MO Marshall & Swift Commercial

With Marshall & Swift commercial property appraisal features in PACS, you can enter data that the Marshall & Swift system uses to calculate depreciation for commercial properties and determine replacement cost new (RCN) values. The results of the Marshall & Swift calculations are stored within PACS.

Activation & Licensing of the Marshall & Swift Module in PACS

To activate the Marshall & Swift module in PACS, your office must contact Harris Govern Client Services.

In order to use the Marshall & Swift features in PACS Appraisal, your organization must purchase a license directly from Harris Govern. For more information, contact the Harris Govern Sales Department.

Annual Data Update

Harris Govern provides an annual update for its customers who use Marshall & Swift.  To request an update to your tables input a TeamSupport ticket with which quarter update you would like to receive.  

Supplementing Properties Containing Marshall & Swift Data

To supplement a property with Marshall & Swift data in a year layer for which the Marshall & Swift module was not activated, in the property’s Improvement dialog box, you must enter either a flat value or distribute value.

Note   To access the Improvement dialog box, click the Details button displayed under a property record’s Improvements tab.

If you suddenly lose access to Marshall & Swift, there may be an issue with the license. In this case, contact Harris Govern Support.

Purpose

Use this procedure to enable state codes for use in the Marshall & Swift system.

Procedure

1. In PACS, choose Tools > Comparable Property > Commercial Maintenance> Identify Commercial Property.
2. Move the state or use codes that will be used in the Marshall & Swift system from the Available State Codes column to the Selected State Codes column. Then click OK.

Purpose

Use this procedure to make entries that the Marshall & Swift system requires to appraise replacement cost new (RCN) and depreciation values of commercial properties.

As part of this procedure, you select the depreciation type to use for the calculations (described in Area B below). The available depreciation types are:

Recommendation

While you work, we recommend referencing a copy of Marshall & Swift’s Commercial Estimator Occupancy Reference published at http://www.swiftestimator.com/ce.asp.

This reference specifies the components allowed for occupancy codes.

Prerequisites

• Your office has contacted True Automation Client Services to request the activation of the Marshall & Swift module in the PACS configuration table.
• In order to perform this procedure, the following user right must be assigned to your user ID:
  • Tools> User Administration > Rights/Groups > Marshall & Swift – Create/Edit
• State codes required for the commercial properties have been enabled. For more information, see Identifying Commercial Properties.
• The Marshall/Swift Type attribute in  Tools > Code File Maintenance > Improvements > Type Code Maintenance has been set to C (Commercial).

Procedure

1. In PACS, do one of the following:
   • Create a new improvement segment using Marshall & Swift
   1. Open the property and expand the Improvements panel. Then, in the Improvements section, click New
   2. In the Improvements dialog box, enter data for the new improvement as required. Then, in the Improvement Details section, click New
   3. Proceed to Step 2.
   • Modify an existing improvement segment using Marshall & Swift

     a. Open the property and expand the Improvements panel.

     b. In the Improvement Details section, do one of the following:

     • If Marshall & Swift data has not been entered already for the improvement, select the improvement and then click Details. Then proceed to Step 2.
     • If Marshall & Swift data has been entered for the improvement, open the improvement detail, click the M&S Details button, and then proceed to Step 3 below.

   In the Values section of the Improvement Detail dialog box, select Marshall & Swift.

   

2. In the Estimate Information section of the Marshall & Swift Commercial Details Dialog box, complete the following fields:

   

   • Zip Code
   • Quality

     A value from 1 through 6 that represents the quality of the building. (The quality can be between two numbers, such as 3.5)

     1 = Low (single family only)	3= Average	5 = Very Good
     2 = Fair	4 = Good	6 = Excellent

     The quality determines the cost level in the report, and so you should exercise extreme care in choosing it. For detailed descriptions of residential quality levels, see the detailed quality descriptions in Marshall & Swift’s Residential Estimator Program Worksheet Reference.

     You should examine both materials and workmanship when determining the overall quality of construction. The quality of materials and workmanship of individual building components may vary. However, the overall quality tends to be consistent for the entire residence. Furthermore, the quality of materials and of workmanship tend to influence each other.

     Workmanship

     Workmanship is often superficial, allowing you to easily observe its quality. Following are some of the indicators of better quality workmanship:

     • Solid and level floor structures

     • Plumb walls

     • Smooth finish on concrete and plastered surfaces

     • Mitered joints in both exterior and interior woodwork

     • Proper fitting doors and windows

     Quality of Materials

     As with workmanship, the quality of materials is usually apparent during the

     inspection of the residence or commercial building. The following are some of the indicators of quality

     materials:

     • Quantity, grade and type of floor coverings.

     • Quantity and grade of cabinetry (standard or custom).

     • Quantity and grade of windows.

     • Quantity and grade of wood, paneling, moldings, trim, etc.

   • EffAge Adj

     The adjustment value is the number of years to change the effective age for each year between the base date and the report date. It has an effect only if these two dates are different.

   • Local Multiplier

     The value in this field comes from the Marshall & Swift engine. Values from .10 – 3.00 are considered valid.

