Title Management, Task Workflow, and QQM System Reporting Notes

Title Memo Documentation and File Attachment Procedures

  • Transfer Memo Processing:

    • After attaching the necessary signature to a transfer memo, save a local copy of the document.
    • Verify that the copy opens correctly and appears within the transfer memo module.
    • Ensure all primary backup files and supporting documentation are compiled alongside the transfer memo.

  • Step-by-Step Procedure for Attaching Backup Documents:

    • Navigate to the absolute bottom of the case file page.
    • Click the Add Document button.
    • Choose an upload method:
      • Drag-and-Drop Method: Drag the file directly into the designated drop zone (preferred when utilizing multiple screen displays).
      • Manual File Selection Method: Click Choose, navigate to the destination directory, select the generated file, and click Open.

  • Document Categorization and System Labeling:

    • Document Type Classification: Type DOI in the Document Type field for all Division of Interest transfer memos. Every title memo generated falls under the DOI transfer categorization.
    • Alternative Categorizations: When uploading non-title memo files, select the descriptive category from the available system options, including:
      • Curative
      • Email Correspondence
      • Title Opinion
    • Comments Description: Enter title memo into the designated comment description field.
    • Upload Completion: The uploaded document automatically populates and attaches to the file upon confirmation.

County Routing and Case Comments Workflow

  • Geographic Routing Protocols:

    • Examine parcel identifiers and county attributes to dictate assignment workflow:
      • Belmont County: Properties located in Belmont County undergo split assignment workflows.
      • Monroe County: Properties located in Monroe County are assigned directly to Division Order Analyst Erica Samuel.

  • Drafting Case Comments:

    • Navigate to the top comments section of the case interface.
    • Compose a descriptive notification message informing the division order analyst of the transfer memo attachment (e.g., specifying details regarding the transfer of the estate of Larry Carpenter or requesting contact for title questions).
    • Press Enter to officially post the comment to the case file timeline.

  • Reassigning Task Level Ownership:

    • Scroll down to the Task Level panel.
    • Remove the current user from the task assignment field.
    • Add Erica Samuel (Erica / Samuel) as the assigned user.

Task Management and Status Configuration

  • Comparative Task Management Strategies:

    • Task Closure Strategy (Karen's Workflow):
      • Involves explicitly closing out existing research-level tasks upon memo completion.
      • A brand new task is generated and assigned directly to the target recipient (e.g., Erica Samuel).
      • Result: Yields a high historical volume of completed tasks (e.g., ~7070 recorded closed tasks).
    • Task Reassignment Strategy:
      • Involves leaving the original task active while directly reassigning ownership to the recipient.
      • Result: Maintains a lower active task total (e.g., ~1515 active open tasks).

  • Task Type Responsibilities:

    • Research Tasks: Handled internally by the title team to perform in-depth historical title research.
    • DOI Transfer Tasks: Assigned to Division Order Analysts to execute monetary and interest ownership transfers.
    • Workflow Transition: When work on a research-level task produces a title memo, close the research task and initialize a new DOI task assigned to the Division Order Analyst.

  • Step-by-Step Procedure to Create a New DOI Task:

    • Click Open Task.
    • Type DOI into the task classification field.
    • Add the assigned recipient (e.g., Erica Samuel).
    • Confirm that owner details auto-populate.
    • Click Create to instantiate the task.

  • Procedure to Complete or Cancel an Existing Task:

    • Scroll across the task row to locate the green arrow icon.
    • Click the green arrow icon to display the task completion prompt.
    • Click Complete to change the task status to complete. (Click Cancel if aborting the operation).

Urgency Configurations and Dashboard Visibility

  • Mandatory Urgency Marking Requirement:

    • Any file or task transmitted to a Division Order Analyst accompanied by a memo must be explicitly marked as Urgent.
    • Operational Purpose: Urgent prioritization changes the visual presentation in analyst inboxes, signaling them to prioritize internal title team submissions over direct property owner inquiries, as internal transfers have typically been pending for longer durations.

  • UI Procedure for Setting Urgency:

    • Case Level Priority: Change the main dropdown status from Medium to Urgent.
    • Task Level Priority (Hidden Edge Toggle):
      • Locate the specific task assigned to the analyst.
      • Click the small orange edge tab located on the task item box.
      • Select Urgent.
    • Dashboard Impact: Activating both the task-level orange tab and the case priority dropdown ensures the task renders correctly as urgent on the analyst's dashboard system.

QQM System Access and Suspended Funds Reporting

  • QQM Authentication and Credentials:

    • System Purpose: QQM (Quorum) is used to track corporate revenue and suspended funds.
    • Domain Credentials: Corporate email addresses use the domain energy.com.
    • QQM Login Credentials:
      • Username Field: Input OKC (do not enter the full email address).
      • Password Field: Enter the standard network computer password.

  • Executing Suspended Funds Reports:

    • In the QQM search bar, enter report code JE101 or JE11.
    • Select the report option labeled With VA Prompt.
    • Tab Persistence: Keeping the report tab open permits repetitive re-querying. Navigating to Home stores the report under user cases for fast access in future sessions.

  • Filtering and Exporting Owner Suspended Funds:

    • Click the Recycle Arrows icon to clear current search parameter fields.
    • Clear out the pre-populated Owner Number field.
    • Enter the target Owner Number to pull up all corresponding financial records and suspended funds across title memos.
    • Export the generated report directly to Microsoft Excel to compile aggregate monetary totals.