Section 1: Navigation Procedures

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Section 1: Navigation Procedures This section will assist in navigating and becoming familiar with the menus, views, icons, and the functionality of Yardi Voyager.

1 Section 1: Navigation Procedures This section will assist in navigating and becoming familiar with the menus, views, icons, and the functionality of Yardi Voyager. In This Section Logging in to Yardi Voyager 1 Voyager Security 3 Changing a Yardi Password 4 Understanding the Dashboard 5 Voyager Toolbar 6 Voyager Filters 7 Left Menu and Navigation Trees 9 Reviewing the Yardi Dashboard 10 Understanding Yardi Reports 11 Installing Crystal Smart Viewer 13 The Daily Activity Report 15 Helpful Hints and Important Rules of Navigation 20 Contacting the Help Desk 21 Help Desk Priority By Call Type 22 Creating and Attaching a Screen Shot 23 Notes 26 All Rights Reserved All Versions

-or- Once the Yardi log-in page opens enter your Yardi User Name and Password and select a database. (See the note below for more information.) Enter your User Name and Password.

2 Logging in to Yardi Voyager The Yardi log-in page can be opened from one of two locations. Either double-click the Yardi Icon on your desktop or go to Cornerstone, Housing Property Management Tools, and click Yardi Voyager. -or- Once the Yardi log-in page opens enter your Yardi User Name and Password and select a database. (See the note below for more information.) Enter your User Name and Password. Select a database and click Submit. NOTE: The Live database is used for real entry. Entry into this database is real-time and final. All other databases can be used for practice. Helpful Hint: The IT Help Desk will add messages and reminders to the Yardi log-in screen that will help you to remember when Yardi may be down due to upgrade or close. All Rights Reserved Page 1 All Versions

Yardi will display a list of the properties that you have access to with your user name and password.

3 After logging in to the system, ensure that the correct property is displayed in the Property field and at the top of the screen. NOTE: To enter or view another property in Yardi, click Prop/List. Yardi will display a list of the properties that you have access to with your user name and password. Helpful Hint: You can search for another in your property list by entering the Property Name or Property Code in the search fields and clicking Find. Yardi will display the property name. Click the name of the property that work is being completed for and click Ok. All Rights Reserved Page 2 All Versions

4 Voyager Security A unique username and password is assigned to each Yardi user. A user s job classification will determine the access that each person has to Yardi. If a Yardi user manages more than one property type, for example a HUD only property and a Tax Credit only property, then that user will have a unique user name and password for each property type that they manage. Section 8 (HUD) 1 after user name Tax Credit 2 after user name Combo (Blended) 3 after user name Do not share your password with supervised employees, supervisors, IT support personnel, executive team members, or any other employee. There is NEVER any reason for a user s name and password to be shared with anyone! This is direct violation of NCR Policy. Each user s activity is tracked. REMEMBER: YARDI IS A WEB BASED SOFTWARE AND CAN BE ACCESSED THROUGH ANY WEB BROWSER FROM ANY COMPUTER! Keeping Yardi and any information stored in Yardi secure is critical. When an individual is no longer an employee of National Church Residences, access to Yardi must be removed immediately! Your Regional Portfolio Leader should contact the IT Help Desk or the IT Help Desk Manager to have the employee s access to Yardi removed. Refer to the policy on the PPG for further information. All Rights Reserved Page 3 All Versions

following: To change your password at any time, click on Administration, Change Password.

5 Changing a Yardi Password A unique Yardi password will be assigned to each Yardi user. If at any time you feel that your password has been compromised, you may change your password by doing the following: To change your password at any time, click on Administration, Change Password. NOTE: Passwords must be at least 6 characters long. Every ninety days, Yardi will automatically require you to change your password. All Rights Reserved Page 4 All Versions

6 Understanding the Dashboard After logging in to the system, the Voyager Dashboard will open. This screen provides the tools, menu selections, and links to processes that will be used while entering information into Yardi. There are five separate areas that are a part of the Yardi Dashboard Toolbar A group of tabs that contains processes, searches and links to other websites that can be used in Yardi. Two of the more critical tabs are: Home: Will return a user to the Yardi Dashboard. Sign Out: Signs a user out of Yardi. WARNING: Sign out of Yardi whenever you leave your computer. 2. Left Menu The Left Menu contains Yardi processes and reports that a user group has been given access too. 3. Database Bar The database bar shows will display the property name and the dashboard type being utilized based on access level. 4. Menu Group Menu Groups organize processes and lists associated with a part of management of a property. For example: Traffic contains information on a property s marketing traffic and its waiting lists. 5. Menu Items Under each Menu Group are links to processes and lists associated with that grouping. Menu Items are underlined links that allow a user to see a list or to perform a process from the Yardi Dashboard. All Rights Reserved Page 5 All Versions

Voyager Toolbar The Voyager Toolbar is a collection of tabs where a user has access to information, processes and lists inside of Yardi.