   • Base Date

     The date on which the Marshall & Swift data was entered in the system.

   • Total Area

     Square footage of the improvement detail segment.

   • Report Date

     (A read-only field) Allows the improvement to use the most current data tables.

3. Review the information in the Depreciation Information section and complete the following fields as required:
   • Dep Type

     Choose one of the following depreciation types. The depreciation type you select is automatically applied to all components that you do not individually depreciate (with the exception of the option None).

     • Marshall & Swift Tables –Uses the Marshall & Swift depreciation tables.
     • Combined Phys and Func – Enables the Phys + Func field so that you can enter your own combined physical and functional depreciation percentages.
     • Separate Phys and Func – Enables the Physical field and the Functional field so that you can enter separate percentages for physical and functional depreciation.
     • Age/Life – Enables the age/life depreciation method.
     • None – Does not set an overall depreciation percentage; does not automatically depreciate any components.
   • Eff. Yr. Built

     Represents the effective age of the property, a result of routine maintenance or lack thereof. You can enter the year that the site was most recently renovated. This entry is copied to improvement details unless it is overidden on the detail record.

   • If you selected the depreciation type Separate Phys and Func, complete the following fields:
     • Physical
     • Functional

       In these fields, you can enter 0-100 to calculate the combined physical and functional depreciation of the property. If you enter 0, no depreciation is applied.

   • Typical Life

     The typical life of the structure based on the occupancy entered in the Occupancy Information section.

   • Age
   • If you selected the depreciation type Combined Phys and Func, complete the field Phys + Func.
   • Additional Functional

     If you need to depreciate the property value in addition to the depreciation calculated by Marshall & Swift, enter a percentage in this field.

   • External

     A percentage indicating loss in value due to outside forces independent of the property.

     Note To review descriptions of the depreciation types, see the Purpose section above.

4. To create or modify section information for the commercial estimate, click Details or Add and do the following in the Marshall & Swift Commercial Section Detail Dialog box:

   

   • ID
   • Type – If choosing Basement type, proceed to the next step. If choosing Building type, then enter the following information as required and then click OK or Apply:

     Note A Building type section must be created before a Basement type section can be created.

     • Description

       Required field. The default value is a description of the section type.

     • Either choose Perimeter and enter the numerical value of the perimeter, or choose Shape and select the shape of the improvement.
     • Eff. Yr. Built

       Represents the effective age of the property, a result of routine maintenance or lack thereof. You can enter the year that the site was most recently renovated. This entry is copied to improvement details unless it is overidden on the detail record.

     • # of Stories
     • Area

       Square footage of the improvement detail segment.

     • Eff. Age

       The difference between the year built and the base date. If there has been an enhancement that causes the effective age to be less than the actual age of the building, you can override the value in this field.

     • Review the Depreciation Information section. If you wish to enter value different from the values entered in the estimate, select Override Depreciation Information.
5. If you chose Basement type, enter the following information as required and then click OK or Apply:

   

   • Description

     Required field. The default value is a description of the section type.

   • Either choose Perimeter and enter the numerical value of the perimeter, or choose Shape and select the shape of the improvement.
   • # of Levels
   • Associated Building Section

     This list is populated with all building sections for the commercial estimate.

6. In the Occupancy Information section of the Marshall & Swift Commercial Details Dialog box, complete the following fields as required:

   

   • Type/Code

     Marshall & Swift occupancy codes.

     Note To review the Marshall & Swift occupancy codes that you can choose from, see Marshall & Swift’s Commercial Estimator Occupancy Reference published at http://www.swiftestimator.com/ce.asp.

   • %

     The percentage of the occupancy for the improvement detail segment.

     Note While Marshall & Swift does allow for dual occupancies, the total percentage of all occupancies must total 100%.

   • Class

     The construction class of the segment.

   • Height

     Story height. For a single story, the vertical distance from the surface to the roof eave. For multiple stories, the vertical distance from the top of one floor to the top of the next floor.

   • Override Quality/Rank

     Select to enter a value different from the default Quality/Rank value entered in the estimate.

   • Quality/Rank

     The overall quality of the building.

   • Desc

     Description of the Quality/Rank value.

   • Area w/ %

     The system automatically completes this field after the property is calculated. The system calculates the value for this field by multiplying the area by the occupancy percentage.

     Note  If the corresponding Section Type is Basement, columns in the Occupancy Information grid will change accordingly.

7. In the Component Information section, complete the following fields as required.

   Note   Some components require a value in the % field while others require a value in the Units fields described below. See the Values for Component Fields table below as a reference for completing these fields.

   • System

     Represents a component, such as an HVAC system or exterior walls.

   • Code

     Further defines the component, such as “wall furnace” for an HVAC system.

   • %

     The percentage of the area served by the attribute.

   • Quality/Rank

     The rank that grades the quality of the component.

   • Units

     Either the number of units or the square feet of floor area served by the component.

   • Deprec. %

     If required, you can enter a value in this field to manually depreciate the components. If you do not enter a value in this field, Marshall & Swift automatically uses the depreciation percentage for the segment.

   • # of Stops

     For use with an elevator component; indicates the number of stops that the elevator makes.

