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Gators Study Final 041406
Gators Study Final 041406
Gators Study Final 041406
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2006 October Research Corporation
Project Scope
Page 2
Study Methodology
Page 3
Executive Summary
Pages 4-5
Process Workflows
Page 6-7
Study Findings
Page 8-13
Appendix
Page 15
Introduction
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GATORSystems, a subsidiary of Fiserv Lending Solutions, provides a paperless vendor management platform for the real estate mortgage vendor management and settlement services industries. GATORS (General American Tracking, Ordering & Reporting System), enables vendor management personnel to: process title, appraisal and closing orders; perform curative work; store and track key milestones; retrieve and deliver documents; generate management reports; update customer records throughout the mortgage settlement process; and process accounts payable and receivable. Fiserv Lending Solutions has retained October Research Corporation to conduct a study to measure cost and workflow efficiencies experienced by a Vendor Management Company (VMC) using the GATORS ENTERPRISE Vendor Management System (VMS). The objective is to determine if a VMC incurs direct cost savings and/or increased production capacity using GATORS ENTERPRISE in comparison to another vendor management technology which was recently replaced within the production operation of Equity Settlement Services, Inc. (ESS), an independent VMC with headquarters in Smithtown, New York. Process workflows, both before- and after-GATORS ENTERPRISE implementation, were analyzed and documented. This study provides activity-based cost models and detailed gap analyses. Study results are arranged in the following sections: Project Scope Study Methodology Executive Summary Process Workflows Study Findings
_____________________________________________________ Simply put, it is difficult to convey all of the benefits the GATORS conversion has provided us in a few sentences. From improved vendor tracking, to automated billing and payment, to having both of those items linked to each title and settlement transaction, along with quality reporting capabilities, has laid the foundation to effectively manage vendors and move forward with our database. ~ T. Wenthen, Vendor Manager ___________________________________________________________
2006 October Research Corporation
Project Scope
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Page 2
This study focused on refinance mortgage transactions as ESS performs primarily refinance transactions for its clients throughout New York and the United States. The project scope includes review of only those tasks and processes within the residential refinance mortgage settlement continuum, from the time the VMC receives an order from a mortgage lender or mortgage broker through to closing, funding and warehousing of the loan. Additionally, the scope of the study includes routine telephone and fax communications with parties involved in the transaction, as well as the deliveries of overnight and courier-delivered packages. Finally, the project scope also includes requests for loan file documents such as a survey, legal description, or related materials received after the loan is funded and the file is warehoused. The study measures tasks as they are performed but does not measure time lags or down time between order and receipt of documents from various third-party services. For example, the study measures the time it takes the processor to request a payoff, Homeowners Association documents, taxes, etc., but does not include any lag time that may occur between the order and receipt of those documents. Data collection was conducted through a series of interviews with production and management personnel over a two-day period in May 2005, and again in February 2006. During the first on-site visit in May 2005, the before-GATORS ENTERPRISE portion of the data collection process was conducted. At the time, ESS was using an existing vendor management technology developed by a third-party vendor, and refined and updated over time by ESS information technology personnel. The second on-site visit in February 2006, conducted approximately six months after the new system was implemented, was used to collect data for the after-GATORS ENTERPRISE portion of the study. Task durations were not rigorously timed. Professional observation, past interviews for similar studies, prior real estate settlement services experience, and industry standards were used as guides to assess and validate these task times.
