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HMDA CTP User Guide - Business Information Technologies, Inc.

1. Edit Worksheet All Records With Errors Records With ZC Match Scores Any other reports the financial institution would like p N Make corrections in the Editor using the Edit Worksheets in order to generate the most accurate file to submit to the reporting agency Reminder Q Quality errors are meant for the bank to verify the information There may no change needed in Q errors Revised April 2011 Business Information Technologies Inc HMDA User Guide Page 37 of 53 15 Click Back button to get back to the Editor Once all corrections have been made click Special Process File again to run the records through edits again 16 When the Processing Status window shows no records failed geocoding or edits you are ready to click the Submit button Submit 17 After clicking the Submit button the following screen will be displayed Please not that there are two options The Export Standard Dat file is the format to go to the government for submitting by March 1 The Export for Other Purpose put the file into an ASCII format comma separated format usually used for exam and auditing purposes F Create HMDA Submission x w Export Standard Dat File Export Public Dat File all Run Back 18 After selecting your option click on the Run button You may get one or more messages If you have validity errors YOU MUST CORRECT THEM BEFORE PROCESSING Click on the No button to go back to t
2. 12060 13 089 0213 01 12060 13 089 0213 02 12060 13 089 0213 03 12060 13 089 0213 04 This example includes one county in Missouri and one county on Illinois both in the same MSA MD Revised April 2011 Business Information Technologies Inc HMDA User Guide Page 9 of 53 41180 29 099 NA 41180 17 119 NA This example includes an entire county less one census tract 12060 13 151 NA 12060 13 151 0112 01 These examples are not exhaustive but illustrate how the six core property location combinations should be used in conjunction to properly define your assessment area CREATING AN ASSESSMENT AREA ty Assessment Areas x Respondent ID 0123456739 Name BUSINESS INFO TECHNOLOGIES INC Assessment Area Data Area Number 1 Include 33460 27 003 NA 33460 27 019 NA MSAAMD 33460 27 037 NA 33460 27 053 NA State 27 MINNESOTA County 001 AITKIN MA 27 001 9901 00 NA 27 001 9902 00 MA 27 001 9903 00 census Tract 9905 00 NA 27 001 9904 00 Cancel 7 Click on the Assessment Area button located in the lower section of the Respondents window 8 Enter an area number it is recommended to number them in sequence starting with 0001 The software will include the zeros on the right side of the screen 9 Select the Include or Exclude the first line in an assessment area must always be an inclusion 10 Select the MSA MD that your assessment area is in
3. Revised April 2011 Business Information Technologies Inc HMDA User Guide Page 27 of 53 Chapter VII Rate Spread Calculator How to use the Rate Spread Calculator EDITOR MODE RATE CALCULATION The Rate Spread Calculator generates the spread between the Annual Percentage Rate APR and the comparable treasury security utilizing the Treasury Securities of Comparable Maturity under Regulation C table action taken lock in date APR term loan maturity and lien status This is for loans originated only All other action taken types will be default with a NA response CTP has two ways to calculate these figures a one record at a time option and or a batch option 12 For the one record at a time option open the file in the HMDA Editor The bottom right hand side you will have the rate spread required information Lock In Date APR Term Calc Rate Spread 13 Fill in the required in information 14 Click on the Calc button The rate spread will be calculated and filled into the Rate spread field 15 Click on the Save button to save the record Lock In Date The date of the Treasury yield used in the adjustment of the APR is the 15th of the month before the date on which the loan s interest rate was set by the financial institution for the final time before closing If an interest rate is set pursuant to a lock in agreement between the lender and the borrower then the date on which the agreement fixes t
4. drive or a network drive Browse to the location where you want the new data to be stored Remember the location You will need this location later to configure CTP to reference the geocoding data 8 After the extraction is complete open the CTP application Once in CTP go to FILE PREFERENCES GENERAL There is a Data File Location box at the bottom of the screen which should point to the location of the CTPGEOXX XX the year of the geocoding data directory Browse to where you saved the CTPGEOXX XX the year of the geocoding data data in step 3 above Highlight the directory name CTPGEOXX XX the year of the geocoding data and click the SELECT button 9 Repeat Step 4 for both CTPC and CTPH FIRST TIME LOGIN 10 When CTP HMDA loads for the first time you will be asked in the Unlock window to enter the Serial Number and Password Enter these from the sheet you received with your CTP HMDA shipment 11 Please note The letter O and the number 0 are often confused Remember that the Letter O is wider than the number 0 Also the letter I can be confused with the number 1 Please examine each I or 1 carefully when you enter the password to avoid miss entries If you get an invalid password error message carefully re check each letter number to verify you have correctly entered the password 12 Click on the OK button 13 If you have one of the loan origination programs that interface with CTP please select the application
5. J 7 You can enlarge the report by moving your cursor on the page displayed When the cursor turns into a magnifying glass just left click You can also click on the Zoom In and Zoom Out buttons 8 The Page area allows you to move from page to page 9 To print click on the OK button and then the software will ask if you want to print this report Click Yes or No Revised April 2011 Business Information Technologies Inc HMDA User Guide Page 36 of 53 Chapter IX HMDA Submit How to process a file for HMDA submission 10 Click on File Administration Respondents In HMDA edit the respondent information to input last year s record count This will make your portfolio edits more accurate Verify that the other information on this screen is accurate Click Save and click OK to exit 11 Open the file through the Editor button Click Special Process File to run the records through edits one more time 12 At the HMDA Processing Status window click on the Report button ty Reports x Report Respondent 0123456789 BUSINESS INFO TECHNOLOGIES INC lt Report Sub T itle Select Action Taken Dates Beginning with Ending with 13 It is recommended that you print the following reports from the Report drop down box HMDA Transmittal Sheet to be sent with the diskette 1f mailing the submission HMDA Loan Application Register hard copy for the bank s file Edit Reports
6. furnishing performance or use of Census Traks Plus HMDA or its documentation No part of this document may be photocopied or reproduced without the prior written consent of Business Information Technologies Inc The information in this document is subject to change without notice Copyright Copyright 2006 Business Information Technologies Inc Edina Minnesota DataMap 1s a registered trademark of VISTA Information Solutions Inc All Rights Reserved First Printing Version 3 4SA Rev 2 January 2006 Revised April 2011 Business Information Technologies Inc HMDA User Guide Page 53 of 53
7. 10740 Albuquerque NM HSA 10780 Alexandria L MSA 10900 Allentown Bethlehem E asto 11020 Altoona PA MSA 11100 Amarillo TX MSA 11180 Ames IA MSA 11260 Anchorage AK MSA Add to List Delete from List 5 Click on the OK button to exist the MSA MD screen 6 The bank can also add the assessment area in HMDA This is used for management purposes only Several of the reports have in out assessment area sections If an assessment area is added going to be added see Chapter III Revised April 2011 Business Information Technologies Inc HMDA User Guide Page 8 of 53 Chapter III Explanation of Assessment Area The assessment area may be reported by census tract however it 1s permitted to report the assessment area at a summary level NA in the MSA MD represents an area outside of any metropolitan statistical area NA in the state county or tract fields represents the defined area state county or tract in its entirety For example the NA in the tract field represents all tracts for the MSA MD state county combination represented Below are the six combinations of how the assessment area can be reported Assume each of these examples is an individual assessment area The combinations reported in these examples represent MSA MD state county tract combinations 33460 NA NA NA The assessment area encompasses all census tracts in MSA MD 33460 33460 27 NA NA The assessment area encompasses only the
8. FIPS location codes Geocoding Match Threshold The Geocoding Match Threshold box in the General Preferences dialog box refers to the match code score which is considered a hit It is calculated on whether and how much change must be made to the address as entered in order for it to conform to the USPS standards database used by CTP HMDA The default score of 61 or higher is strongly recommended for proper census tract coding This score is based on testing tens of thousands of addresses You can raise or lower the score but addresses with scores of 60 or lower may require manual correction The highest score is 99 Hit When an address scores at or above the Match Threshold It passes geocoding HMDA Editor The Exception and Data Entry dialog box This is where you edit records that did not pass geocoding or had incomplete incorrect entries as determined by the HMDA validity edits HOEPA Home Ownership and Equity Protection Act Interactive mode Program mode where the user enters an individual address for geocoding as opposed to Batch mode when the user imports a file of addresses LAR Loan Application Register Revised April 2011 Business Information Technologies Inc HMDA User Guide Page 49 of 53 Latitude longitude Addresses that are geocoded are assigned a latitude and longitude coordinate pair which establishes a geographic location for the address Match Code A score that is based on how well the input address