Key Functions of the Voyager Toolbar include: Home Clicking Home returns the user to the Voyager Dashboard. Sign Out Clicking Sign Out logs each user out of the system.

Roles Roles will allow the Left Side menu view to be changed to allow only the functions needed for the property where work is being completed to show.

7 Voyager Toolbar The Voyager Toolbar is a collection of tabs where a user has access to information, processes and lists inside of Yardi. These functions are present whenever Yardi is open, providing a tool that will allow quick navigation through the software. Key Functions of the Voyager Toolbar include: Home Clicking Home returns the user to the Voyager Dashboard. Sign Out Clicking Sign Out logs each user out of the system. Signing out of Yardi is REQUIRED whenever leaving the computer, even for a short period of time. Roles Roles will allow the Left Side menu view to be changed to allow only the functions needed for the property where work is being completed to show. To see the Left Side menu for a different role, click the Roles tab and select the property type that work is being completed for. NOTE: An NCR employee may have more than one role assigned to them based upon their employment type or properties under their management. Helpful Links Includes quick web links to the NCR Cornerstone, PPG, PNC Operating Account, and Online Rental Exchange and the HUD All Rights Reserved Page 6 All Versions

Helpful Hints: Remember two (2) rules of thumb when using filters: 1. Less is more. 2. Use the Tab key to move from one item to the next item in the filter.

8 Voyager Filters In Yardi, a filter helps to narrow the search for information. Nearly every function in Yardi begins with a filter or selection screen that limits the information Yardi shows or accesses when searching its records or completes a process. Helpful Hints: Remember two (2) rules of thumb when using filters: 1. Less is more. 2. Use the Tab key to move from one item to the next item in the filter. Clicking on an underlined link will bring up a new screen that allows you to narrow your search. NOTE: Depending on the placement of the new window, sometimes you will not be able to see the complete screen until you scroll. In Yardi, there may be scroll bars on the right of the screen and the bottom of the screen. If a field is highlighted in color (typically blue), information must be entered into that field in order to complete the function or process. All Rights Reserved Page 7 All Versions

Listed below are the common fields for entering information into a filter, examples of each filter field, and explanation of their uses. Text Input Box - Used for typing text directly into the filter.

9 Listed below are the common fields for entering information into a filter, examples of each filter field, and explanation of their uses. Text Input Box - Used for typing text directly into the filter. In this example, you can type in your property number or click on the underlined link to bring up a list of properties that each user has access too. -or- Date Chooser - Used for selecting a date. Clicking on the calendar icon opens a smaller window with a calendar. Click on the date to populate the field. Dates can also be entered by typing directly into the field. Type the date using slashes (01/01/2002) or type the month, date, and last two digits of the year. (010102) An Important Note on Entering Dates Dates are very important in Yardi Voyager. Yardi expects dates in either the mm/dd/yyyy or mm/yy format, depending on the filter. Yardi will check for a valid date when entered. If a date is not entered correctly you will see a message that states: INVALID DATE FORMAT 02/02/11 Good Date - the system will change the year to Good Date - the system will add the necessary / s Good Date - the system will add the necessary / s Bad Date - for single digit months, the leading 0 must be entered if the / is not used Bad Date - hyphens should never be used when entering dates. An error message will be displayed indicated Date out of range. When entering birthdates prior to 1950, the entire four digit year must be entered. For Example: 1946 All Rights Reserved Page 8 All Versions

Check Boxes - These boxes allow the selection of one or more items. The boxes are either checked or unchecked. When an item has been selected a small check mark appears in the box.

10 Check Boxes - These boxes allow the selection of one or more items. The boxes are either checked or unchecked. When an item has been selected a small check mark appears in the box. Single-Item Select List (Drop-Down Box) - Allows the selection of one item from a predefined list. When used in a filter screen, select the blank option to see all of the items listed. Multiple-Item Select List - This box allows the selection of more than one item from a pre-defined list. To select multiple status types, select the first item in the list, hold down the Shift key, and click the last item in the list. All of the items in between will be selected. To select items that are not either directly above or below another item, simply hold down the CTRL key while clicking on each individual item. Left Menu and Navigation Trees The Left Menu allows access to all of the functions that are available to the assigned security level. The menu is a collection of related functions, each represented in a collapsing menu. An arrow or plus sign to the left of a menu selection means that menu can drop down to a sub-menu. The functions available through the Left Menu will vary depending upon a user s access level The left side menu can collapse entirely by clicking on the minimize button. All Rights Reserved Page 9 All Versions

Reviewing the Yardi Dashboard The Yardi Dashboard has 6 Menu Groups. Within each of these Menu Groups are the individual Menu Items. These Menu Items are represented by underlined links.

