Data is the backbone and often the critical path for CINC implementations. Great benefits and efficiencies in CINC are dependent on high data quality and integrity standards. It is important to treat the data and respective extract, transformation, loading, and testing process with extreme care and a high sense of urgency.
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Area/Module | Additional Description | Parameters |
ASSOCIATIONS | ||
Associations |
Client provides legal/tax info, accounting method, fiscal year for each association. Client provides an association code of 3-4 alpha-numeric characters with no symbols or leading zeros for each association. |
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Association MISC Info | Custom fields related to associations. | |
HOMEOWNERS | ||
Homeowners | Owner names, property address, owner contact info, owner mailing address, ACH info, and billing groups/sections. |
Required Control Totals: number of units. The CINC import format requires one row for each unit/property. Client reviews the CINC data import file format for homeowner data. Only data columns included in this import file format will be imported. Client provides a homeowner account number of less then 16 alpha-numeric characters with no symbols, beginning with the association code. |
Additional Addresses | Renters/tenants, emergency contacts, etc. | Data columns included in the Additional Addresses import file format will be imported. |
Homeowner ACH | Routing and account numbers. |
Three Options: 1) imported along with with homeowner data import (preferred), 2) separate import later, or 3) manually entered by homeowner. Client must provide access to this unmasked data. Client should confirm access to this information early in the project. |
Homeowner Fee Ratios |
Homeowner fee ratios are used to calculate billing percentages to calculate billed homeowner fees. These percentages may differ than the property ownership percentages. Ownership percentages can be imported as Homeowner MISC Info. |
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Homeowner MISC Info | Custom fields such as vehicle info, pool key numbers, pet info, etc. | |
Board Members | Board member assignments are a customer responsibility. Depending on source data, CINC may be able to further assist with this, subject to scoping and change control costs | |
ACCOUNTING | ||
Banks | Bank name and routing number | Required for all banks used by the associations |
Bank MISC Info | Custom fields related to banks. | |
Bank Accounts | Full, accurate account numbers are required for each bank account. | |
Bank Account MISC Info | Custom fields related to bank accounts. | |
Chart of Accounts |
Clients are encouraged to work with CINC’s accounting experts to plan recommended revisions to their existing charts of accounts. Standard data conversion does not include an overhaul of the Client’s chart of accounts structure or change in accounting methods, which are subject to change control. Client to provide timely approval of the revised chart of accounts, after which material changes may be subject to change control. |
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Budgets | Association budgets can be entered directly in CINC which includes several features to make this as efficient as possible. Alternatively, they may be imported by entering budget data into an Excel workbook that is generated by CINC, using the revised chart of accounts that was approved by Client. In both cases, CINC will train how to do this and will work through initial examples with the customer. At that point, it is a customer responsibility to enter budgets in CINC. Depending on source data, CINC may be able to further assist with this, subject to scoping and change control costs. | |
Charge Lists (Assessments) | Types of charges that can be applied to homeowner ledgers. | CINC does not import charge lists (assessments). CINC has a standard list of these by default. If a customer has assessment types that are not included in the standard list, they are manually entered into CINC. |
Association fees | Fee schedule for each association. Recurring, predictable charges for homeowners, such as assessments. | Client must provide homeowner ratios if billing by percentage. If delinquent and interest parameters are not imported, Client is responsible for manually configuring these items later. |
VENDORS/ACCOUNTS PAYABLE | ||
Vendors |
Vendor list in CINC is global. Client must provide one vendor list. Clients are encouraged to “clean up” their list of vendors by identifying only those vendors recently used. It is not recommended to import all vendors from prior software. |
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Vendor Insurance | ||
Vendor MISC Info | Custom fields of information related to vendors. | |
Service Providers | List of preferred vendors for association. Assigns an existing vendor to an association as a preferred service provider. | |
BEGINNING BALANCES | ||
Homeowner AR Aging | Homeowner ledger transaction history will not be imported into CINC’s Homeowner ledgers at go live. Existing homeowners balances, by specific charge types, as of the day before go-live, are imported. It is CINC’s preferred method to use the actual charge date when to age balances. However, our ability to do this is based on the legacy software’s ability to provide this level of detail. If the legacy software only provides 30-60-90-120 (or potentially longer) aging, CINC will calculate a date based on this. | |