   • Climate

     For use with the HVAC component.

   • Total Cost New

     Read only.

   • Unit Cost

     Calculated unit cost of the component.

   • Depr. Amt

     Depreciation amount of the addition. This field is read-only.

   • Depr. Cost

     Depreciation Cost. This field is read-only.

   Values for Component Fields

   Component	Value Required in Unit field	Value Required in % field	Other Optional Fields for Completion
   Wall	None	% of total wall	None
   HVAC	Sq. feet of floor area served	% of total area served	Climate field
   Elevator (by sq. foot)	Sq. feet of area served	% of area served	None
   Elevator (by count)	Number of elevators	None	# Stops field
   Sprinklers	Sq. feet of floor area served	% of total area served	None
   Mezzanines	Sq. feet of mezzanines	None	None
   Balconies	Sq. feet of balconies	None	None
   Mall	Sq. feet of mall	None	None
   Fire Alarm Systems	Sq. feet of area served	% of area served	None

8. To modify or create additions, enter the following information in the Additions grid as required:
   • System

     Required. Select the system for the addition from the options available provided by the M&S Commercial engine.

   • Description

     This description of the addition will appear on reports.

   • Units

     Number of units for the addition.

   • Unit Cost Unit Cost of the addition.

     Unit Cost of the addition.

   • Deprec %

     The depreciation percentage to apply to the Total Cost New of the addition. If Effective Year Built and Typical Life values are entered, this field will reset to 0. Conversely, editing this field will reset the Effective Year Built and Typical Life fields.

   • Effective Year Built

     Select Effective Year Built Override to modify this field. If entering a value other than the default, a value must be entered in the Typical Life field. Editing the Effective Year Built field will reset the Depreciation Percentage to 0.

   • Typical Life

     Select Typical Life Override to modify the default value. The default value comes from the Depreciation Information paragraph. This field is required if a value has been entered for Effective Year Built. Also, modifying the Typical Life and Effective Year Built will reset Deprec. % to 0. Conversely, editing Deprec. % will reset Typical Life and Effective Year Built fields.

   • LM

     Select to have the default Local Multiplier applied to the cost of the addition.

   • Trend

     The trend to apply to the Addition’s cost.

   • Base Date

     Edit this field to override the Base Date entered in the Estimate Information section. This value works in conjunction with Trend.

   • Total Cost New

     Read only.

   • Unit Cost

     The Calculated Unit Cost of the addition. This field is read-only.

   • Depr. Amt

     Depreciation amount of the addition. This field is read-only.

   • Depr. Cost

     Depreciation Cost. This field is read-only.

9. Enter any remarks as required in the Remarks field.
10. Use the following options as required:
    • To generate the Estimate Report, which gives a breakdown of the values used in Marshall & Swift to value the occupancy and shows the depreciation taken, click Preview, Print or Print All.

      Note   While Print prints the Estimate Report for the single improvement segment that is selected, Print All prints the Estimate Report for all of the improvement segments on the property that use Marshall & Swift data.

    • To carry out a recalculation of the property that includes the Marshall & Swift values you have entered, click Recalculate.
11. To save your entries, either click Apply to save the data and leave the dialog box open, or click OK to save the data and close the dialog box.

Result

The Marshall & Swift system automatically calculates the value of the improvement based on your entries.

Troubleshooting

If you receive an error while carrying out this procedure, check Marshall & Swift’s Commercial Estimator Occupancy Reference published at http://www.swiftestimator.com/ce.asp to determine if the components selected are allowed for an occupancy code.

Purpose

Use this procedure to view improvement segments on a property that contain Marshall & Swift values.

Prerequisites

• In order to perform this procedure, the following user right must be assigned to your user ID:
  • Property > Edit Property > Improvements > Edit Marshall/Swift Commercial Improvements

Procedure

1. Open the property and expand the Improvements panel. Then, in the Improvement Details section, open the improvement detail and click the M&S Details button.

   The Marshall and Swift dialog box is displayed.

2. Review the Marshall & Swift values.

Purpose

Use this report to review:

• A breakdown of the values used in Marshall & Swift to value the occupancy.
• The depreciation taken.

Procedure

1. In PACS Appraisal, open a property and click the Improvements panel. Then, in the Improvements section, click M&S.

   The Marshall and Swift dialog box is displayed.

2. Click Print or Print All.

   Note While Print prints the Estimate Report for the improvement segment that is selected, Print All prints the Estimate Report for all of the improvement segments on the property that use Marshall & Swift data.

Purpose

Use this report to generate the Marshall & Swift Data Entry Report when generating appraisal cards for field work.

The report includes the Marshall & Swift data entered on improvement segments.

Prerequisites

• In order to perform this procedure, the following user right must be assigned to your ID:
  • Activities > Print Appraisal Card

Procedure

1. In PACS, choose Activities > Appraisal Cards. Then choose your printing option (Print All Properties, Print User Defined, etc.).
2. In the Card Type drop-down list in the Print Appraisal Cards dialog box, select Field Review Card.
3. In the Options section, select the print Marshall & Swift report options, and other options as required.
4. Select either Preview or Print.