11 Reviewing the Yardi Dashboard The Yardi Dashboard has 6 Menu Groups. Within each of these Menu Groups are the individual Menu Items. These Menu Items are represented by underlined links. Clicking the links will allow a list to show or a process to be performed. The Yardi Dashboard should be reviewed every day. 1. Resident Activity Contains links to the most common functions related to current Residents and resident activity, such as Annual Certs Due and scheduled Move In activity. NOTE: Alerts mean you need to complete something that is past due, like a move-in. Click the link to determine the work that should be completed. 2. Maintenance Contains links to create a service request for the property. At this time NCR only uses the Pending Make Ready function under the Maintenance Menu Group. 3. Unit Statistics Contains links to view information about vacant units, units that are occupied and units that are leased. 4. Traffic Contains information regarding guest traffic, waiting lists and those who have applied to a property. 5. General Information Contains general property information. This section also contains links to Add Guests and the Daily Activity Report. 6. Open Batches Contains information related to unposted Detail Receipt batches and unposted charge batches. All Rights Reserved Page 10 All Versions

12 Understanding Yardi Reports When viewing a report in Yardi, the report will appear in one of two formats. One format consists of simple headings and columns. This format is called an YSL or Yardi report. The other format is a Crystal report and varies according to the report type. These reports may provide links to other screens from inside of the report. When you hold your pointer over an item formatted as a link, characters appear in color. Clicking a link will take you to a new screen and information. The following example shows report with a row-and-column format: Yardi reports can be printed by right clicking inside the report screen and selecting Print. If you wish to save any Yardi report, when creating the report, select either Save to XLS File or Save to PDF File. All Rights Reserved Page 11 All Versions

Crystal Reports can include text, charts, and totals.

Printer button (displays your printer selection screen) 2.

Zoom button (to change the size of your view) 4.Go-to-first button (displays the first page) 5.

13 Crystal Reports can include text, charts, and totals. Each Crystal report will show a Powered by Crystal logo in the top right corner: Printer button (displays your printer selection screen) 2.Export button (will prompt you to select a format after selecting a format allow you to save the report to your computer) 3.Zoom button (to change the size of your view) 4.Go-to-first button (displays the first page) 5.Go-to-previous button (displays the previous page) 6.Field displaying report page numbers 7.Go-to-next-button (displays the next page) 8.Go-to-last button (displays the last page) 9.Stop button (stop loading the report) 10.Find button (searches for a string of text or numbers) 11.Scroll bar (enables movement up and down the page) All Rights Reserved Page 12 All Versions

htm. In addition, you will need to disable your Google toolbar. Upon selecting a Crystal report for the first time, you may be prompted to add the Crystal Smart Viewer program to your computer.

14 Installing Crystal Smart Viewer NOTE: Any pop-up blocker currently running in Microsoft Internet Explorer needs to be disabled. Pop-up blockers may prevent windows in Yardi Voyager from appearing on the screen. Instruction on disabling pop-up blockers can be found on NCRU: In addition, you will need to disable your Google toolbar. Upon selecting a Crystal report for the first time, you may be prompted to add the Crystal Smart Viewer program to your computer. (An example of a Crystal Report is the Aged Receivable Report). You will see one of the following messages if Crystal Smart Viewer or Active X should be installed on the PC being used: If the message below appears, install the ActiveX Control by clicking on the message bar and choosing Install. The ActiveX control will be installed and you will need to reselect your report. If ActiveX is already installed, and Crystal Smart Viewer is not you will see this message prompting you to install the Crystal Smart Viewer software: Choose Install. All Rights Reserved Page 13 All Versions

Once installation is complete, the report will now

This report should be checked every day. To run the Daily Activity Report, click Reports, Month End Reports, Daily Activity Report.

