11. Warranty Training Guide - Version 3
    11. Warranty Training Guide - Version 3

11. Warranty Training Guide

Version 3
Printed on June 05, 2020    
11. Warranty Training Guide - Version 3
    11. Warranty Training Guide - Version 3 Home | FAQ | Full Training Guide    
image.gif
11.1 Getting Started
A complete overview of the Warranty module and its applications.


Application Purpose
Calculate Warranty Bonuses Purpose of application is to calculate warranty bonuses for a specific vendor/warranty rep/manager based on a given month's performance. Bonus amount depends on the quantity of deficiencies fixed within the given month and which were also reported within that same month.
Maintain Backcharge Reasons Purpose of application is to review/update existing backcharge reasons or set up new ones.
Maintain Common Deficiencies Purpose of application is to review/update existing common deficiency descriptions or set up new ones (e.g. noisy exhaust fan).
Maintain Deficiencies Purpose of application is to create/update deficiency lists. A deficiency list is a summary of all deficiencies found in a home, usually based on homeowner's feedback. A home can have more than one deficiency list and each deficiency list can consist of one or more deficiency item(s). Some deficiency items may require estimates, work orders or both. Some may be backcharged.
Maintain Deficiency Groups & SubGroups The purpose of the application is to review/update existing deficiency groups/subgroups or create new ones. For example, you can create a deficiency group, Electrical, and several subgroups for it, such as, fixture and wiring.
Maintain Deficiency Reopen Reasons Purpose of application is to review/update existing deficiency reopen reasons or set up new ones (e.g. deficiency not fixed).
Maintain Home Warranty Detail Purpose of application is to set up home warranty information. For example, how long is the warranty for, when is the expiry date, etc.
Maintain Lot Homeowners Purpose of application is to assign homeowners/renters to lots (maximum of 8). You can also add/update home access precautions, as well as, any information in regards to Tarion Warranty Corporation follow ups.
Maintain Manager Bonus Purpose of application is to override existing manager's performance and discretionary bonus amounts for specific month and year.
Maintain PDI Deficiencies Purpose of application is to review/update existing Pre-Delivery Inspection (PDI) deficiency lists or set up new ones.
Maintain Root Causes Purpose of application is to set up new or update existing root causes (e.g. theft, defective item), which are then utilized by Maintain Deficiencies application. For details, see Maintain Deficiencies section of this training guide.
Maintain Vendor WA Contacts Purpose of application is to review/update existing vendor's contacts or set up contacts for new vendor.
Maintain Vendor Warranty Information Purpose of application is to set up annual bonus amount, as well as, discretionary and performance bonus percentages for vendor(s). Depending on the month and year, each project can have different bonus percentages set up via the Update Warranty Bonuses sub-application.
Maintain Warranty Rep Projects Purpose of application is to assign warranty representatives to projects. A single rep can be assigned to one or more projects, while single project can have one or more reps assigned to it.
Maintain Warranty Reps Purpose of application is to review/update existing warranty rep's contact information, bonus percentages, project assignment, etc. As well, you can grant warranty rep status to a new user.
Reassign Deficiencies Purpose of application is to reassign deficiencies from one warranty rep/vendor to another.
Transmit Deficiencies Purpose of this application is to fax/email a list of deficiencies to selected vendors/warranty reps.
Update Lot Warranty Information Purpose of this application is to update lot warranty information en masse.
View Deficiencies Report (Aging) Purpose of application is to create an aging report of deficiencies. This report is just a summary of deficiency quantities pertaining to a specific project, vendor, warranty rep, etc. All deficiencies are grouped by age (e.g. 60 days old). Templates can be created from reports and saved for easy future access.
View Deficiencies Report (Detail) Purpose of application is to create a detailed report of deficiencies for a specific project, lot, vendor, etc. Templates can be created from reports and saved for easy future access.
View Transmission Purpose of application is to view in details and resend, if necessary, transmission report(s).
View Warranty Bonus A monthly report that calculates the bonus for completion of deficiencies in 31 days or less. You can narrow down your report output by project(s), vendor(s), etc. The more specific you are, the quicker it will take to compile a report. Templates can be created from reports and saved for easy future access.
Updated August 6, 2014    
11. Warranty Training Guide - Version 1
    11. Warranty Training Guide - Version 3 Home | FAQ | Full Training Guide    
image.gif
11.2 Calculate Warranty Bonuses
Purpose of application is to calculate warranty bonuses for a specific vendor/warranty rep/manager based on a given month's performance. Bonus amount depends on the quantity of deficiencies fixed within the given month and which were also reported within that same month.


11.2 Calculate Warranty Bonuses
Step Action
1. Open Calculate Warranty Bonuses application.

FORM FAQ
Select Month and Year Select a month and year for which you want to calculate warranty bonus.
Update Vendors Default value is Yes, meaning warranty bonus will be calculated for all vendors. If you don't want vendors' bonuses calculated, you must select No. In this case, however, you must also select No from the Update Managers drop down list.
Update Warranty Reps Default value is Yes, meaning warranty bonus will be calculated for all warranty reps. If you don't want warranty reps' bonuses calculated, then you must select No. In this case, however, you must also select No from the Update Managers drop down list.
Update Managers In order to calculate a manager's bonus, both vendors' and warranty reps' bonuses must be calculated first. Thus, you must select Yes from the Update Vendors and Update Warranty Reps drop down lists.
Calculate If Bonus Not Already Defined Default value is Yes; meaning only bonuses that have not yet been calculated for vendors/warranty reps/managers will be calculated. If you want to view all warranty reps whose bonuses have already been calculated, select No.
2. When you are done, click .
3. Here is a sample list of all warranty reps that are to receive bonuses in the given month. Note: If you don't want one of the rep's bonuses to be calculated, simply select No from the drop down list.

FORM FAQ
Number of Deficiencies Completed Total number of deficiencies completed within the last 31 days.
# of deficiencies completed which were created within last 31 days Total number of deficiencies created and completed within the last 31 days.
% Difference Between Total and Completions Percentage difference between the total and created completions. Thus, in the example of warranty representative, Dickson Lee, we can see that only 0.99% of completed deficiencies were created and completed within the last 31 days.
This Month (Performance ... %) This month's performance is calculated based on the following: Annual Bonus Amount × Performance % ÷ 12 (to get monthly performance amount) × amount in column % Between Total and Completions.

NOTE: Annual bonus amount along with performance % are set up in Maintain Warranty Reps application. For details, see Maintain Warranty Reps section of this training guide.
This Month (Discretionary ... %) This month's discretionary is calcuated based on the following: Annual Bonus $ Available × Discretionary % ÷ by 12 (to get maximum monthly discretionary amount).

NOTE: Annual bonus amount along with discretionary % are set up in Maintain Warranty Reps application. For details, see Maintain Warranty Reps section of this training guide.

Note: Instead of the above report, you could see a blank screen (as per screenshot below). This means all bonus calculations have already been performed for everyone in the given month.
4. When you are done, click .
Updated August 6, 2014    
11. Warranty Training Guide - Version 3
    11. Warranty Training Guide - Version 3 Home | FAQ | Full Training Guide    
image.gif
11.3 Maintain Backcharge Reasons
Purpose of application is to review/update existing backcharge reasons or set up new ones.
11.3.1 Updating an existing backcharge reason
Step Action
1. Open Maintain Backcharge Reasons application.
2. Select a backcharge reason from the Please Choose an Existing Backcharge Reason drop down list and click .
3. Review the General Information and Update Control sections of the form and make any necessary adjustments. Make sure that all of the required fields are filled out.
4. When you are done, click .
Back to the top


11.3.2 Creating a new backcharge reason
Step Action
1. Open Maintain Backcharge Reasons application.
2. Enter a new backcharge reason in the Enter NEW backcharge reason input field and click .
3. Fill out the General Information and Update Control sections of the form.

