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MEMO
#1006: Incomplete Work Orders Updates - 9/13/02
Safeguard
is dedicated to providing its clients with complete, accurate,
and timely work order updates. Unfortunately, we've recently
observed a significant number of incomplete updates, and these
are affecting the workflow process for Safeguard's clients,
staff, and contractors.
The Safeguard
staff cannot close a work order when information is missing
from the update, and the client cannot convey the property
without complete information. The delay caused by incomplete
updating could result in a client missing a conveyance deadline
and incurring curtailment fees. It is time-consuming for the
Safeguard staff to track down missing information from the
contractors and document the system each time this occurs.
It is also time-consuming for the contractors to review work
orders that were already sent to Safeguard.
We need
to be proactive in resolving this issue in order to remain
focused on a smooth workflow process. In addition to helping
us to get important information to clients promptly, your
complete and timely updates will facilitate the efficient
processing of your invoices and will reduce the possibility
of delay in payment.
Please
review the following list of common reasons why updates are
found to be incomplete. All of the information points noted
below must be included on every update.
- DUMP
RECEIPTS: The new FHA guidelines require dump receipts for
all debris and health hazard removal. The dump receipt must
include the date, the address of the property from which
the debris was removed, the number of yards dumped, the
number and type of appliances (if any), and the dump name,
address, and telephone number.
- CONVEY
CONDITION: All FHA loans must always indicate in the update
whether the property is in conveyance condition, regardless
of the type of work order being updated.
- WATER
STATUS: All winterization order updates should include whether
the water turned off at the curb, and the reason why if
it was not.
- SECURE
STATUS: Was the property secure upon arrival? Was the property
secure upon departure?
- SUMP
PUMP: Does the property have a sump pump, and is it in operating
condition? If the pump is not operating, please provide
the reason.
- PERSONALS:
If you submit a bid for personal property, be sure to provide
an estimate of the value of the remaining personals, a list
of all the items present, and the quantity in cubic yards.
- KEYS:
Many areas require PK (Protecto) lock keys. These keys must
be sent to Safeguard on the day the securing work is completed.
- BOARDING
BIDS: Bids for boarding must provide dimensions in united
inches and include the thickness of the plywood to be used.
- DEBRIS
REMOVAL: Do not bid debris unless it cannot be removed for
the allowable amount. Debris located in sheds, garages and
outbuildings is considered interior debris. The guidelines
advise that only Florida and Oregon require interior debris
removal per the allowable.
- HEALTH
HAZARDS: Health hazards must be itemized by description
and quantity. If hazards are not removed by cubic yard within
the allowable, your bid must explain why (bidding per item,
cannot be completed for allowable, etc.).
- BIDS:
Bids on letterhead must include the company name, address,
telephone number, and tax ID number, and the bidder's signature.
- PROPERTY
CONDITION: Damages must be reported in detail and you must
provide an eyeball estimate.
If you
give your update verbally to your Open Order Regional Coordinator,
please be sure to provide him or her with complete and accurate
information on all points (securing, winterization, debris,
yard, and damages).
Contact your regional coordinator with any questions regarding
Incomplete Updates.
Thank
you for your continued cooperation.
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