funding and collaborating partner portal guide

Multifamily Portal Funding and Collaborating Partner User Guide

June 2017

The Minnesota Housing Finance Agency does not discriminate on the basis of race, color, creed, national origin, sex, religion, marital status, status with regard to public assistance, disability, familial status, gender identity, or sexual orientation in the provision of services.

An equal opportunity employer. This information will be made available in alternative format upon request.

Table of Contents

Chapter 1 – Introduction to the Multifamily Portal ............................. 1

1.01 Overview .................................................................................................................................. 1

Chapter 2 – Logging in to the Portal .................................................... 2

2.1 Overview ...................................................................................................................................... 2

2.2 How to Log In ............................................................................................................................... 2

2.3 How to Reset Your Password ....................................................................................................... 3

Chapter 3 – How to Navigate the Portal ............................................. 4

Chapter 4 – Funding Round Tab .......................................................... 5

4.1 Overview ...................................................................................................................................... 5

4.2 Funding Round Detail Page .......................................................................................................... 5

Chapter 5 – Projects Tab ..................................................................... 7

5.1 Overview ...................................................................................................................................... 7

5.2 View Projects ................................................................................................................................ 7

5.3 Selecting an Individual Project ..................................................................................................... 9

Chapter 6 – Project Page .................................................................. 10

6.1 Overview .................................................................................................................................... 10

Chapter 7 – Project Phase Checklists ................................................ 11

7.1 Overview .................................................................................................................................... 11

7.2 View a Checklist .......................................................................................................................... 11

7.3 View or Download a Checklist Item ............................................................................................ 13

Appendix A: System Requirements and Configuration

Recommendations ........................................................................... 15

Appendix B: User Tips and Preferences ............................................ 16

Appendix C: Portal Terms and Definitions ........................................ 18

Appendix D: Terms and Conditions ................................................... 19

MULTIFAMILY CUSTOMER PORTAL – FUNDING AND COLLABORATING PARTNER USER GUIDE

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Chapter 1 – Introduction to the Multifamily Portal

1.01 Overview Beginning with the 2017 Consolidated Request for Proposals (RFP) and 2018 Housing Tax Credit Round 1, customers will apply for funding using the Multifamily Customer Portal. The Portal is a single resource, online application tool that allows Minnesota Housing staff, funding and collaborating partners, and customers to access the most current and reliable information when applying for funds. Users will log in to the Portal, custom build an application Checklist based on the type of proposal they will submit and upload all application materials. After selection, Minnesota Housing staff will use the Portal to collect due diligence documents, track critical milestones in the loan closing process and communicate with customers.


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Chapter 2 – Logging in to the Portal

2.1 Overview The Portal can be accessed via an internet browser. For information regarding recommended browsers, refer to Appendix A. Prior to your initial log in, you will receive an email that includes a link to set up a password and activate your user account. Your username is your email address.

2.2 How to Log In Click the URL for the Portal: https://mnhousing.force.com/MultifamilyPortal/login. For security purposes, the first time you log in on a new browser, you will be prompted to enter a security code. You can select to have the code emailed to you or sent via a text message. Select ‘Don’t ask again’ to avoid repeating this process on this browser in the future.


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2.3 How to Reset Your Password If you forgot your password, click ‘Forgot your Password?’ on the log‐in page and follow the instructions.

If you have already logged into the Portal and want to update your password, go to the upper right corner of the browser, click your Name and click ‘My Settings.’ Click ‘Security Settings’

Click ‘Change my Password,’ and you will be taken to a page where you can set up a new password and a security question.


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Chapter 3 – How to Navigate the Portal

There are two primary ways to navigate the Portal: tabs and hyperlinks. Tabs Once you log into the Portal, you will see two tabs at the top of the screen: Funding Round and Projects. Toggle back and forth between tabs by clicking the tab name. For example, click ‘Funding Round’ to go to the Funding Round tab.

Funding Round: View a list of all open funding rounds in the Portal.

Projects: View all Projects that are in process or have been created in the Portal. NOTE: During the RFP you will see all projects. Once projects are selected, you will only see projects you are actively working on and that are assigned to you.

Hyperlinks Underlined hyperlinks appear on pages throughout the Portal. Click the hyperlink to navigate to another page. For example, on most pages there is a hyperlink embedded in the project name that will take you back to the project page.


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Chapter 4 – Funding Round Tab

4.1 Overview You can view all open Funding Rounds on the ‘Funding Round’ tab. It includes the date the Funding Round opens and closes, and a brief description about the Funding Round.

To view more detail about an open Funding Round, click the appropriate hyperlink in the ‘Funding Round Name’ field.

4.2 Funding Round Detail Page The’ Funding Round Detail’ page includes additional information about the Funding Round such as the funding information description, the round year and the tax credit allocation year. At the bottom of the page, you can view a list of projects that have been submitted or are in process for that Funding Round. NOTE: During the RFP you will see all Projects. Once Projects are selected, you will only see Projects you are actively working on and that are assigned to you.


