Association Maintenance: Questionnaire Updates Guide

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Phyllis Ruth Perry
5 years ago
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1 Master Template Questionnaire: The Master Template Questionnaire is used as a starting point for new projects. Once the setup process is completed, the default information is easily accessible when creating a new project. Changes made to the Master Template Questionnaire will not overwrite existing associations. Changes will only apply to new associations created. The Association Expiration Days defines the expiration date for all dynamic questions for all Associations. o The default expiration is 90 days. o This is a global setting and will flow to all associations when maintained. o An option is available to customize this setting at the Association level when needed. Shortened Version Questionnaire When enabled at the Master Template Level, for the purchaser all unanswered questions will be removed from the questionnaire and the remaining questions are renumbered. Project Lender Questionnaire: At the Association level, the PMC has the ability to maintain information specific to the Association. Once an Association is created, the Master Template Questionnaire is used to create the foundation for the new association. Association specific data is then maintained at the Association level. Questions are grouped by type creating easy access for future updates. Question Categories and Points to Remember: Dynamic - All questions designated as Dynamic require review and updating based on the Association Expiration Days setting. o You have the option to review and update more frequently. o The Expiration Number of Days will default from the Master Template Level. This can be adjusted higher or lower at the Association Level to meet the needs of the Association. o Once expired, Lender Questionnaire orders will appear in Process and Review orders while waiting for updates. o reminders are sent 30, 15, 7 and 3 days prior to expiration based on the parameters you set. Integrated Integrated questions will pull information from the PMC accounting software system. o Data is automatically updated weekly. o Currently CondoCerts is integrated with Village Management Systems (VMS), Jenark and Caliber. Static - o Information provided for static questions remains consistent and does not change over time. o You have the ability to update and change static data as needed without changing the category type. Not Required o On the purchaser side, not required questions will be excluded from the association questionnaire. o The PMC will always have access to the question with the ability to change the category type. o This designation is a much easier option than providing a question with no answer. Unanswered questions tend to generate more phone calls requesting information. Comments when selected, o A comment box will appear with the question providing the option for additional information when needed. o Comments will appear underneath the question when purchased. CondoCerts Implementation Team 1 02/2015

Association Maintenance - Project Details Association Maintenance: Association Maintenance includes multiple links for quick access to Project Details and the Questionnaire.

From here you have quick and easy access to maintain Project Information including Homeowner s Association Information Association level Settings for Association Expiration Days.

2 Association Maintenance - Project Details Association Maintenance: Association Maintenance includes multiple links for quick access to Project Details and the Questionnaire. Hyper link to Questionnaire Action buttons continue to function as they do today. Project Details Hyperlink To maintain Project Details, click on the Project Name link. From here you have quick and easy access to maintain Project Information including Homeowner s Association Information Association level Settings for Association Expiration Days. Primary Contact information. Click on SUBMIT to save any changes. All Action buttons listed on this screen continue to function as normal. The new Questionnaire button will take you directly to the Questionnaire. Association Expiration (days) This field will default to the Master Template Questionnaire settings. Maintain as needed, click on Submit to save settings. An indicator message and a Revert to Global Settings link will appear when this field is not equal to the Master Template Questionnaire setting. Indicator Message and link only appears when the # of days listed is not the same as the Master Level setting for Association Expiration Days. CondoCerts Implementation Team 2 02/2015

Questionnaire updates at the Association Level From CondoCerts Control Center: Select Association Maintenance Locate the Project Name and click on the Updated Date hyperlink to access the

Questionnaire Data Maintenance screen provides access to multiple sections including Dynamic Questions Static Questions Not Required Questions Orders Pending Question Updates Action button used to

3 Questionnaire updates at the Association Level From CondoCerts Control Center: Select Association Maintenance Locate the Project Name and click on the Updated Date hyperlink to access the questionnaire. When clicking on the Project Name, a Questionnaire button is available. Questionnaire Data Maintenance screen provides access to multiple sections including Dynamic Questions Static Questions Not Required Questions Orders Pending Question Updates Action button used to update dynamic dates. Questions are sorted by Type. Click on the expand chevron to open and view the question section. The Additional Questions and General Comments Sections A new section listing pending orders that are waiting for Questionnaire Updates. Questionnaire Orders are only listed when the Association is expired and requires updates. CondoCerts Implementation Team 3 02/2015

Standard Questions Section Click on the expand chevron to view each section for Standard Questions Once a section is open, another will close allowing for simple and easy review.

Review each question and answer, update as applicable: To add Comments, check the comment box to access a free-form entry field. Use the Scroll Bar to move through a section.

4 Standard Questions Section Click on the expand chevron to view each section for Standard Questions Once a section is open, another will close allowing for simple and easy review. Association Maintenance: Click the chevron icon to expand or collapse a section. Review each question and answer, update as applicable: To add Comments, check the comment box to access a free-form entry field. Use the Scroll Bar to move through a section. Click on the collapse chevron to close the section and move to the next. Click on the Printable Version hyperlink to view a PDF copy of the completed questionnaire. Once the review is completed, click on Refresh Dynamic Dates to adjust the Last Updated date for all remaining dynamic questions. Click on SUBMIT to SAVE. A Questionnaire Saved indicator will appear. The Last Updated date has been changed to the current date. Scroll down and verify any Pending Questionnaire orders have been released. Click Cancel to return to Association Maintenance. Points to Remember The Last Updated date will reflect the date of the oldest dynamic question. For example, if all dynamic questions but 1 are updated, the oldest date will continue to show in the Last Updated column. Use the Refresh Dynamic Dates button to update ALL remaining Dynamic Questions without changing the data. CondoCerts Implementation Team 4 02/2015

Refresh Buttons Refresh Integrated Data Use to update all integrated questions with data from your accounting software system and modify the Last Updated date to the current date.

Refresh Dynamic Dates Use this button to change the Last Updated date to the current date without updating the data. Used when there are no changes to the dynamic data.

Click on Submit to Save Orders Pending Question Updates Section indicates any pending questionnaire orders that require the questionnaire to be updated for processing.

5 Refresh Buttons Refresh Integrated Data Use to update all integrated questions with data from your accounting software system and modify the Last Updated date to the current date. CondoCerts automatically updates all integrated questions on a weekly basis. This option is available for intermittent updates, as needed. Refresh Dynamic Dates Use this button to change the Last Updated date to the current date without updating the data. Used when there are no changes to the dynamic data. Once the review is completed, click on Refresh Dynamic Dates to adjust the Last Updated date for all remaining dynamic questions. Click on Submit to Save Orders Pending Question Updates Section indicates any pending questionnaire orders that require the questionnaire to be updated for processing. Once the Association is updated and the Refresh Dynamic Dates selected, pending questionnaire orders are released to the purchaser. The questionnaire update process remains the same Review and update questions as needed; click Submit to save. Click on Refresh Integrated Data, if applicable. Click on Refresh Dynamic Dates for all remaining questions. Scroll down and verify Pending Questionnaire orders have been released. Click Cancel to return to Association Maintenance. CondoCerts Implementation Team 5 02/2015

Jenark Integration Reference Guide

Jenark Integration Reference Guide Integration Jenark and CondoCerts work together to complete the integration process. Once the setup requirements are provided, maintenance is completed at both the Master Level and the Association Level.