FORM FAQ
General Information
Backcharge Reason ID A unique ID used to identify the backcharge reason.
Backcharge Reason Status Current status of the backcharge reason (e.g. active, inactive).
Description Enter description used to describe backcharge (e.g. late installation).
Update Control
Update Backcharge Info For Division Select the divisions in which backcharge reason will be active.
4. When you are done, click .
Back to the top
Updated August 6, 2014    
11. Warranty Training Guide - Version 3
    11. Warranty Training Guide - Version 3 Home | FAQ | Full Training Guide    
image.gif
11.4 Maintain Common Deficiencies
Purpose of application is to review/update existing common deficiency descriptions or set up new ones (e.g. noisy exhaust fan).
11.4.1 Updating an existing common deficiency
Step Action
1. Open Maintain Common Deficiencies application.
2. Select a description to update and click .
3. Review the deficiency description and make any necessary adjustments. Make sure that all of the required fields are filled out.
4. When you are done, click .
Back to the top


11.4.2 Creating new common deficiency
Step Action
1. Open Maintain Common Deficiencies application.
2. Click .
3. Fill out the Create a New Common Deficiency section of the form.

FORM FAQ
Deficiency Description Enter a thorough description of the deficiency.
Status Select a status for the deficiency description (e.g. active, inactive).
Deficiency Type Select the type of deficiency (e.g. regular, leak/mold, seasonal, or year-end).
Room Select a room in which the deficiency was found.
Deficiency Group Select a group to which the deficiency relates (e.g. cabinets).
Deficiency Subgroup Select a Subgroup to which the deficiency relates (e.g. kitchen cabinets).
Root Cause Select the underlying cause of the deficiency (e.g. design errors).
Standard Response Select a response from the predefined list (e.g. not on PDI).
4. When you are done, click .
Back to the top
Updated August 6, 2014    
11. Warranty Training Guide - Version 3
    11. Warranty Training Guide - Version 3 Home | FAQ | Full Training Guide    
image.gif
11.5 Maintain Deficiencies
Purpose of application is to create/update deficiency lists. A deficiency list is a summary of all deficiencies found in a home, usually based on homeowner's feedback. A home can have more than one deficiency list and each deficiency list can consist of one or more deficiency item(s). Some deficiency items may require estimates, work orders or both. Some may be backcharged.
11.5.1 Creating a new deficiency list
Step Action
1. Open Maintain Deficiencies application.
2. To create a new deficiency list, you must fill out 2 of the required fields: project and lot ID. Select a project from the Select a Project drop down list and enter the lot ID in the Enter A Lot ID input field (or click on the link, to find one).
3. Click .
4. Fill out List Details section of the form.

FORM FAQ
Warranty Source How did you find out about the deficiencies (e.g. home inspection, homeowner called)?
Received Date Enter a date on which the deficiency list was received.
Origination Date Enter a date on which the homeowner reported the deficiencies.
List Description Enter a name, which will be used to identify the deficiency list.
List Notes Enter any additional notes, in regards to the deficiency list, here.
Send List Notes With Transmissions Do you want to attach the notes, entered in the List Notes field above, to the list during transmission process? Select Yes or No.
Rep Assigned Select a warranty rep that will be responsible for fixing the deficiencies in this list.
Rep Assigned Date Enter a date on which the warranty rep was assigned this list of deficiencies.
Homeowner Reported Select the name of the homeowner who reported the deficiencies. Note: If you do not see your homeowner in the drop down list, click on the link to add him/her to the system. Once, you have done so, return to this screen and click . For details, see Maintain Lot Homeowners section of this training guide.
5. When you are done:
  1. To save and exit, click .
  2. To save and send homeowner a letter, click . For details, see Sending letters to homeowners section of this training guide.
  3. To update homeowner information (e.g. home access notes, purchaser details), click . For details, see Maintain Lot Homeowners section of this training guide.
  4. To update home warranty information (e.g. warranty program, duration), click . For details, see Maintain Home Warranty Detail section of this training guide.
  5. To save and add deficiencies to this list, click .

    Fill out Deficiency Details, Homeowner Letter Response(s) for this deficiency and Custom Fields sections of the form. When you are done, click to save and exit or, if you want to add another deficiency to the list, click .

    FORM FAQ
    Use details from commonly occurring deficiencies
    Select a deficiency description from a predefined list. This list can be populated or edited via Maintain Common Deficiencies application. For details, see Maintain Common Deficiencies section of this training guide.
    Deficiency Details
    Deficiency Description Enter a thorough description of the deficiency.
    Deficiency Status Select a deficiency status. The current list of statuses are:
    Deficiency Status Types
    Open Not fixed yet.
    Cancelled No further action is necessary (e.g. duplicate deficiency).
    Closed Not considered a warranty item based on the company warranty standards and is therefore closed.
    Completed Fixed.
    Legal action Under dispute.
    Pending Year end/Seasonal/Leak/Mold.
    Deficiency Status Date As of which date the deficiency holds above status.
    Deficiency Class Select a group responsible for fixing the deficiency (e.g. construction, warranty).
    Deficiency Priority Select the urgency of the deficiency (e.g. normal, emergency, low, high).
    Work Order Required Select whether or not a work order is required. If work order is required, you must also select source and assigned vendors. For instructions on how to create a work order, please refer to Creating a work order and/or estimate section of this tutorial.
    Estimate Required Select whether or not an estimate is required. If estimate order is required, you must select source and assigned vendors. For instructions on how to create an estimate, please refer to Creating a work order and/or estimate section of this tutorial.
    Backcharge Required Select whether or not a backcharge is required.
    Deficiency Type Select the type of deficiency (e.g. regular, leak/mold, seasonal, or year-end).
    Rep Assigned Select a warranty representative that will manage this deficiency. Click to set up an appointment with the warranty representative. For details, see View Calendar section of the Calendar training guide.
    Rep Assigned Date Enter the date the warranty rep was assigned the deficiency.
    Room Select a room in which the deficiency was found.
    Deficiency Group Select a group to which the deficiency relates (e.g. cabinets). This list can be populated or edited via Maintain Deficiency Groups & SubGroups application. For details, see Maintain Deficiency Groups & SubGroups section of this training guide.
    Deficiency Subgroup Select a Subgroup to which the deficiency relates (e.g. kitchen cabinets). This list can be populated or edited via Maintain Deficiency Groups & SubGroups application. For details, see Maintain Deficiency Groups & SubGroups section of this training guide.
    Root Cause Select the underlying cause of the deficiency (e.g. design errors).
    Source vendor Source vendor is one who performed the original work. If you do not see the one you need in the drop down list, enter the vendor ID or click on the link to find one.

    The cost type suppliers in the drop down list are shown based on the following criteria:
    Assigned vendor

    Assigned vendor is one who will fix the deficiency. If you do not see the one you need in the drop down list, enter the vendor ID or click on the link to find one.

    The cost type suppliers in the drop down list are shown based on the following criteria:

    Note: If the assigned and source vendors are identical, click on the to copy the data from the above field. Also, keep in mind that if you leave the Assigned Vendor field blank, it will automatically be populated with data from the Source Vendor field.

    Pending From Date Starting from which date the repair of the deficiency is put on hold?
    Pending To Date Ending on which date the repair of the deficiency is on hold?
    Pending Reason Enter a reason for putting off the repairs (e.g. homeowner is on vacation).
    Deficiency Comments (Internal Use) Enter any additional comments related to the deficiency (internal use only).
    Homeowner Signed Off Select whether or not the homeowner signed off the deficiency list, thus marking it complete.
    Signoff Type Who did the signoff? Manager or purchaser/homeowner?
    Homeowner Signed Date Enter a date on which the homeowner signed off the deficiency list. A signed off deficiency list means that all the deficiencies have been resolved.

