(licensee) licensee user gui… · uploaded loan data added button “enter single loan”....

State of North Carolina

Office of the Commissioner of Banks

Mortgage Automated Review System

User’s Guide (Licensee)

Effective: 7/25/2016

Location: 316 W. Edenton Street, Raleigh, NC 27603 Mailing Address: 4309 Mail Service Center, Raleigh, NC 27699-4309

Phone: (919) 733-0589 Fax: (919) 733-2978 Internet: www.nccob.org

NCCOB MARS Internal User Guide

User’s Guide for MARS System of 24

Table of Contents

1 REVISION HISTORY .............................................................................................................................................................. 3

2 OVERVIEW .......................................................................................................................................................................... 4

2.1 ABOUT THIS USER’S GUIDE ........................................................................................................................................................... 4 2.1.1 Scope ............................................................................................................................................................................ 4 2.1.2 Format .......................................................................................................................................................................... 4

3 SYSTEM FUNCTIONALITY .................................................................................................................................................... 5

3.1 APPLICATION LOG-ON .................................................................................................................................................................. 5 3.2 MORTGAGE HOME...................................................................................................................................................................... 6 3.3 UPLOADED LOAN DATA ................................................................................................................................................................ 7 3.4 UPLOADED LOAN DATA DETAIL ..................................................................................................................................................... 9 3.5 UPLOAD DATA WIZARD – IDENTIFY SUBMISSION ............................................................................................................................ 10 3.6 UPLOAD DATA WIZARD – SELECT MAIN FILE ................................................................................................................................. 11 3.7 UPLOAD DATA WIZARD – SELECT FEES FILE ................................................................................................................................... 13 3.8 UPLOAD DATA WIZARD – REVIEW ............................................................................................................................................... 15 3.9 UPLOAD DATA WIZARD – SAVE ................................................................................................................................................... 17 3.10 SINGLE ENTRY DATA WIZARD ................................................................................................................................................. 18



1 REVISION HISTORY

Revision Date Screen Details

1/23/2012 User Guide created.

11/28/2012 Upload Data Wizard Fees Revised screen to allow more than one Fee file to be uploaded for a corresponding Main file.

7/1/2013 Single Entry Data Wizard New screens added to allow one loan at a time to be entered instead of using the batch upload process of uploading .csv files.

Uploaded Loan Data Added button “Enter Single Loan”.

Uploaded Loan Data Detail Added the “Action” column to the grid results. Loans uploaded in the past 30 days can be individually deleted even if they were uploaded as part of a batch of multiple loans.

8/1/2013 Uploaded Loan Data Detail Anytime a loan can be deleted, it can now also be edited using the new “Edit” link in the “Action” column.

8/21/2013 Single Entry Data Wizard Updated the screen shots and steps since there are 7 steps now.

9/24/2013 Single Entry Data Wizard Changed the button text from “Save / Next” to just “Next” since data is not really saved until the final step is complete.

5/15/2016 Login screen Changed login from requiring license#/fed tax id/access code to user id /password. Also introduced 2 factor authentication.

7/25/2016 Single Entry Data Wizard Updated the screen shots and steps since there are 8 steps.



2 OVERVIEW This system was developed as an Internet application. It uses 128 bit Secure Socket Layer (SSL) encryption to encrypt all data exchanges between the provider and NCCOB. Note: The NCCOB Online system is designed for use with Internet Explorer web browser. Users can access the NCCOB system at the following web site:

2.1 About this User’s Guide

2.1.1 Scope

This user guide is focused on the mortgage loan data upload feature of the NCCOB Online system.

2.1.2 Format

Each page in the website has its own heading. The general format of each web page is as follows: 1. Title 2. Brief Description 3. Screen Shot 4. Description of each button and link on the page sorted alphabetically. 5. Extra Information

https://www.nccob.org/online/login.aspx




Table of Contents

3 SYSTEM FUNCTIONALITY

3.1 Application Log-on The first step to using the system is to log on to NCCOB Online website at https://www.nccob.org/online/login.aspx. Users will require a user id / password to access the system. New login credentials can be requested using the Request Access link on the login screen.




3.2 Mortgage Home

Table of Contents

This is the first screen that a user will see after logging into the NCCOB Mortgage system. To upload loan data, click on the Loan Data Upload menu item. This User Guide will focus only on the Load Data Upload feature.

Overview Screen Feature Description

Header Section Provided information about the licensee company for the user who is logged in.

Sidebar Menu Navigation links for the Mortgage system.

Content This area shows helpful information.

Buttons & Links

Screen Feature Description

Exit Button Logs the user out of the system and returns to the login screen.



3.3 Uploaded Loan Data

Table of Contents

This screen is used to view information about what loan data has been already uploaded. Each time data is uploaded, it is considered to be a “batch” of loan data records. The grid displays information about each batch uploaded and the grid can be filtered to find exactly the batch the user is looking for. Note that a single entry loan will be added to an existing batch if one exists for the quarter and year of the loan. If no matching batch exists a new one will be created and the single loan will be added to it. This screen also has some links to help the user create each batch in the proper format. Please review the Loan Data Specification File linked to this screen to learn about the requirements for uploading loan data via the NCCOB Online website.

