General Parameters and Expectations

SOW Keys to Success: General Parameters and Expectations

General Client Expectations

  • Client will designate a Project Leader to serve as a single point of communication. This leader will coordinate across client stakeholders and negotiate internal discussions to present a single client perspective and decision mechanism. Client may elect to name a different leader for different areas
  • Client will allocate adequate, capable representation from each area using Cinc. For example, Accounting, Property management, Data Entry, Technical/Website support, etc.
  • Client will coordinate any requirements or information required from client related third parties
  • Client will execute any necessary documents to open bank accounts in a timely manner
  • Cinc is more than just software – it is a Solution. This means some business processes will change in order to maximize the software and realize the full benefits of the Solution. Cinc will bring expertise from many perspectives throughout the project and walk through all change management with client every step of the way. Client is ultimately responsible for ensuring all affected employees are aware of and compliant with any business process changes
  • Client will satisfy requirements as specified including completing assigned tasks and reviewing, testing, validating, and approving work as appropriate.
  • Client is responsible for ensuring compliance with applicable requirements such as association rules, government regulations, and accounting practices
  • After project completion, client will take ownership for onboarding of new staff and associations
  • Client is responsible for acquiring new business. CINC can provide general marketing materials as well as client specific materials tailored toward Homeowner Boards. 
  • CINC will provide instructions for installing required hardware such as Printers and Scanners. CINC will provide assistance in accordance with these instructions and requirements. CINC is not responsible for client IT or hardware constraints or issues.
  • During the implementation process, you may acquire new Associations to your Portfolio. The best practice is to add these to the current Software System. Please let your Project Manager know as you are adding new communities.
  • CINC Accounting is browser agnostic. However, there are some applications required to be installed on user computers to support things such as check and invoice scanning and printing. These installations must be on Windows machines and cannot exist on same machine with other scanning applications.

 

Your CINC Software Package Includes:

Product

Additional Information

CINC Accounting (Accounts Payable and Receivable)

Accounts must be in balance before moving into CINC

Collections Module

Pre-requisite for set up: Homeowner balances have been entered, verified, and posted

Violations Module

  

Work Orders

  

Architectural Module

  

Custom Branded Websites (Cinc Web Axis)

CINC staff will work with Client to assist with creation of template(s) which can be copied and adjusted for associations as necessary.

Custom-Branded Homeowner App

The APP may be custom branded for Client for certain logos and colors. Client is responsible for providing CINC with the required text and graphics in the required format for the development of the APP.

All images provided are required to be in a Vector format, on a transparent background. The most common vector file formats are .eps, .ai, and .svg. Required graphics are:

·        A square version of your company’s logo in vector format.

·        A rectangular version of your company’s logo or other image in vector format, with an aspect ratio of up to 3:1.

·        A rectangular version of your company’s logo in vector format that will fit within a 500 x 100 pixel dimension.

A specific Client logo can be used if supplied in the specified Vector file format. If a logo cannot be supplied in the required Vector format, CINC can either a) attempt to convert to the required Vector format which may be subject to image degradation or b) use a “basic” approach of custom colors and Client name in a font selected by Client. CINC can use specific hexadecimal colors if provided by Client or CINC can provide a color palette from which to choose. CINC will supply available font choices as applicable. CINC will create the APP for Client and provide training.

CINC Manager App

  
Cephai (Homeowner Artificial Intelligence Tool)  

Document Imaging

CINC will provide desktop apps required for these features.

Call Log

  

CINC Reserve

  

Portfolio Management

  

Management Module

  
   

Custom Reports

Full standard reporting library. Unless specifically defined in SOW Order Form, custom reports are not contemplated. Custom report requests beyond cosmetic adjustments can be evaluated for feasibility and may be subject to change control
 *Customers may elect to defer the implementation of one or more items in the CINC Software Package.  If this is deferred beyond the implementation transition period, implementation fees may be incurred at that time.

Optional Integrations Parameters

Product

Additional Information

HomeWise Docs

CINC will send set up instructions. Client will perform the set up for each applicable association in CINC based on these instructions. Once set up is complete, CINC will establish connection to Homewise and sent Client the connection credentials. CINC is available for one on one assistance (see Training section)
Requests for documents will go direct through Homewise and Homewise documents will pull information from CINC. CINC can provide a detailed list of information which is passed to Homewise.
Homewise is responsible for the actual documents as well as compliance with state documentation laws

LetterStream

Include full training on LetterStream setup. Client will provide CINC with their ACH information for LetterStream billing. In order to activate the LetterStream interface with CINC, the Client must complete the ACH form that will be provided by CINC. This form will be used to set up automatic drafts from the Client’s bank account to LetterStream for the cost of each letter approved. Current Letter Stream pricing is listed in the Fees and Payments section of this Statement of Work

Strongroom

CINC will provide API credentials for Avid to connect Strongroom to CINC

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