9. Select Save Setup Choose a name for the setup file name that identifies the Setup with the file structure in the file you imported This CTP HMDA feature saves the entire mapping or assigning of fields and automates the process when you need to prepare reports using similar file structures in the future In the Save As dialog box type in the name of the file A BTS file extension will be added to the name iy Save As x Save setup az Directory Cancel abs hmda bts E cp hmda bts crafxip bts demo bts _jctpgeo 1 All Files gp hmda bts data hmda xip_bts _fixdoc 1 geodata 15 Click on the Process icon Running a file means to find addresses geocode add MSA MD State and County FIPS codes as well as add census tracts and identify records that contain missing or invalid HMDA LR information You must complete the steps outlined above identifying address information and mapping the required HMDA LR fields before running a file If this process has not been properly completed you will not be able to run the file While the file is running the Batch Geocoding dialog box shows records one by one and reports whether or not the addresses can be found in the CTP HMDA database To be recorded as a hit an address must score at or above the Match Code score set in the Match Threshold field in the General Preferences dialog box Revised April 2011 Business Information Technologies Inc HMDA User Guide Page 20 of 53 Cha
10. Spread field For this reason the sum of good and bad records may exceed the number of records proccessed Calculate Indicates how many records were missing information for calculating the rate spread Each missing field is counted The calculate button actives the rate spread calculator and the Exit button closes the screen RATE SPREAD EQUAL TO NA A rate spread equal to NA is a result of one or more data parameters that do not meet the specifications for reporting the rate spread Data parameters that will result in a rate spread equal to NA are listed below The Rate Spread is reported on originated loans only therefore any action on the application or loan other than an origination Action Taken 1 will result in a rate spread equal to NA If the loan is not subject to Regulation Z or is a home improvement loan that is not dwelling secured or is a loan that you purchased enter NA If the lien status equals 1 and the rate spread calculated is less than 3 percentage points the result will be a rate spread equal to NA If the lien status equals 2 and the rate spread calculated is less than 5 percentage points the result will be a rate spread equal to NA If the lien status equals 3 not secured by a lien the result will be a rate spread equal to NA Revised April 2011 Business Information Technologies Inc HMDA User Guide Page 33 of 53 The lien status code of 4 is used to identify purchased loa
11. Technologies tested literally hundreds of thousands of addresses During these tests patterns developed which led to the development of the Match Score concept The Match Score concept is based upon three simple principles Better addresses result in better geocodes Not all addresses in customer information files will exactly match U S Postal Service standards Addresses can be adjusted or corrected to match U S Postal standards A numbering system for address correction can be developed that determines the type and extent of address correction that can be confidently made to an address Consider this example The offices for Business Information Technologies are located in the Minneapolis suburb of Edina The complete address is 4640 W 77th St Edina MN 55345 How would CTP HMDA handle this address is the city name were changed from Edina to Minneapolis First CTP HMDA would attempt to match all of the individual address components with the USPS database If this could be done successfully the address would be matched exactly and given the maximum possible match score of 99 In our example however a search of the USPS database would not find any exact match The search would find however that an address with all of the address components except the city name is in the USPS database Therefore CTP HMDA would match the address but would not include the numeric value of the city name in the matched score The assigned match sc
12. a message will be display pertaining to the edit 2 Click the OK button and the field that needs to be corrected will be highlighted 3 Correct the data and click on the save button If there are any more errors in the record another edit message will be displayed 4 If you want to see all the records with errors in a report click on the Special menu on the left side of the screen The following screen will be displayed Revised April 2011 Business Information Technologies Inc HMDA User Guide Page 25 of 53 5 Check the Edit Worksheet and select the option All Records with Errors 6 Click on the OK button 7 A Preview screen will be displayed To zoom in click on the report Census Traks Plus HMDA Edit Worksheet Record Nam b rf ers va bls a D ben mara Loar Nam be r 8 Sasi ns Sten 13364 10257 NEVA RK DE 19702 6508 VID P opery tpe is m ishg 8 Click on the OK button 9 A Message will be displayed to Print this Report with a Yes or No option It is your option to print the report or not Revised April 2011 Business Information Technologies Inc HMDA User Guide Page 26 of 53 10 After you printed or not you will return to the Editor Report screen Click on the Cancel button to exit this screen 11 After you have corrected the file select the Special Process File This will re verify your file and check the geocodes The processing status screen will be displayed 7 HMDA Processing Status
13. and click on Insert When all fields are defined click on OK CTP HMDA displays the Batch Mode dialog box You have now completed defining your fixed length fields Your next task is to set report selections for a batch report or set export selections for a batch export file MAPPING HMDA FIELDS 13 Select Map HMDA LAR Fields The following screen appears b Map Fields HDA LAR Field Maps To ACT DATE ACT TYFE DATE AFP ETHNICL ETHNICZ Import File Fields GROSS INC TYFE PURCH REA DENIED UDF1 UDFe UDF UDF 4 UDF S GROSS INC HOEPA LIEN STAT LOAN AMT LOAN TYPE LOCKDATE OWN OCC PRE APPR PROP TYPE PURPOSE BATE SPRE REA DENIED SEAL SEAS GROSS INC HOEPA LIEN STAT LOAN AMT LOAN TYPE LOCKDATE OWN OCC PRE APPR PROP TYPE PURPOSE BATE SPRE REA DENIED SEAL SEAS Cancel z l i The Import Fields box lists the headers that identify each field in the customer information file being imported The HMDALAR Maps to box displays the CTP HMDA fields that are required for a HMDA LAR and indicates which fields CTP HMDA has been able to automatically match up because the header ID in the customer information file was identical to that of CTP HMDA If every row in the HMDA LAR Field column has a match in the Maps To column click on OK If the Maps To Column is blank or has blank spaces that means your file is either missing required fields or the field names do not match If t
14. census tracts in MSA MD 33460 Minneapolis St Paul Bloomington AND state 27 Minnesota NA 27 131 NA The assessment area encompasses the census tracts in state 27 AND county 131 that are outside of the MSA MD 33460 27 053 NA The assessment area encompasses the census tracts in MSA MD 33460 state 27 AND county 053 33460 27 053 0001 00 The assessment area encompasses only census tract 0001 00 in county 053 state 27 AND MSA MD 33460 NA 27 131 0001 00 The assessment area encompasses only census tract 0001 00 in county 131 state 27 and not in an MSA MD These are the only six MSA MD state county tract combinations that are acceptable in reporting assessment areas These six examples may be combined to expand the scope of the assessment area To include or exclude property locations in the assessment area a or is required to be indicated in the field prior to the property location fields The indicates that the property location is to be included in the assessment area The represents an exclusion from the assessment area The following examples illustrate how assessment areas should be reported This example includes the entire Atlanta MSA MD 12060 NA NA NA This example includes the entire Atlanta MSA MD less one county 12060 NA NA NA 12060 13 151 NA This example includes one county in the Atlanta MSA MD only 12060 13 089 NA This example includes four census tracts in one county in the Atlanta MSA MD
15. codes to each record is an important time saving feature of CTP HMDA You may import customer information files that have one of the following three formats 1 ASCII delimited with or without headers Z DBF 3 SDF or Fixed Length More information about importing files with these formats is found below 1 Select Batch Mode and you will see the following Batch Mode screen by Batch Mode x CACTPS ASDATASTESTOATASTES TS40 054 Select a file for processing Define Address Hace Header Define address race and header fields Select fields to be included in the output Load Setup Load previously saved file setup Save Setup Save current file setup 2 Select Open File and choose the appropriate file name on your floppy disk or browse the directory to select a file on your hard drive Select your file from the list in the window type the file name if it is not in the list or choose another directory and then select your file Only files with txt dat csv prn sdf lar lr2 or cra extensions appear in the list but you may use files with any extensions 3 Select the appropriate file type CTP HMDA allows you to import DBF delimited files with and without headers and SDF or fixed length files Note If you have already prepared a file and saved a setup you can go ahead and load the setup and run the file Click on Load Setup and select a setup file You will be prompted to run the file Y
16. from the pull down menu 14 Click on the OK button Revised April 2011 Business Information Technologies Inc HMDA User Guide Page 3 of 53 15 The following message will be displayed Insert CD x JL Please insert the CD laheled CTF GeoCoding Data into your PC s CD drive 16 Click on the OK button An Open dialog box will be displayed At the bottom right hand corner is the Drive selection Click on the pull down menu and select the drive data is stored on w Open x Open any file on CD Directory F ctpgeo054 L Open J city dbf rh county dbf cris db f m ct dbf msa dbf region dbf state dbf street dbf All Files Drive C f Arydercup rydercul lt 17 Double click on the directory named CTPGEOXX XX the year of the geocoding data A list of dbf files will be listed Highlight the first file and click on the Open button The path will be saved for future access 18 A display box will pop up stating what demographic data you are using w BEE CENSUS TRAKS sie CTF is currently configured using 2005 Census Tract Data 19 Click on the OK button 20 Select File Administration Respondent from the menu bar to enter your Respondent and Assessment Area information See Chapter II for detail instructions 21 Complete the electronic form when finished with entering the Respondent data remember to select the MSA MD from the MSA MD list select MSA MD Button on the
