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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.
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. |
Other Files
Other historical files such as PDF, JPEG, PNG, Word, and Excel can be manually uploaded to correspondence records on Homeowners and Associations. Another option may be to extract these from the former system and place them on a portable drive for retention and reference purposes.
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