SERVICE PROVIDERS AND SERVICE CONTRACTS

Transcription

1 SERVICE PROVIDERS AND SERVICE CONTRACTS

2 Table of Contents Service Provider and Service Contract Records... 3 Property Service Provider Records... 4 Contacts... 7 Service Providers...11 Service Contracts...13 Service Contract Generator Requirements...16 Service Provider & Contract Reports...19 Service Contract Generator...20 Service Contract Generator Crib Sheet...23 Contracts...35 Service Provider COI...37 Expired Service Providers and Contracts...39 Service Contract and COI Webinar Training Videos...43 Service Contract and COI - Webinar Training Videos...44 FAQ...45 Frequently Asked Questions...46

3 Service Provider and Service Contract Records Page 3

4 Property Service Provider Records Asset Services is responsible for maintaining Service Provider records including Certificates of Insurance (COI) and Service Contracts for all properties. For adherence to compliance standards, Service Provider COI and Contract details for all managed properties are to be recorded and updated regularly by Property Management within the CT/DTZ Yardi software in the customized screens. Following are detailed guidelines for updating the required records: Each Service Provider working on the Property must have a Service Provider Contact record added to the Property record in DTZ Yardi. Each Service Provider working on the Property must have a Service Provider Insurance record saved within the Property record in DTZ Yardi. Each Service Provider with a service contract must have a Service Contract record saved within the Property record in DTZ Yardi. Use the below steps to navigate to a property record to begin the process. Menu Navigation Page 4

5 MENU PATH: (Side Menu) > Setup > Property > Review Property Property Filter Navigation 1. In the Property field, enter the property code or click the Property link to select a property from the pick list. 2. Click Submit. Property Screen Navigation Within the property screen, three steps must be completed in the following order to properly record all Service Provider COI and Service Contract information. 1. Contacts - Create a Contact with the Role defined as Service Provider. Page 5

6 2. Service Providers - Create a Service Provider record to designate Insurance information. 3. Service Contracts - Create a Service Contract record for each Service Provider with an existing Service Contract agreement. In the pages that follow, review the details for each step to complete the process correctly. Page 6

7 Contacts The first step in maintaining accurate Service Provider records is creating Service Provider Contacts within the Property record screen. Property Screen Navigation 1. Within the Property screen, click the Contacts tab. 2. Under the Contacts tab, click Edit and a new Contacts window will open. Page 7

8 Contact Navigation Within the Contacts window, Contacts for the property will be displayed. Review Contact records by clicking the hyperlink under the Company or Name columns to view. 1. To search for an existing Contact to add as a Service Provider, click Go to open a pick list of contacts. If the contact to be added does not already exist, a new record will need to be created. Always search first for an existing contact, and use a C-code (not an S-code) for Service Provider contacts. 2. To create a new Contact, navigate to the bottom of the Contacts window, click New and a new Contact window will open. NOTE: Multiple properties may use a single Contact record as they are not specific to each individual Property record. If a change is made to one Contact record, it will change the record for all properties using the record. Therefore, if a Contact record change is required, select the checkbox under the Detach column to remove the old Contact record and then create a new Service Provider Contact. Page 8

9 Create New Contact Record Within the Contact window, enter contact information as completely as possible. NOTE: Do not change the Code field - it automatically generates a Contact Code. Click Save. Click Close to close the Contact window. Contact Role Page 9

10 The new contact will now display within the Contacts window. Under the Role column, use the dropdown to select 'Service Provider'. Click Save. Click Close to close the Contacts window. Service Provider Contact The new contact will now display under the Contacts tab within the Property record screen. Repeat the above Contact setup steps for all Service Providers. NOTE: Only Contacts setup with the Service Provider Role for a property will be available for setup in the subsequent Service Provider setup step. Page 10

11 Service Providers The second step in maintaining accurate Service Provider records is managing Service Providers within the Property record. Property Screen Navigation Within the property screen, use the Functions menu and scroll to Service Providers. Click Service Providers and a new Service Providers window will open. Service Providers Navigation Within the Service Providers window, the left side of the screen provides a list of Service Provider records for the property. Select the Service Provider record from the list to view and update as needed. Page 11

12 To create a new Service Provider record, at the bottom of the Service Providers window click New. Create New Services Provider Record 1. Under Service Providers, use the dropdown to select the Service Provider Name. 2. Under Insurance, enter all insurance fields for the Service Provider as they appear on the Certificate of Insurance provided by the Service Provider. 3. Click Save to add the record to the list of Service Providers for the Property. Repeat the above Service Provider setup steps for all Service Providers and attach a scanned copy of each Service Provider Certificate of Insurance under the Property screen Attachments link. NOTE: Only Service Providers setup for a property as defined above will be available for use in the subsequent Service Contract setup step. Page 12

