Welcome To HUD Property Inspection Training

1
Welcome To HUD Property Inspection Training

• Opening Remarks
• Vance Morris
• Director Office of Single Family
• Asset Management

2
Purpose and Expected Outcomes of Training

• Presenter
• Marlene Robinson
• Principal GTR, MM Contracts
• Office of Single Family Asset Management

3
Purpose Of Training

• Clearly define HUDs property management
  objectives
• Clearly define HUDs expectations
• Clarify property conditions relative to HUDs
  objectives and expectations
• Dispel misconceptions

4
Purpose Continued

• Provide guidance on alerts that must be corrected
  by the end of the next calendar day
• Provide an overview of the ESPI system and recent
  updates

5
Expected Outcomes

• Participants Will
• Be aware of issues and property conditions as
  presented from the perspective of the
• Property Inspector
• MM Contractor
• HUD Review staff
• Know HUDs expectations of property condition and
  how these expectations are to be met

6
Expected Outcomes Continued

• Participants Will
• Have an understanding of the SPI inspection form
  and how scores are calculated
• Have a greater familiarity of the ESPI system
• Review recent enhancements to ESPI understand
  the benefits of the enhancements

7
Session ISetting The Stage - Defining HUDs
Objectives Expectations

• Presenter
• Laurie Maggiano
• Deputy Director - HQ
• Office of Single Family Asset Management

8
Overarching Objectives

• Properties will be managed and maintained to meet
  or exceed the following objectives as outlined in
  Section C.1.2.3 of the MM Contract
• Properties are secured and safe from hazardous
  conditions
• Property values are preserved
• Properties are maintained in a manner that
  reflects a high standard of care

9
HUDs Objectives Continued

• Meeting the aforementioned objectives requires
  continuous diligence on the part of all
  Contractors and staff who support HUDs single
  family property management efforts
• MM Contractors
• Special Property Inspectors
• HUD Monitors

10
Objectives Continued

• Expectations of the MM Contractors
• Maintain properties in accordance with contract
  requirements performance statements in Property
  Management Plans
• Comply with HUD policy and regulations concerning
  property preservation protection

11
Objectives Continued

• Expectations of the MM
• Contractors Continued
• Correct Health Safety Items in accordance with
  contract requirement Property Management Plan
• Submit SPI appeal requests to GTR timely

12
Objectives Continued

• Expectations of the Special Property Inspectors
• Must be present at the property
• Must complete interior exterior inspection
• Must complete the inspection report in accordance
  with the requirements in the SPI contract

13
Objectives Continued

• Expectations of the Special Property Inspectors
  Continued
• Evaluate properties based on what is physically
  observed at time of inspection, rather than what
  the SPI inspector believes should be done by the
  MM Contractor
• Complete and upload inspections in accordance
  with timeframe requirements in contract
• Conduct quality control on completed report prior
  to uploading to ESPI

14
Objectives Continued

• Expectations of the HUD Monitors
• Review the property inspections posted to ESPI
  for the current rating period
• Alerts upon notification
• All other reports upon completion of the
  inspection cycle
• Determine which properties may need a
  re-inspection and order via ESPI
• Review appeal requests from MM contractor
• Notify MM of appeal results

15
Objectives Continued

• Most common findings that prevent HUD from
  consistently meeting the objectives are
• Active roof leaks / Tarped roofs
• Missing railings / Steps / Guardrails
• Lack of winterization
• Debris

16
Objectives Continued

• Reoccurring Findings Continued
• Citing items as hazards that are not hazards
• Missing photos to support point deductions or
  hazards
• Inconsistent review criteria by HUD monitors
• Written review criteria under development

17
Objectives Continued

• Impact of Reoccurring Findings
• Excessive time spent on appeals and corrections
• Relationships are compromised
• The bottom line
• When properties are not consistently secured and
  safe from hazardous conditions when values are
  not consistently preserved and when properties
  are not consistently maintained in a manner that
  reflects a high standard of care, everyone loses

18
Time For QA

• Questions and Answers
• Break
• Session will resume in 10 Minutes

19
Session IIClarifications

• Presenters
• Teresa Barbee, Housing Program Policy Specialist
  Part A
• James R. McGee, Housing Program Specialist Part
  B
• Marlene Robinson, Principal GTR, MM Contracts
  Part C
• Office of Single Family Asset Management

20
Session II Part ASite / Interior / Exterior /
Photo/Misc. Clarifications

• General Overview
• Utilize available tools
• Applicable Contracts
• SPI
• MM
• Property Management Plan

