instructions for completing databump - fannie mae xml

Tuesday, May 02, 2023 Page

Instructions for Completing the DatabumpFor Fannie Mae Loans

The following are instructions for performing the “databump.” This is a data comparison that is required in order to certify loans for initial certification from BB&T to each agency, whether Freddie Mac, Fannie Mae, or Ginnie Mae. In what follows, shaded text explains some things in extra detail, but is not required reading to be able to follow the essential steps to complete the databump.

THE AGENCY DATA

Open Internet Explorer.

Log on to Fannie Mae’s Document Certification System. Its web address is as follows:

https://singlefamily2.efanniemae.com/DocumentCertification

BB&T Document Custody

https://singlefamily2.efanniemae.com/DocumentCertification



Select the Seller Number for the client whose data you want.

For Certification Status, select “Awaiting 3rd Party Certification.”

Check the checkbox for All to select all the pools that are listed.




Click on Export.




Click on the dropdown arrow next to Save, and select Save as.

Then browse to a location that will be easy for you to go back to.

Click Save.

The illustration above shows an example of a downloaded XML file from the Fannie Mae system. Now you are finished with downloading the agency XML data for the databump.

This data is not useable, however, until you use emBTRUST to parse the data for you and extract it as an Excel file. In order to do this, you first have to make sure the DATA account in emBTRUST is ready to use.




Open emBTRUST and perform a direct-search on the account “DATA.”




Now right-click on the account to Browse > Pool, and if you find pools in the account, as shown above, then you will need to delete these pools that are from previous data work. They are temporary data that are not needed anymore.




In order to delete pools you find already in the account DATA, use Select…All to select all the listed pools at once. They will all be highlighted after you do this correctly.




Right-click on the highlighted area and select Task > Delete.

This will open a new tab that is the task for deleting pools. Click on 3 – Submit Selection.




As shown above, the Process Monitor will open and show the task being worked on until it is completed.

You can go back to the Pool Browse tab and refresh the lower pane to confirm that the pools are gone. (Alternately, you can search on the account DATA from scratch, and browse pools, as you did at the beginning of this process.)




Now you can open a new pool-add task by going to the pane to the left (also known as the Workbench) and branching to Tasks > Portfolio > Pool > Add.

Click on Add. The tab shown above will open. This is the pool-add task.




For Method select “Import.”

For Data Transformation select “UMDPXML….”

Click on 2 – Data Entry.




On the ID tab, make sure Account contains “DATA.”

The Issue Date probably should contain the first of the month you’re working in, just to help keep track of what month this work was done in.

Now click on the tab Pool Background.




Make sure Certification Type has “8000.” This means “NO CERTIFICATION REQUIRED,” which is what we want for this data, which is only passing through emBTRUST, and isn’t staying.

Also make sure the location options are the same as shown above.

Now click on the Release Limits tab.




For this tab, make sure it matches the illustration above. Normally this tab is never changed.

Now click on 3 – Submit Import File

For this step, browse to the XML file you downloaded from the Fannie Mae system and select it.

Then, for Format, select XML.

Click on Submit.




The Process Monitor will open and show its progress processing this task. In the example shown above, only 1 pool was being imported, so the remaining 41 collateral records failed, as expected, since they contained the same pool number in their data.

Again, this is expected, and it is one example where the “Failed” with the red dot does not mean you did anything wrong; this is, in fact, the most efficient way to get the pools into the system. So keep in mind that the number of different pools you have in your data file should be the exact difference between how many tasks there are and how many tasks failed there are in the Process Monitor’s results, just as is shown above.

Once your pool or pools have been added to emBTRUST, you will need to perform a collateral-add in order to populate these pools with their collateral records.

In the Workbench, branch down to Tasks > Portfolio > Collateral > Add.

Click on Add.




After the tab for the collateral-add task opens, for Method select “Import.”

For Script, select “Import Data Entry: Collateral Add Duplicate Script.”

For Data Transformation, select “UMDPXML….”

Click on 2 – Data Entry




Make sure you match the settings shown above, being careful to make sure Account contains “DATA,” shown near the top.

Click on 3 – Submit Import File




Browse to the XML file you downloaded from the Fannie Mae system and select it.

For Format, select “XML.”

Click on Submit.

As shown above, the Process Monitor will open and show the task being worked on until it is completed.

If you search on account DATA and browse pools, or refresh the already existing tab, you will see that there is red flag to the left of the pool now, indicating a change in its contents.




If you imported collateral for multiple pools at once, you can browse collateral for more than one pool to check that the import went well.

To do this, go the Home Tab, and then to Searches > Monthly Work > DATA Collateral.

Click on DATA Collateral. This search will list all the collateral now in this account, across all pools, as shown below:




Click on Actions > Extract.




Select “FNMA XML Data for Databump.”

For File Type, select “Excel 2007-2010 (.xlsx)”

Click on Run Extract.

When the extract has completed, click on the blue link.

