RonH8 (Kansas)
Posts: 5
Posts: 5
Posted:
Can someone provide me with a free software download that will track HOA issues reported by residents/owners, etc?
Thanks...
RonH
Thanks...
RonH
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Tracking HOA Issues
Started by RonH8 • 12 replies • 3468 views
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TimB4 (Tennessee)
Posts: 21,063
Posts: 21,063
Posted:
Ron,
I know of none.
Depending on the size of your Association, paper and pen seem to work well. This is what we use for our 130 lot Association.
The problem with any software, free or paid, is the next person who takes the position.
They may not be as computer literate as you. There may be problems running the program on different platforms. There will always be a learning curve. There may be compatibility issues with hardware. etc.
I'd be happy to provide you (or anyone) with our paper and pen layout if you wish. It is a large file, too large to attach. Contact me at [email protected]
I know of none.
Depending on the size of your Association, paper and pen seem to work well. This is what we use for our 130 lot Association.
The problem with any software, free or paid, is the next person who takes the position.
They may not be as computer literate as you. There may be problems running the program on different platforms. There will always be a learning curve. There may be compatibility issues with hardware. etc.
I'd be happy to provide you (or anyone) with our paper and pen layout if you wish. It is a large file, too large to attach. Contact me at [email protected]
TimB4 (Tennessee)
Posts: 21,063
Posts: 21,063
Posted:
Ron,
Based on this posting and your request for risk assessment software from a year ago on this thread it sounds like you are developing software.
Are you trying to develop your own software?
Are you currently serving on your Associations Board?
Based on this posting and your request for risk assessment software from a year ago on this thread it sounds like you are developing software.
Are you trying to develop your own software?
Are you currently serving on your Associations Board?
RonH8 (Kansas)
Posts: 5
Posts: 5
Posted:
I am from a development background Tim. I have an excel spreadsheet but it seems so difficult to keep up with 
My wife is on the Board... I am a token committee member (building, grounds & streets)
My wife is on the Board... I am a token committee member (building, grounds & streets)
TimB4 (Tennessee)
Posts: 21,063
Posts: 21,063
Posted:
Ron,
Thanks for sharing.
Rather then using excel, you may want to consider an actual database program (MS Access for example). This way you could develop fill in the blank forms which may be easier to work with.
However, database programs typically need to be purchased separately or as an option to a suite of programs.
I still prefer paper and pen. However, I do use excel for my work as Treasurer. Previously, when I was appointed to our Architectural committee (ACC), I had custody of the ACC records. In those records was a CD that had a database established in MSAccess. However, it hadn't been maintained in 5 years. I actually had to take the database to work to look at it (as I don't have Access on my home computer). I could tell that an individual had put a lot of work into it. It also expressed to me that the work done wasn't worth doing as it hadn't been kept up by others (perhaps because they didn't have the program on their computer). This is why I recommend paper and pen as the problem with using software is always the people who take over the position in the future.
Thanks for sharing.
Rather then using excel, you may want to consider an actual database program (MS Access for example). This way you could develop fill in the blank forms which may be easier to work with.
However, database programs typically need to be purchased separately or as an option to a suite of programs.
I still prefer paper and pen. However, I do use excel for my work as Treasurer. Previously, when I was appointed to our Architectural committee (ACC), I had custody of the ACC records. In those records was a CD that had a database established in MSAccess. However, it hadn't been maintained in 5 years. I actually had to take the database to work to look at it (as I don't have Access on my home computer). I could tell that an individual had put a lot of work into it. It also expressed to me that the work done wasn't worth doing as it hadn't been kept up by others (perhaps because they didn't have the program on their computer). This is why I recommend paper and pen as the problem with using software is always the people who take over the position in the future.
JohnC46 (South Carolina)
Posts: 14,265
Posts: 14,265
Posted:
Microsoft Works comes free with most any computer. Also a copy of it can be loaded on most any computer if one has a copy or can borrow one. Its programs are very easy to use, especially its Spreadsheet and Database.
MS Works data files are up loadable to MS Office. MS Works will also make a best effort to load data files from MS Office and quite often can load them.