16 The Daily Activity Report The Daily Affordable Activity Report is a daily snap-shot of the community s status within Yardi. The report should be used in addition to the Resident Activity on the Dashboard to ensure compliance with the management functions within Yardi. This report should be checked every day. To run the Daily Activity Report, click Reports, Month End Reports, Daily Activity Report. The Daily Activity filter screen appears. Enter your Property s number or click on the Property link for a list of properties that you have access too. Click Submit. All Rights Reserved Page 15 All Versions

The Daily Activity Report appears. Sections of the report are explained below.

lease charges Lease term less than minimum Resident in excluded unit such as the Wait Unit On Notice Units with on notice residents.

Note: Incomplete Certs on the Dashboard indicates that there are certifications that are not signed.

17 The Daily Activity Report appears. Sections of the report are explained below. Resident Exceptions: There are 5 items that will be listed in this section of the report: Move-ins past due Move-outs due past No lease charges Lease term less than minimum Resident in excluded unit such as the Wait Unit On Notice Units with on notice residents. Pending Certification Residents with their next annual recertification due within 120 days. Note: Incomplete Certs on the Dashboard indicates that there are certifications that are not signed. Pending Certifications on the Daily Affordable Activity Report indicates that the certifications are not signed OR that the certifications have not been created based on next annual recertification effective date. All Rights Reserved Page 16 All Versions

Showings All prospects with a contact type of Showing.

Move Out Current or On Notice residents having a scheduled move-out date within the next 30 days.

Note: This section of the report is looking at the tenant lease expiration date and shows any tenant with a date within the

18 Showings All prospects with a contact type of Showing. Move In Applicants and future residents having a scheduled move-in date within the next 30 days. Move Out Current or On Notice residents having a scheduled move-out date within the next 30 days. Expiration Residents with lease expirations in the next 120 days and no scheduled move-out date. Note: This section of the report is looking at the tenant lease expiration date and shows any tenant with a date within the next 120 days. Delinquency Shows the Tenant Names, Units, and Amounts Owed. Clicking on the Tenant Code within this report will take you to that tenant s resident record. Work Orders NCR does not currently use the Work Order functionality in Yardi. All Rights Reserved Page 17 All Versions

Alerts Alerts identifies Leases Expired for more than 90 days with no scheduled

Alerts (No Move in TIC) Current, Future and on-notice residents with no move-in

Alerts (Mismatched Move-in Dates) Current, Future and on-notice residents with

19 Alerts Alerts identifies Leases Expired for more than 90 days with no scheduled move-out date. Alerts (No Move in TIC) Current, Future and on-notice residents with no move-in TIC (Tax Credit residents only). Alerts (Mismatched Move-in Dates) Current, Future and on-notice residents with different resident and TIC/50059 move-in dates. Unanswered Letters Older than 7 Days Verification letters without a response date, sent more than 7 days ago. All Rights Reserved Page 18 All Versions

Unqualified Certifications for 50059 Applicants/Residents that do not qualify for HUD subsidy. Unqualified Certifications for Tax Credit Applicants/Residents that do not qualify for Tax Credit units.

20 Unqualified Certifications for Applicants/Residents that do not qualify for HUD subsidy. Unqualified Certifications for Tax Credit Applicants/Residents that do not qualify for Tax Credit units. Unqualified certifications for HOME Applicants/Residents that do not meet the requirements for HOME funded units. Unqualified certifications for RD (Rural Development) Applicants that do not meet the requirements for a Rural Development unit. Rental Assistance Units Available Available Rental Assistance for RD units. All Rights Reserved Page 19 All Versions

21 Helpful Hints and Important Rules of Navigation Yardi Voyager Section 1: Navigation Ensure that the correct property is selected on the Voyager Dashboard Menu. Always make a copy of every letter or notice and place it in the Resident s file. Yardi does not always complete every field in the notice or letter. Therefore, please read and complete each notice, letter, lease, and or TIC thoroughly before giving it to a resident(s) to sign. If you experience errors when running reports, log out of Yardi Voyager and restart Microsoft Internet Explorer. In Internet Explorer, go to Tools then Internet Options and delete the history, temporary internet files, and the cookies. Once complete, reopen Yardi Voyager. IMPORTANT TIME SAVER: Understand that for any letter or notice in which a Resident is specified by name, it is possible to select multiple Residents by placing a check mark next to each desired Resident number in the look-up window and clicking OK. This allows several letters or notices to be printed at one time. Important Rules of Navigation Sign out of Yardi every time that you leave the computer. NEVER share your password with ANYONE. Ensure that you log into the correct database. When using filters, less is more. Tab to move from one field to another. In Yardi, there s no need to double-click. Some forms and letters may require you to complete fields. Read them carefully before mailing or asking a resident to sign them. Don t use the Internet Explorer Back Button in Yardi. All Rights Reserved Page 20 All Versions

Contacting the Help Desk Because Yardi is an Internet based software, the help desk can access your data without having to connect to your computer. This makes helping you with Yardi much easier.