17. matches addresses in the CTP HMDA database Miss When an address does not score at or above the Match Threshold set in the General Preferences dialog box It fails geocoding MSA MD Metropolitan Statistical Area Metropolitan Division A group of counties that defines a metropolitan area as defined by the Office of Management and Budget A Metropolitan division represents subdivisions of larger Metropolitan Statistical Areas Multiple Match A condition resulting from similar names overlapping address ranges ambiguous or missing data in either the user entry or the CTP HMDA database Postal Carrier Route PCR The area a mail carrier walks or drives to deliver the mail The number of households in a PCR ranges from 350 to 500 depending on population density A sample PCR number is 55410 CO06 The 55410 refers to the ZIP Code The next characters C006 are the route number Rate Spread The Rate Spread is the spread between the Annual Percentage Rate APR and the comparable treasury security utilizing the Treasury Securities of Comparable Maturity under Regulation C table action taken lock in date APR term loan maturity and lien status Setup A user created file that stores Batch Mode address definitions field names and output selections A setup file has a BTS extension Status Refers to how many records meet the criteria established after all minimum maximum range conditions are set Traffic light In the HMD
18. other definitions with the same assessment area number Revised April 2011 Business Information Technologies Inc HMDA User Guide Page 11 of 53 Chapter IV Interactive Mode How to find the census tract and demographic information for a single address To process a single address at a time you need to be in the Interactive Mode 1 Select Interactive Mode from the Select Mode screen g Interactive 2 Enter the address with street information on Line 1 and city state and ZIP Code information on Line 2 Do not include PO Boxes apartment or suite information For rural routes with box numbers it s important to enter this data as the post office represents it The typical representation would be 157 RR 3 for an address listed as PO Box 157 Rural Route 3 or RR 3 Box 157 Example 1 101 S Main St This address contains street number pre direction street name and street type Example 2 101 Main St S This address contains street number street name street type and post direction In order for CTP HMDA to find the census tract for the address you entered a search will be performed against address databases provided by the US Postal Service br Interactive Mode Street Address City State ZIF Code 5 digits 3 Click on the Address button One of three options will happen 4 A message will be displayed in the upper right hand corner that says Unable to locate this address The Intera
19. 2 This screen displays one record at a time If the record does not need editing the traffic light icon will display a green light If the traffic light is red the record requires editing Revised April 2011 Business Information Technologies Inc HMDA User Guide Page 23 of 53 EDITOR SCREEN DESCRIPTION The following information about the HMDA Editor screen will assist you in navigating within your loan file to make necessary edits to your loan records These buttons are used to move from one record to another From left to right each button is used for the following Return to the first record in the file Go to the previous record Go to the next record Go to the last record in the file Edits Doesn t d Created On 11 29 2005 11 10 20 Last Modified Click on Verify to have CTP process the individual record against the validity edits Check the Q Edit Verified when you have verified the Quality Warning is correct for the loan Check the Non Reg Z for loans that fall into this category This will put NA in the rate spread automatically when the rate calculation is done Records the date and time the record was entered or originally processed through batch mode This date does get modified Browse Delete Click on Edit to gain access to the record so that it can be changed Click on New to add a new record by entering all the required information u
20. 20 0255 Contact F 952 820 0232 Contact E Mail Seek Parent Information Hame Address City aT lar MSA MD List Assessment Areas Application Count Manoao Henkin Gansin Create Map OTS Regon i Ww perar L ESN Miian Previous Years The Respondents screen is reached by selecting the File Administration options from the main menu It is used to enter institution specific information including the assessment area which will be used in the HMDA submission ty Batch Processing x Processing Last Processed Line 1 9361 SW 163RD PL Line 1 9361 SW 163RD PL Line 2 MIAMI FL 33196 Line 2 MIAMI FL 33196 Status Yerfying HMDA edits Match Code lo PT Z ee 77 ee ee ee eee ee Misses Hits 46 Current Record 46 Estimated Time Elapsed Time Time Remaining 00 05 00 04 00 02 The Batch Geocoding screen is displayed while CTP HMDA is processing customer information files in batch mode The colored bars reflect the approximate percentage of the file that has completed processing and the colored bars indicate the success rate of the geocoding Revised April 2011 Business Information Technologies Inc HMDA User Guide Page 45 of 53 7 HMDA Processing Status The HMDA Processing Status screen appears after a customer information file has been processed in batch mode The screen displays the results of the batch processing including a b
21. 3 3 10MO 2003 22744 04040114 4012 Os 3 2003 1 ObGmyz003 27744 2 6 217 2 2 07 12 2003 1 10012003 77744 iF je 2 5 06 22 2002 1 0928 2002 22744 11 0 21 1210 06072002 1 DBM420D2 30460 021012 1210 06 G0V20D3 1 DB24 20D9 27280 01 04 31 1012 06 21 2002 1 DBGXV20D3 39124 2040 9 e 05MOV2003 1 DB26 2003 33124 01011421 1013 07 16 2003 3 1109 2003 33124 01012121 1012 05 31 2003 1 DB25 20D3 33124 OUOHEHU 05MOEDDS 1 DONADOS 33124 0140414313 OT GOVEDOS 1 DBG1 2005 33124 01140414 15 9 07 15 7003 3 10G200373134 ewe L J5 5 06 12 7003 3 0004700304 pjr 3 5 04422 20D2 1 0927 2002 45300 0241411012 06XC 20D2 1 1022 2002 45200 0121610 1 1140 06 13 2003 1 DB26 20D2 45300 0126111017 06 29 2002 1 DbaB2009 12060 2 13 4 1118 04 19 2003 3 DB26 2003 12060 EEF 09 26 2003 1 10062009 14260 02111611010 06 14 2003 1 DOSO 14260 p24 ty 212 04 22 2003 3 DBOSEDDS 10974 2 8 2 2 1 1010 OT 24 20D3 3 DBMOVEDOS 10974 40 05 1010 07 21 7003 3 00107003 174 FREI 1045J O416 2003 3 120172003 1974 eje p 1214 09 14 2002 1 ppaevz002 20120 086 0 0 12 0 0 07 06 2002 2 0921 20D2 35320 071 0j0 0 8 OJO 10 22 2002 1 11 10 2002 12520 027 6 0 23 014 nnn nann nyuun nnu rng nunun nnna nuyun E N E Sa A oo NL E A E e E A Oc St Son Te b B B UA he F AAGA G RE HH h h h d h B B B UI KH SH HS t SBESCHEEFESRESSBSSEEBSBRYMESHARRBBSRAERAAKBS 5 80 8 gt D Teeth gt amp oe 28 5 8 8 o oo amp QT gt 6 8 8 88 D 2 J
22. 5 US 1M NFORMATION TECH Address 252 Li E DII Signing Officer S Contact Name 2 1 S OMGI Contact Phone 1952 820 0255 Contact F s 1952 820 0232 Contact E Mall Parent Information Name Address Previous Year s Application Count Madcage Banking Sobeidiac Create Map DTS Region E M hesar 38 Milon Reports 2 You must first click on the New button to access the form Complete all of the required information CTP HMDA 2004 will not save the information 1f there is any missing or invalid information in the record 3 You will need to identify the Metropolitan Statistical Area Metropolitan Division MSA MD or areas which are served by your institution To do this click on the MSA MD List button located at the right side of the screen 4 Highlight the appropriate MSA MD s on the left side and either double click to move it to the right side or click the Add to list button under the list of MSA MDs The list on the right is the MSA MD s served by your institution Revised April 2011 Business Information Technologies Inc HMDA User Guide Page 7 of 53 by Respondent s MSA MD List x Respondent D 1234567890 Name BUSINESS INFORMATION TECH Existing MS 2A D lt Respondent s M5 4 MD List 10180 Abilene TX MSA 33460 Minneapolis St Paul BloomiL 10380 Agquadilla lsabela San Seba H 10420 Akron OH HSA 10500 Albany GA MSA 10580 Albany Schenectady Troy
23. A Batch Mode A CTP HMDA process where users import a file of addresses and create reports and export files Block group An area defined by the Census Bureau comprising all the blocks of a census tract that have the same first digit It is the smallest area for which demographics are reported Boundary a set of line segments that make up the outer limits of a geographic area CTP HMDA Census Traks Plus module for HMDA Census geography Boundaries and centroids determined by the Bureau of the Census such as block groups and census tracts Census Tract A statistical subdivision of a county averaging 4 000 inhabitants designed by a local committee of the Bureau of the Census Centroid A center point whose location is computed from the total area of geography Customer Information File Existing information about customers which is found in electronic files that can be imported into CTP HMDA for preparing required HMDA reports Demographics Characteristics of a population CTP HMDA demographic databases were derived from the 2000 Census or from HUD supplied annual estimates FFIEC Federal Financial Institutions Examining Council FIPS code Federal Information Processing Standard This numbering system identifies geographic places for use by federal agencies Geocode To find an address in the CTP HMDA database CTP HMDA attaches a latitude and longitude to the address and assigns a census tract number and other
24. A Editor when you click on Verify the traffic light and message displays the status of the current record Green Record passes verification Red Record does not pass verification Yellow Record has not been geocoded verified UDF User defined field ZIP Code A postal delivery zone usually with geographic area but occasionally a ZIP Code is a single location such as an office building or post office with boxes only Revised April 2011 Business Information Technologies Inc HMDA User Guide Page 50 of 53 Chapter XIV Reference Geography Primer A New View of Geography Most of us have used road maps and atlases to view and understand geography and we are familiar with the red lines for freeways blue lines for rivers dotted lines that show state boundaries and the symbols that mark towns and cities However the geography that makes CTP HMDA so powerful is census and postal geography which many may be working with for the first time This primer is designed especially for CTP HMDA users to give you a guided tour of the relative size and functionality of each type of geography Understanding the various geographies included in CTP HMDA will enhance your skill in setting search areas and interpreting reports and export files There are three kinds of geography in CTP HMDA political census and postal The following is a quick guide to each type of geography Political Geography You are most likely familiar with politic
