HOA software solution

Soo........

1. Volunteer for the HOA.
2. Switch everything over to filemaker, a program not many people know how to use.
3. Stop volunteering
4. Database problems pop up that no one knows how to fix
5. Tell the HOA you are available for hire $$ to fix the filemaker pro database
6. Profit.

Did you ever work for the fed/state government by chance?

Frank,

Since you're well versed in Filemaker Pro, you might as well just want to stick with it.

I have been using Microsoft Access for over 12 years, and developed several databases for myself and organizations (including a well-known enterprise) with it. Obviously, I've become reasonably good with Access by now.

Microsoft Access is a very powerful relational database, with, as I understand it, more bells and whistles than Filemaker Pro. But, the downside is:

Only runs on Windows platforms.
Very steep learning curve. By the time you start to get moderatly good at it, you might no longer have a need for it.
You will need to learn how to program in Visual Basic.
You will need to purchase some expensive (and very thick) reference manuals.

My understanding is that Access enforces strict referential integrity compared to Filemaker Pro.
If you already own a version of Microsoft Office that doesn't include Access, I believe you can buy an Access upgrade for about $100.

Since I'm not familiar with Filemaker Pro, I can't make a comparison between the two, but you can find comparisons on the internet.

Then, there's Oracle.

Frank,

When I did the books for our HOA I chose to set up all records in Microsoft Office for the following reasons:
1. I could easily exchange files with the BOD and the members because 90% of them had compatible software. We are a relatively small HOA.
2. In the event I was absent anyone could take over.
3. Subsequent Treasurer was just handed a disk with a few simple instruction and did not have to start all over again.

These may be just a few benefits of using readily available software packages. Sorry, I am not familiar with FileMaker.

Hi Frank,

I use MSWord, Publisher, Power Point and Excel for our association and haven't had an issue that I couldn't conquer with the BIG Four!

Tim..... I convert all my documents to PDF with Primo PDF http://www.primopdf.com/index.aspx

It is a free application and will convert any Microsoft file into a pdf. I've used it on docs of more than 200 pages and it works in 5 seconds or less. It's great for putting stuff on our website, including our newsletters. I've been using it for six years and it works with all recent versions of Windows... including Win 7 64 bit.

HTH

Ann

Thank you for the helpful and informative responses to my initial post about a database solution for our association. I guess I am on the other side of the fence using a Mac and Filemaker instead of Access and other PC software. The thing is ... with Filemaker Pro Advanced, which I use, I can create a database which can do everything I believe I (we) need to do including creating pdf files and exporting to Excel. And, it will run on a Mac or a PC with the Filemaker software in addition to running on either as a runtime solution without the Filemaker software. So, I can do all of this on a PC, but happen to have a Mac.

I really want to have a positive relationship with members of this forum, and am very interested in continuing an ongoing dialog about what we all do. A treasurer is responsible to create financial reports and a number of other items. My desire is to create most reports and filled-in forms with the push of a button.

As I continue designing my layouts showing related tables, tabbed sections, and printable forms, I would be glad to share details along the way, if anyone is interested.

Again, I appreciate your input.

Frank

John,

Since I was recently elected as our treasurer, I am designing my database as I go. I started with a directory of residents, which is actually our secretary's responsibility, but she is not capable of formulating an updatable printout, and I needed an accurate listing for invoicing. Next came checking and budget organization, some of which is still in Quicken. Then invoicing which is now individualized and sent via email. Then statements of invoice balances. Now that we have 2 units up for sale, resale documents needs to be address. Previous treasurers have not provided complete details to prospective buyers concerning balance sheets, income statements and reserve accounts along with future budgeted expenditures.

For me, it's a step-by-step process as needed to do my job. Any input here will be appreciated especially about resales.

