North Shore Systems, LLC North Shore Systems, 08/08

Transcription

1 Selecting a Commercial Real Estate Lending System A Simplified Guide North Shore Systems, LLC North Shore Systems, 08/08

2 Contents In an increasingly competitive market, it becomes even more important to implement commercial real estate finance solutions that: > Improve customer service, with shorter loan cycles, lower costs and better customer communication > Increase efficiencies in processing > Make portfolio data more accessible and actionable > Act as a tool to help grow the bottom line This guide helps explain what you need to know to better attain these goals through the implementation of a systems solution for the origination, 2 Is Your Business Ready for Systems Upgrades? 4 A Checklist for Determining Your Systems Needs 6 Key Systems Requirements and Trade-Offs 8 What to Look for in a CRE Lending System 10 Screening Criteria for Choosing a Systems Vendor 11 Glossary of Terms 13 Additional Resources underwriting, closing, servicing and securitization of commercial mortgages. Provided compliments of North Shore Systems, LLC Call for more information:

3 Is Your Business Ready for Systems Upgrades? Check the boxes below to determine if your business will benefit from the investment a new commercial mortgage system requires. > Is your loan data scattered throughout Yes No the company on separate databases and disparate systems? > Would your origination, underwriting and closing teams benefit from greater collaboration? > Are you currently using spreadsheets to enforce your underwriting standards? > Do you spend a considerable amount of time If you answered yes to 3 or more of these questions, then your company may be ready to and money pulling information together for fully benefit from upgraded lenders, rating agencies, investors and GSAs? systems automation. > Is real-time Internet access to the status of loans in the pipeline and your servicing system important to customer satisfaction and getting your business booked? > Are cycle times lengthened by inefficient interaction with third parties? 2 3

4 A Checklist for Determining Your Systems Needs As you pursue upgrading your financing systems, you will find an enormous amount of choices, features, opinions and experts providing advice and influencing the direction you should go. Of course, the most successful solution for your company will be tailored to your business goals, customer demands, and growth requirements. The following is a checklist for ensuring the right players and steps are taken into account in developing the requirements of your new system. Determine your business goals for the system upgrade and get buy-in from all senior management affected prior to starting your search for a new provider. Get input from your system users to ensure those most affected have input up-front and support the decisions made. Conduct an impact cost/benefit analysis for the company. Define your inefficiencies and assess who will be most impacted by a systems change. Consider duplication of input, loan status updates, personnel interaction, policies and procedural impacts, and integration with downstream systems. Try to quantify resources allocated to your current processes. Research the needs of your borrowers and brokers for your company s products and services to better understand how the solutions you are formulating can solve not only internal challenges, but can improve customer satisfaction. Ask software vendors to aid with the needs analysis. Align yourself with solutions providers who are willing to provide an objective assessment of your needs and help in the evaluation process. 4 5

5 Key System Requirements and Trade-Offs In-House System vs. Application Service Provider (ASP) Advantages > Security, control and accountability > No variable usage costs > Customizable solution that ensures integration with your other systems > Controllable system response time and unrestricted access to your data > Initial cost savings > System administered by vendor > Ideal for smaller businesses Disadvantages > Some degree of internal technical support is required > Inherent risk if building a new system > Storage, security and accessibility of proprietary data not controlled internally > Unproven for medium- to large-size businesses > Integration with your in-house systems is often problematic > Less influence over enhancements/upgrades > Critical application speed and reliability not predictable, nor guaranteed Licensed System vs. Proprietary System Advantages > Proven performance (can validate with references from other companies actually running the software in production) > Frees management to concentrate on core competencies > Continuous system enhancements that stay current with market developments > Streamlined technical staffing and overhead requirements > Completely tailored solution > Greater control over maintenance and growth of the system Disadvantages > Ability to modify the system internally may be limited > Software and IT solutions are only as good as the vendor providing it and their track record of successful implementations > Often more costly and difficult to implement than initially anticipated > Susceptible to lack of support with no maintenance contract > Greater failure rate for large-size firms due to complex nature of development, implementation and servicing requirements > Takes resources away from core business competencies 6 7

6 What to Look for in a CRE Lending System Ensure you are getting the most functionality from a new mortgage processing system. Use the following checklist to screen system requirements. Does the system exist today? If not, eliminating this system choice will prevent your company from being a test case! Does the system have at least 90% of the functionality you require already built in, including front- and back-end processing? Is the response time for screen loading/ inquiries 3 seconds or less? Does it have the security features your company requires? Does the system have a solid data model, rich enough to fulfill CMBS requirements while also being easy to access and modify? Is the Does the system replace the use of spreadsheets? Is the system web-based or web-enabled to allow multiple access options, including via the Internet? Does the system offer custom features such as the ability to add company logos and colors, newsletter information and resources for users? Can it be easily tailored to your workflow and business without hard-coding required by programmers? Is the system easily integrated with your other systems? database CMSA and MISMO compliant and for DUS lenders, does it meet Fannie Mae requirements? 8 9

7 Screening Criteria for Choosing a Systems Vendor Use the following criteria to screen the systems providers you are considering. If they do not meet all these requirements, find those who are more qualified to partner with you. Glossary of Terms ASP Application Service Provider refers to a software vendor that provides access to its software and data housing capabilities via the Internet. The lending institution s data resides on the ASP s web servers. > How much experience do they have? If it s not longer than three years or more, look elsewhere. > Will they provide current customer references, where you can validate proven performance? > Do they offer both business analysis and consulting services? > Can they provide custom systems solutions for your company that include tailored screens and reports, integration with existing systems, and website development? > Do they offer guaranteed implementation, with a complete implementation plan and dedicated training team? > What kind of performance analysis will they provide? > Are there on-going support and maintenance resources dedicated to your company? Back-End Back-room functions for processing a loan after origination, including underwriting, document preparation, credit scoring and loan closing. The back-end is often integrated with the loan servicing system and may have securitization capabilities as well. Data Model A system s underlying database design. Critical as a foundation for an effective database as it drives all of the information seen on screens, reports, maintenance and data extracts. Front-End The earliest stage of origination, including lead tracking and online submission of deals on lender websites. Increasingly refers to the mortgage e-marketplace. In-House System A system installed on a company s servers, supported by company technical personnel. Also referred to as an enterprise system

8 Glossary of Terms (continued) Licensed Software Paid for typically with one up-front license fee and an annual maintenance fee. The software provider sells and supports the same software for other licensed customers. Enhancements and upgrades to the software are distributed on a regular basis under the maintenance contract. Proprietary Software Custom software built either internally by technical staff or contracted for on a time and materials basis. A maintenance contract may or may not be available. Response Time The amount of time it takes a system s screen to repaint itself and be ready Additional Resources North Shore Systems, LLC A commercial real estate mortgage systems provider offering additional information regarding the selection of a mortgage processing solution for your company, including a custom needs analysis. > Phone: info@northshoresystems.com Web address: Mortgage Bankers Association of America Provides education, products and services, and represents legislative and regulatory interests for their base of mortgage industry professionals. Contact for research, resources and events. > Web address: (go to /cref) for input again after entering data or moving between screens. Web-Based A system architecture where a user accesses the system via the Internet, or an internal network, using a web browser. Web-Enabled Not originally designed to run on the web (e.g. client server), but enhanced to make data accessible via the Internet. ecref Provides commercial finance industry information, including industry data and resources, online discusssions, company profiling, and office services. > Web address: Other CREF Internet Resources > > (go to /multifamily) >