25. AT Line 1 H 40 Bo 1411111111111111 7 F282 2 BBS a Martinez GA 36967 172872003 5 _ of oe EE EE EE an nn 41236 Horicon 1 Field Sample Field nane Import Fields Length I Save Field Reset Field Add to Address 1 to Address 1 Clear All Fields _Add to Address 2 to Address 2 Undo Address 1 Address 1 Undo Address 2 Sample Address To process your fixed length file you must define which fields contain the address information as well as display the fields that have the loan information Note It will speed up the process of defining fixed length fields if you have a list of fields and their lengths before you start to define them Highlight the Field name text box type the name of the first field in your import file or select the field from the list and press Enter If you make a mistake double click in the Field name box click on the Reset Field button and re enter Enter the length of the field or press the arrows to display the length and press Enter The Field Sample box shows the field If the sample is correct click on Save Field and CTP HMDA lists the fields in the Import Fields box If you want to make a change in the field length highlight the field in the Import Fields box enter the length of the field in the Length box and press Enter If you want to remove a field from the Import Fields box click on the field and on Delete When you get to the address inf
26. CESS FOR CURRENT LICENSED USERS For users that DO NOT have Internet access perform the following steps to update your current installation of CTP 1 2 Insert CD into the CD ROM drive Right click on START and select Explore from the list Go to your CD Rom drive and open the directory labeled CTP Updates Right click the CTP update file for the application you want to update i e to update HMDA right click CTPH2004 exe Select COPY from the pop up list Go to the directory where your CTP application is stored 1f it is a standard installation it will be in C Program Files CTPx where x C for CRA and H for HMDA if you have stored your CTP application on a network drive you will need to go to the network drive that stores your application Once you have found the CTPx directory Right click the directory and select PASTE from the pop up menu You should be asked to replace the existing file Answer yes to this IF YOU ARE NOT ASKED TO REPLACE THE EXISTING FILE YOU ARE NOT IN THE CORRECT DIRECTORY If you are licensed for both HDMA and CRA repeat steps 3 through 7 for each update Revised April 2011 Business Information Technologies Inc HMDA User Guide Page 6 of 53 Chapter II Respondent Information How to enter your institution information and define MSA MD Areas 1 Select File Administration Respondents The following screen is displayed by Respondents Respondent ID Agency OCC RN Parte 99 99 Mame
27. Click the NEW button at the upper right of the window by Open x Select a file Directory c ctp3 4 data 0304test lar L Open cindy lar demo lar test lar backup _ export testdata 3 Check that the path is going to where you want the file to be saved the default is CTPH Data Name the new file using the extension LAR Append to this file for the rest of the year NEW YEAR PROCEDURE FOR CREATING A NEW FILE FROM BATCH 4 After exporting data from your loan origination software import the file in Batch mode 5 After the file is process click on the Save button 6 Click on the New button 7 Check that the path is going to where you want the file to be saved the default is CTPH Data Name the new file using the extension LAR Append to this file for the rest of the year Revised April 2011 Business Information Technologies Inc HMDA User Guide Page 41 of 53 Chapter XI HMDA Screens Understanding the major CTP HMDA screens ty Select Mode x Interactive HM The Select Mode screen is the default screen for CTP HMDA which loads each time the program is started Clicking on any of the icons will enable the feature selected ty Interactive Mode x Street Address City State ZIF Code 5 digita 2 1 Back The Interactive Mode screen is used to enter one address at a time and obtain census tract and demographic information for that address The Street Address line should contain the nu
28. DA User Guide Page 30 of 53 RATE SPREAD SCREEN DESCRIPTION The following information about the HMDA Rate Spread screen will assist you in navigating this screen and making necessary edits to required records The rate spread screen appears after performing a Batch or after selecting Special Re Calculating Rate Spread When select Special Process File you will be ask to re calculate the rate spread with a Yes or No option The screen below will not be displayed ty Rate Spread Calculation _ x The Rate Spread field will be UPDATED based on valid data in Lien Status APR Term Lock in Date and Action Taken lf these fields are not populated with valid data AND a Rate Spread value 15 present in the Rate Spread field the Rate Spread field will NOT be updated AND the Rate Spread Value CANNOT be validated to be correct lf you don t want to calculate the Hate Spread on this file at this time click the EXIT button below Records With Successfully Calculated H ate Spread Records With Action Taken Type Not Equal To One 11 Records With Protected Rate Spread Value Record Missig Action Taken Type Value Records Missing APR Value Records Missing Term Value Records Missing Lock In Date Value Records Missing Lien Status Value Records With Qut Ol Aange Data Total Records Proccessed Note that some records may have multiple fields missing that prohibit the calculat
29. EFERENCE GEOGRAPHY PRIMER scccssscccsscccsscccssccssscccscccesscoeecs 51 a 8 4 M T ages wesc eae 2076 AE A 276 74 240 04502524 2444443424442444 2524 2021002716 2446 446 1696214624 927497020 04 09 E01 7Re 53 Revised April 2011 Business Information Technologies Inc HMDA User Guide Page 2 of 53 Chapter I Startup How to install Census Traks Plus HMDA HOW TO INSTALL THE FULL CTP APPLICATION S NEW USER INSTALLATIONS 1 Insert CD into the CD ROM drive and click on Start Run 2 Type the drive letter of the CD ROM drive usually the D if local then type one of the following D CTP Setups Install_CTPC exe D CTP Setups Install_CTPH exe OR Click on the Browse button select the CD drive double click on the directory named CTP Setups and then double click on the setup program Click the OK button 3 Follow the on screen instructions 4 Goto our website http www bit co com BITI Software 20Updates index html for updates to Census Traks Plus The most current version will always be on our site Download the update directly into your application directory and replace the existing file 5 Click on START RUN 6 Type the following into the Open box D is usually the CD Rom drive or replace the D with your CD Drive letter D CTP GEOCODING DATA CTPGEO Data exe 7 A dialogue box will open and ask for the drive and directory location where the extracted files should be saved This could be your C
30. Welcome to An advantage in using CTP HMDA is that you do not have to become a software expert in order to benefit from CTP HMDA full capabilities CTP HMDA is easy to use and so is this How To user Guide You acquired CTP HMDA in order to do something This Guide is organized to provide you all the information you need step by step to do what you need to have done Using the Guide then is simply a matter of looking into the table of contents and selecting the topic you want to know how to accomplish For those who want to know more about how CTP HMDA works we ve also included some additional reference information in the reference appendix This section contains general information about geographic information processing and is unusually helpful in helping explaining information about addresses and the US Postal Service address standards which form the foundation for CTP HMDA address processing rules One more thing we want you to know that we appreciate your selection of CTP HMDA developed and distributed by Business Information Technologies Inc If you have any questions about the operation of CTP HMDA that this Guide does not answer please do not hesitate to give us a call We are here to help Thanks again for choosing CTP HMDA The Staff of Business Information Technologies Inc Revised April 2011 Business Information Technologies Inc HMDA User Guide Page 1 of 53 WELCOME TO vissssssssssssisissoneistanavnsnsassscsssed
31. al geography Cities counties and states are examples of political geography which are frequently represented on maps Cities are displayed either as points or as the boundaries of city limits When a city is shown as a point on a map the position of the point represents the weighted center or centroid of the area That means its position is calculated based on the total area of the city Points rarely represent counties and states rather they are shown by lines which display their perimeters boundaries Political geography is relatively static boundaries only change when a city or town annexes adjacent land Cities counties and states come in all sizes from Rhode Island to Alaska and Duluth to Los Angeles Metropolitan statistical areas MSA MDs are hybrids of political and census geography An MSA MD is a group of counties determined by the Office of Management and Budget For example ten counties around Minneapolis and St Paul are the Minneapolis St Paul MSA MD What makes an MSA MD a hybrid is that although the boundaries of a county rarely change the counties which comprise an MSA MD may change from year to year MSA MDs are used for both marketing and regulatory compliance Federal agencies may have different regulations for their clients in an MSA MD vs outside an MSA MD Census Geography The Federal government to assist in taking the census every ten years established census geography The boundaries are determined by the C