I would say MS Works is enough software (Word Processing, Spread Sheet, Data Base) for most any HOA. As said earlier, any data files produced on MS Works will load into the comparable MS Office program.
You do not need a cannon to kill a mouse..........LOL
MS Works data files are up loadable to MS Office. MS Works will also make a best effort to load data files from MS Office and quite often can load them.
I would say MS Works is enough software (Word Processing, Spread Sheet, Data Base) for most any HOA. As said earlier, any data files produced on MS Works will load into the comparable MS Office program.
You do not need a cannon to kill a mouse..........LOL
SteveM9 (Massachusetts)
Posts: 3,699
Posts: 3,699
Posted:
Quote:
Depending on the size of your Association, paper and pen seem to work well.
Yep. At the end of the day, some people after you might not even know how to use a computer. I've met many. At the simplest level, a folder for the house with printed sheets of paper on each issue should be adequate. It allows anyone to look at the folder on the house and see what the issues were. My town hall still uses folders and I dont see it changing any time soon.
Although software is nice for people with advanced skills, many older homeowners have who may be appointed next may have never used a computer.
SteveM9 (Massachusetts)
Posts: 3,699
Posts: 3,699
Posted:
Quote:
As said earlier, any data files produced on MS Works will load into the comparable MS Office program.
Well sometimes..... Not all versions of works can be imported into word. I've come across this issue. And even worse, many people have MS publisher that came free with their computer and those files are even harder to convert. I had to get a copy of MS publisher and save it as a different type of file. Huge pain.
We save everything as a PDF, whether its scanned, word doc, excel, etc. At least the person years from now will be able to open it without translation software, etc.
KellyM3 (North Carolina)
Posts: 2,239
Posts: 2,239
Posted:
Ron,
Excel spreadsheets are great tools for tracking HOA issues. You can have one file....then within that file have separate "sheets" for each month you're tracking complaints and business issues. Since it's in one file, it's easy to share and be communication-wise, transparent.
Plus, with Excel being a blank grid, edit how you may.
Excel spreadsheets are great tools for tracking HOA issues. You can have one file....then within that file have separate "sheets" for each month you're tracking complaints and business issues. Since it's in one file, it's easy to share and be communication-wise, transparent.
Plus, with Excel being a blank grid, edit how you may.
MelissaP1 (Alabama)
Posts: 13,836
Posts: 13,836
Posted:
May I suggest never losing the "Hard copies" of some items? Especially when it comes to paint. The paint companies change their color names/pallet every 7 years or so. I find keeping a copy of the formula and a good sized paint sample (Paint a piece of white card board atleast 5 inch square) are good to keep around. Carpet samples are good to keep as well from the carpet install. It can come in handy for future reference or for color matching other components in the clubhouse. Basically, samples you would keep around your home for future reference is a good rule of thumb. I know I kept scraps from carpet, flooring, vinyl siding, and paint with formula ID on it. This can all be kept in a binder or a big storage box.
It's good to keep a few things now and to date them. Believe me, 20 years from now someone like me will be looking for something original, and this would be a God send. This way one could identify if the HOA put something in/approved originally versus losing track between owners. Good thinking ahead!
It's good to keep a few things now and to date them. Believe me, 20 years from now someone like me will be looking for something original, and this would be a God send. This way one could identify if the HOA put something in/approved originally versus losing track between owners. Good thinking ahead!
Former HOA President
GnomeX (Washington)
Posts: 253
Posts: 253
Posted:
Quote:
Posted By TimB4 on 09/21/2013 10:35 AM
Ron,
Thanks for sharing.
Rather then using excel, you may want to consider an actual database program (MS Access for example). This way you could develop fill in the blank forms which may be easier to work with.
Ron,
Thanks for sharing.
Rather then using excel, you may want to consider an actual database program (MS Access for example). This way you could develop fill in the blank forms which may be easier to work with.
Yeah this is what I was thinking is more suited for a database instead of a spreadsheet.