Study Methodology
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The study consisted of seventeen (17) interviews of data entry staff, processors, title examiners, closers, and operations management personnel associated with conducting a refinance mortgage transaction. Each of these individuals had significant experience and intimate knowledge of the closing process both before and after GATORS ENTERPRISE implementation. Their insights formed the basis for developing task lists and assigning the order in which tasks were/are performed within the title, appraisal and closing processes. They also provided time estimates for each task based upon their own first-hand knowledge of the process. Interview participants described tasks within the production of a standard residential refinance loan and assigned corresponding task time estimates before the GATORS ENTERPRISE implementation. They also estimated the number of pre-GATORS ENTERPRISE phone calls, faxes and courier services within each task. Participants then described the same tasks and task times, as well as the facsimile, telephone, and courier communications involved in the process after the GATORS ENTERPRISE implementation. Throughout the course of the interviews, a comprehensive task list of workflows associated with residential refinance transactions processed by this office was developed. In addition, three (3) senior management personnel provided perspectives on wider functional attributes of GATORS ENTERPRISE and performance levels associated with pre- and post-GATORS ENTERPRISE implementation. Much of the information obtained from these individuals formed the basis for the Additional Savings portion of the Section 6: Study Findings (Page 12). This study is based on a combination of actual and estimated financial and production quantities and measurements, as ESS executives did not wish to furnish certain specific financial or production performance results for this study.* However, they did agree to provide certain improvement ratios, as well as telephone, facsimile, courier, and compensation figures. Where estimates are provided, this report errs on the side of conservatism so as not to overstate the savings that ESS derives using the GATORS vendor management platform. In developing the activity-based cost models, company management and information technology professionals provided per-minute and per-unit cost estimates for telephone, facsimile and courier charges. Salary and benefit figures and overhead-per-employee figures were also provided. These estimates were applied uniformly to both pre- and post-GATORS ENTERPRISE analyses.
2006 October Research Corporation
* Actual order volumes were not disclosed by ESS. Order volume estimates were derived from similar studies, knowledge of the title insurance and vendor management industries, and estimates provided by October Research consultants familiar with vendor management operations.
Executive Summary
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The emergence of advanced Vendor Management Systems (VMS) in the U.S. mortgage financing industry offers settlement service professionals an effective method to electronically order, organize, track, and communicate the information, documents, and activities associated with real estate mortgage transactions. Fiserv Lending Solutions, formerly known as General American Corporation (GAC), developed and markets GATORS, a paperless vendor management platform for the real estate services vendor management industry. This study analyzes one such company, Equity Settlement Services, Inc., a national vendor management company with headquarters based in Smithtown, NY, that replaced its existing vendor management system with GATORS ENTERPRISE in mid-2005. While GATORSystems offers multiple versions, this study is limited to GATORS ENTERPRISE, as this is the solution adopted by Equity Settlement Services, Inc. For refinance transactions, the use of GATORS ENTERPRISE within the ESS office resulted in a cost savings per transaction of $29.71, a 13.4% savings. Without actual production figures, we estimate that a company of the relative size of ESS processes between 1,000 and 1,500 orders per month, or about 50 to 75 orders per day.* Based on the savings rate of $29.71 per transaction, the labor and communication cost savings attributable to GATORS ENTERPRISE equals approximately $30,000 to $45,000 per month, or about $357,000 to $535,000 per year. In addition, there are savings attributable to efficiencies outside the parameters of the transaction itself. A discussion of these additional savings is found in Section 6: Study Findings, Additional Cost Savings (Page 12).