13 Service Contracts The third step in maintaining accurate Service Provider records is managing Service Contracts within the Property record. Property Screen Navigation Within the property record screen, use the Functions menu and scroll to Service Contracts. Click Service Contracts and a new Service Contracts window will open. Page 13

14 Service Contracts Navigation Within the Service Contracts window, the left side of the screen provides a list of Service Contract records for the property. Select the Service Contract record from the list to view and update as needed. To create a new Service Contract record, at the bottom of the Service Contracts window click New. Page 14

15 Create New Services Contract Record Within the Service Contracts window, enter all fields as completely as possible. (Note: All mandatory fields will have a shaded background). Contract Number: Determined by the Property Management staff for generating contracts. Manually created. E.G. Year-Property Code-Sequential # Will be shown on contract footers on each page as a way to tie each page to the signature page. Must be unique. Used to tie subsequent amendments & PO's to a specific contract. Click Save to add the record to the list of Service Contracts for the Property. Repeat the above Service Contract setup steps for all Service Contract records and attach a scanned copy of each fully executed Service Contract under the Property screen Attachments link. Page 15

16 Service Contract Generator Requirements In addition to Service Provider and Service Contract setup, there are designated fields within a Property record that are required for the Service Contract Generator. Use the below steps to ensure that all requirements are fulfilled to generate a complete Service Contract within Yardi. Contact Requirements The Service Contract Generator requires that Contacts are defined on the Property record for the roles of Property Manager and Owner Legal Contact. - Property Screen Navigation Under the Contacts tab within the Property screen, review contacts for Property Manager and Owner Legal Contact roles. If Contacts fail to include Property Manager or Owner Legal Contact, create the Contact record(s) for the missing role(s). Page 16

17 NOTE: If more than one Property Manager is listed, Detach the incorrect Property Manager Contact record. Management Agreement Requirements There are specific fields within the Management Agreement record for a Property that are required for the Service Contract Generator. - Property Screen Navigation Within the Property screen, use the Functions menu and scroll to Management Agreement. Click Management Agreement and a new Management Agreement window will open. Page 17

18 - Management Agreement Navigation Required fields for the Service Contract Generator are: 1. Active? - Yes. 2. Owner Name Per Mgmt Agr - Must be the legal name abstracted from the Management Agreement. 3. Management Company Entity 4. Service Contract Legal Entity Once each of the required fields are populated, click Save. Page 18

19 Service Provider & Contract Reports Page 19

20 Service Contract Generator Once all steps have been followed to create the Service Provider Contact, Record, and Contracts, and additional property requirements fields have been completed within Yardi, the Service Contract Generator may be used to create the Standard Service Contract form. Follow the below steps to run the Service Contract Generator. Menu Navigation MENU PATH: (Side Menu) > Reports > Top PM Reports > Service Contract Generator Page 20

21 Report Filter Navigation 1. Enter the Property, Service Provider, and Service Description fields for the Service Contract to be generated. 2. Click Submit to prompt the dialog box at the bottom of the screen. 3. In the dialog box, choose to Open or Save and open the Word Doc. Standard Service Contract The Standard Service Contract form is generated as a Word document with information populated by the Service Contract data entered in Yardi. Page 21

22 NOTE: The Service Contract may be edited in the Word document. However, if all steps are taken to properly enter Service Provider and Service Contract information within Yardi, no further edits should be necessary. Upon review of the contract details, take the following steps: Insert Exhibits A & B. Add or remove Exhibits E & F as applicable. Include additional insureds to Exhbit C (i) if necessary. For further detail on the Service Contract generated within Yardi, follow the Service Contract Generator Crib Sheet. Page 22

23 Service Contract Generator Crib Sheet This Crib Sheet will detail each individual line of information within the Service Contract report generated within Yardi. Effective Date Auto-populates with the date on which the contract is generated within Yardi. Contract Number Pulls from the Contract Number field within the Service Contract record. MENU PATH: (Side Menu) > Setup > Property > Review Property > Functions > Service Contracts Page 23

24 Address of Property Pulls from the Property screen. If incorrect, please contact TQC at MENU PATH: (Side Menu) > Setup > Property > Review Property Page 24

25 Owner Owner name pulls from the Owner Name Per Mgmt Agr field within the Management Agreement record for the Property. MENU PATH: (Side Menu) > Setup > Property > Review Property > Functions > Management Agreement Page 25