    Note: If you need to upload an image of the deficiency, click instead. A new link will appear at the bottom of the page: . Click on the link to display Upload Deficiency Pictures form and follow on-screen instructions.

    Once, all the photos have been successfully uploaded, they will be displayed at the bottom of the current page.
Back to the top


11.5.2 Updating existing deficiency list
Step Action
1. Open Maintain Deficiencies application.
2. Enter a lot ID in the Enter A Lot ID input field. Note: You must select a lot before you can search for a deficiency list.
3. Enter a deficiency list ID in the Enter A Deficiency List ID input field.
4. Click .
5. Here are the details of the deficiency list.

At the very top of the page, you can see how many deficiencies are outstanding for this lot or deficiency list (e.g. Outstanding deficiencies on this list : 2, Outstanding deficiencies on this lot : 2).

To view a complete list of all deficiencies for this lot, click on the link. For details, see View Deficiencies Report (Detail) section of this training guide.
6. To update any of the deficiencies in this list or add new ones, click and proceed to the next step of this tutorial.
7. Here is a list of all deficiencies.

You can now perform any of the following actions:
  • To mark a deficiency as signed off; select one or more deficiencies and click . To update all of the deficiencies as signed off, click . Note: You can only sign off completed, cancelled or closed deficiencies.
  • To mark a deficiency as completed, select one or more deficiencies and click . You should now see the following form. Enter completion date in the Deficiency Status Date input field and click .

    Note: You cannot set the status of completed, cancelled or closed deficiencies as completed.
  • To change the status of an open deficiency to pending, select one or more deficiencies and click . Similarly, to change a pending deficiency to open, click .
  • To add a new deficiency to this list, click . For details, see Step 5(e) in Creating a new deficiency list section of this training guide.
  • To transmit the deficiencies, click . Transmission of deficiencies is the faxing/emailing of this list to all selected vendors/warranty representatives. For details, see Transmit Deficiencies section of this training guide.
  • Once all of the deficiencies are complete, you'll need to print out a sign off form. A sign off form is then signed by homeowner/manager, confirming that everything is in fact complete. To do so, click .

    Here is an example of sign off form.
Back to the top


11.5.3 Sending letters to homeowners
Step Action
1. Open Maintain Deficiencies application.
2. Enter lot and deficiency list ID's.
3. When you are done, click .
4. Scroll down to the very bottom of the page and click .
5. The Send Letter To Homeowner form is displayed.
  1. Select the type of deficiency you want to include in the letter (e.g. completed, pending) by selecting appropriate check boxes in the Select Deficiencies that are section of the form. Another way to do this is scroll down to the list of all deficiencies and manually put a check mark for each deficiency in the Include this deficiency check box.
  2. Include a GGH letterhead or leave room for a pre-printed one (you must select either of these two options).
  3. Fill out the address, subject and salutation sections of the form.
  4. To re-arrange the display order of the deficiencies, simply select an order number for each one from the Show at order number drop down list.
  5. For help, on writing the responses, click on the Lookup Standard Response link and load a template response.
  6. Fill out the Signature section of the form or choose from a template selection.
  7. And finally, fill out the From section.
6. When you are done, click .
7. Here is the letter preview. You can make some further adjustments directly here and when you are done you have two options: send letter by email to the homeowner or print it out and send by regular mail. Click on the or buttons accordingly.
Back to the top


11.5.4 Deficiency Examples
Here is an example of a deficiency fax received from a customer.

And here is an example of a deficiency email received from a customer.
Back to the top
Updated August 6, 2014    
11. Warranty Training Guide - Version 3
    11. Warranty Training Guide - Version 3 Home | FAQ | Full Training Guide    
image.gif
11.6 Maintain Deficiency Groups & SubGroups
The purpose of the application is to review/update existing deficiency groups/subgroups or create new ones. For example, you can create a deficiency group, Electrical, and several subgroups for it, such as, fixture and wiring.
11.6.1 Reviewing/updating existing deficiency groups
Step Action
1. Open Maintain Deficiency Groups & SubGroups application.
2. Select a deficiency group from the Please choose an existing deficiency group drop down list and click .
3. Review the General Information, Subgroups and Update Control sections of the form and make any necessary adjustments. You can modify group status, description, etc. Make sure that all of the required fields are filled out.
4. When you are done:
  • To save and exit, click .
  • To save and add/update a subgroup, click .

    To update an existing subgroup, select a subgroup from the Please Choose an Existing Subgroup drop down list and click .

    Review the General Information and Update Control sections of the form and when you are done click .
Back to the top


11.6.2 Creating a new deficiency group
Step Action
1. Open Maintain Deficiency Groups & SubGroups application.
2. Enter a new group name in the Enter NEW Deficiency Group input field and click .
3. Fill out the General Information and Update Control sections of the form.

FORM FAQ
General Information
Group ID A unique ID used to describe the deficiency group (e.g. ELEC).
Status Current status of the deficiency group (e.g. active, inactive).
Short Description A more thorough description of the deficiency group (e.g. Electrical).
Long Description Any additional comments can be entered here.
Update Control
Update Deficiency Group Info for Division Select the divisions in which the deficiency group should be active. Similarly, to deactivate a group in the division, deselect that check box.
4. When you are done:
  • To save and exit, click .
  • To save and add/update a subgroup, click .

    To add a new subgroup, enter a subgroup name in the Enter NEW SubGroup Id input field and click .

    Fill out the General Information and Update Control sections of the form and when you are done click .

    FORM FAQ
    General Information
    Group ID A unique ID used to describe the deficiency group (e.g. ELEC).
    SubGroup ID A unique ID used to describe the deficiency subgroup (e.g. WIRING).
    Status Current status of the deficiency group (e.g. active, inactive).
    Short Description A more thorough description of the deficiency group (e.g. Electrical).
    Long Description Any additional comments can be entered here.
    Update Control
    Update Deficiency Group Info for Division Select the divisions in which the deficiency subgroup should be active. Similarly, to deactivate a subgroup in the division, deselect that check box.
Back to the top
Updated August 6, 2014    
11. Warranty Training Guide - Version 3
    11. Warranty Training Guide - Version 3 Home | FAQ | Full Training Guide    
image.gif
11.7 Maintain Deficiency Reopen Reasons
Purpose of application is to review/update existing deficiency reopen reasons or set up new ones (e.g. deficiency not fixed).
11.7.1 Updating an existing deficiency reopen reason
Step Action
1. Open Maintain Deficiency Reopen Reasons application.
2. Select a reopen reason to update from the Please choose an existing deficiency reopen reason drop down list and click .
3. Review the General Information and Update Control sections of the form and make any necessary adjustments. Make sure that all of the required fields are filled out.
4. When you are done, click .
Back to the top


11.7.2 Creating a new deficiency reopen reason
Step Action
1. Open Maintain Deficiency Reopen Reasons application.
2. Enter a new reopen reason in the Enter NEW deficiency reopen reason input field and click .
3. Fill out the the General Information and Update Control sections of the form.

FORM FAQ
General Information
Reopen Reason ID A unique ID used to identify the reopen reason.
Status Select a status for the reopen reason (e.g. active, inactive).
Description Enter a description for the reopen reason.
Update Control
Update Deficiency Reopen Reason info for division Select the divisions in which you want the reopen reason to be active.
4. When you are done, click .
Back to the top
Updated August 6, 2014    
11. Warranty Training Guide - Version 3
    11. Warranty Training Guide - Version 3 Home | FAQ | Full Training Guide    
image.gif
11.8 Maintain Home Warranty Detail
Purpose of application is to set up home warranty information. For example, how long is the warranty for, when is the expiry date, etc.