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Chapter 5 – Projects Tab

5.1 Overview The ‘Projects’ tab lists all of the projects created in the Portal. The Project list can be sorted in multiple ways, depending on the view selected). Click a column heading (e.g., Project Name, D#) to sort the list of Projects alphabetically or numerically. Go to a particular Project by clicking the project name in the ‘Project Name’ column. Additional features, such as the ability to jump to Projects that start with a particular letter or expanding the number of projects displayed in the list are noted in the image below.

5.2 View Projects You can change how the Project list is displayed by clicking the arrow button to the right of the View field at the top left of the page and selecting from the dropdown list. Note that during the RFP you will see all Projects. Once Projects are selected, you will only see Projects you are actively working on and that are assigned to you.


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You can also use the column headers, and letters at the top of the page, to sort for Projects in a certain

city or region. For example, you can find all of the Plymouth projects by: 1) sorting the City column, and

2) selecting ‘P’.

1: Click the City column to

sort by city

2. Click on a letter to find a

City


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5.3 Selecting an Individual Project Select the appropriate Project by clicking the specific Project name.

You will then be taken to that Project’s page in the Portal.


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Chapter 6 – Project Page

6.1 Overview Each Project has a page where partners can view Project‐specific documentation. Sections of a Project page are briefly described below and displayed on the next page.

Sections of a Project Page

View# Description Details

1 Project Name View the name of the Project.

2 Project Status View the selection status of the primary and secondary (dual) application. During the RFP the status will show ‘Submitted.’

3 System Information This is required system information. Collapse the field to limit the information displayed.

4 Project Phases Displays a Project‐specific checklist for each Phase within a given funding round.

5 Supporting Documentation

View documents shared with funding and collaborating partners.

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Chapter 7 – Project Phase Checklists

7.1 Overview The Project Phases section of a Project page displays a checklist for each Phase within a given funding round. For the 2017 RFP/2018 HTC Round 1, the Pre‐Application, Intent to Apply, and Application checklists are built by the user when applying for funding. Minnesota Housing will build the due diligence, Preliminary Determination (42M), Carryover, and 8609 checklists for developments that receive an allocation of funding or tax credits. Note that during the RFP you will only be able to see the Intent to Apply and Application Phases. If a Project you are working on is selected to move forward, the Due Diligence Phase will appear along with any other Phases that apply (e. g., Carryover, 8609).

7.2 View a Checklist Select the appropriate checklist by navigating to the ‘View Checklist’ column and clicking the ‘View [Example Phase Name] Checklist.’

Sections of a Phase checklist are briefly described in the table below and displayed in the graphic that follows.

Sections of a Phase Checklist


1 Checklist View Displays all the checklist items required for users to submit based on the selected Project Characteristics.

2 Show Entries Changes the number of items displayed in the Checklist View (1).

3 Checklist Item This field displays the name(s) of item(s) required for submission.

4 Upload Status

This field indicates whether the user has:

‘Uploaded’ file(s) the user has successfully uploaded at least one (1) file to this checklist item.

‘Not Uploaded’ file(s) the user has not uploaded any file(s) to this checklist item.

‘Opted Out’ (if applicable) indicates that this checklist item is not relevant to the project. Only applicable on certain checklist items.

‘File Has Errors’ indicates the file that was uploaded has errors; view the error messages by clicking the checklist item.


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5 Approval Status

Prior to selection, this field indicates whether or not the user has submitted a checklist item. Post selection, this field indicates if a checklist item is approved, changes are required, not applicable, or it is ready for review by Minnesota Housing staff.

6 Search Search for a checklist item.

7 Filter by Characteristics

Allows user to filter what is displayed in the Checklist View (1) based on the characteristics of the project (e.g., first mortgage, Housing Tax Credits)

8 Filter by Upload Status

Allows user to filter what is displayed in the Checklist View (1) based on the upload status.

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5 4

3

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7.3 View or Download a Checklist Item To view a checklist item, select the appropriate hyperlink in the ‘Checklist Item’ column.

Sections of a checklist item are briefly described in the table below and displayed in the graphic that follows.

Sections of a Checklist Item


1 Project Checklist Item Phase Detail

Highlights basic information about the checklist item including the name of the item, required file extension, approval and submission status, link to a document, resource or website, and if the item is optional or not.

2 Return to Checklist

Select button to return to the Phase checklist.

3 Approvals Post‐selection, approvers will update the approval status of the checklist item. More details coming in October 2017.

4 Help Text Help text for external users and internal staff (if needed) to assist in the submission and review of the checklist item.

5 Files Upload, download, preview or delete files associated with the checklist item.


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To quickly download a file, click the links under the ‘Action’ column.

Under ‘Files,’ click the file name to see more details. A new window will open in the browser. From this new window, users can download, preview and view file version history. NOTE: Not all file types can be previewed.