Click on the arrow to the right of Save, select Save as.




Locate the data file in L:\Access Databases\Data, as shown below:

Select XML FNMA Data for Supertool.xlsx in order to replace it, and click on Save.

Click on Yes.




THE EMBTRUST DATA

For the databump, you also will need data from emBTRUST (EMB) in addition to the data from the agency. Once you have both data sets, you will use Loading Dock to compare them.

This makes sure all the data match exactly so that all the loans can be certified on transmission day.

The way we get the data from EMB is the same for all three agencies (Fannie Mae, Freddie Mac, and Ginnie Mae).

Go to the Home Tab > Searches > Monthly Work > “BBT Unallocated On Hand & Without Errors.” Click on this search.




The search will run and then show all loans that are on hand, and that are without any errors, and that are part of the Unallocated pool in account BBT Unallocated, as illustrated below:

Now click on the saved search listed below the one you just ran: “BBT Unallocated On Hand & With Minor Errors.” This will produce similar results, as illustrated below:




As shown above, create an extract (or export) of each of these search results by clicking on Actions > Extract.




When a small window opens, in order to select which Extract to use, go to the left and select “BBT Unallocated for Databump.” And at right, for File Type, select “Excel 2007-2010 (.xlsx).” Leave all other settings as they are, and click on Run Extract at the bottom right.

When the Process Monitor has finished building each extract, a green dot will appear next to each extract with the word “Done,” and to the right, under Process, each extract will have an active link you can click on, either to open or to save the extract, as shown below:

The total number of records for each extract will vary on different days and possibly even at different times of day. What should stay consistent, however, is that your extract for records without errors (2,144 in the illustration above) will be a much larger number than your extract for records with minor errors (17 in the illustration above). This is normal.

Click on each extract to open each one in Excel. When prompted at the bottom of the screen, “Do you want to open or save…,” click on Open.

When prompted with “Excel found unreadable content… Do you want to recover the contents…,” click on Yes.




Near the top of the window, click on Enable Editing.

When prompted with “Excel was able to open the file…,” click on Close.

As shown above, once you have both extracts open in Excel, copy the smaller number of records—the ones from the minor-errors spreadsheet—into the one without errors.

Save this combined spreadsheet as “XML EMB Data for Supertool.xlsx” inside L:\Access Databases\Data. When prompted to replace the existing file, click on Yes.

Close Excel, and when prompted, “Do you want to save the changes,” click on Don’t Save, since this prompt is regarding the data you already inserted into the other spreadsheet and don’t need anymore.


Copy all the rows except the header row, and then Insert Copied Cells into the other spreadsheet.



THE DATABUMP FNMA XML SUPERTOOL

Open the Databump FNMA XML Supertool. If you don’t already have a shortcut to it, it is located inside L:\Access Databases

When it is opened, you should see the following form with buttons:

Click on XML EMB Data….

When prompted to replace the existing file, click on Yes.




A spreadsheet will open to show you the contents of what the tool generated and saved for use in Loading Dock. This is data from EMB that has now been reformatted and placed in the Data folder by Access.

If the data looks good, go ahead and close the Excel window.

Now, in the Supertool, click on XML FNMA Data... You will be prompted again about replacing the existing file.

Click on Yes.

You will see a spreadsheet showing the new data, as before with the BBT Unallocated data.

If the data looks good, go ahead and close the Excel window.

You can now close the Supertool.




LOADING DOCK

Now open Loading Dock and log in to the Production version, which is shown below. Assuming you have already provided the Server Path, Title, and Encryption Key, you now must provide your Username and Password, then click on Login:

If you have not used Loading Dock before, the Server Path, Title, and Encryption Key are listed below:

Server Path: http://wil-siistprd01.bbtnet.com:81/LoadingDock/BusinessObjects

Title: Loading Dock Production

Encryption Key: abcdefghijklmnopqrstuvwxyzzp9gww

Once you are logged in and connected to Loading Dock’s contents, you will start with Loading Dock Production and a plus-sign in a little box to the left.


http://wil-siistprd01.bbtnet.com:81/LoadingDock/BusinessObjects



Click on the plus-sign in order to branch out to more contents. When you do, it should look like the following:

Expand the branching more until you are looking inside the Databumps folder, as illustrated below:

Double click on Databump_Freddies.

You will need to wait patiently. This search/reconciliation, once you double click on it, will start to do all of the following:

1. Import your new data, replacing all old data from the previous databump.

2. Compare the new agency data with the new EMB data.

3. Provide results for all comparisons, showing both when items did match and when items did not match.




You may need to wait as long as a minute or so while this is being done by Loading Dock. When it is finished, it will eventually produce two prompts, one for each data set being compared. You will need to click on OK for each one. A Fannie Mae example, which generates the same prompts, is below:

Once this has been done, you should then see a Reconciliation Summary with all the matches and mismatches, such as shown below:




The first item you need to address is the value for In A, but not in B, unless this value is “0,” in which case you can ignore it:

If there are some mismatches, click on the link representing the number of mismatches (in the above example, there are 3). A listing of results will show, similar to what is shown below:

Note: In this and other examples that follow, the screenshots do not necessarily show Freddie Mac data or column headers, but the instructions otherwise apply exactly the same.