26 Owner Address & Attention pulls from the Owner Legal Contact Role within the Contacts record for the Property. MENU PATH: (Side Menu) > Setup > Property > Review Property > Contacts Tab Page 26

27 Managing Agent Managing Agent name pulls from the Service Contract Legal Entity field within the Management Agreement record for the Property. MENU PATH: (Side Menu) > Setup > Property > Review Property > Functions > Management Agreement Managing Agent Address & Attention pulls from the Property Manager Role within the Contacts record for the Property. MENU PATH: (Side Menu) > Setup > Property > Review Property > Contacts Tab Page 27

28 Contractor Pulls from the Service Provider Role within the Contacts record for the Property. MENU PATH: (Side Menu) > Setup > Property > Review Property > Contacts Tab Page 28

29 Term of Contract Pulls from the Start Date and Expiration Date fields within the Service Contract record. MENU PATH: (Side Menu) > Setup > Property > Review Property > Functions > Service Contracts Page 29

30 Contract Payment Terms Pulls from the Billing Frequency and Periodic Billing Amount fields within the Service Contract record. MENU PATH: (Side Menu) > Setup > Property > Review Property > Functions > Service Contracts Page 30

31 Owner Signature Block Pulls from the Owner Name Per Mgmt Agr and Service Contract Legal Entity fields within the Management Agreement record for the Property. MENU PATH: (Side Menu) > Setup > Property > Review Property > Functions > Management Agreement Page 31

32 Contractor Signature Block Pulls from the Service Provider field within the Service Contract record. MENU PATH: (Side Menu) > Setup > Property > Review Property > Functions > Service Contracts Page 32

33 Contract Footer Pulls from the Contract Number and Service Description fields within the Service Contract record. MENU PATH: (Side Menu) > Setup > Property > Review Property > Functions > Service Contracts Page 33

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35 Contracts The Contracts report provides a list of contracts for a defined filter set. Use the below steps to run the Contracts Report. Menu Navigation MENU PATH: (Side Menu) > Reports > Custom Reports > Contracts Page 35

36 Report Filter Navigation Enter filter fields to narrow report results as needed. Click Submit to run the report. Contracts Report All existing Contract record details for the defined filter criteria will appear within the Contracts report. Page 36

37 Service Provider COI The Service Provider COI report provides a list of Service Provider Insurance details for a defined filter set. Use the below steps to run the Service Provider COI Report. Menu Navigation MENU PATH: (Side Menu) > Reports > Custom Reports > Service Provider COI Page 37

38 Report Filter Navigation Enter filter fields to narrow report results as needed. Click Submit to run the report. Service Provider COI Report All existing Service Provider Insurance record details for the defined filter criteria will appear within the Service Provider COI report. Page 38

39 Expired Service Providers and Contracts The Service Provider COI and Contracts Exception Report generates a list of exceptions identifying expired COI and Contract dates. Use the below steps to run the Exception Report. Menu Navigation MENU PATH: (Side Menu) > Reports > Custom Reports > Exception Reports > Service Provider COI and Contracts Page 39

40 Report Filter Navigation Enter filter fields to narrow report results as needed. Note the Age as of field is a mandatory field. Click Submit to run the report. Exception Types Expired Service Contract Date Exception # 1 represents an expired Contract End Date. Follow the below steps to resolve the exception issue: Page 40

41 1. Identify the exception by the number in the Query Ref column. 2. For exception #1, the contract will be expired. Under the Contract End Date column, click the date link to open the contract details in a new window. 3. Within the Service Contracts window, correct the service contract record by changing the 'Active?' field from Yes to No, or update the 'Expiration Date' field with a revised date. NOTE: For Service Contracts records without an Active status selected as Yes or No, the record is considered Active. Therefore, a record with a blank Active status and expired Contract End Date will appear on the Exception Report until the above steps are performed to update the record appropriately. Expired Service Provider Certificate of Insurance Exception # 2 represents an expired Service Provider Certificate of Insurance. Follow the below steps to resolve the exception issue: 1. Identify the exception by the number in the Query Ref column. 2. For exception #2, the Service Provider Certificate of Insurance will be expired. Under the COI Expiration column, click the date link to open the Service Provider details in a new window. 3. Within the Service Providers window, revise the Certificate Expiration Date field with the date from an updated Certificate of Insurance provided by the Service Provider. Page 41