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*
Actual order volumes were not disclosed by ESS. Order volume estimates were derived from similar studies, knowledge of the title insurance and vendor management industries, and estimates provided by October Research consultants familiar with vendor management operations. 2006 October Research Corporation
Executive Summary
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Page 5
Results of this study also illustrate that the system can be integrated into a vendor management company or large title agency without significant down time, delay or disruption to normal business operations. Based upon the Equity Settlement Services, Inc. study findings, it is evident that GATORS ENTERPRISE offers both quantitative and qualitative benefits to the user and improves the overall customer experience. Overall Cost Results Table 1 presents the overall study findings. The vendor management process was reviewed through a comparison of overall, estimated labor and communications (facsimile, telephone and courier) costs, per transaction before and after GATORS ENTERPRISE implementation. Overall, GATORS ENTERPRISE savings per refinance mortgage transaction was $29.71, a 13.4% savings compared to ESS previous vendor management technology. TABLE 1 Key Results
Transactional Processing Cost $ 221.50 $ 191.79 $ 29.71 13.4%
GATORS ENTERPRISE Cost Savings ($) GATORS ENTERPRISE Cost Savings (%)
________________________________________________________ I really like the GATORS product. It is much easier to use then our old system. With GATORS, I save time and I am working more efficiently. ~ T. Sarli, Data Entry Clerk ________________________________________________________
2006 October Research Corporation
Process Workflows
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Page 6
Study participants identified fifty-two (52) key tasks in a standard residential refinance transaction. Table 2 (Page 7) depicts these key tasks and the production personnel responsible for conducting each task. Individual sub-tasks were not uniquely measured and instead, they were rolled up into the key tasks depicted in the table. In addition to normal workflow tasks, closers routinely field status update calls from various parties to the transaction, including borrowers, mortgage brokers, lenders and others. They also field calls from these same parties after the loan is closed. These calls typically involve requests for documents such as surveys, deeds, mortgages, etc. While not associated with a particular task in the production continuum, they do occur on a regular basis, and therefore, are included near the bottom of the task list depicted on page 7. Managerial roles were not measured and are not included in this analysis. As mentioned, for the purposes of this study, only tasks directly related to the production process itself from the time a title order is placed until the loan is closed, funded, and warehoused have been measured and reported.
____________________________________________________ The task system within GATORS has helped me to equalize the workflow among employees. It allows me to see which employees are overburdened. I can allocate tasks to those less burdened and, therefore, ensure all orders are processed in a consistent and timely fashion. ~ D. OBrien, Operations Manager ____________________________________________________
2006 October Research Corporation
Process Workflows
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Facilitator Application/Order Entry Application/Order Entry Data Entry Data Entry Examinations/Municipals Examinations/Municipals Examinations/Municipals Reading Reading Reading Reading Examinations/Municipals Examinations/Municipals Examinations/Municipals Closing Desk Closing Desk Closing Desk Closing Desk Escrow Officers Escrow Officers Escrow Officers Escrow Officers Escrow Officers Escrow Officers Escrow Officers Escrow Officers Closing Desk Closing Desk Closing Desk Closing Desk Post Packaging Post Packaging Post Packaging Post Packaging Post Packaging Funding Funding Funding Funding Funding Recording Recording Recording Recording Recording Recording Recording Recording Recording Recording Random Random
TABLE 2
Task Task Task Task Task Task Task Task Task Task Task Task Task Task Task Task Task Task Task Task Task Task Task Task Task Task Task Task Task Task Task Task Task Task Task Task Task Task Task Task Task Task Task Task Task Task Task Task Task Task Task Task Task # 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 47 48 49 50 51 52
Study Findings
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ESS production personnel identified a number of key tasks and functions within the refinance mortgage settlement process where using GATORS ENTERPRISE offers labor and communication cost savings compared to the companys previous transaction management system. Table 3 presents a side-by-side comparison of the estimated labor and communication costs (facsimile, courier and telephone) associated with a residential refinance transaction, before- and after-GATORS ENTERPRISE implementation. The accompanying chart presents the same information in a graphical format. Overall, GATORS ENTERPRISE savings per transaction was $29.71, a 13.4% savings. This translates to $29.24 in labor savings; $0.47 in communication cost savings (Table 4). ______________________________________________________________________ TABLE 3 Cost Comparison Refinance Transaction