If this is your first time using Loading Dock, it is possible you will see many more columns than shown above…




If this is the case, and you want to get rid of unwanted columns, you can click on the button to the left of the list (circled above) to see all columns that can be shown or hidden, which will show as follows:

You can check or uncheck columns you want to show or to hide. In the above example, the checkboxes for Address-Full and BorrowerLast and LenderLoanNbr all correspond to the columns in previous the illustration. When finished with this window, Show/Hide Columns, you can close it by clicking on the x in its upper-right corner.

The column-order can be re-arranged by clicking and dragging-and-dropping the column headers, as illustrated below:

(These changes can be saved for the future, too, by clicking on Search Definition at the top of Loading Dock, and by choosing to Save and Overwrite the current Search Definition’s name by clicking on OK and then on Yes.)

To report these loans that were in A—that is, in the Fannie Mae data— but were not in B—that is, in the EMB data—you can send the information to Secondary Marketing more




than one way; however, normally it is sent using a template from Excel named, “BB&T (AGENCY) Databump (DATE) Missing from EMB Extract.” Note: The “AGENCY” and “DATE” in the file name are for you to fill in, according to which agency and which date this databump is for.

So when we complete this spreadsheet, we will name this Excel file, “BB&T Fannie Mae Databump 05-02-2016 Missing from EMB Extract.” (The 05-02-2016 is today’s date at this writing.)

To copy the list containing the information on these 3 loans, click on Copy/Paste Mode, shown below.

Then click and drag your mouse to highlight the data, as illustrated below (the last data field will remain white even when successfully included as part of the selection):

Then right-click anywhere on the highlighted data and select Copy.

Using a spreadsheet such as the “Missing” template described above, paste these rows into that spreadsheet. An example is shown below:




Note: The Proposed Contract column is used for Freddie Mac databumps, so you should see data in that column in the spreadsheet you have pasted into. If not, you did not capture it when copying from Loading Dock.

And in the above example, what is entered for Reason? can be completed by you or by Lucy as team leader over the Initial Certification Team. Each loan must be looked up in EMB to see why it was kept out of the Extract by EMB, thereby causing it to be missing from the databump.

The Response column to the right of this is for Secondary Marketing to complete, as applicable.

These items must be resolved before the pools can be certified.

While you are waiting for the missing to be resolved, however, you will want to work on the main exception report. It is similar to the missing, but more detailed. Below is another example from a Fannie Mae databump:

We don’t need to look at In A, but not in B this time (as in, “in agency data, but not in EMB extract-data”), because we’ve already covered that.

What we do need to look at, however, are the mismatches for address_match and borr2-first_match, as shown above; there are 7 and 1 mismatches respectively. These mismatches show data on the agency-side and on the EMB-side for the same loans in which the data are not exactly the same. And address_match refers to the total property




address of street address, city, state, and ZIP; while borr2-first_match refers only to the first name of Borrower No. 2.

(Borrower No. 2 can also be referred to as 1st Co-borrower. In cases in which there are more than one co-borrower, those would be borrowers number 3, 4, and 5; which could also be called the 2nd, 3rd, and 4th co-borrowers).

Because the “7,” the number of mismatches for address_match, is blue and underlined, it can be clicked on. When you click on it, you get the results for the specific loans that had the mismatches, as shown in the example that follows:

If you don’t see all the data, but want to, remember that you can widen columns in Loading Dock by clicking and dragging the divider between the column headers, as indicated by arrows above.

Earlier we looked at how to copy and paste the missing data into the Excel-template for that data. Similarly, you can use the Excel-template, “BB&T (AGENCY) Databump (DATE) Main Results,” to report the mismatched data. Just copy and paste each mismatch of data into the various tabs, or spreadsheets, that exist within this template.




Some notes about using this template are below:

As you can see, the template is an Excel workbook with several tabs at its bottom. Each tab is a separate spreadsheet that corresponds to the data point that the tab is named for. The order of the tabs from left to right is meant to go with the flow of the Note from top to bottom, ending with the borrower names usually found on the last page of the Note; after the borrower names, however, are the ARM data points, which are placed at the end because they don’t come into play for the majority of the loans that you will be dealing with. But any of these tabs can be re-ordered by dragging and dropping them where you want them to be.

Once you complete all the tabs you have exceptions for and save your changes, you should send this Excel workbook to the appropriate person at Secondary who is handling the databump on that end. Also be sure to copy-in anyone else who should get a copy, if anyone.

From here forward, you will be involved in email-correspondence and possibly phone calls with Secondary to resolve all exceptions and to find out when it is all clear to certify the pools.


instructions for completing databump - fannie mae xml

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