11.8 Maintain Home Warranty Detail
Step Action
1. Open Maintain Home Warranty Detail application.
2. Select a project from the Select a project drop down list, enter a lot ID number in the Enter a lot ID input field (or click on the link to find one) and click .
3. Review/update Warranty Details, Warranty Program, Custom Fields and Survey(s) Entered sections of the form.

FORM FAQ
Warranty Details
Construction Supervisor Select construction supervisor for the current lot.
Finishing Super Select finishing supervisor for the current lot. Finishing supers can be set up or updated in Maintain Supers application. For details, see Maintain Supers section of Construction Scheduling training guide.
Decor Representative Select decor representative for the current lot. Decor representatives are assigned to lots via Maintain Lot Design Center Info application. For details, see Maintain Lot Design Center Info section of Decor/Design Center training guide.
Primary Warranty Rep Select a warranty representative for the current lot. Warranty reps can be set up or updated in Maintain Warranty Reps application. For details, see Maintain Warranty Reps section of Warranty training guide.
Service Technician Select service technician for the current lot.
Sales Agent Name Name of the sales agent responsible for the sale of the property is displayed here. This name is derived from Maintain Purchaser Agreements application and is the name of the user who initially created (not accepted or submitted) the offer. For details, see Maintain Purchaser Agreements section of Sales Office training guide.
Sales Comment Any additional comments related to the sale.
Warranty Budget Enter the warranty budget for the total number of days listed in Warranty Period (Days) input field.
Warranty Period (Days) Enter the length of warranty coverage in days. NOTE: Default number is 365 days.
Pending From & To If applicable, enter the pending time frame.

In cases when homeowners will be absent for a period of time and do not want any trades in their homes, pending from and to dates are set up. This puts all new deficiencies, entered between those dates, into pending status.
Pending Note Any additional comments related to the lifespan of warranty.
Homeowner Rating How happy was the homeowner? Select a rating.
Notes Any additional comments can be entered here (e.g. homeowner wasn't happy with the plumbing in master bathroom).
Warranty Program
Enrollment Date When did the homeowner get enrolled in the warranty program?
Enrollment Number Enter warranty enrollment number here.
Enrollment Fee Warranty enrollment fee can be entered here.
Custom Fields (Warranty)
Tarion 2 Year Followup date 2 years follow up, from the day of possession, by Tarion Warranty Corporation.
Tarion 2 Year Num Defs Number of deficiencies found after 2 years.
Tarion 2 Year Received Date 2 years follow up feedback is received.
Tarion 30 Days Followup date 30 days follow up, from the day of possession, by Tarion Warranty Corporation.
Tarion 30 Days Num Defs Number of deficiencies found after 30 days.
Tarion 30 Days Received Date 30 days follow up feedback is received.
Tarion 365 Days Followup date 365 days follow up, from the day of possession, by Tarion Warranty Corporation.
Tarion 365 Days Num Defs Number of deficiencies found after 365 days.
Tarion 365 Days Received Date 365 days follow up feedback is received.
Survey(s) Entered
If any surveys exist, they will be listed here.
4. When you are done:
  • To save and exit, click .
  • To update homeowner's details (e.g. home access information), click . For details, see Maintain Lot Homeowners section of this training guide.
Updated August 6, 2014    
11. Warranty Training Guide - Version 3
    11. Warranty Training Guide - Version 3 Home | FAQ | Full Training Guide    
image.gif
11.9 Maintain Lot Homeowners
Purpose of application is to assign homeowners/renters to lots (maximum of 8). You can also add/update home access precautions, as well as, any information in regards to Tarion Warranty Corporation follow ups.


11.9 Maintain Lot Homeowners
Step Action
1. Open Maintain Lot Homeowners application.
2. Enter a lot ID in the Enter a Lot ID input field or click on the link to find one.
3. When you are ready, click .
4. Review/update Home Access Information (precautions to take when gaining access to a house), Custom Fields (Warranty) and Purchaser Information sections of the form.


FORM FAQ
Alarm Is there an alarm in the house? Select Yes or No.
Dog Is there a dog in the house?
Key With Office Is there a copy of the key in the office?
Home Access Notes Any additional notes related to accessing the home (e.g. best time to visit on weekends).

FORM FAQ
Tarion 2 Year Followup date 2 years follow up, from the day of possession, by Tarion Warranty Corporation.
Tarion 2 Year Num Defs Number of deficiencies found after 2 years.
Tarion 2 Year Received Date 2 years follow up feedback is received.
Tarion 30 Days Followup date 30 days follow up, from the day of possession, by Tarion Warranty Corporation.
Tarion 30 Days Num Defs Number of deficiencies found after 30 days.
Tarion 30 Days Received Date 30 days follow up feedback is received.
Tarion 365 Days Followup date 365 days follow up, from the day of possession, by Tarion Warranty Corporation.
Tarion 365 Days Num Defs Number of deficiencies found after 365 days.
Tarion 365 Days Received Date 365 days follow up feedback is received.

FORM FAQ
Purchaser ID Enter the purchaser ID or click on the link to find one.

To add a new purchaser, click on the link and enter purchaser information. For details, see Purchaser Maintenance section of the Purchaser training guide. Note: You can have a maximum of 8 purchasers on a single lot.

To update an existing purchaser, click on one of the Update Purchaser links (e.g. , ) accordingly.

To delete a purchaser, erase purchaser ID from the Purchaser ID input field and click or .
Relationship Is this a homeowner or renter currently residing in the house? Please choose one.
Contact Order Select the order of contact. This is necessary in cases when there is more than 1 purchaser.
Contact Method Select method of contact (e.g. fax, email, phone).
Best Time to Visit What is the best time to visit the home?
Homeowner Notes Enter any additional comments related to the home/homeowner/renter.
5. When you are done:
  • To update home warranty information, click . For details, see Maintain Home Warranty Detail section of this training guide.
  • To save and exit, click .
Updated August 6, 2014    
11. Warranty Training Guide - Version 1
    11. Warranty Training Guide - Version 3 Home | FAQ | Full Training Guide    
image.gif
11.10 Maintain Manager Bonus
Purpose of application is to override existing manager's performance and discretionary bonus amounts for specific month and year.


11.10 Maintain Manager Bonus
Step Action
1. Open Maintain Manager Bonus application.
2. Select the month, year and manager for which you want to override bonus amounts. When you are done, click .
3. The next step is to set up new discretionary and performance bonus amounts for the selected month and year. Fill out the 2 bonus fields.

FORM FAQ
Bonus Amount Discretionary Override Enter a new discretionary bonus amount to be paid out to the manager.
Bonus Amount Performance Override Enter a new performance bonus amount to be paid out to the manager.
4. When you are done, click .
Updated August 6, 2014    
11. Warranty Training Guide - Version 3
    11. Warranty Training Guide - Version 3 Home | FAQ | Full Training Guide    
image.gif
11.11 Maintain PDI Deficiencies
Purpose of application is to review/update existing Pre-Delivery Inspection (PDI) deficiency lists or set up new ones.
11.11.1 Updating an existing PDI list
Step Action
1. Open Maintain PDI Deficiencies application.
2. Enter a lot ID in the Select a Lot ID input field or click on the link to find one.
3. Select an existing PDI list from the Select a PDI Deficiency drop down list. NOTE: If you know the list ID, you can skip the lot selection part and enter the ID directly in the Enter a PDI List ID input field.
4. When you are ready, click .
5. In this example, the list that we chose has already been finalized and thus is not editable.

Tip: For instructions on how to edit non-finalized PDI lists, see Setting up new PDI deficiency section of this tutorial.