32. are times however when match scores fall below the threshold of 61 It is recommended that these addresses be examined to determine why they were not matched with the USPS database For your convenience CTP HMDA will automatically assign such address a geocode corresponding to the centroid centerpoint of the ZIP Code of the address To select this option go to the File Preferences section and click the appropriate selection Results of this process are assigned the match score of ZC Reviewing records in the HMDA Editor will indicate which records have a ZC match score and allow the user to closely examine the address components to verify they are correct Any address corrections can then be reprocessed Or if no corrections can be made the ZC geocode can be used CTP HMDA geocoding technology is tested and proven thousands of times each day and users can be confident that they are obtaining the highest quality geocoding services available Revised April 2011 Business Information Technologies Inc HMDA User Guide Page 48 of 53 Chapter XIII Reference Glossary of Terms Address A location represented in two lines of text including street number pre direction street name street type postdirection city state and ZIP Code Example 101 Maryland Ave Wilmington DE 19801 Agency Code 1 OCC 2 FRS 3 FDIC 4 OTS 5 NCUA 7 HUD Append To add a file to an existing file Area The extent or boundary of the search area In CTP HMD
33. ate Rate Spread The Batch mode will display this screen automatically at the end of a batch process before the save option is available ty Rate Spread Calculation 2 x The Rate Spread field will be UPDATED based on valid data in Lien Status APR Term Lock in Date and Action Taken If these fields are not populated with valid data AND a Rate Spread value 15 present in the Rate Spread field the Rate Spread field will NOT be updated AND the Rate Spread Value CANNOT be validated to be correct lf you don t want to calculate the Hate Spread on this file at this time click the EXIT button below Records With Successfully Calculated H ate Spread Records With Action Taken Type Not Equal To One 11 Records With Protected Rate Spread Value Records Missig Action Taken Type Value Records Missing SPR Value Records Missing Term Value Records Missing Lock In Date Value Records Missing Lien Status Value Records With Qut Ol Aange Data Total Records Froccessed Note that some records may have multiple fields missing that prohibit the calculation of the Fate Spread field For this reason the sum of good and bad records may exceed the number of records proccessed Calculate 2 Click on the I Understand check box 3 Click on the Calculate button 4 When completed click on the Exit button Revised April 2011 Business Information Technologies Inc HM
34. ated to the FRB h P Read the filing procedures under the Content button m the Encryption module Ves Ho 24 Click on the Yes button 25 The following will be displayed Warning Thus software does not provide Internet conmectraty You must have an Internet connection to send the file created by this software to your regulatory agency 26 Click the OK button 27 Select the dat file and click on the begin process button After the process is completed an instruction sheet will be display Print this out and follow the instruction 28 If a second diskette is requested for the bank s files click Submit again and follow steps 8 10 above 29 The Diskette Label Information to be included on the label is as follows Respondent ID Reporting Agency Revised April 2011 Business Information Technologies Inc HMDA User Guide Page 39 of 53 Bank Name File name HMDA dat and the Processing Year Contact Name Contact Phone Number Number of Records Number of Disks 1 of 2 2 of 2 Revised April 2011 Business Information Technologies Inc HMDA User Guide Page 40 of 53 Chapter X Creating New LAR file How to create a new file for HMDA NEW YEAR PROCEDURE FOR CREATING A NEW FILE FOR DATA ENTERING 1 Go to File Preferences Editor and change the year 2 When you are ready to start a new file for the current year click on File Preferences Editor and change the year To start a new file click on Editor
35. by scrolling down and highlighting the MSA MD If there is no MSA MD highlight the NA 11 Select the State 12 Select the county If you have multiple counties as your assessment area select one at a time If your assessment area is all the counties in a MSA MD select the NA option represents all counties 13 If your assessment area is the full county of census tracts select the NA option represents all census tracts Otherwise select the individual census tracts by double clicking on each one This will move the combination over to the right side of the assessment area screen which represents the banks assessment area Note Remember to change the in Include to Exclude 1f you do not want to include a specific census tract s Revised April 2011 Business Information Technologies Inc HMDA User Guide Page 10 of 53 14 Click the OK button When it is saved the definition will verify for valid geography and format in relation to the other definitions within assessment area EDITING AN EXISTING ASSESSMENT AREA To edit an existing entry in an assessment area highlight the entry in the assessment area list and click the Delete Entry button located in the lower right section of the Assessment Area window The assessment area edit fields will be enabled for editing Make the desired changes and click the Save button to save the changes The assessment area definition will be verified for valid geography and format in relation to the
36. ce Undo Co Applicant Hace w Enforce Race Fields 7 From the Import Fields list click on the first field which has street address information Click on Add to Address 1 If you make a mistake click on Undo Address 1 If the street address is in more than one field add those fields one at a time to Address 1 Do not include apartment numbers suite numbers or PO boxes in your address information If you are not sure what a field contains click on that field then click on Display Field 8 From the Import Fields list click on the field which has the city and then click on Add to Address 2 One at a time add the state and ZIP to Address 2 9 From the Import Fields list click on the field which has applicant race information Click on Add to Applicant Race button If the applicant race is in more than one field add those fields one at a time to Applicant Race field 10 From the Import Fields list click on the field which has co applicant race information Click on Add to Co Applicant Race button If the co applicant race is in more than one field add those fields one at a time to Applicant Race field 11 After the address and race fields are defined click on the OK button FIXED LENGTH FILE 12 If you selected the Fixed Length option the following screen will be displayed Revised April 2011 Business Information Technologies Inc HMDA User Guide Page 17 of 53 by Fixed Length Fields x Import File CP_HMDA D
37. ctive screen will stay displayed There area a number of reasons that this will occur when the address is a new construction misspelled out of your licensed state s Remember that there are other possibilities that an address cannot be found After verifying the address and no luck with the address please call Customer Service for assistance 5 If CTP HMDA is unable to find an exact match of the address entered with an address in the Postal Service database it will display the message Exact Match not found and open the Multiple Matches window Revised April 2011 Business Information Technologies Inc HMDA User Guide Page 12 of 53 The Multiple Matches window contains a list of addresses that are potential matches and displays them from top to bottom with addresses at the top determined by CTP HMDA to be having the highest probability of matching the address entered The Multiple Matches window allows you to browse the database and determine potential reasons why the address entered did not yield an exact match Common reasons for the inability to exactly match addresses include an incorrect or missing street type AVE ST PL etc or missing pre or post directions N S W E SW NW SE SW Use the mouse or arrow keys to select the address you want from the Multiple Match list CTP HMDA will then assign the appropriate census tract number and demographic information You may prefer to use the Multiple Match list to determine how to c
38. en and to the lender s own procedures Indicate the lien status for loans that you originate and for applications that do not result in an origination by using one of the following codes 1 Secured by a first lien 2 Secured by a subordinate lien 3 Not secured by a lien 4 Not applicable purchased loan If the lien status 1s equal to 1 and the rate spread calculated is less than 3 percentage points the result will be a rate spread equal to NA If the lien status is equal to 2 and the rate spread calculated is less than 5 percentage points the result will be a rate spread equal to NA If the lien status is equal to 1 or 2 and the rate spread calculated is equal to or greater than 99 99 the result will be a rate spread equal to 99 99 If the lien status is equal to 3 not secured by a lien the result will be a rate spread equal to NA The lien status code of 4 is used to identify purchased loans on the LAR reporting form The rate spread is NOT calculated for purchased loans and will therefore result in a rate spread equal to NA Revised April 2011 Business Information Technologies Inc HMDA User Guide Page 29 of 53 RATE SPREAD CALCULATION IN BATCH AND EDITOR MODE Census Traks Plus has a batch version available to give banks the option to calculate the rate spread on its entire file The following steps are the same for the batch and editor mode 1 For the batch option in the Editor mode go to SPECIAL Re Calcul
39. ensus Bureau and driven by the need to create statistically comparable areas There are many types of census places but the vast majority fall into two categories census tracts and block groups Each census tract has 2 500 to 8 000 people In towns and cities census tracts are subdivided into block groups to create more manageable units for the census takers The block groups are further divided into blocks but data by block is not released Rural areas may have census tracts with only one block group since the population is less dense Census geography follows political geography in that tracts do not cross over county lines Census tract boundaries generally don t change between census years Changes only occur when the governing body of a city or county requests a recount because they expect that dramatic population increases 1f documented will result in more Federal aid When government agencies monitor businesses for the purpose of determining how they treat poor or minority populations the agencies usually require reporting by census tract This is because demographics are collected by census tract and the agencies want to compare apples with apples Metropolitan statistical areas MSA MDs are groups of counties that comprise a metropolitan area For example Minneapolis St Paul is an MSA MD that covers ten counties Each year the census bureau publishes a list of the counties in each MSA MD The counties change from year to year as rura