Frank

As a relatively large HOA, with close to 2000 homes, We ran into the same problems over and over. We used Access, Office, we had a database made, and each time our BODs changed we had issues. And the fact the information was on a PC, either in some one’s home or in the office, where they could be lost or stolen.
We finally went to a ISaaS cloud suite that provides us technical support, is off site for our data in a secure server, data redundantly backed up, and when we change BODs we simply request or change the permissions and the old BODs are out and the new ones are in. It is a simple point and click software. We opted for the A&R side of the software. It does all of our billing, second notices, intent to lien, intent to foreclose automatically. And, it fills out the lien forms and sends to the Attorney's office automatically.
I know of two attorneys that are associated with HOAs using the software, and they have said that it cut the cost of the HOAs filing liens from $150 each to $50 each because the attorney's do not have to do any research. The system also uses something they call "Intelligent Data Gathering" and it tells the BODs when a property sells, forecloses, or someone new is moving in to the area so the BODs can send out a welcome package.
The homeowners have a website, a forum to voice their opinions in, and can monitor the meeting minutes, treasury reports, and budget online. Along with the owners being able to monitor their accounts themselves and make payments online.
What helped increase our income was the fact that when PPL new they could make payments online, the BODs have allowed ppl to make monthly payments using this system.
And, since it is in the cloud, the BODs can work from anywhere at anytime.
This company is building a module, we are looking into, that allows the BODs to go to any site with their smart phone, take a picture of the CC&R violation and send the owner a notice and a pic time and date stamped of the violation. And this is also stored in the owners file in the database and is accessible by the owner and the BODs online for future references.
There are other features this has. I would recommend checking into it.
www.....com is the name and site of the software company and the contact # is 352 .......

HoaC (no personal name)

Our HOA is very small and does not have need of many of the capabilities of the software application you are recommending, but thanks for its description.

After my first year as a volunteer treasurer, I will have a better idea about everything that is needed for this position, and whether or not to actually put my resulting database online for future use. I have had databases online before and for this process the only cost to our association would be from a host company unless I can now host it for free from the new Apple iCloud.

Frank

Frank,

Sounds like you're a bit further along than I, although I have the majority of my database designed. I, too, started with the membership list - ours was poorly maintained with very outdated, missing information. Now we actually know who owns these homes. Next up is the billing / accounts receivable module. Our former PM maintained the worst books I've ever seen (I've owned a tax accounting firm for over 35 years) and it's difficult to know how much is owed by some of our members. There was virtually no billing / collections procedures in place, and that will all be automated now.

I understand your problem with the resale certs - ours were not compliant either. They will be part of my software solution although for now I've just created fill-in pdf's, that will ultimately be the basis for the automated reports.

My solution is being developed using a combination of php and Adobe AIR. AIR provides the nice front-end GUI and it easily integrates with an online storage solution. I'm using both MySQL and SQLite for the db's to allow for both online and local storage. The online storage will be maintained on our own dedicated servers, fully encrypted and with a robust backup solution.

We haven't yet decided to move away from QuickBooks for check writing - it has decent reporting features and works well with our outside accounting firm. It wouldn't upset me to keep these separate but I will insist on a better backup system.

The software HoaC refers too sounds interesting - I will definitely take a look.

JohnM48,

In addition to the both of us being in Pennsylvania, there does seem to be a number of similarities in our challenges although I have a really good trail of previously kept paperwork to follow. It was just not perfected and automated the way I wanted, but that is coming along very nicely.

Our checking and capital reserve accounts remain in Quicken. Since I can now import the check register information from Quicken into my Filemaker solution, I plan to continue using both for the immediate future. Being able to format reports and charts in Filemaker gives me more flexibility and may be more understandable for our members.

Thus far, my Filemaker solution handles emailed or printed invoicing, statements, some reports, emails and communication tracking, mailings, document storage, and other items. Several of these capabilities allow me to use Quicken rather than QuickBooks. When I have the time, I'm looking at other possibilities.

Frank

Hi Frank,

New to the site but I too am considering a Filemaker solution for our HOA. Rather than duplicate your efforts, would you mind sharing any of your creations for us to evaluate?

Thanks,

Arnie

Arnie,

The only issue with using a program that not everyone buys or is versed in, is the question if your efforts will be ignored when the next person takes over.

We had a person go through and put our Architectural files into a MS Access database. The data base was great. However, the person who took over the Committee after this was done didn't know Access and didn't have the program. Therefore, they basically ignored the file. By the time I was on the committee, the file was so out of date and only I understood Access that we spent a year making hard copy files and chose to stick with that so the issue doesn't repeat itself.

Tim

Frank, Arnold, Tim, and anyone else interested -

Just adding my thoughts to this thread. By the way, any commercial product that I mention - please be assured that I have no connection/conflict of interest, just either use or have evaluated.

I believe that one of the true challenges with software solutions to help run/manage community associations - at least from a self-management (as opposed to a property management company) perspective is the ability to (a) collaborate in real-time for efficient processes, and (b)have a system that is "transferable" to individuals who may subsequently be in the various roles (secretary, treasurer, etc) that will actually use the system.