42 Contract with no Service Provider Record Exception # 3 represents a Service Contract with no Service Provider record. Follow the below steps to resolve the exception issue: 1. Identify the exception by the number in the Query Ref column. 2. For exception #3, the Service Contract has no Service Provider record. The COI Expiration column will reflect No Service Provider Record. 3. Under the Contract End Date column, click the date link to open the contract details in a new window. 4. Within the Service Contracts window, the Service Provider dropdown shows that the Service Provider is not available within the selection list. 5. In instances that a Service Contract exists but a Service Provider record has been removed, create a new Service Provider record and apply the newly created Service Provider to the appropriate Service Contract record. Page 42

43 Service Contract and COI Webinar Training Videos Page 43

44 Service Contract and COI - Webinar Training Videos 10/28/16 Service Contract Policy Training Webex Video 12/01/16 Service Contract and COI - Yardi Training Webex Video Page 44

45 FAQ Page 45

46 Frequently Asked Questions Q: Which version of Yardi should I use to track all of my property Service Providers, their Certificates of Insurance (COI), and Service Contracts? A: CT / DTZ Yardi 6.0. Q: Is the functionality only available in CT / DTZ Yardi? A: Yes, the tracking is only available in CT / DTZ Yardi and is not available or required in CW Yardi. Q: What should I do if I need access to CT / DTZ Yardi or need to gain access to a property? A: Complete an Application Access Request; which is posted on CONNECT > Asset Services > Operations > Application Access Application Access Link on CONNECT Q: Will there be one Yardi for all? A: There will be multiple Yardi databases for the foreseeable future. CT / DTZ Yardi is the database for all Operational Data across the board, regardless of the accounting platform. This includes non-accounting and limited scope assignments. CT / DTZ Yardi is the single source for all property data for Asset Services. Q: Where should I upload and keep an electronic copies of my Service Contracts and Service Provider COIs? A: Within the property record, upload them to the Attachments tab on the Functions menu. Q: While setting up a Service Provider Contract in Yardi, will adding an apostrophe to the Service Provider's company name cause the Service Contract Generator to not work properly? A: Yes, the system will not generate a contract if the company name has an apostrophe in it. Yardi has issues with some 'special characters'. Page 46

47 Q: Is there any way to do a bulk upload of contract and COI information into Yardi from Excel? A: No, you are not able to upload contract and COI information into Yardi. Q: What are the "S" Codes? A: S-codes are for use by the Accounts Payable group and cannot be edited by property management. Property management contacts are C-codes. If there is an existing S-code contact set up for a service provider, go ahead and create a new C-code contact for the same provider. Only attach C-codes to the property contacts. Q: How do you select the billing frequency if our Service Provider has multiple service schedules? A: Select "Open" and insert the multiple service schedule charges on Exhibit B. Q: How often can we update this information since Service Contract dates and COI dates often change? A: Service Contracts and COI dates can and should be updated with every change of date. Q: Is this only for reoccurring contracts or for every single project? (large or small) A: All Service Contracts, large and small, must be entered regardless of frequency or dollar amount. Q: Can effective dates be changed? A: Yes, you can customize the effective date accordingly. The current date will automatically populate in a Service Contract generated in Yardi. Q: What if Service Contracts have no periodic costs and are one-offs? A: Select a one-time or open contract and enter the specifics of the costs on Exhibit B. Q: Does Yardi provide alerts for expired COI and Service Contracts? Page 47

48 A: Yes, Yardi has the functionality and will send automated notices out to the named Property Manager for upcoming expirations. Exception & Summary Reports can also be run for preparing for future expiration dates. Q: Is there a deadline for populating the COI and Service Contract information in Yardi? A: There is no set deadline at this time although we should see progressive improvement month over month. All new Service Contracts should be input using this method and the PM team should work towards having all Contracts and COI tracked in Yardi. Q: How do we add the Scope of Services to the Service Contract? A: The Scope of Services should be inserted manually as a Exhibit A to the Service Contract. A Service Description (brief summary) will need to be input into the contract abstract in Yardi. Q: If we use Yardi for budgeting, will it automatically populate the Service Contract information into the budget file like it will for tenant rent? A: No, since the Service Contract function is a custom screen, it does not interact with the budget. Q: Will we be able to do Consolidated Service Contracts through Yardi? A: No, that functionality is not available. The Consolidated Contract will be posted on CONNECT once available. Q: What is the best contact to speak to someone in the event I need immediate assistance? A: Each market should have a subject matter expert for immediate assistance. If you cannot locate that local subject matter expert, place a service ticket to YardiPM.Support@cushwake.com with "Yardi Contract Generator" in the subject line and someone will call you back. YardiPM.Support@cushwake.com Page 48