To print a copy, click . Below is an example of the official Pre-delivery Inspection form. Review the form and when you are ready to print, click .
6. When you are done, click .
Back to the top


11.11.2 Creating a new PDI list
Step Action
1. Open Maintain PDI Deficiencies application.
2. Enter a lot ID in the Select a Lot ID input field or click on the link to find one.
3. When you are ready, click .
4. The next step is to fill out List Details section of the form. Select warranty source and homeowner; these are the only required fields.

FORM FAQ
Warranty Source Select warranty source: pre-PDI or PDI.
Received & Origination Dates Since the warranty inspector is the receiver and originator, the same date is generated for both automatically at creation time.
Rep Assigned Select a warranty representative from the Rep Assigned drop down list.
Rep Assigned Date Enter his/her assignment date in the Rep Assigned Date input field.
Homeowner Reported Select a homeowner from the Homeowner Reported drop down list.

If you cannot find the homeowner that you need, click on the link to add one. For details, see Maintain Home Warranty Detail and Maintain Lot Homeowners sections of this training guide.

Now, let's add some deficiencies. First, you must select location of where the deficiency was found by selecting a room from the Room drop down list. Next, enter a few words about the deficiency in the Description field (e.g. leaking roof).

NOTE: If you have found several deficiencies in the same room, you don't have to select a room each time from the Room drop down list and instead can simply click on the Copy Room links (e.g. ).

And now, in a similar manner as above, enter a list of areas that were not inspected (e.g. due to weather conditions).

NOTE: By default, you can enter only 8 deficiency items and only 3 inaccessible for inspection items. If you need to add additional lines of items, enter the number of lines in the Add more lines input field and click .
5. When you are done:
  • To save and exit, click .
  • To print out a draft copy of the PDI, click . Below is an example one.
  • If you are happy with the draft copy and no additional changes are required, click .

Back to the top
Updated August 6, 2014    
11. Warranty Training Guide - Version 3
    11. Warranty Training Guide - Version 3 Home | FAQ | Full Training Guide    
image.gif
Maintain Root Causes
Purpose of application is to set up new or update existing root causes (e.g. theft, defective item), which are then utilized by Maintain Deficiencies application. For details, see Maintain Deficiencies section of this training guide.
Reviewing/updating existing root causes
  1. Open Maintain Root Causes application.
  2. Select a root cause from the drop down list and click .
  3. Review the General Information and Update Control sections of the form and make any necessary adjustments.
  4. When you are done, click .


Back to the top
Setting up a new root cause
  1. Open Maintain Root Causes application.
  2. Enter a 1-6 character abbreviation for root cause ID and click .
  3. Fill out the General Information and Update Control sections of the form.

    FORM FAQ
    General Information
    Status Current status of the root cause (e.g. active, inactive).
    Short Description Short description of the root cause can be entered here (e.g. design error, weather).
    Long Description A more thorough description can be entered here.
    Update Control
    Update Deficiency Root Cause info for divisions You can activate the root cause in one more divisions by selecting the check boxes.
  4. When you are done, click .


Back to the top
Updated August 6, 2014    
11. Warranty Training Guide - Version 3
    11. Warranty Training Guide - Version 3 Home | FAQ | Full Training Guide    
image.gif
11.12 Maintain Vendor WA Contacts
Purpose of application is to review/update existing vendor's contacts or set up contacts for new vendor.
11.12.1 Setting up contacts for new vendor
Step Action
1. Open Maintain Vendor WA Contacts application.
2. Enter a vendor ID in the Enter Or Look Up New Vendor Number input field and click .
3. Since, this is a new vendor number we are adding, you won't see any contacts. Click .
4. Fill out Vendor Contact Identification and Vendor Contact Numbers sections of the form. Note: If Communication Preference is set to Fax, make sure you enter a fax number, similar applies to email.

FORM FAQ
Salutation Enter a salutation (e.g. Mr, Mrs).
Department/Name Enter department name (e.g. Marketing).
Title Enter a title (e.g. Director).
Status Select an Active or Inactive status.
Accept Images Select whether or not images are to be accepted.
5. To add another vendor contact, click and you should find yourself back in the previous form.

If only one contact person has been set up for a vendor, he/she becomes the default vendor's contact (hence, Default check box must be selected).

Click , to add another contact person for the vendor.
6. When you are done, click .
Back to the top


11.12.2 Updating existing vendor's contacts
Step Action
1. Open Maintain Vendor WA Contacts application.
2. Select a vendor from the Existing Vendors With Contact Information drop down list and click .
3. To assign projects to contacts, select a project for each contact from the Vendor Contact Project Assignments table. Each project can be assigned to more than one contact and several projects can be assigned to the same vendor contact. Projects can be assigned to active contacts only. If no projects are to be assigned to anyone at this moment, you can leave all project check boxes blank.

Note: At least one of the contacts must be setup as the default contact person for the vendor, even if no project assignment is to be done at this time. To do so, place a check mark in the Default check box for the corresponding contact.
To add a new contact, click .

To update an existing contact, select a record from the Vendor Contacts table and click . Review/update Vendor Contact Identification and Vendor Contact Numbers sections of the form.
4. When you are done, click .
Back to the top
Updated August 6, 2014    
11. Warranty Training Guide - Version 1
    11. Warranty Training Guide - Version 3 Home | FAQ | Full Training Guide    
image.gif
11.13 Maintain Vendor Warranty Information
Purpose of application is to set up annual bonus amount, as well as, discretionary and performance bonus percentages for vendor(s). Depending on the month and year, each project can have different bonus percentages set up via the Update Warranty Bonuses sub-application.


11.13 Maintain Vendor Warranty Information
Step Action
1. Open Maintain Vendor Warranty Information application.
2. Enter a vendor ID in the Enter an existing Vendor input field or click on the link, to find one. Now, click .
3. Fill out/update Vendor Information section of the form.

FORM FAQ
Vendor ID A unique ID used to identify the vendor.
Manager ID Select vendor's manager.
Gets Bonuses Does this vendor receive bonuses? Select Yes or No.
Annual Bonus Amount Enter an annual bonus amount for the vendor. Discretionary and performance bonus percentages are calculated based on this annual amount.
Bonus Discretionary Percentage Enter a bonus percentage to be paid out to the vendor based solely on his/her manager's decision. Note: Discretionary and performance bonuses must add up to 100%.
Bonus Performance Percentage Enter a bonus percentage to be paid out to the rep based solely on his/her work performance. Note: Discretionary and performance bonuses must add up to 100%.

Depending on the time of year, you might want to setup different discretionary and performance bonus percentages for each project. To do so, click and proceed to Step 4 of this tutorial.

If you will not be overriding anything at this time, click to exit.
4. Select month, year and project for which you want to enter a new bonus percentage. When you are done, click .

Note: You can apply these actions to a different vendor, if you wish. Simply enter a new vendor ID in the Enter an existing Vendor input field or click on the link, to find one.
5. Override existing bonus percentages, if such exist, by entering new ones in the form below. Note: You can override these bonuses only if it has already been calculated for that month, year and project.

FORM FAQ
Bonus Amount Discretionary Override Enter a new bonus percentage to be paid out to the vendor based solely on his/her manager's decision in the given month and year for the selected project. Note: Discretionary and performance bonuses must add up to 100%.
Bonus Amount Performance Override Enter a new bonus percentage to be paid out to the rep based solely on his/her work performance in the given month and year for the selected project. Note: Discretionary and performance bonuses must add up to 100%.
6. When you are done, click .
Updated August 6, 2014    
11. Warranty Training Guide - Version 3
    11. Warranty Training Guide - Version 3 Home | FAQ | Full Training Guide    
image.gif
11.14 Maintain Warranty Rep Projects
Purpose of application is to assign warranty representatives to projects. A single rep can be assigned to one or more projects, while single project can have one or more reps assigned to it.