21
Site / Interior / Exterior / Photo/Misc. Continued

• Site
• Snow Accumulation and Removal
• Overgrown Vegetation vs Routine Lawn Maintenance
• Falling Leaves

22
Overgrown Vegetation
23
Routine Lawn Maintenance Needed
24
Routine Lawn Maintenance Needed
25
Leaves on Roof
26
Site / Interior / Exterior / Photo / Misc.
Continued

• Interior
• Uncapped Wires vs. Taped Wires
• Cracked Windows vs. Broken Windows vs Broken
  Boarded Windows
• Carpet Dirty vs. Stained
• Personal Property vs. Debris
• Inoperable Windows
• Active Roof Leak
• Clean but Stained Countertops, Tubs Sinks
• Normal wear and tear

27
Heavily Soiled Carpet
28
Evidence of Active Leak
29
Im never coming out
30
Site / Interior / Exterior / Photo / Misc.
Continued

• Exterior
• Tarped Roofs
• Securing Detached Shed Outbuildings

31
Site / Interior / Exterior / Photo / Misc.
Continued

• Photos
• Missing photo(s) to support point deduction(s) or
  hazard(s)
• Blurry photographs
• Misc.
• Difficulty in locating properties
• Unable to gain entry into dwelling

32
Missing Supporting Photo
33
Unable to Gain Access
34
Session II Part BWinterization Clarifications

• General Overview
• Proper Winterization
• In accordance with local code, ordinances and
  regulation
• Cleaning of toilets and a thorough and complete
  draining of all plumbing and heating systems
• Heating and Plumbing systems should be drained
  unless otherwise specified in variations
• Adequate Amount of Antifreeze
• Geographic Variations
• State/jurisdiction specific instructions

35
Evidence of Winterization?
36
Evidence of Winterization?
37
Session II Part CAlert Clarifications

• Overview
• MM Contract Requirements
• SPI Requirements
• Appeal Process

38
Alert Clarifications Cont.

• Site
• Health Safety
• Retaining Walls
• Walkway / Steps

39
Before
After
40
Protruding Nails Hazard or Not?
41
Protruding Gate Hinge
42
(No Transcript)
43
Alert Clarifications Cont.

• Exterior
• Doors
• Health Safety
• Pools Related Structures

44
Debris Trip Hazard
45
Protruding Nails
46
After
Before
47
Alert Clarifications Cont.

• Interior
• Health Safety
• Stairs
• Lack of Winterization

48
Rat Droppings
49
Protruding Bolt
50
Infestation
51
Marlenes Favorite Slide
Lizard
52
1 Bug Infestation??
53
Heads Up!!
Hazard??
54
Time For QA

• Questions and Answers
• Break
• Session will resume in 10 Minutes

55
Session III
Tracking REO Properties with eSPI

• Presenter
• Valufinders, Inc.
• Katryna Starks, Assistant Project Manager

56
The eSPI System

• eSPI stands for Electronic Special Property
  Inspection
• The eSPI system was created to track REO
  inspections by SPI Companies for the U.S.
  Department of Housing and Urban Development

57
SAMS
To begin the process, the HUD inventory is
downloaded from the SAMS database, which is
maintained by HUD, and then uploaded into the
eSPI system.
58
Message Page
When users log into eSPI, they are presented with
a list of messages regarding their properties.
59
SPI Company Order Page
The eSPI system assigns properties based on HUD
criteria. Properties are divided by contract
area.
60
SPI Company Order Page
The assigned cases are available to the SPI
Companies on the first business day of the
month. The SPI Companies then assign the orders
to SPI Inspectors.
61
SPI Company Order Page
For SPI Companies and MM companies, staff
members can be added and disabled with the User
Management link.
62
SPI Company Order Page
For SPI Companies, inspectors can be added,
approved and disabled with the Inspector
Management link.
63
Inspector Orders
Once properties are assigned to inspectors, they
can access them when they log in. The inspectors
have several helpful features to assist them.
64
Inspector Orders
The Sequences link contains prior inspections
for the selected property.
65
Inspector Orders
The Map link opens a map of the property. This
can be used to verify the property address and
obtain driving directions.
66
Inspector Orders
The Print Order link provides a printable form
to take to the field. When the inspector
returns, the Inspection Form link opens the
form for data entry.
67
Cover Page
The form is self-scoring and also tracks passing
scores, non-passing scores and health safety
hazards.
68
Inspection Form
Red numbers indicate scored conditions, while
yellow bars indicate conditions that are
considered hazards. Location and comments are
required for every condition marked yes.
69
Photo Page

• Up to 20 photos can be uploaded directly to eSPI.
• Pictures cannot be larger than 600x800 or more
  than 750 kb.
• For ideal picture sizes, it might be helpful to
  set your camera to the minimum resolution.

