Village Management Systems (VMS) Integration Reference Guide

Transcription

1 VMS Integration VMS and CondoCerts work together to complete the integration process. Once the setup requirements are provided, maintenance is completed at both the Master Level and the Association Level. Tax ID numbers are added to each association ensuring accurate connectivity with VMS. Changes made to the Master Template will apply to new projects only. Existing projects require maintenance at the association level to activate Integration. Setup Requirements The setup process begins with VMS. From your VMS Client Portal: Click on the Integration tab. Select Vendor Interface to VMSXChange document. Follow the instructions provided to add CondoCerts. Create a user name and password. Provide the following information to CondoCerts: o VMS vendor user name & password o URL link o List of Tax ID numbers for all associations Village Management Systems (VMS) Note: As new associations are created, CondoCerts the Association tax ID number and request integration setup. Once the requirements are provided, CondoCerts will work with you to complete the setup process. Setup Process From the Control Center select Integration Partners. Click on the radio button to activate a partner. Click on SAVE. A Settings Saved indicator will appear. Click on NEXT to continue. Step1: Enter Connection Information and click on Test Connection. Click Save and then Next to continue. Step 2: If applicable, check the Enable check box to activate Integration for Standard Demand at the PMC Master Level. Check to enable integration for Standard Demands CondoCerts Implementations 1 02/2015

2 Step 2: When checking Enable for Standard Demands - Click the radio button to identify questions for Standard Demand integration. Click on Save. A Saved Settings indicator will appear. Click NEXT to continue. Step 3: Click on the link to update the Master Questionnaire. Check the Questionnaire Integration Enable box and click on SAVE. Click on NEXT to continue. Step 4: Select the Master Template for Integration. Click NEXT to continue. CondoCerts Implementations 2 02/2015

3 Step 5: Review each question using the drop down selection to turn Integration ON or OFF. The ON/OFF Option will only appear next to questions available for integration by the Partner chosen. With VMS, all questions on the questionnaire can be integrated. Use the scroll bar to view additional questions. Click on Save. The following message will appear. Click OK to continue. A Saved indicator will appear. Click on Control Center to return to the main menu. CondoCerts Implementations 3 02/2015

4 Enable Existing Projects Village Management Systems (VMS) To enable integration for existing projects - from the Control Center: Select Association Maintenance and locate the project name. Click on Integration. o Once selected, CondoCerts will access the Integration Partner and look for the Association using the Tax ID. o When a match is found, the system will return association information for both CondoCerts and the partner selected. Click on the Enable Integration checkbox for one or both products to activate. Select SAVE to continue. A Success - Settings Saved indicator will appear. Click on the link to return to Project Maintenance. Click the Check Box to enable Integration for one or both products. Project Questionnaire Data Maintenance From CondoCerts Control Center: Select Association Maintenance Locate and click on the Updated date hyperlink to access the questionnaire. Review and update each question category, as applicable for Integration. The Integrated radio button is available. Use the Scroll Bar to review all questions. Click on the Printable Version hyperlink to view a PDF copy of the completed questionnaire. Once completed, click on SUBMIT to SAVE. A Questionnaire Saved indicator will appear. CondoCerts Implementations 4 02/2015

5 Using Integration for Standard Demands Village Management Systems (VMS) Go to Process and Review Orders. Open an order for a Standard Demand. Scroll down and click on Populate. The system will begin a search for the property from the Integration Partner designated. Click on the radio button for the applicable property and then Select Account W Custer Ave 1234 Test Client Test Data will populate from the selected account to the Demand. Continue processing the order as normal Test, Client 7030 W Custer Ave Anywhere, CO CondoCerts Implementations 5 02/2015

6 Standard Demand Available Fields for Integration Current Balance Current Balance Date In Collections Unit Pending Litigation Unit Violations Violation Description Assessment Frequency Regular Assessment Assessment Next Due Assessments Paid Through Current Assessment Amount Due Day Delinquent Day Delinquent Penalty Payment Required At Close of Escrow Current Special Assessments Special Assessment Paid Until Assessment Description Questionnaire Available Fields for Integration - Adverse Environmental Factors All Units Regular Assessment Amount Amenities Owned By HOA Any Single Entity Owns Ten Plus Percent of Units Are All Units Completed Are Multiple Units Owned By Individual Association Address Association Contact Name Association Fee Include Water Association Manager Association Phone Balance of Delinquent Dues Commercial Square Footage Common Areas And Facilities Completed Common Elements Leased To Or By HOA Date HOA Control Turned Over To Owners Earthquake Amount Fee Simple Units Fidelity Coverage Amount Flood Insurance HOA Has Separate Operating And Reserve Accounts HOA Subject To Master Association Insurance100 Percent Replacement Insurance Agent Insurance Agent Fax Insurance Agent Name Insurance Agent Phone Insurance Company Name Insurance Policy Condo Clause Is Condo Hotel Is Conversion of Existing Building Is Houseboat Project CondoCerts Implementations 6 02/2015

7 Is Manufactured Housing Is Timeshare or Segmented Ownership Leasehold Estates Legal Documents Include Sale Restrictions Legal Non-Conforming Land Use Liability Limit Per Occur Injury Limit on Time Owner Lives in Unit Majority Units Owner Occupied Management Contract Less Than Three Years Master Community Common Areas Complete Master Policy Expiration Date Minimum Days Written Notice Insurance Changes Monthly Account Statements Send To HOA Multiple Units One Mortgage Deed Number of Phases When Complete Number Phases at Completion Pending Litigation PMC Has Authority on Reserve Account Project Completed Phase Project Has Rental Desk or Daily Cleaning Regular Assessment Frequency Regular Assessment High Range Regular Assessment Low Range Require Multiple Board Members Reserve Check Reserve Fund Balance Special Assessment Scheduled Payments Frequency Special Assessment Scheduled Payments per Unit Special Assessments Pending or Levied Subject To Additional Annexation or Phasing Subject To Inclusionary Zoning Total Bonafide Sales Total Current Year Budget Total Current Year Reserve Budget Total Number Units Total Owners Delinquent Total Special Assessment per Unit Total Units as Second Homes Total Units Owned By Developer Total Units Rented Under Construction Liens Unit Only CondoCerts Implementations 7 02/2015