Tick a Roadmap line and accept a hand-off

An engagement's Roadmap holds two things you act on. A line a person confirms has a white box: a holder of the Transaction coordinator job role ticks it once the fact holds, and can untick it. A hand-off passes work from one team to the next as one record: the sending team fills in what passes, and the receiving team accepts it with the date. WarpCore fills in everything the record already holds; the sender types only the rest. Neither ever holds up a task.

The six hand-offs, who sends each and who accepts it:

• Intake to the coordinator, when the estimate is sent: sent by Intake, accepted by the Transaction coordinator.
• Production to the Closing team, at the checklist meeting: sent by the Analyst, accepted by the Closing team.
• Production and invoicing to the coordinator, before delivery, for each property: opens once the client copy is generated and the closing invoice approved; sent by the Appraiser, accepted by the Transaction coordinator.
• Closing to verification, for each property: a record the Closing team fills in. Nobody accepts it, as it stays with the same team.
• The Closing team to the client's asset manager, for each property: sent by the Closing team, who also record the day the asset manager accepted and how the acceptance came.
• Reassessment to the appeals lead or invoicing, for each property: sent by the Appeals lead. For an appeal it is a record nobody accepts; for a true-up, Invoicing staff accept it.

• You hold the job role in the department of the task the line or the hand-off comes from. Job roles are recorded on Workflow roles. Being named the engagement's coordinator is not enough on its own.
• A hand-off opens when the task it comes from is done.
• You never accept a hand-off you sent: another holder of the role accepts it.

To tick a line:

1. 1.
   Open the engagement's Workflow page and select Roadmap. Pick the phase in the row at the top.
2. 2.
   Select the white box of the line. To take the tick back, select it again.
3. 3.
   On a line for several properties, the box opens the line's list of properties. Tick each property for which the fact holds.

To send, accept or record a hand-off:

1. 1.
   On the Roadmap, find it under Waiting for you. A coordinator can also open the row of an engagement in Engagements I coordinate on the Tracker, and select Accept beside Hand-off.
2. 2.
   To send: select Send. Read what WarpCore filled in under On file, type the lines under To fill, and select Send. A line marked with a star must be filled in.
3. 3.
   To accept: select Accept. Read what passes, then select Accept.
4. 4.
   To record the asset manager's acceptance: select Record. Give the day in Accepted on, pick how it came in How it came, and select Record.

• A ticked line counts as done in its phase. The word at its end opens who confirmed it and when, such as “You confirmed it Nov 5”.
• A message at the bottom right is titled Hand-off sent, Hand-off accepted or Acceptance recorded. The hand-off leaves Waiting for you and shows its new state in its phase's Hand-offs group.

A message at the bottom right says why. Nothing was saved.

• “Only a holder of the Transaction coordinator job role ticks this line.” Ask an administrator to record the job role for you on Workflow roles, in the department of the line's task.
• “You sent this hand-off, so another holder of the role accepts it.” Ask a colleague who holds the receiving job role.
• “A newer version of this hand-off was sent. It is shown now: read it, then accept it.” The sender changed what passes while you had it open. Read the new version, then select Accept again.
• “Answer whether to appeal the reassessment before you send this hand-off.” The appeal decision on the property's work is not recorded yet.

See also The Roadmap.