Data Services Parameters and Expectations

SOW Keys to Success: Data Services Parameters and Expectations

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.

The following table describes the data import options and parameters.

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.

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.

Homeowner MISC Info

Custom fields such as vehicle info, pool key numbers, pet info, etc.

 

Board Members

 

 

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.

Not contemplated in this SOW is an overhaul of the Client’s chart of accounts structure or change in accounting methods.

Client to provide timely approval of the revised chart of accounts, after which material changes may be subject to change control.

Budgets

 

Association budgets are imported by entering budget data into a workbook that is generated by CINC, using the revised chart of accounts that was approved by Client.

Charge Lists (Assessments)

Types of charges that can be applied to homeowner ledgers.

 

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.

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.

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.

DATA HISTORY OPTIONS

Violation History

Read-only report of historical violations attached to Homeowner account for reference purposes.

Current, open violations are not imported into the violation module. These must be entered manually.

To the extent available, Violation history will be will be summarized in a report format such as a PDF document and loaded as correspondence attachments to the homeowner account.

Architectural Request History

Read-only report of historical Architectural requests attached to Homeowner account for reference purposes.

Current, open ARC requests are not imported into the ARC module. These must be entered manually.

To the extent available, Architectural request history will be will be summarized in a report format such as a PDF document and loaded as correspondence attachments to the homeowner account.

Work Order History – Homeowner

Read-only report of historical Work Orders attached to Homeowner account for reference purposes.

Current, open work orders are not imported into the work order module. These must be entered manually.

To the extent available, Work order history will be will be summarized in a report format such as a PDF document and loaded as correspondence attachments to the homeowner account.

Work Order History – Association

Read-only report of historical Work Orders attached to Association record for reference purposes.

Current, open work orders are not imported into the work order module. These must be entered manually.

To the extent available, Work order history will be will be summarized in a report format such as a PDF document and loaded as correspondence attachments to the Association Record.

Homeowner Transactions

Read-only report of historical Aging and Prepaid Transactions attached to Homeowner account for reference purposes.

Transaction history will not be imported into CINC Homeowner Transactions. To the extent available, Homeowner Transactions will be summarized in a report format such as a PDF document and loaded as correspondence attachments to the Homeowner record.

It is important for the historical data to support inclusion of Homeowner identification data. If this is not possible, the matching process is manual and could lead to a change control to address the respective time commitment.

Association GL Transactions

Read-only report of historical GL Transactions attached to Association record for reference purposes.

Transaction history will not be imported into CINC Association GL Transactions. To the extent available, Association GL Transactions will be summarized in a report format such as a PDF document and loaded as correspondence attachments to the Association record.

General Requirements and Assumptions

  • CINC is happy to and will assist with all of the following Client responsibilities. CINC time spent erodes the SOW hours estimates and may be subject to change control.
  • Data files are supplied by Client. If data files must be obtained from third party vendors such as banks, Client is responsible for obtaining them. CINC may assist with obtaining data in which case Client is responsible for providing access.
  • Client is responsible for data quality, completeness, and clean up from source systems.
  • Client is responsible for final data review and approval. CINC will assist with formatting data and making review as easy as possible. 
  • Unless specifically noted otherwise, CINC import file formats will be used to import data into CINC. Only data columns included in these import file formats will be imported. “CINC Import Templates with Requirements” Excel document is available for reference.
  • For all imports, any columns not populated at the time of import will not be imported later. If an update is required, Client is responsible for manually updating this information, or a change control may be created.
  • Data files must include file layouts or explanations of the contents of each data element.
  • Data files must be in ASCII or Excel format. CINC may be able to accept other formats but may be subject to change control.
  • All homeowner data must be mapped to homeowner account numbers. All association data must be mapped to association codes. All vendor data must be mapped to unique vendor names.
  • Unless stated in the SOW Order Form, the assumption is one data source per data type. If there are multiple sources for common information, client must provide clear guidelines in regard to which system is the primary “system of truth” for each type of data in order to resolve conflicts (i.e. if homeowners are in more than one system). If combining or matching data from multiple sources (i.e. from multiple prior software systems such as homeowner information), there must be a “primary key” such as an account number in each source file and a key to map them if they are not the same in both systems.  It is not recommended to use non account number fields such as names or property addresses for this purpose because that will likely result in additional manual work or a change control for additional hours..
  • Unless noted in the SOW Order Form, all data imports will be approved by Client and imported into CINC once, after which Client is responsible for keeping the data updated. Once a data set is approved, a re-import or update of the data may trigger a change control.
  • Unless specifically noted in the SOW Order Form, CINC does not load historical records from legacy systems and if history loading is specified in the SOW Order Form, it is subject to the parameters in the “Data History Options” section in the table above.