11.14 Maintain Warranty Rep Projects
Step Action
1. Open Maintain Warranty Rep Projects application.
2. A list of all warranty reps and projects is displayed. To reassign a rep to one or more project(s), place a check mark in a corresponding check box.
3. When done, click .
Updated August 6, 2014    
11. Warranty Training Guide - Version 3
    11. Warranty Training Guide - Version 3 Home | FAQ | Full Training Guide    
image.gif
11.15 Maintain Warranty Reps
Purpose of application is to review/update existing warranty rep's contact information, bonus percentages, project assignment, etc. As well, you can grant warranty rep status to a new user.
11.15.1 Reviewing/updating an existing warranty rep
Step Action
1. Open Maintain Warranty Reps application.
2. Select a warranty rep from the Please Choose An Existing Warranty Rep drop down list and click .
3. Review/update General Information, Rep Contacts and Rep Contact Project Assignments sections of the form.

When you are done:
  • To save and exit, click .
  • To update discretionary and performance bonuses, click . For details, see Steps 4 & 5 in the 11.6 Maintain Vendor Warranty Information section of this training guide.
  • To update an existing rep contact, select a contact from the Rep Contacts table and click .
  • To add a new rep contact, click .
Back to the top


11.15.2 Creating a new warranty rep
Step Action
1. Open Maintain Warranty Reps application.
2. Select a user from the Select User to whom to grant Warranty Rep Status drop down list and click .

Note: A new warranty rep must be entered in the system as a user first. Thus, if you cannot find the user you are looking for in the list, you must add him/her via the Update User Permissions application. To do so, click .
3. Fill out General Information section of the form.

FORM FAQ
Rep A unique ID used to identify the warranty rep.
Status Current status of the warranty rep. Select Active or Inactive.
Manager ID Select warranty rep's manager.
Title Enter warranty rep's title (e.g. senior warranty representative).
Rep Class A warranty rep can belong to two types of classes: warranty or construction. Please select one.
Bonus Plan ID Select a bonus plan type (e.g. Dallas Bonus Plan).
Gets Bonuses Does this warranty rep receive bonuses? Select Yes or No.
Annual Bonus Amount Enter an annual bonus amount for the vendor. Discretionary and performance bonus percentages are calculated based on this annual amount.
Bonus Discretionary Percentage Enter a bonus percentage to be paid out to the vendor based solely on his/her manager's decision. Note: Discretionary and performance bonuses must add up to 100%.
Bonus Performance Percentage Enter a bonus percentage to be paid out to the rep based solely on his/her work performance. Note: Discretionary and performance bonuses must add up to 100%.

When you are done:
  • To save and exit, click .
  • To assign the new warranty rep to projects, click on the link. For details, see 11.7 Maintain Warranty Rep Projects section of this training guide.
  • To update discretionary and performance bonuses, click . For details, see Steps 4 & 5 in the 11.6 Maintain Vendor Warranty Information section of this training guide.
  • To add a new rep contact, click .

    Fill out Warranty Rep Information and Rep Contact Information sections of the form. Note: If the Communication Preference is set to "Fax", then you must enter a fax number. The same applies for email method of communication. When you are done, click .
Back to the top
Updated August 6, 2014    
11. Warranty Training Guide - Version 3
    11. Warranty Training Guide - Version 3 Home | FAQ | Full Training Guide    
image.gif
11.16 Reassign Deficiencies
Purpose of application is to reassign deficiencies from one warranty rep/vendor to another.


11.16 Reassign Deficiencies
Step Action
1. Open Reassign Deficiencies application.
2. Fill out any of the search criteria. For example, you can select a project and lot, or select a warranty rep.

Make your selection and, when you are done, click .
3. A list of all deficiencies is displayed. You must now select only those that you need reassigned to a different warranty rep/vendor. Simply click on the check boxes adjacent to the Deficiency ID number to select/deselect the deficiencies.

Note: If you need to select/deselect all of the deficiencies listed, at once, click on the or links accordingly.

When you are done selecting, scroll down to the very bottom of the page. Select a warranty rep from the Re-assign To Warranty Rep drop down list or enter a vendor ID in the Re-assign To Vendor input field.
4. To reassign selected deficiencies to the selected warranty rep/vendor, click .
Updated August 6, 2014    
11. Warranty Training Guide - Version 3
    11. Warranty Training Guide - Version 3 Home | FAQ | Full Training Guide    
image.gif
11.17 Transmit Deficiencies
Purpose of this application is to fax/email a list of deficiencies to selected vendors/warranty reps.


11.17 Transmit Deficiencies
Step Action
1. Open Transmit Deficiencies application.

FORM FAQ
Select a project Select a project (e.g. AP2-SVITZ LIMITED).
Enter Assigned Vendor ID Enter a vendor ID (or click on the link to find one).
Enter a lot ID Enter a lot ID (or click on the link to find one).
Enter a Deficiency List ID Enter a deficiency list ID (or click on the link to find one).
Enter a Deficiency ID Enter a deficiency ID (or click on the link to find one).
Add to Deficiency ID List You can search for more than one deficiency ID. Simply enter them in this field, separated by commas.
Select status of lots Do you want to display all lot types or only closed lots?
Select Deficiency Status What type of deficiency are you looking for (e.g. closed, cancelled, completed)?
Select Warranty Rep Which warranty rep are you looking for?
Select Deficiency Priority Select a deficiency priority (e.g. emergency, normal).
Select Deficiency Type Select a deficiency type (e.g. seasonal, year end).
Select Deficiency Group Select a deficiency group (e.g. concrete & drain, basement windows).
Select Root Cause Select the root cause for the deficiency (e.g. incorrect materials used, normal wear and tear).
Select Deficiency Class Select deficiency class (e.g. warranty, construction).
Number of days old is How old is the deficiency? 30 days old, 60 days old, etc.
Send One...per page for vendor Do you want group your list by deficiencies or lots? Choose whether each lot or deficiency should begin on a new page or not.
Send...to the vendor What type of deficiencies do you want to send to the vendor (e.g. new, revised)?
2. Fill out as much of the search criteria as possible (e.g. deficiency list ID, project, lot ID). The more information you provide, the faster it will take to retrieve the results.
3. Click .
4. You should now see a list of all warranty reps/vendors to whom the deficiencies are assigned. Beside each recipient there is a check box, which allows you to include or omit that person from the list, as well as, several methods of contact (e.g. email, fax). Make your selections accordingly.

Default transmission date is today. You can, however, delay transmissions to some future date. To do so, make a selection from the DELAY Transmissions For drop down list and enter a date.

Additional notes can be added to the transmission via Note For ALL Transmissions input field.
5. When you are done:
  • To send a list of deficiencies to the selected warranty reps/vendors without previewing, click .
  • To preview before sending, click (this is the recommended way).

    Here is an example of transmission:

    After you have reviewed the transmission, click .
6. When you are done, click .
Updated August 6, 2014    
11. Warranty Training Guide - Version 1
    11. Warranty Training Guide - Version 3 Home | FAQ | Full Training Guide    
image.gif
11.18 Update Lot Warranty Information
Purpose of this application is to update lot warranty information en masse.


11.18 Update Lot Warranty Information
Step Action
1. Open Update Lot Warranty Information application.

FORM FAQ
Project For which project do you want to update lot warranty information? You can either choose a specific project or run the update routine for all projects.
Lot ID To update warranty information for a specific lot, enter the lot ID or click on the link to find one. To run the update routine for more than 1 lot, enter the lot IDs, separated by commas, in the Add Lot ID to list input field.
Lot Status Search criteria can be narrowed down by lot status (e.g. open, closed).
Lots to Update Do you want to update all lots or only ones with a schedule?
2. You can search for a lot either by project, lot ID or lot status. Try to narrow down your search criteria, to reduce the time it takes to retrieve results.

