores a list of foreclosure auction properties and their attributes. The list is imported from Foreclosure Radar in a .CSV file that is uploaded to the portal by an administrator. The system features a Trustee Query Engine that, on-command, and en-masse, pings appropriate designated websites to determine the current status of a property. Each specific property has its own record in the portal. Within this record, many data points can be entered and edited by multiple parties. The portal checks the Trustee website for each active property to update the status of that property in the portal. The Trustee website displays that date, time, opening bid and location of the property's auction. If an auction is cancelled, it is marked as inactive in the portal. If the auction date is postponed, the portal will update itself with the new auction date. For completed auctions the trustee displays highest bid and if the property was sold to a 3rd party or to the bank. Once the property's auction results are displayed no further updates from the trustee are needed. Auctioned property data will be stored in the portal for historical data reporting. **Property Attributes / Foreclosure Radar Data Imported to Portal** | ForeclosureType RadarID APN County Address City State Zip ThomasGuide Owner2 OwnerAddress OwnerCity OwnerState | OwnerZip OwnerPhone Owner OwnerFirstName OwnerLastName OwnerSpouseFirstName PropertyType Units SqFt YearBuilt Beds Baths LotSize | EstimatedValue EstimatedTotalLoanBalance RecordingDate Trustee TrusteeSaleNum TrusteePhone SaleDate SaleTime SalePlace PostponementReason EstimatedBid OpeningBid WinningBid | EstimatedLoanPosition LoanDate LoanDocNum LoanAmount LenderName loan1RecDate loan1DocNumber loan1LoanAmount loan2RecDate loan2DocNumber loan2LoanAmount loan3RecDate loan3DocNumber loan3LoanAmount | In addition to these initial data points for each property, the administrator or users of the portal are able to add and edit data into the following fields **User Entered Data Fields**. Each time an entry to these fields is made, it is time/date-stamped and stored in the database. The system allows for multiple entries in each field over time. It records each entry by username and date / time. For example, if a driver enters a repair estimate for a property, and the auction gets postponed, the administrator is able to see all prior entries and compare with the most recent estimate. A series of alerts are programmed into the portal to alert the admin of changes in some of these fields (discussed below). **User Entered Data Fields** | Upload Photos Repair Estimate Occupancy (Vacant/Owner/Tenant/) Condition Commentary Driver Notes Administrator Notes | Block (Permanent Pass) / Accept Temporary Pass Property Resale Value Realtor Notes Rental Value Lien Position Title Notes | Driver Notes Other Liens NOA Name Run Taxes Company's Bid Max | Title Files to Upload Active BK Judgments Active BK Date Pool HOA Monthly Utilities | **Trustee Query Engine** The portal contains a Trustee Query Engine that pings each Trustee's website for each property to confirm/update the auction status of the property. The engine determines which website to go to based upon the trustee phone number (TrusteePhone), which is contained in the data upload (.csv file). In the administrator panel we are able to tie a specific phone number to a particular Trustee website, and manually assign in the case of inaccurate data. The engine is programmed to read each Trustee website's layout, although this requires re-programming as trustees occasionally change their website layout. Some of the Trustee websites require a login, and some will require captcha. The portal decodes many of the captchas automatically, and for others, it uses captscha services to automatically enter the Captcha code so that the Trustee Query Engine can run automatically. The Trustee website displays the auction site, auction time, auction status, and opening bid for a property. The Trustee may also display Winning Bid and Sold To (bank or 3rd party) for completed auctions. The administrator has the ability to change the trustee for any given property as necessary, which in turn will tell the Trustee Query Engine which Trustee website it should be checking for a status update. One of the main functions of the Trustee Query Engine is to automatically update the status of hundreds of properties going to auction on any given day. This saves our company and its vendors from having to manually check the various sources for continual updates. For example, this feature updates each vendors by eliminating postponed properties from their interface, allowing them to focus only on currently available properties. If the Trustee Query Engine can not get results for a specific property, it lists the reason for that property (unable to connect, connection refused, unable to parse data, etc.) and a timestamp. For a successful query, the portal timestamps the latest data so users know how fresh it is. Users