Homeowner Prepaids | Homeowner ledger prepaid transactions history will not be imported into CINC’s Homeowner ledgers at go live. Prepaid Homeowner balances balances as of the day before go-live are imported. | |
GL |
GL transaction history will not be imported into the Associations’ General Ledgers. GL account balances, as of the day before go-live, are imported. CINC requires timely access to the complete, balanced, and reconciled financial packages for each association dated, the day before go live, including balance sheet, YTD income statement, AP detail, AR and Prepaid aging detail (if accrual), bank statement balances, checkbook transactions, and bank reconciliation reports. |
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Bank Balances |
Bank Balances history will not be imported. Bank Balances, as of the day before go-live, are imported. |
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DATA HISTORY AND CUSTOM DATA OPTIONS (Data history is not part of standard implementations. Current, open records such as violations, ARC requests, and work orders are a type of data history and are not imported as part of standard implementations (they are entered manually which also serves as a training exercise). Data History work is only to be performed according to special stipulations in the Order Form or an Amendment after required scoping call. Standard rate for data history work is $150 per hour and tiered fixed pricing per data type is also available.) Depending on the type of data, there may be different options for including data history in CINC: |
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Import Direct into CINC Modules | This entails importing data into the actual CINC modules such that it will appear in CINC essentially as if it had been entered in CINC originally. Subject to source data completeness, this means it is integrated into CINC functionality and reporting. This is the most technically challenging, and hence most limited, option. | This may be an option for Violations, Work Orders, and ARC Requests including open and/or closed records. CINC can provide a specific format for this data and it is the customer’s responsibility to provide the data. Feasibility, time, and cost may vary significantly if data is not provided to CINC in the standard format. This option is very limited and not feasible for most modules. For example, this is not an option for importing ledger histories or module set up configurations. Corresponding file attachments cannot be imported directly into CINC modules. |
Import into History Module | This entails importing data into a read only history module. Data in this module is completely separate so it is not subject to any CINC functionality or reporting. Data can be filtered and sorted in the CINC History Module. | For several data types, CINC can provide a specific format for this data. In all cases, it is the customer’s responsibility to provide the data. Feasibility, time, and cost may vary significantly if data is not provided to CINC in the standard format. While there are standard layouts for certain types of common data, this module can be configured to store virtually anything. |
File Attachments
File Attachments such as PDF, JPEG, PNG, Word, and Excel are distinct from “data” and are subject to both additional limitations and additional self-service tools. File attachments can be manually uploaded to correspondence records on Homeowners and Associations. Often, the most simple, cost effective option may be to extract these from the former system and place them on a portable drive for retention and reference purposes. In areas where CINC importing file attachments is an option, the customer must provide the file attachments in a CINC prescribed structure and/or provide a corresponding Excel file used for descriptive and mapping purposes.
The following table highlights which data history options may be available for each type of data. The feasibility and best choice will be primarily dependent on data availability and format. Any data types not listed in this parameters page are considered custom and subject to scoping for feasibility, time, and cost.
Data Type | Direct in CINC | History Module | Additional Information | |
Violations | X | X | ||
Violation Notes | X | |||
Violation Attachments | X | |||
Work Order | X | X | Work Orders for Homeowners and Associations are two distinct data sets | |
Work Order Notes | X | |||
Work Order Attachments | X | |||
ARC Request | X | X | ||
ARC Notes | X | |||
ARC Attachments | X | |||
Homeowner Transactions (Ledgers) | X | |||
Homeowner Notes | X | |||
Association GL Transactions | X | |||
Associations | X | Most notably to include former, inactive association lists | ||
Association Notes | X | |||
Association Attachments | X | |||
FAQ | X | |||
WebAxis Users | X | This utilizes a data process whereby WebAxis users are registered for each email address associated with a homeowner record. Users would need to reset their password upon first log in. | ||
WebAxis Board Documents | X | Subject to file attachment requirements (files and prescribed mapping documents must be provided) |
General Requirements and Assumptions
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