40. g purposes all of these numbers are combined to produce the complete census tract number that 1S unique from any other census tract in the nation Following the fours fields of census tract information is a field called Match Score This field contains a value established by CTP HMDA after evaluating the address entered against the Postal Service database Addresses which match exactly are assigned a value of 99 For more information about Match Scores refer to Chapter 10 about understanding CTP HMDA geocoding process Notice that in addition to giving you the census tract number CTP HMDA also displays two additional lines of valuable demographic information 8 If the address yields an exact match choose Report to print the information or Map to display the information in map form with the DataMap map viewer To get a paper printout of the on screen information click on the Report icon To view the on screen information in map form click on the Map icon Requires installation of the optional DataMap module Refer to your DataMap user manual for information on customizing your map presentation To return to the main menu click on the Back icon al Back Revised April 2011 Business Information Technologies Inc HMDA User Guide Page 14 of 53 Chapter V Batch Mode How to assign census tract codes to existing customer information files The ability to import existing customer information files and append census tract
41. he Editor to fix the needed records 19 If you have quality edits and have verified them click on the Yes button to continue 20 You may get one or more Respondent Fails Portfolio messages These are end of the cycle edits and there is no need to fix or change anything Click on the Yes button to continue 21 The message HMDA DAT created Would you like to copy it to disk will appear It is strong recommended for backup purposes to create a copy on diskette Click Yes Insert a formatted diskette Follow the on screen instructions to complete the process If you click No the HMDA dat file will be located under the CTPH directory Submit 2 HMDA DAT created Would you lke to copy it to diskette Ves Ho Revised April 2011 Business Information Technologies Inc HMDA User Guide Page 38 of 53 7 Copy HMDA DAT to Diskette Diskette Drive HMDA DAT HMDAPUB DAT 22 Depend on the file you created select either the HMDA DAT standard dat file or the HMDAPUB DAT electronic public dat file Click on the Copy button after completed click on the Done button 23 After creating the backup diskette the following screen will be display asking if you wish to encrypt the file to send by email File Encryption x If you select no you can later encrypt the DAT file created by CTP by selecting FILE ADMINISTRATION DAT ENCRYPTION menu bar in CTP Do you want to create an encrypted file that can be er
42. he interest rate is the date the rate was set If a rate is re set after a lock in agreement is executed for example because the borrower exercises a float down option or the agreement expires then the relevant date is the date the rate is re set for the final time before closing If no lock in agreement is executed then the relevant date is the date on which the institution sets the rate for the final time before closing The lock in date should be in mm dd yy or mm dd ccyy format The lock in date cannot be earlier than 12 16 1997 or later than the 14th of the month after the last month published on the Treasury Securities of Comparable Maturity under Regulation C table Annual Percentage Rate APR APR should be entered in percentage format and data entered should be in the range 00 00 to 99 99 For example an APR of 4 875 should be entered 04 88 including all leading and trailing zeros If the figure is more than two decimal places round the figure or truncate the digits beyond two decimal places Term The loan maturity also referred to as the loan term should be entered in years using whole numbers between and 40 Terms consisting of a whole number of years and a fraction of a year should be rounded to a whole number according to the following rule a fractional year less than 5 should be rounded to the lower term and a fractional year of 5 or greater should be rounded to the higher term There is an exception for a loan term sh
43. his is the case you must make manual assignments To do this Click on one of the LAR fields in the HMDA LAR column and then the corresponding field from your import file and double click or click on Assign Repeat this process until all the HMDA LAR field names have been mapped to the corresponding field in your imported customer information file Revised April 2011 Business Information Technologies Inc HMDA User Guide Page 19 of 53 Note It is helpful to know what is in each field as you identify them for use in your CTP HMDA output If your comma delimited file has headers typically the headers describe what is in the fields and there is no need to rename them If your file does not have headers fields appear as FIELD _1 FIELD_2 and so forth To rename a field return to the Batch mode screen and select Define Address amp Header button Click on a field name on the left and then on the Rename Field button Enter the new name in the Rename Field dialog box and click on Continue If you don t know what is in a field click on it then on the Display Field button When you have completed mapping assigning all required fields click on OK If your input file already has been geocoded and you want CTP HMDA to use this input map your MSA MD field to MSA_FIPS state field to State_FIPS county to County_FIPS and census tract to Census_TRA CTP HMDA will not geocode this record but it will verify the geocode combination for compliance 14
44. ion of the Fate Spread field For this reason the sum of good and bad records may exceed the number of records proccessed Calculate The message states what the rate spread calculator will do By clicking on the I Understand check box you acknowledge this and the Calculate button becomes available Revised April 2011 Business Information Technologies Inc HMDA User Guide Page 31 of 53 ty Rate Spread Calculation x The Rate Spread field will be UPDATED based on valid data in Lien Status APR Term Lock in Date and Action Taken If these fields are not populated with valid data AND a Rate Spread value 15 present in the Rate Spread field the Rate Spread field will NOT be updated AND the Hate Spread Value CANNOT be validated to be correct If you don t want to calculate the Rate Spread on this file at this time click the EXIT button below The status field indicates name of the file being processed status and completion CACTPS 44 DATASOS04TEST LAR Processing Hecord 9 of 32 Press ESC To Stop Proccessing Processing Complete For 32 Records Below is a description of the file indicator fields Records With Successfully Calculated Hate Spread 23 Indicates how many records were calculated Records With Acton Taken Type Mot Equal To One 7 8 Indicates how many records had Action Taken Type equaling 2 through 8 which an NA is automatically placed in the rate spread field Records With Pro
45. l areas are developed as suburbs or as a county between two metro areas is moved from one to the other Revised April 2011 Business Information Technologies Inc HMDA User Guide Page 51 of 53 Census Tract Geocoding Census tract geocoding finds a census tract for an address In batch mode Census Traks Plus can be used to find census tracts for a file containing addresses In interactive mode you can find a census tract for a single address Postal Geography The U S Postal Service set up its Zone Improvement Plan ZIP in 1963 to streamline mail delivery Today each five digit ZIP Code includes about 10 000 households or delivery points Most ZIP Codes have a geographic area but some are only points such as a large office building or a post office with boxes only The original five digit ZIP Code has been expanded to a ZIP 4 and now the eleven digit ZIP Code ZIP 4 refers to a single block face and 6 refers to a single delivery These finer postal codes can be shown as points on a map but they cannot be shown as boundaries Each ZIP Code has about 12 postal carrier routes Each route is the area covered by one letter carrier in one day anywhere from 350 to 500 deliveries depending on the population density of the area Although most people are familiar with ZIP Codes because they are used as part of a standard address few people are aware that they also have a postal carrier route You can see your post carrier route on bulk mail or
46. mail addressed to resident because the post office gives a discount to mail that is presorted by ZIP and CR In rural areas the route is a rural route Census vs Postal Geography Why isn t census data collected by ZIP Code ZIP Codes are designed to deliver the mail whereas census tracts are designed to contain homogenous populations and be easily tabulated Moreover ZIP Codes change more often than census tracts ZIPs are added to accommodate new housing developments new office buildings or any changes needed in postal deliveries There is some ZIP Code information in census data but since it refers only to the census year and is not updated it is not considered recent enough for marketing or compliance uses Overlaying Geography Overlaying is the process of putting one set of boundaries or points on top of another for the purpose of identifying how they relate to each other For example you might overlay ZIP Codes on census tracts to identify which tracts are in each ZIP Code Revised April 2011 Business Information Technologies Inc HMDA User Guide Page 52 of 53 Notice Notice Business Information Technologies Inc makes no warranty of any kind either expressed or implied In particular there is no warranty as to merchantability or fitness for a particular purpose In no event shall Business Information Technologies Inc be liable for any errors contained herein or for incidental or consequential damages in connection with the
47. mber pre direction if any street name street type and post direction if any The Street Address line should not contain PO Box information or any reference to apartment suite or unit numbers Revised April 2011 Business Information Technologies Inc HMDA User Guide Page 42 of 53 The Batch Mode screen is used to import customer information files and process numerous records at one time For more information about the functionality of this screen see Chapter 5 on how to import and process the various customer information file types for HMDA submission Revised April 2011 Business Information Technologies Inc HMDA User Guide Page 43 of 53 File In Use CACABLCTPTTACTPS 44047 SSHM OA 054 LAR Respondent ID Loan Number Street Address City State ZIP User Defined Field 1 User Defined Field 2 User Defined Field 3 User Defined Field 4 User Defined Field 5 Application Date Type of Loan Property Type Loan Purpose Uccupancy Loan Amount Preapproval Action Taken Type Action Taken Date Ethnicity Applicant HMDA Editor 0123456789 BUSINESS INFO TECHNOLOGIES 12345678 349 WASHINGTON STREET WRIGHTSTOWH Wi 54180 0471372005 American IndiansAlaskan Native Asian Black African American Native Hawaian Pacific Islander Iv White L Not Provided Not Applicable 179 LCo Applicant Race 3 Not Ap American Indian4laskan Native Asian Black African American Nati