Once you have made your selection, click .
3. A list of all lots is displayed.




Updating Each Lot Individually
Simply scroll down/up to the individual lot and update any of the fields (e.g. enroll fee, warranty budget). When you are done, click .

FORM FAQ
Enroll Number Enter warranty enrollment number here.
Enroll Date When did the homeowner get enrolled in the warranty program?
Enroll Fee Warranty enrollment fee can be entered here.
Legal Unit Number Enter the unit number.
Warranty Budget Enter the warranty budget for the total number of days listed in Warranty Period (Days) input field.
Warranty Period (Days) Enter the length of warranty coverage in days. NOTE: Default number is 365 days.
Construction Supervisor Select construction supervisor for the current lot.

NOTE: In order for supervisors to show up in the Construction Supervisor drop down list, they must be setup as 'Construction Managers' in Maintain Managers application. For details, see Maintain Managers section of System Maintenance training guide.
Finishing Super Select finishing supervisor for the current lot. Finishing supers can be set up or updated in Maintain Supers application. For details, see Maintain Supers section of Construction Scheduling training guide.
Decor Representative Select decor representative for the current lot. Decor representatives are assigned to lots via Maintain Lot Design Center Info application. For details, see Maintain Lot Design Center Info section of Decor/Design Center training guide.
Primary Warranty Rep Select a warranty representative for the current lot. Warranty reps can be set up or updated in Maintain Warranty Reps application. For details, see Maintain Warranty Reps section of Warranty training guide.
Service Technician Select service technician for the current lot.
Pre Pre Delivery Inspection Rep Select inspection representative for the current lot.
Pre Delivery Inspection Rep Select inspection representative for the current lot.
Home Warranty Notes Any additional comments can be entered here (e.g. homeowner wasn't happy with the plumbing in master bathroom).




Updating Lots En Masse
This is useful in cases when, for example, you forgot to enter warranty period for several lots that appear in a single project.
  1. You must first select all lots, by clicking on the link located at the top right corner of the page.
  2. Next, scroll down to the very bottom of the page and update any of the fields (e.g. enroll fee, warranty budget).
  3. To preview changes, click . NOTE: To apply all changes, you must click .
4. When you are done, click .
Updated August 6, 2014    
11. Warranty Training Guide - Version 3
    11. Warranty Training Guide - Version 3 Home | FAQ | Full Training Guide    
image.gif
11.19 View Deficiencies Report (Aging)
Purpose of application is to create an aging report of deficiencies. This report is just a summary of deficiency quantities pertaining to a specific project, vendor, warranty rep, etc. All deficiencies are grouped by age (e.g. 60 days old). Templates can be created from reports and saved for easy future access.
Running a template report
Step Action
1. Open View Deficiencies Report (Aging) application.
2. Select a template from the Select a template drop down list:
  • To delete the report template, click .
  • To email report template to someone, enter an email address in the Send Report to (email address) input field, select email format from the drop down list (e.g. HTML) and click .
  • To view the report, click .

    To create a duplicate of the report template, fill out the form located at the very bottom of the page. You can make this report template available either to all users or only yourself. Enter a new template name in the Save report as a template named input field, select user access (e.g. all users, only current user) from the For drop down list and click .
Back to the top


Creating a new report
Step Action
1. Open View Deficiencies Report (Aging) application.

Select an aging method, project, lot status, vendor or warranty rep. Try to narrow down your search criteria as much as possible, to reduce the size and loading time of the report.

Choose how your report output should be displayed. For example, enter a list of days in the Enter a days list to break down the aging report: (e.g. 30,60,90) input field. If you enter 30, 60 and 90, all deficiencies will be grouped by age: 30 days old, 60 days old, etc.

To email report template to someone, enter an email address in the Send Report to (email address) input field, select email format from the drop down list (e.g. HTML) and click .
2. When you are done, click .
3. Here is an example of Aging Deficiencies report in online mode. In this example, we see a list of all outstanding deficiencies for different vendors. All deficiencies are grouped by age: less than 30 days old, 30 days old, 60 days old, etc.

For a detailed view of any of the deficiencies, click on the hyper linked deficiency quantity (e.g. ). For details, see View Deficiencies Report (Detail) section of this training guide.

To create a template from your report, fill out the form located at the very bottom of the page. Enter a template name in the Save report as a template named input field, select user access (e.g. all users, only current user) from the For drop down list and click .

If you intended to display different data and need to make some adjustments to the report, click and modify your restrictions.
Back to the top
Updated August 6, 2014    
11. Warranty Training Guide - Version 3
    11. Warranty Training Guide - Version 3 Home | FAQ | Full Training Guide    
image.gif
11.20 View Deficiencies Report (Detail)
Purpose of application is to create a detailed report of deficiencies for a specific project, lot, vendor, etc. Templates can be created from reports and saved for easy future access.
11.20.1 Running a template report
Step Action
1. Open View Deficiencies Report (Detail) application.
2. Select a template from the Select a template drop down list:
  • To delete the report template, click .
  • To email report template to someone, enter an email address in the Send Report to (email address) input field, select email format from the drop down list (e.g. HTML) and click .
  • To view the report in print mode and to print it out, click . Review the report and when you are done, click .
  • To view the report online, click .

    To create a duplicate of the report template, fill out the form located at the very bottom of the page. You can make this report template available either to all users or only yourself. Enter a new template name in the Save report as a template named input field, select user access (e.g. all users, only current user) from the For drop down list and click .
Back to the top


11.20.2 Creating a new report
Step Action
1. Open View Deficiencies Report (Detail) application.

Select one or more project(s). Enter a vendor, lot or deficiency list ID.

Narrow down your report output, even further. For example, you can select to display all deficiency statuses.

Finally, select the fields according to which the report should be sorted or which fields should be displayed in the report.

Try to narrow down your search criteria as much as possible, to reduce the size and loading time of the report.
2. When you are done, click or .
3. Here is an example of Detailed Deficiencies report in online mode.

To view/update deficiency's details, click on the deficiency ID link (e.g. ). For details, see Maintain Deficiencies section of this training guide.

To view all items in the deficiency list, click on the list ID link (e.g. ). For details, see Maintain Deficiencies section of this training guide.

To view/update homeowner details, click on the lot ID link (e.g. ). For details, see Maintain Lot Homeowners section of this training guide.

To create a template from your report, fill out the form located at the very bottom of the page. Enter a template name in the Save report as a template named input field, select user access (e.g. all users, only current user) from the For drop down list and click .

If you intended to display different data and need to make some adjustments to the report, click and modify your restrictions.
Back to the top
Updated August 6, 2014    
11. Warranty Training Guide - Version 1
    11. Warranty Training Guide - Version 3 Home | FAQ | Full Training Guide    
image.gif
11.21 View Transmission
Purpose of application is to view in details and resend, if necessary, transmission report(s).


11.21 View Transmission
Step Action
1. Open View Transmission application.
2. Fill out the View Transmission Report from. Try to narrow down your search criteria as much as possible, to reduce the size and loading time of the report. When done selecting, click .