Quote:
Posted By TimB4 on 09/21/2013 10:35 AM
However, database programs typically need to be purchased separately or as an option to a suite of programs.
However, database programs typically need to be purchased separately or as an option to a suite of programs.
Actually get Apache OpenOffice. It is free and has a database included. It is basically a clone of MS Office and is open source, so it will be around for awhile. The database part is called OpenOffice Base and is fairly similar to MS Access.
Download Apache Open Office
Quote:
Posted By TimB4 on 09/21/2013 10:35 AM
I still prefer paper and pen. However, I do use excel for my work as Treasurer. Previously, when I was appointed to our Architectural committee (ACC), I had custody of the ACC records. In those records was a CD that had a database established in MSAccess. However, it hadn't been maintained in 5 years. I actually had to take the database to work to look at it (as I don't have Access on my home computer). I could tell that an individual had put a lot of work into it. It also expressed to me that the work done wasn't worth doing as it hadn't been kept up by others (perhaps because they didn't have the program on their computer). This is why I recommend paper and pen as the problem with using software is always the people who take over the position in the future.
I still prefer paper and pen. However, I do use excel for my work as Treasurer. Previously, when I was appointed to our Architectural committee (ACC), I had custody of the ACC records. In those records was a CD that had a database established in MSAccess. However, it hadn't been maintained in 5 years. I actually had to take the database to work to look at it (as I don't have Access on my home computer). I could tell that an individual had put a lot of work into it. It also expressed to me that the work done wasn't worth doing as it hadn't been kept up by others (perhaps because they didn't have the program on their computer). This is why I recommend paper and pen as the problem with using software is always the people who take over the position in the future.
Yeah pen and paper is good for later people without software experience. But if RonH8 already has development experience he might be better off doing a small database just to make his life easier even if later Boards never use it.
A relational database to track complaints could be as simple as three tables. One parent table for properties, one child table for owners, and one child table for the actual complaints on each owner. You could even get fancy and add a fourth table for types of complaints/covenant violations.
I created a simple database this summer to track liens & mortgages on each property. No one else had done any lien tracking before, not even a pen and paper folder anywhere in the filing cabinets. I had absolutely no idea which properties had a current lien.
The database I created was VERY useful, only took me 2 days to get it setup. I had a temp employee fill out all the info and she never worked with a database before. I just created the data entry forms in OpenOffice Base, and she just did the data entry with minimal learning curve. Once she was done, I could then use SQL commands to search and sort the data which is WAY less time consuming than trying to track all that by pen and paper.
Since my temp was already going to the county website, I also added in fields for things like number of years delinquent on property taxes for her to fill in. I could then generate a report for people that were more than 2 years delinquent on property taxes so we knew which properties to act on asap as they were approaching county tax foreclosure.
Pen and paper is fine for small associations, and anyone can use it later. But having a database for larger associations is much more efficient and the reporting tools you generate can be easily searched and sorted.
Even without database experience, people should still use a spreadsheet. It is far superior to pen and paper as you can easily search and sort it.
JocelynM (California)
Posts: 1
Posts: 1
Posted:
Hi Ron,
I just stumbled across this website and discussion thread. I'm the communications manager with a new startup company called MaxHOA which is an issue tracking app for HOAs. Sounds like it's what you are asking for. We are currently looking for people to test out the app for free. Please visit our website maxhoa.com for more information. Let me know if you are interested in learning more and we can follow up with an email.
Thanks,
Jocelyn
I just stumbled across this website and discussion thread. I'm the communications manager with a new startup company called MaxHOA which is an issue tracking app for HOAs. Sounds like it's what you are asking for. We are currently looking for people to test out the app for free. Please visit our website maxhoa.com for more information. Let me know if you are interested in learning more and we can follow up with an email.
Thanks,
Jocelyn
JanetB2 (Colorado)
Posts: 4,219
Posts: 4,219
Posted:
I have found a folder for each "unit" with Excel Spreadsheet backup has worked the best. I started initially with a very large 3 ring binder with tabs for the various properties, but outgrew ... LOL. This makes it easier when another takes over as many are familiar or have Excel.
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