48. nge enter the range into the Select Action Taken Dates fields For all loan applications leave the date range fields blank Revised April 2011 Business Information Technologies Inc HMDA User Guide Page 35 of 53 by Reports x jaak Respondent 0123456789 BUSINESS INFO TECHNOLOGIES INC Report Sub T itle Select Action Taken Dates Beginning with Ending with 4 Click the Run button 5 Several of the report options will display a second display screen of reports Check the report s for processing If there is a square check box next to the report multiple reports may be selected If there is a circle radial option only one can be selected at a time 6 Click on the OK button A Page preview will be displayed There will be a page preview for each report selected by Page Preview LOANGAP PUCAT ON REGISTER at BUSINESS NFORMATION EDINA MN 5535 MPTEIS tence EI Gem slid la el a ee ar i E a a a L N COWES J EErEE CE NG FAHMI E NEED O ESTENT EZE ME Perce ee OE E S Foar Two Tima Aeska Cos Typ ee dv ia out Da Oot ekOgt Orgh Aucd Pur Ow eae te PA Chm Com ae hoone ol asar Dabi qm gasii Coch Coda Codi sar AEN of Laan O phe zh IRR T 1 100620023 32820 E 3 z 06 15 2003 1 DBGv2003 28900 S 2835 110171 jojo a z 07 27 2003 1 DB26 2003 14860 TIEI ee 05 04 2003 1 DBMSEDDS 22744 01110141 015 OT NEEDS 1 10G1 2003 22744 01210434 110 00 27 200
49. ns on the LAR reporting form The rate spread is NOT calculated for purchased loans and will therefore result in a rate spread equal to NA The rate spread is not calculated on Home Equity Lines of Credit HELOCs If the institution chooses to report HELOCs the rate spread should be equal to NA Note Any records that have errors in the rate spread calculation will be reported in the Edit reports Revised April 2011 Business Information Technologies Inc HMDA User Guide Page 34 of 53 Chapter VIII Report Module How to create reports 1 In Editor click Special Process File and you will receive the Processing Status Information or if you have not processed the file go to Batch mode After processing the file you will receive the Processing Status Information 7 HMDA Processing Status Record Summary Total Records Processed Number of records with Errors aminga Number of records with Mo Errors Error Summary Number of records with Validity Errors Based on Field Level Edits Based on Rate Spread Errors Number of records that Failed Geocoding Number of records with Quality edits Number of records with Syntax Errors Proccessing Message No Special Notes 3 Choose the desired report from the Report drop down box The bank s respondent ID will be displayed in the Respondent field In the Report Sub Title field enter in an additional title if desired If you want the report s to be for a specific date ra
50. ore of 79 however would still be high enough to have confidence that the any resulting geocode would locate the address desired Revised April 2011 Business Information Technologies Inc HMDA User Guide Page 47 of 53 Briefly stated BIT has learned that certain types or combinations of address corrections can be made confidently while other types or combinations of address corrections cannot be confidently made since they would drastically change the probability of locating the correct geographic point Here s another example Each year because of expanding populations the USPS changes approximately 5 of residential ZIP Codes in the U S Does changing a ZIP Code however mean that the address location changes Of course not Yet addresses in customer information files which may contain old ZIP Codes would not be able to be matched without the intelligence built in to CTP HMDA that can make match score assignments and corrections in order to match the USPS database This is a powerful feature of CTP HMDA and one that can be used with confidence based upon the extensive testing using hundreds of thousands of test address throughout the United States CTP HMDA users are able to establish their own threshold for match scores This is done in the File Preferences section Based upon its test results BIT recommends using the default threshold match score of 61 Addresses with match scores of 61 or higher can be confidently geocoded There
51. ormation in the file define the address as you would any other variable However you ll need to type the field name into the Field Name box There is not a selection to choose When defining the field name for the address 1 and address 2 DO_NOT_USE the field names of ADD 1 or ADD 2 These are protected field names After all data and address fields have been selected highlight the address 1 field in the Import Field box Click the button Add to Address 1 Do the same for address 2 until the complete address is built Address 1 and Address 2 refer to a two line postal address which looks like this Line 1 1313 N Hazeldell Ave Line 2 Mill Creek HD DE 19801 The elements of the address are Address 1 Number pre direction street name street type post direction Address 2 City State ZIP Code Revised April 2011 Business Information Technologies Inc HMDA User Guide Page 18 of 53 You may have all the elements of Address 1 or Address 2 in a single field or in several fields You must build the address in order That is first add the street number then pre direction then name and so forth If the elements of Address 1 are in more than one field click on each element and then on Add to Address 1 The Sample Address box shows how the contents of your address fields look in a two line address To insert a field before a field you have already saved click on the saved field Enter the name and length of the field you want to insert
52. orrect the address entered and then hit the cancel button to return to the Interactive Mode screen where the correction can be made Correcting the address in this manner will result in reports that display an exact address rather than the address range shown in the Multiple Match list by Multiple Matches x There are 2 matching records Select a record from the list Street From To City SI AIL MC MINNEAPOLIS MM 55435 79 MINNEAPOLIS MM 55435 78 6 If the address cannot be matched exactly browse the CTP HMDA suggested potential address matches then select the one which best represents the address desired The Geocode Result screen will be displayed w GeoCode Results H Address Line 1 4640 W 77TH ST Address Line 2 MINNEAPOLIS MN 55435 MSMO 33460 State 27 County 053 Tract 0240 03 Match Score 9 Tract Demographic Data Populations 4 227 Familles 1 014 Z Minorities 15 66 HUD Est MFI 75 300 Income Ratio 113 95 Income Level Middle Revised April 2011 Business Information Technologies Inc HMDA User Guide Page 13 of 53 7 The Geocode Result screen is when there was a postal standard address entered and no correction was needed for the address This screen displays the two line address that was entered Next CTP HMDA displays four fields of information in the form of numbers These fields are the MSA MD state county and census tract or block numbering area For federal reportin
53. orter than six months which should be rounded to 1 If the amortization period of a loan is longer than the term of the loan 1 e because the loan has a balloon feature the lender should use the term when selecting the comparable Treasury yield For example in the case of a five year loan that has a balloon payment because the payments are amortized over 30 years the term of five years must be used In an Adjustable Rate Mortgage ARM situation it is a long term loan that happens to have a feature whereby the rate adjusts at a much earlier time for example five years The lender should use the term when selecting the comparable Treasury yield The term represents the time to maturity on a loan product For example a 5 30 ARM that is amortized over 30 years should Revised April 2011 Business Information Technologies Inc HMDA User Guide Page 28 of 53 use 30 as the loan term because the time to maturity in this example is 30 years If an obligation is payable on demand the creditor shall make the disclosures based on an assumed maturity of 1 year If an alternate maturity length is stated in the legal obligation between the parties the maturity shall be based on that length Lien Status Lenders are required to report lien status for loans they originate and applications that do not result in an origination Lien status is determined by reference to the best information readily available to the lender at the time final action is tak
54. ou do not have to go through the file preparation steps COMMA SEPARATED FILE 4 If you select an ASCII comma separated file the following a screen appears Revised April 2011 Business Information Technologies Inc HMDA User Guide Page 15 of 53 by Import File Type x Import file IDEMO CS Select a text file type Delimited without header Fixed length 5 Select the appropriate file type After you have selected the file type you ll return to the Batch mode screen Select Define Address and Header button If your file is a fixed length file you ll see the Fixed Length Field screen Step 6 If not a fixed length file you ll see the Field Selection screen 6 To process your imported file you need to define which fields contain a two line address The first line Address 1 has the street number pre direction street name type and post direction Example 101 Maryland Ave The second line Address 2 has the city state and 5 digit ZIP Code Example Wilmington DE 19801 Revised April 2011 Business Information Technologies Inc HMDA User Guide Page 16 of 53 bf Field Selection x Import Fields 2228 ee ea ea Rename Field Display Field Add to Address 1 Add to Address 2 Add to Applicant Race Add to Co Applicant Rac Sample Address gt gt gt gt gt gt gt gt gt Undo Address 1 Undo Address 2 Sample Applicant Hace Undo Applicant Race Sample Co Applicant Ra