Buttons & Links


Blank Loan Data Main Template File Link

This is a link to an excel template file that can be used to create the main loan data upload file manually. The template has many of the data integrity checks that the website will perform when the file is uploaded. This file is provided as an aid in creating the upload file and is not the only way the Comma Separated Value (CSV) file can be created.



Blank Loan Data HUD-1 Template File Link

This is a link to an excel template file that can be used to create the HUD-1 (Fees) loan data upload file manually. The template has many of the data integrity checks that the website will perform when the file is uploaded. This file is provided as an aid in creating the upload file and is not the only way the Comma Separated Value (CSV) file can be created.

Clear Button Reset the filter criteria to blanks.

Delete Link This link will be available for up to 30 days after a batch is uploaded. When the delete link is clicked, the entire batch is removed from the system and is considered to have never been uploaded.

Done Button Return to the Mortgage Home Page.

Enter Single Loan Click to start the Single Entry Data Wizard which will walk the user through the process of uploading one loan.

Export Grid to Excel Button

Export the data in the grid into an excel spreadsheet.

Filter Button Populate the grid based on the criteria entered.

Grid Header Hyperlinks

Sort the grid by that field.

Loan Data Specification File Link

This link will open a PDF document that contains all the detailed specifications about the files that need to be created for a batch upload.

Upload Batch ID Link This link will open the Upload Loan Data Detail screen which will show every field for each loan record that was uploaded as part of the batch.

Upload New Data Button

Click to start the Upload Data Wizard which will walk the user through the process of uploading a loan batch.



3.4 Uploaded Loan Data Detail Table of Contents

This screen is used to view the loan by loan data that was uploaded.

Buttons & Links


Action Column There are 4 possible things listed in this column:

Delete Link The loan and associated fees will be deleted when the Delete link is clicked. The Delete link is available for up to 30 days after the loan is uploaded.

Edit Link The Edit link is available for up to 30 days after the loan is uploaded. The edit process uses the Single Entry Data Wizard.

“In Exam” Label The loan has been included in an examination.

“Locked” Label The loan was uploaded over 30 days ago.

Done Button Return to the Uploaded Loan Data Page.

Export Grid to Excel Button

Export the data in the grid into an excel spreadsheet.



3.5 Upload Data Wizard – Identify Submission Table of Contents

This screen is the first screen of the Upload Data Wizard. The current step of the Upload Data Wizard is highlighted near the top of the screen.

Instructions Select whether this upload is part of a quarterly submission or not. If it is part of a quarterly

submission, then identify the quarter and year. The previous 4 quarterly submissions will be displayed so you can see whether a quarter submission was already completed. If there are no loans to report for a particular quarter, then check the “No loans for this quarter” box so the requirement of submitting quarterly data is met.

Buttons & Links


Continue Button Proceed to the next step in the wizard.

Exit Wizard Button Click to return to the Uploaded Loan Data Page.



3.6 Upload Data Wizard – Select Main File Table of Contents

This screen is the second step in the Upload Data Wizard. The current step of the Upload Data Wizard is highlighted near the top of the screen.

Instructions Use this step to select the file that contains the loan data (excluding the Fees Data) that you

want to upload. The file needs to be a "csv" file which means a Comma Separated Value file which can be created using any word processing software or Microsoft Excel. There is a blank Microsoft Excel template located on the Upload Loan Data screen that can be used to create the "csv" file. Once the template is filled in, click on the "Create CSV File" button that is in the first row of the template.

Max File Size

There is a 4MB (4000KB) file size limit. This limit is in place for security reasons.



Buttons & Links


Back Button Return to the previous step in the wizard.

Continue Button When the "continue" button is clicked, the system will run a series of data integrity checks for the data being uploaded. If there are no issues, the next step in the wizard will open.


Data Integrity

When the main file is selected and the Continue Button is clicked, several data integrity checks will automatically be checked including:

1. Duplicate Loans 2. Required Fields 3. Correct enumerators 4. Loans previously submitted in another batch

Any data failing an integrity check will cause a red error message to be displayed on the screen.



Table of Contents

3.7 Upload Data Wizard – Select Fees File This screen is the third step in the Upload Data Wizard. The current step of the Upload Data Wizard is highlighted near the top of the screen.

Instructions Use this step to select the file that contains the HUD-1 Fees data that you want to upload that

corresponds to the Main file selected in the previous step. The file needs to be a "csv" file which means a Comma Separated Value file which can be created using any word processing software or Microsoft Excel. There is a blank Microsoft Excel template located on the Upload Loan Data screen that can be used to create the "csv" file. Once the template is filled in, click on the "Create CSV File" button that is in the first row of the template.