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Appendix A: System Requirements and Configuration Recommendations

Customer Portal Supported Browsers Microsoft Edge I.E. 9, 10, 11 Setting Information: (Link to More Information) Mozilla Firefox, most recent stable version Setting Information: (Link to More Information) Google Chrome, most recent stable version Apple Safari Versions 9.x 9.x and 10x on Mac OS X Recommendations and Requirements for All Browsers For all browsers, enable JavaScript, cookies, and TLS 1.2. If TLS 1.2 isn’t available, enable TLS 1.1. Browsers that don’t support TLS 1.1 or TLS 1.2 won’t be able to access the customer Portal after we deactivate TLS 1.0. Deactivation has already occurred in sandbox orgs and concludes with production orgs on March 4, 2017. The minimum screen resolution required to support all customer Portal features is 1024 x 768. Lower screen resolutions don’t always properly display customer Portal features such as Report Builder and Page Layout Editor. For Mac OS users on Apple Safari or Chrome, make sure the system setting Show scroll bars is set to Always.


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Appendix B: User Tips and Preferences

In the Upper Right Hand corner of the browser, click your Name and click ‘My Settings.’

The following options are available for you to personalize your account. No changes are required for you to use the Portal, and it is recommended that you do not make changes. Location Settings – select your language, locale, and time zone (if different then default from what we setup for you)

Security Settings – allows you to update your password. Please do NOT change your ‘User Name’

Email Settings – allows you to start/stop receiving email updates from the Portal

Activity Reminders – allows you to manage alerts and updates while logged into the Portal


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Approved Connections – no changes can be made (you should see the following message)


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Appendix C: Portal Terms and Definitions

Term Definition

Characteristics Characteristics are Project attributes used to customize checklists. Examples of characteristics are: HTC 4%, HTC 9%, supportive housing, new construction, or rehabilitation. During the Pre‐Application, Intent to Apply, and Application phases Developers and Processing Agents will select the project characteristics. During Due Diligence, Carryover, and 8609 phases loan processors will select project characteristics.

Development Team Development team is the same as the Development Team on the Workbook. These are not necessarily Portal account holders.

Funding Round A funding round is an application round created in the Portal to accept and process documents within a given time period. For example, 2017 RFP/2018 HTC Round 1 is a funding round. When a funding round opens developers and processing agents will go to set up a project in the Portal. A project needs to be associated with a funding round to request funds.

Phase Within a funding round are phases. Phases capture a self‐contained process within the life of a project. Examples of phases are: Pre‐Application, Intent to Apply, Application, Due Diligence, 42M, 8609.

Project A project is an application for funding. It is synonymous with the M#.

Project Team Members of a Project Team are Portal account holders assigned to the Project. This includes both internal staff and external team members. There are various levels of access (i.e. read‐write, read‐only) in the Portal but you must have an account to access a project in the Portal.

Property A property is a physical location. It is synonymous with the D#.

User Account In order to view and work on Projects in the Portal you must have a user account. User accounts for the upcoming RFP are for project sponsors, developers and processing agents. After selection anyone from the Project Team will need to have a user account to work in the Portal.


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Appendix D: Terms and Conditions

As a condition of your use of Minnesota Housing Finance Agency’s (“Minnesota Housing”) website, you are entering into an agreement with Minnesota Housing that you will not use the Minnesota Housing website for any purpose that is unlawful or prohibited by these terms, conditions, and notices. You may not use the Minnesota Housing website in any manner which could damage, disable, overburden, or impair the Minnesota Housing website or interfere with any other party's use of the Minnesota Housing website. You may not modify, copy, distribute, transmit, display, perform, reproduce, publish, license, create derivative works from, transfer, or sell any information obtained from the Minnesota Housing website. Users of the Minnesota Housing website are responsible for checking the accuracy, completeness, currency and/or suitability of all information. Minnesota Housing makes no representations, guarantees, or warranties as to the accuracy, completeness, currency, or suitability of the information provided via this website.

In addition, information in Minnesota Housing’s Portal is subject to the Minnesota Government Data Practices Act, Minnesota Statutes chapter 13.

Portal is an online information exchange tool. If any information is incorrect, missing or incomplete, then it is the Developer’s responsibility to inform Minnesota Housing of the error. The Developer may designate contacts that have access to Developer’s projects in Portal. All activity conducted by Developer’s designated contacts will be deemed by Minnesota Housing to have been submitted by the Developer. It is the Developer’s responsibility to contact Minnesota Housing to change contact access due to changes in staffing or for other reasons. Developer agrees that any change in contact access may take up to two business days after written notice to Minnesota Housing (the “Effective Date”) to become effective. Developer further agrees that any activity taken by Developer or Developer’s contacts prior to the Effective Date is the responsibility of Developer and Minnesota Housing will have no liability for any action taken by Developer or Developer’s contacts during such time.

funding and collaborating partner portal guide

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