are able to sort any day's auctions in various ways. For example we are able to sort them by failed queries so that we can manually run them and enter the auction data. The system allows the administrator to manually assign trustee sites to properties via dropdown window. The Trustee Query Engine allows administrators to ping all properties in the database at one time, but it is designed for other users to only ping individual properties thereby reducing the risk of drawing the ire of trustee service providers, who discourage automated interfaces. **Admin Interface - Add / Edit / Delete Users** The Admin Interface for User Administration gives the administrator permission to add, edit or delete a user. The Admin panel features these components: **User Profile** - These fields include the user's name, contact information, and login information. **Geographic Permissions** - These settings decide which properties a user can see. A property only needs to match one field in order to be viewable to the user. Access All Areas Override gives that user access to all properties. **User / Admin Data Fields** Permissions - This is a series of check boxes, one for each **User / Admin Data Field**. If the box is checked, the user has the ability to enter data for that field. If it is not checked, the user is not be able to see that field or add/edit data to that field. If a box is checked here, it displays on the user's report. **Report Permissions** - This is a series of check boxes for each **Property Attribute**. If checked, this field displays in their user's report. By default, the auction date and street address always shows in all reports for all users. **Driver Interface** - This is a check box that gives the user access to the Driver Interface for their selected properties. **Administrator** - This is a check box that gives this user most administrator privileges. This user will be able to add/edit/ delete other non-administrators. This also gives the user access edit the **Administrator Red Flag Rules** (described below). **Cashier Check Logging** - This is a check box that gives the user access to logging their inventory of Cashier's Checks in the system and applying them to a property purchased at auction. Unused Cashier Checks can be marked as "Returned To Bank" or "Other". If "Other" is entered, the user can type in a note about the status of that check. | **User Profile:** First Name Last Name Cell Phone Email Login Password SMS Alerts Y/N | **Geographic Permission:** Zip Codes County City Access All Areas Override Y/N | **Daily Auction List** The User or Administrator can view a list of auction properties for a particular day. From this list they can edit / add data in the fields that they have permission to see. They can also BLOCK or ACCEPT a property. A BLOCK means that we will never buy this property for some reason. If it comes up in the auction file again, it will be marked as "BLOCKED". Only Administrators can UNBLOCK a property. **Driver Interface** Drivers view each property to evaluate it and enter data into the Portal. The **Driver Interface** displays the active properties in logical driving, based upon driver's present position, using mapping technology. Before a driver goes to their next property, they click on that property and the Portal checks to see if that property's auction status is still active or postponed. If a property has been postponed, the system removes the property from the driver's screen and prompts the driver to go t the next active property in the driving list. A property can also become inactive by it being marked as a temporary pass or a permanent pass by any user or administrator. **System protocols related to Occupancy** If the owner address and property address in the .csv file do not match, the system lists the occupancy as "Tenant". If the owner address is a PO Box but it is in the same city as the property address, the Occupancy is listed as "Owner". Only an Administrator can unblock a property. If a driver marks a property as "Vacant", that action overrides all other Occupancy entries. If a property is marked as Owner (Occupancy), the Administrator can override entry. **Red Flag Alerts to Administrators** The system notifies Administrators if any of the following occur in the data set: * A property's occupancy status goes changes. * * A repair estimate changes by more than 15% since the last Repair Estimate. <!-- --> * A resale value changes by more than 5% <!-- --> * A rental value changes by more than10% <!-- --> * Any change in title information including: Foreclosing lien Change in NOA status Change in delinquent taxes **V2 - Future Features** These are features and components that we will add in Version 2 of the Portal. * * * Renovation Worksheet <!-- --> * Embedded Rental Model Pricing <!-- --> * Embedded Flip Model Pricing <!-- --> * Track Properties Sold To 3rd <!-- --> * Track Properties Sold to Bank <!-- --> * Automatic Download of Auction Properties from Foreclosure Radar.