As such, web-based Software as a Service (SAAS)solutions are, I think, ideal if they can meet the criteria necessary for security, on-going support, and reasonable ability to integrate with each other if needed.

So Frank & Arnold, since Filemaker Pro can develop database applications for the web, I would encourage you to go that route. Of course, you'll have to end up dealing with the hosting & security issues. Too, since it's "home-grown", you'll need to have developed a method of training & support for future users (regardless of whether you develop your product for the web or for use on individual or networked computers).

You may want to consider utilizing existing SAAS products - either the more all-inclusive type designed for managing associations (see, for example, www.buildium.com), or perhaps choosing from an ala carte menu for the specific software capabilities you need.

Our 103 unit community of attached fee-simple homes, that collects monthly dues and is self-managed has thus far done the latter. What we use currently (or are likely to use shortly) is:

A Community Website (to remain anonymous with respect to the commercial sponsor of this forum) for communications and interactions with the residents & owners.

QuickBooks Online Edition Plus - for accounting, invoicing, vendor management, etc.

A Fujitsu Scanner and a DropBox account (we've gotten by with the free 2+ GB version so far) for paper record storage and instant access by all Board members.

We're currently exploring the use of:

QuickReserve (free edition at first) for annual management of our reserve study & updating - see www.quickreserves.com

PostalMethods for those communications that we absolutely must use USPS for hard copy - see www.postalmethods.com

Just thought I'd throw out some opinions and experiences.

HTH

Frank -

Thanks for your comments. I completely understand where you're coming from and am not trying to suggest that "my way" is "better" - certainly each situation/community should be handled on an individual basis which suits them best.

I also understand the satisfaction portion of "growing your own". I, personally, find AlphaFive to be a more robust Rapid Application Development tool than FileMaker, but once again, each to his own preference.

Good luck with your project!

BTW (By the way), the HTH from my previous post was for "Hope this helps". Sorry for the abbreviation(s).

There is a free program I use to create PDF documents. It is called PDF creator. Google it and enjoy.

Hi Frank,

I realize that this thread is a little long in the tooth. I'm in a similar position and am interested in what you've done with FileMaker. I've been using Quicken, Excel and Word during the 12 years that I served as treasurer of our COA. I decided that was enough and declined attempts to get me to continue. At the last annual meeting the association authorized hiring a bookkeeper but none could be found for the paltry amount that was authorized. Recently, at the bank, while in the process of turning over the accounts to the new officers it was suggested that I be paid for the job and I agreed to give it a trial.

I have fairly extensive but dated experience with FileMaker on both the Mac and PC and I have a license for FileMaker Pro Advanced 9. Our association only consists of 12 homes and I would be the sole user. It will be installed on an i7 laptop of fairly recent vintage running Windows 10 which may be the only "gotcha".

Kindest regards,
Murray

What does that even mean? There are many 'Getting Started With Word' tutorials on the web. This is not the proper forum to discuss "transactions that are disturbing". I don't think your post is sincere; it sounds like the prelude to a spammy sales pitch.

Jim,

Might be better as a new topic.

We used paper and pen for many years for the ledgers (130 lots).
The treasurer has always used Excel (a spreadsheet) for income/expense tracking.
we recently (last 3 years) moved to using excel for ledgers.

Due to the problems you identify, we insist on paper copies of the ledgers at the end of each year for the files.

As Treasurer, I've also taken the time to write basic steps on how to use our spreadsheets.
What I mean is - what is a cell, basic formulas that are used (addition, multiplication, subtraction), where to place initial numbers, etc. It won't teach excel. It will help someone who knows excel basics to get around the spreadsheet.

The Board is aware that the Treasurer needs to know excel. If a volunteer does not know excel, then they are not appointed treasurer.

Out CPA wants us to use excel for check book entries (which I am personally against).

I am personally against the Association purchasing software unless they are also purchasing a computer to put it on. This is because, nowadays, the software can't be installed on someone elses computer when the individual is replaced.

Geno,

Apple computers will work with excel spreadsheets. See:

https://www.macworld.com/article/3223727/software-productivity/how-to-open-microsoft-excel-spreadsheets-in-apple-numbers-on-a-mac.html

The fact that the individual doesn't know how to use spreadsheets could be a concern. Is it that nobody else wanted the job?