FORM FAQ
Pertaining To Lot ID lot that has deficiencies.
Pertaining To Deficiency List ID deficiency list that were transmitted
Pertaining To Deficiency ID deficiencies that were transmitted
Pertaining To Assigned Warranty Rep displays deficiencies
Pertaining To Assigned Warranty Rep displays deficiencies
Transmitted defines the time period. To set one, select a statement from the drop down list (e.g. more than, within or exactly) and enter number of days in the second text field or click on the preset links on the right of the text field.
Search for transmission destination A fax number, e-mail address of the recipient(s).
Transmitted to type of recipients Defines different types of recipients, e.g. Area Managers or vendors. To set one, select one of the options from drop down list.
Note: By default All types of recipients option is selected.
Status The types of the report, e.g. All or Unsent.
Note: By default All is selected, to change it, select another option from the drop down list (e.g. Unsent).
Show transmissions of type The type of media that was used to transmit the reports e.g. Fax, Email, Email Text Only.
Note: By default All types are selected, to change it, select another media type from the drop down list (e.g. Email).
Sent By User The name of the user who have sent the transmission(s). e.g. Fax, Email, Email Text Only.
Note: By default All users are selected, to change it, select the particular user name from the drop down list (e.g. Alex Laney).
3. Preview the Transmissions report.

The Transmissions report can be viewed in details and resent.
  • To view each transmission separately in more details, click on desired Trans ID link in Trans ID column, e.g. .
  • To view transmission messages (if available), select a transmission and click, .
  • To resent a transmission, select a transmission and click link on the left of Trans ID.
4. Preview the Resend Transmission from.

When down viewing:
  • To resend to the same recipient and destination, click .
  • To send to a different recipient or to a different destination, fill out the Forward same content to another recipient section of the form, and click .
5. When you are done, click .
Updated August 6, 2014    
11. Warranty Training Guide - Version 1
    11. Warranty Training Guide - Version 3 Home | FAQ | Full Training Guide    
image.gif
11.22 View Warranty Bonus
A monthly report that calculates the bonus for completion of deficiencies in 31 days or less. You can narrow down your report output by project(s), vendor(s), etc. The more specific you are, the quicker it will take to compile a report. Templates can be created from reports and saved for easy future access.
11.22.1 Running a template report
Step Action
1. Open View Warranty Bonus application.
2. Select a template from the Select a template drop down list:
  • To delete the report template, click .
  • To view the report in print mode and to print it out, click . Review the report and when you are done, click .
  • To view the report online, click .

    To create a duplicate of the report template, fill out the form located at the very bottom of the page. You can make this report template available either to all users or only yourself. Enter a new template name in the Save report as a template named input field, select user access (e.g. all users, only current user) from the For drop down list and click .
3. When you are done, click .
Back to the top


11.22.2 Creating a new report
Step Action
1. Open View Warranty Bonus application.

FORM FAQ
Select Date Range For which month and year you want to view completed deficiencies?
Project For which project do you want to see bonus amounts? Enter a project ID or click on the link to find one. To search by more than 1 project, enter the project ID's separated by commas in the Add to Project list input field.
Vendor ID For which vendor do you want to see bonus amounts? Enter a vendor ID or click on the link to find one. To search by more than 1 vendor, enter the vendor ID's separated by commas in the Add to Vendor list input field.
Select Warranty Rep Which warranty rep's completed deficiencies do you want to view? You can select one or more by holding the key on your keyboard.
Show Do you want to display report in detailed or summarized view? Please select one.

Below is an example of a detailed mode, where deficiencies are listed by project:

While, this is an example of a summary mode:
Show Total To display total amount of bonus to be paid out, select Yes.
Show YTD Per Project Do you want to display YTD per project?

In the example below, YTD is calculated based on projects selected (e.g. AP1 and AP2).

While in the next example, YTD is based on all projects, even ones with no activity that month.
2. Fill out the Report Restrictions section of the form. Try to narrow down your search criteria as much as possible, to reduce the size and loading time of the report.
3. When you are done, click or .
4. Here is an example of Warranty Bonus report in online mode.


FORM FAQ
Projects A list of all projects with deficiencies the warranty representative is assigned to.
# of Deficiencies Completed Total number of deficiencies completed in a project within the last 31 days.
# of deficiencies completed which were created within last 31 days Total number of deficiencies created and completed within the last 31 days.
% Between Total and Completions Percentage difference between the total and created completions. Thus, in the example of project AS3, we can see that only 66% of completed deficiencies were created and completed within the last 31 days.
This Month (Performance 75 %) This month's performance is calculated based on the following: Annual Bonus Amount × Performance % ÷ 12 (to get monthly performance amount) × amount in column % Between Total and Completions.

NOTE: Annual bonus amount along with performance % are set up in Maintain Warranty Reps application. For details, see Maintain Warranty Reps section of this training guide.

If the performance amount has not been calculated yet, as in the example below, you can calculate it via Calculate Warranty Bonuses application. For details, see Calculate Warranty Bonuses section of this training guide.
This Month (Override Performance) New performance percentage to be paid out to the rep this month.
YTD Cumulative (Performance 75%) Total of calculated performance amounts from January to current month.
This Month (Discretionary 25%) This month's discretionary is calcuated based on the following: Annual Bonus $ Available × Discretionary % ÷ by 12 (to get maximum monthly discretionary amount).

NOTE: Annual bonus amount along with discretionary % are set up in Maintain Warranty Reps application. For details, see Maintain Warranty Reps section of this training guide.

If the discretionary amount has not been calculated yet, as in the example below, you can calculate it via Calculate Warranty Bonuses application. For details, see Calculate Warranty Bonuses section of this training guide.
This Month (Override Discretionary) New discretionary percentage to be paid out to the rep this month.
YTD Cumulative (Discretionary 25%) Total of calculated discretionary amounts from January to current month.
Total Bonus to Pay Total bonus amount that was or is to be paid out.

To override this month's performance or discretionary percentage for a specific project, click on the or number (e.g. ) link. You will be then transferred to Update Warranty Bonuses sub-application.

FORM FAQ
Bonus Amount Discretionary Override Enter a new bonus percentage to be paid out to the rep based solely on his/her manager's decision.
Bonus Amount Performance Override Enter a new bonus percentage to be paid out to the rep based solely on his/her work performance.

To create a template from your report, fill out the form located at the very bottom of the page. Enter a template name in the Save report as a template named input field, select user access (e.g. all users, only current user) from the For drop down list and click .

If you intended to display different data and need to make some adjustments to the report, click and modify your restrictions.
5. When you are done, click .
Back to the top
Updated August 6, 2014    
11. Warranty Training Guide - Version 3
    11. Warranty Training Guide - Version 3 Home | FAQ | Full Training Guide    
image.gif
11.23 FAQ
A complete list of most frequently asked questions.
ANSWERS
FAQ # Answer
11.23.1 How to delete a template from report?
Select a template from the Select A Template drop down list and click .

For details, see 11.13.1 Running a template report in 11.13 View Deficiencies Report (Detail) section of this training guide.
11.23.2 Why it takes so long to display a report?
The more criteria you select for the report output, the longer it takes to download (e.g. running a report for all projects in a division could take forever to display). The solution is to narrow down your search criteria as much as possible (e.g. single lot, date range).

Note: Sometimes, however, the problem of speed can be related to Internet connection. In cases like this, please contact your Internet Provider or our Technical Support team.
11.23.3 How to delete a deficiency entered for the wrong lot?
You cannot remove it from the system. However, you can change the deficiency status to CANCELLED.

For details, see 11.3.2 Updating existing deficiency list section of this training guide.
11.23.4 How to update a purchaser?
To update an existing purchaser, click on one of the Update Purchaser links (e.g. , ) accordingly.

For details, see Step 3 in 11.5 Maintain Lot Homeowners section of this training guide.
11.23.5 How to remove a purchaser?
To delete a purchaser, erase purchaser ID from the Purchaser ID input field and click or . Note: This is applicable only in cases when an additional, unnecessary purchaser was entered by mistake.

For details, see Step 3 in 11.5 Maintain Lot Homeowners section of this training guide.
Updated August 6, 2014