55. pter VI HMDA Editor How to edit a file already processed with CTP using the HMDA Editor To edit records that fail geocoding or edits select the Editor mode The Editor 1s also used to data entry loans in 1 Go to File Preference Editor Auto Skip Automatically skip to the next record after a record is verified W Auto Edit Automatically enter edit mode when a record does not pass verification W Auto Verify Automatically verify a record after it has been saved or geacoded v Verify GeoCode Fields Check the user supplied GeoCode fields for valid combinations Edit erify HMDA LAR Section Il Edit and verify the Section Il fields Loan Number Prefix User Defined Field 1 Caption User Defined Field 2 Caption User Defined Field 3 Caption User Defined Field 4 Caption User Defined Field 5 Caption Reporting Year 2006 Create 4 Custom View 2 Check one or more of the Auto Skip Auto Edit and Auto Verify options This will make correcting the file more automatic 3 Add the caption for each of the User defined fields that are being used They will be displayed on the HMDA Editor 4 Type in the correct Reporting Year which is the current activity year 5 Click on the Create A Custom View button Revised April 2011 Business Information Technologies Inc HMDA User Guide Page 21 of 53 7 View Preferences Filter Display Bad Records Only Display Records with Rate Spread Errors Only Display Records
56. reakdown of records which did not pass HMDA specifications for either geocoding or HMDA validity edit reasons Also shown are icons which enable the user to save print the newly processed file in various forms such as paper reports or maps maps only if the user has the DataMap module installed Revised April 2011 Business Information Technologies Inc HMDA User Guide Page 46 of 53 Chapter XII Geocoding Reference Understanding CTP HMDA Geocoding process MUST READ The single most important factor in obtaining geocodes is the quality of the address CTP HMDA uses the address standards established by the U S Postal Service These standards specify that addresses are comprised of eight separate components Five of these components are found in what is referred to by CTP HMDA as Address Line 1 These components are The number of the address The pre direction of the address if any The street name of the address The street type of the address The remaining three address components comprise the information in Address Line 2 These components are The city of the address The state of the address The 5 digit ZIP Code of the address Notice that any reference to suites apartments or unit numbers is specifically omitted Also CTP HMDA does not assign geocodes for PO Boxes since these addresses do not represent a specific property location In the process of developing the geocoding technology used by CTP HMDA Business Information
57. screen and it will give you a menu from which to select 22 CTP HMDA has several reports that calculate if your loans are in or out of your assessment area You need to add your assessment for the reports to work Select the Assessment Area button and enter your assessment area definition Revised April 2011 Business Information Technologies Inc HMDA User Guide Page 4 of 53 Revised April 2011 Business Information Technologies Inc HMDA User Guide Page 5 of 53 HOW TO INSTALL THE CTP UPDATE S FROM THE INTERNET FOR CURRENT LICENSED USERS If you have Internet access please go to our website http www bit co com BITI Software 20Updates index html for updates to Census Traks Plus The most current version will always be on our site Download the update directly into your application directory and replace the existing file 1 Select the Download button below to download the CTP HMDA Update When the File Download screen appears select Save and save the file to the folder on your system where the current CTPH exe file has already been installed NOTE The default file location is C Program Files CTPH If you have changed the location from the default setting 1 e installed to a network drive please go to that location instead After the download is complete open the software Go to Help About to check the build number The build number will be list on the website HOW TO INSTALL THE CTP UPDATE S WITHOUT INTERNET AC
58. sing the Editor as a data entry screen Revised April 2011 Business Information Technologies Inc HMDA User Guide Page 24 of 53 Click on Save to retain any edits that have been made Click on Cancel to void any edits that have been made Click on Seek to go immediately to a specific record Entering either the loan number or address can access records Click on Browse to view the file in a table or spreadsheet format rather than viewing individual records Click on Delete to remove an entire record from the file The following screen displays the FIPS code information for the address If CTP made the FIPS code assignment the screen indicates this fact It also indicates that the user supplied the FIPS code information if the codes are supplied manually The Match Code will either be a number between 0 99 or will be the letter combination ZC MS 4 MD County Supplied by Watch Score State Tract CTP 44 DATA ENTRY INTO THE FILE 1 Click on the New button 2 Data enter the loan information Click on the Save button If there are errors in the record an error starting with S V Q or CTP will be displayed Click on the OK button 3 Correct the data and click on the save button again If there are any more errors in the record another edit message will be displayed Otherwise click on the new button to enter the next loan in CORRECTING THE FILE 1 Click on the Verify button If there is an error on the current record
59. sisseiossdesstatabesanesssonstessiaieeossaadeuonobaassarcoonssansseosooasncnsbobabassesens 1 CHAPTER L E ER Becerra ee ne nee ene ne ee ree 3 CHAPTER IT RESPONDENT INFORMATION ccccsssccsssccsssccsssccsscccsssccsssccsssccssscessscessscessces 7 CHAPTER II RESPONDENT INFORMATION ccccccccccocccocccoccooccooocooccoocu0oecooccoocuoecuoecueocuseuuseeues 7 CHAPTER II EXPLANATION OF ASSESSMENT AREA cccccecccccccccccccccocooec0eo00000000000000000000000eess 9 CHAPTER IV INGER AC TTY E MODE vvswssesesasssesssesesaccsescsaseesssesessresesssasesessseteseresesnssseseseesesereseeensi 12 CHAPTER V lt BATCH MODE aiir a 15 CHAPTER VI HMDA EDITOR isscsscsscveseescsasccarsevavavessnncaseievssacaseuevsvasaneseosvevasevessvecavesavavevanesensiceaseieas 21 CHAPTER VII RATE SPREAD CALCULATOR cccccccccccccccccocccoccooccoooc00ou00oou00oeu00eeu0oee0oeuoseueoeuves 28 CHAPTER VIII REPORT MODULE wsssssssssccascsssccssscessscecsascssscessscessssccsasesessosssassssesssascssiosssacessnesens 35 CHAPTER IX HMDA SUBMIT crnina 37 CHAPTER X CREATING NEW LAR FILE cccccccccococcoococoooo00eo00ec00ou0eouoee00ee000ee00eeu0eeu00ee00eeu0eeueeeuess 41 CHAPTER XI HMDA SCREENS csscccsssccsscccsscccsscccsscccsscccssccsscccsscccssccesccccsscccssccesscoesscoeecs 42 CHAPTER AMI G EOC OD IN Generic nA 47 CHAPTER XIII REFERENCE GLOSSARY OF TERMAG ssccssccccsscccsccccsscccssccesccccsscoeees 49 CHAPTER XIV R
60. tected Aate Spread Value 1 Indicates how many records contain a rate spread in the file already and did not have all of the required fields to re calculate the field Records Missig Action Taken Type Value Indicates how many records were missing an Action Taken Type to determine if the rate spread should be calculated Records Missing SPR Value Indicates how many records were missing an APR which is used to determine the rate spread Revised April 2011 Business Information Technologies Inc HMDA User Guide Page 32 of 53 Hecords Missing Term Y alue Indicates how many records were missing a Term which is used to determine the rate spread Records Missing Lock ln Date Value 1 Indicates how many records were missing a Lock In date which is used to determine the rate spread Records Missing Lien Status Value Indicates how many records were missing a Lien Status also a required field for HDMA reporting which is used to determine the rate spread Records With Qut Of Range Data 1 Indicates how many records had information that was outside the ranges used to determine the rate spread For example APR over 99 99 Term is over 40 years or Lock In date is earlier or later than the Treasury Yield table Total Records Proccessed 37 Indicates how many records were processed in the file Note that some records may have multiple fields missing that prohibit the calculation of the Fate
61. ve Hawailan Pacific Islander white Not Provided Sot Applicable W Ao Co Applicant 04 14 2005 Applicant Race Q Editt Verified Hon Reg Z 06 04 2005 10 31 1 Applicant Gender Created n Last Modified Ho o Co Applicant Gender Applicant Gross Income 5 Loan Purchaser H EPA Status it 2 Not a Hr 04 14 2005 6 25 Lock In Date APR Term Lien Status Hate Spread Ethnicity Co 4pplicant 5 No Co 009 Supplied by 24580 MSAMD County anaes 0714 00 State Tract Match Score oe gt s The HMDA Editor screen is used to make corrections in records that fail to pass the validity edits built into CTP HMDA which are based upon regulatory guidelines Reasons for failure to pass the validity edits are addresses which were not able to be geocoded and therefore did not receive a census tract assignment or required information fields which were either empty or contained information in a format other than that accepted in a HMDA submission For more information about this screen see Chapter 6 the HMDA Editor Revised April 2011 Business Information Technologies Inc HMDA User Guide Page 44 of 53 by Respondents x Respondent ID Agency Tax ID 4 BUSINESS INFORMATION TECH __ j Hame Address Gi EDINA SSN e 55435 Signing Officer CINDY BLOMGREN Contact Hame CINDY BLOMGREN lt Contact Phone 952 8
62. with User Supplied GeoCodes Only Display ZC Match Score Records Only 5 Display Records with Match Scores Less Than or Equal To Sort By Loan Number Action Taken Date Record Creation Date Record Last Modification Date User Defined Views Enable View Disable View Note that User Detiened Views are not stored in Your preterances and as such these settings will be set to defaults when a new CTP file is opened 6 Select a filter option to work with specific records at a time Remember to see all the records you must come back into to this screen and change the filter option back to Display All Records 7 Select which Sort By option you want 8 The User Defined Views will display data based on a criteria specified For example you may only want loans for UDF1 for Branch 2 If the view is enabled you will only get loans that are for Branch 2 These loans can then be saved as it own lar file for correction or reports 9 Click on the OK button 10 Click on the HMDA Editor Button HMDA Editor 11 Open the appropriate file The Editor screen will be displayed Revised April 2011 Business Information Technologies Inc HMDA User Guide Page 22 of 53 0123456789 BUSINESS INFO TECHNOLOGIES u 10236 1044 OLD FORGE RD NEW CASTLE DE 19720 5424 DOE JOHN 5 123 CAB conve M425 i 1 Hispan R z T His pan joes a ml mm E oo _ First woe Teeme Te 1

HMDA CTP User Guide - Business Information Technologies, Inc.

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