Max File Size

There is a 4MB (4000KB) file size limit. This limit is in place for security reasons. If your Fees file size exceeds 4MB, you can split your file into multiple files and upload each Fees file separately by clicking on the "Continue and Upload Another Fees File" button.



Buttons & Links



Cancel Button This button only appears after the “Continue and Upload Another Fees File” Button is clicked. Click this button to tell the system you are not going to upload another file.

Continue and Upload Another Fees File Button

Click to upload the currently selected Fees file and stay on this screen to upload another file. The data in all the Fees files uploaded for the one Main file will appear in the Fees grid together on the Review screen.

Continue Button When the "continue" button is clicked, the system will run a series of data integrity checks for the data being uploaded. If there are no issues, the next step in the wizard will open.


Data Integrity

When the fees file is selected and the Continue Button is clicked, several data integrity checks will automatically be checked including:

1. Required Fields 2. Correct enumerators 3. Loan numbers match the data uploaded in the main data file

Any data failing an integrity check will cause a red error message to be displayed on the screen.



Table of Contents

3.8 Upload Data Wizard – Review This screen is the fourth step in the Upload Data Wizard. The current step of the Upload Data Wizard is highlighted near the top of the screen. The data uploaded in the main file and the fees file will be displayed in two separate grids on this screen. The data can be reviewed to make sure the correct data was uploaded. If some data is determined to be incorrect, the user can click on the back button to return to the previous step or click on the Exit Wizard button to discard the uploaded data.

Top Half

Continued on next page…



Bottom Half

Instructions Use this step to review the data uploaded for each file selected. Each file is

displayed in its own separate scrollable section. If the data looks correct, click the “continue” button.

Buttons & Links



Continue Button When the "continue" button is clicked, the next step in the Wizard will open.




Table of Contents

3.9 Upload Data Wizard – Save This screen is the last step in the Upload Data Wizard. The current step of the Upload Data Wizard is highlighted near the top of the screen. This screen gives the user one last chance to verify that the uploaded data should be saved or not.

Instructions Use this step to verify that all the data displayed on the “Review” step was correct or that there

are no loans to submit for the quarter selected and that you are ready for the data to be submitted. If you exit the Wizard, close your browser, or log out of the NCCOB Online website before clicking the “Save” button on this step, your data will not be stored and will need to be re-uploaded before it can be submitted.

Buttons & Links



Save Uploaded Data Button

Click to save the data that was uploaded in the previous steps of the wizard. Once the data is saved the Uploaded Loan Data Page will open.




Table of Contents

3.10 Single Entry Data Wizard The Single Entry Data Wizard is a set of screens that will walk the user through the process of uploading one mortgage loan.

Buttons & Links


Cancel Button Return to the Upload Loan Data screen. All information entered on the wizard will be discarded.

Next Button Click to move to the first step.

Previous Button Click to return to the previous step. Data not saved yet will be discarded.

Next Button Click to move to the next step. Once a step is completed, you can go back to any of the previous steps and the data will remain on those steps.

Save / Finish Button On the last step, click to save the data and complete the single entry data wizard.

Introduction



Step 1 This first step is used to collect some basic identifying information regarding the loan.



Step 2 The fields displayed on Step 2 are used by the website to determine which fields Step 3 will display. Each field on this step is required. Some of the identifying information from Step 1 is displayed so the user can be sure of what loan they are entering.

Step 3 This step will capture either the CloseDate, WithdrawnDate, or AdverseActionDate depending on the

LoanStatus and MortgageType selected on the previous step.



Step 4 This step has just one field called isTRIDLoan which is how the system knows whether the loan falls under the TILA-RESPA Integrated Disclosure (TRID) regulation or not. Loan are regulated by TRID when AppReceivedByOriginatingEntityDate on or after 10/3/2015 and MortgageType not “Reverse” and MortgageType not “HELOC” and Occupancy not “InvestmentProperty” and PropertyType not Chattel.

Step 5 The fields displayed on this step were determined by the website to be required based on the

information entered on the previous steps. Each field on this step is required. You will notice that some fields from the NCCOB Loan Data Specification File are not displayed. For example, a loan with a MortgageProgram of “Fixed” will not need an “ARMCeiling”.



Step 6 The fields displayed in this step are not required by the website, but are still part of the data specification and should be entered if the data is available.

Step 7 Enter the fees associated with this loan. The fees should match the fees listed on the HUD-1 document

in sections 800 through 1400 or from the new Closing Cost Detail. Click the “Add Fee” button to display a set of fields to fill in. After you enter the data for a fee, click on the “Update” button. To add more fees, just click on the “Add Fee” button after each “Update” button click.



TRID Loan

Non-TRID Loan



Step 8 The last step is used to verify the year and quarter update that the loan should be included in. The website will automatically default the year and quarter based on the data entered, but the user can change it if needed.

Once the “Save / Finish” button is clicked, you will see the following message if the loan was saved with no errors:

(licensee) licensee user gui… · uploaded loan data added button “enter single loan”....

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