22 Contacting the Help Desk Because Yardi is an Internet based software, the help desk can access your data without having to connect to your computer. This makes helping you with Yardi much easier. When you have an issue and you need assistance, the help desk team can look at the issue from their desktop and determine what needs to be done to address the issue. There are three methods of placing a help ticket request with the IT Help Desk. SPOT (Staff Problem Online Ticketing) - Enables the staff to submit their Help Desk issues and questions through a web link on the Cornerstone. By using this system, you have the ability to create a Help Desk ticket with the information that is most important to the technicians. your issue to the helpdesk at ITHelpdesk@ncr.org. In your , please provide as much detail as possible, such as: What is the tenant name and unit number? What process you are trying to complete? At what point (screen, report, etc) in the process did you experience the issue? When are you available to discuss the issue by phone? If you are receiving an error message, please include a screen shot of the error message (see instructions below). Call Please leave as much information as possible so that they can research the information before returning your call. Include the following details in your message to ensure your needs are met: Your name The property you are calling about. Phone number where you can be reached. Specific issues (description of the problem) When you are going to be available to discuss the issue. All Rights Reserved Page 21 All Versions

Please do not send multiple requests to the help desk staff. We also ask that you do not have the help desk paged. Multiple calls can create an increased delay in call return time. Have Patience!

23 Please do not send multiple requests to the help desk staff. We also ask that you do not have the help desk paged. Multiple calls can create an increased delay in call return time. Have Patience! Calling multiple times does not escalate your issue and has the potential to create multiple call records for the same issue assigned to different Help Desk members. The help desk staff will respond to your issue as soon as possible based on the call volume and the call type priority and staffing at that time. Please keep in mind that our call volume goes up at the beginning and at the end of the month. Help Desk Priority by Call Type Due to high call volume the Help Desk will prioritize help tickets received by call type. The list below gives the Help Desk call type as well as expected turn-around time based on call type. Password Calls Will receive a call back within 4 hours. EIV Calls Will be resolved within 8 business hours. Contract Administrator (calls dealing with HAP Voucher Submissions) Resolved or addressed within 8 business hours. Move-ins Will receive a call back within 8 business hours. Move-outs Will receive a call back within 8 business hours. All other issues will be resolved within 3 business days. All Rights Reserved Page 22 All Versions

Creating and Attaching a Screen Shot Yardi Voyager Section 1: Navigation When submitting Help Desk work orders, if you are seeing an error it is always best to send the error

With the error message showing on your screen, press the Print Screen key (beside the F12 key).

24 Creating and Attaching a Screen Shot Yardi Voyager Section 1: Navigation When submitting Help Desk work orders, if you are seeing an error it is always best to send the error that you are seeing. To do that you can create and attach a screen shot to a SPOT work order. With the error message showing on your screen, press the Print Screen key (beside the F12 key). This will take a picture of the screen, that you can paste into a Word document and to the helpdesk. To paste the screenshot into a Word document you will need to open Microsoft Word. You may have a shortcut to Word on your desktop, or click All Programs Microsoft Office Microsoft Office Word. All Rights Reserved Page 23 All Versions

To paste the screen shot in the Word document: 1. With the curser on the Word document, right click on the mouse. 2. Click Paste (the screen shot will appear in the document).

25 To paste the screen shot in the Word document: 1. With the curser on the Word document, right click on the mouse. 2. Click Paste (the screen shot will appear in the document). To send this picture to the help desk: 1. Save the document by clicking File, Save As. 2. Save the document on your desktop or a file folder of your choice. 3. Name the document with your property name, date and topic. This is for your reference as much as the help desk. It will help you locate the correct file when you attach it to the . All Rights Reserved Page 24 All Versions

Attaching a document to email: 1. Open Outlook in your Web Browser by going to NCR s Cornerstone/Housing/NCR Tools and Resources/Web Email (OWA). 2.

26 Attaching a document to 1. Open Outlook in your Web Browser by going to NCR s Cornerstone/Housing/NCR Tools and Resources/Web (OWA). 2. To save an attachment to an , you will need to select the new message icon, then click on the paper clip to add the attachment. 3. Click on browse to find the document on your computer. 4. Highlight the document you want to send and click Open. 5. Click Attach and Close once the message has attached to the Under the subject line in the , you will see the attachment. 7. Send the with the attachment to the IT Help desk. ITHelpDesk@ncr.org. All Rights Reserved Page 25 All Versions

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