Order/ Data Entry Pre-GATORS GATORS GATORS Savings ($) GATORS Savings (%) $7.93 $8.57 -$0.64 -8%
$200.00
$150.00
$100.00 $56.68 $48.07 $50.00 $8.57 $7.93 $0.00 Order/ $22.35 $12.06 $1.80 $2.72 Exam/ Reading $22.35 $12.06 Closing Desk $56.68 $48.07 Escrow Officers $22.53 $17.78 Post Packaging $15.27 $12.06 Funding $7.81 $5.71 Recording $19.83 $19.83 $22.53 $17.78 $64.00 $64.00
Study Findings
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Page 9
The study findings indicate that GATORS ENTERPRISE reduced the estimated labor expense associated with a refinance transaction from $155.12 to $125.88 per transaction, a 19% savings. Estimated communication costs declined from $74.07 to $59.94 per refinance transaction, a 1% savings. ______________________________________________________________________ TABLE 4 Cost Comparison Refinance Transaction by Labor and Communications
Process Pre-GATORS ENTERPRISE GATORS ENTERPRISE Labor $155.12 $125.88 $29.24 19% Communications $66.38 $65.91 $0.47 1%
$160.00
$155.12
$100.00
$40.00
$20.00
Study Findings
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Page 10
Table 5 presents the number of minutes invested, before and after GATORS ENTERPRISE implementation, and the total time savings (in minutes and hours) associated with GATORS ENTERPRISE utilization. Overall, GATORS ENTERPRISE savings per transaction was 0.63 hours, a 9% savings. TABLE 5 Task Time Comparison Refinance Transaction
Order/ Data Entry Pre-GATORS GATORS GATORS Savings ($) GATORS Savings (%) 25.0 Min. 27.0 Min. -2.0 Min. -8% Exam/ Municipal 9.2 Min. 5.7 Min. 3.5 Min. 38% Reading 47.8 Min. 38.0 Min. 9.8 Min. 21% Closing Desk 159.7 Min. 151.5 Min. 8.2 Min. 5% Escrow Officers 65.4 Min. 56.0 Min. 9.4 Min. 14% Post Packaging 43.0 Min. 38.0 Min. 5.0 Min. 12% Funding 22.0 Min. 18.0 Min. 4.0 Min. 18% Recording 62.5 Min. 62.5 Min. 0.0 Min. 0% Total Time (Minutes) 434.6 Min. 396.7 Min. 37.9 Min. 9% Total Time (Hours) 7.24 Hrs. 6.61 Hrs. 0.63 Hrs. 9%
_______________________________________________________________ The real power of GATORS is the combination of all its tools, including Vendor Management, Work Flow (tasks and processing points), Customer and Vendor Internet Access, MultiCompany Codes, Integration of Overnight Delivery, Title Modules, the Closing Module, the Info Products Module and Document Management. The integration of all of these capabilities in one software package provides the ability to tightly manage the end-to-end process of a Title and Closing Order, insuring we consistently deliver highly competitive turn times and the best quality to our customers while also ensuring that standard and consistent processes are followed by all our staff. ~ M. Jiran, Chief Operating Officer ________________________________________________________________
2006 October Research Corporation
Study Findings
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Study Findings
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Page 12
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* As previously noted, actual order volumes were not disclosed by ESS. Order volume estimates were derived from similar studies, knowledge of the title insurance and vendor management industries, and estimates provided by October Research consultants familiar with vendor management operations. 2006 October Research Corporation
Study Findings
6
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7
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Located in Richfield, Ohio, October Research Corporation is the nations leading provider of market intelligence, business news and regulatory information for the real estate, settlement services and mortgage origination industry. Reflecting its extraordinary growth, the company was named a top ten Weatherhead Company by Case Western Reserve University in 2005. The company publishes several premium newsletters including Real Estate Technology News, The Legal Description, The Title Report and Valuation Review. In addition to these publications, the company produces industry-leading news portals which include BrokerNewswire.com and RESPAnews.com. October Researchs informational publications and newsletters are read by over 75,000 real estate service professionals each week. The company also has two divisions supporting market research and learning: October Studies Produces groundbreaking research reports, customized research studies and industry surveys for real estate, settlement services and mortgage origination firms including The Mortgage Lender Survey, The National Real Estate Survey, and the National Appraisal Survey which was widely cited by the national media including The Wall Street Journal, CNBC and NBC Nightly News. October Seminars Delivers interactive audio conferences, local seminars and national conferences that assist real estate, settlement services and mortgage origination companies in educating key managers and executives. Industry executives are provided a competitive edge with ongoing updates on emerging trends, their competitors and customers. October Seminars has produced several pioneering audio workshops including the 2004 e-Radio Technology Series and RESPA Radio Adapting to the Rule. In 2005, the company produced the nations first National Settlement Services Summit.
Appendix
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