70
Enlarged Photo
Photos are automatically labeled with the
description, the case number, date uploaded and
property address.
71
Email Notifications
Email notifications are sent by the eSPI system
between 7am and 7pm. The notifications indicate
when orders are assigned, delivered and
completed, and whether there are low scores or
hazards.
72
Email Notifications
There are over 800 individuals who receive emails
from eSPI each month. Remember to update
ValuFinders with changes to your eSPI contact
list.
73
HOC Page
HUD Personnel access eSPI to review inspection
forms once they are delivered by the SPI
Companies.
74
Extra Features
With just a click, HUD personnel can send forms
back for corrections or order
re-inspections.
75
Low Score Report
There are several administrative reports so that
HUD staff can see properties with low scores
and/or hazards at a glance. Links from the report
open the inspection form.
76
Gardner Report
eSPI also contains customized reports, such as
the Gardner Report, which aggregates scores by
contract area.
77
Program Support
The Program Support inspection form allows HUD to
compare program support inspections with SPI
Company inspections by viewing them side-by-side.
78
MM Companies
MM Companies can access completed inspection
forms that indicate low scores or hazards as soon
as they are uploaded. The rest of the inspections
are available after the 20th of the month.
79
Message System
All Users can access the internal message system
to communicate with their own staff or HUD
Personnel regarding specific inspections. Messages
always remain with the case number.
80
New Features
81
MM GTR Revision Page
Management and Marketing GTRs now have a page
that can be used specifically to record instances
where they would like to modify a score or remove
an alert. This new MM GTR revision page only
contains scored and hazard items.
82
MM GTR Revision Page
On the inspection form being reviewed, click the
Create GTR Review Page link on the bottom of
the Cover Page to open the MM GTR review page.
83
MM GTR Revision Page
This creates a GTR Review Link in the menu.
Click it to open the GTR Review Page. The SPI
Company scores are on the left and cannot be
changed. MM GTRs can input their own scores and
comments on the right. These will not override
the SPI scores, but will appear in their own
section.
84
MM GTR Revised Cover Page
The revised MM GTR score and/or alert status
appears on the cover page in a separate section.
85
eSPI 2.0 January 1, 2008
In 2008, ValuFinders will launch a new version
with more efficient Order List pages designed to
enhance the user experience by reducing scrolling.
86
Sequences Case
Prior inspections for a property formerly in
the Sequences column will be viewable by
clicking the case number.
87
Map Property Address
The Map column will be removed, but maps are
still accessible by clicking the property
address, which is now a hyperlink.
88
SPI Form Score
Instead of having its own column, the score will
appear in the SPI Form column once the completed
form is uploaded. The status of the form also
appears in the same column.
89
PDF Form Archive
The Print Order and Save Order features will
be combined into a linked pdf version of the form
so that the archives and prints will look the
same as the online form.
90
eSPI Mobile

• eSPI accessible by Smartphone
• Fill out forms and upload photos in the field
• Not brand specific works with any phone that
  has an internet connection
• Optimized for the Opera Mini browser (free
  download)
• Available January 2008

91
Online Training Manual
Each user has an online instruction manual
accessible from the menu bar.
92
Customer Support We Can Help!

• Our customer support department is available to
  help with
• Passwords and login
• New user training
• Prior user refresh training
• Help with specific features, such as form
  fill-out, picture uploads, re-delivery of sent
  back forms, retrieval of forms delivered by
  mistake, etc.
• Before you call your GTR, call us!
• We can be reached at 800-649-6680, or
• Email us at help_at_appraiserconnect.com

93
Customer Support
eSPI Customer Support is available Monday -
Friday from 800am 800pm EST By phone (800)
649-6680 By email help_at_appraiserconnect.com
94
Time for Q A

• ESPI Questions and Answers

95
Conclusion

• Presenter
• Laurie Maggiano HQ
• Deputy Director
• Office of Single Family Asset Management

96
Conclusion

• Reiterate Objectives
• Final Questions and Answers

97
Sign-in Sheets Course Evaluations

• Please bundle course evaluations and sign in
  sheets and mail to
• US Department of HUD
• Attn Teresa Barbee Room 9182
• 451 7th Street, SW
• Washington, DC 20410