System for HOA data management

We are a small HOA, completely self-managed. We are looking to find a software package to assist with data management.

Our major requirements are:

* Easy to use, and train when roles/board members change
* track CC&R violations
* Accounting and billing management
* ability to manage HOA account financials

We have been looking online... many options are web-based. We would rather purchase outright.

Has any used this program DB-Pros HOA Tracking Database software?

http://www.db-pros.com/HOATracking

A fellow board member suggested it. It seems to have the features we need.

If anyone has used it your comments would be great and would help us make a decision.

-M.

The problem with software is will it work for the next person.
Will the next person have a computer platform that works with that program?
Will the next person be computer literate enough to use the program?

We had one person on the Architectural committee create an MS Access database to track violations. It also had all the approved design changes. This worked well for her. I found the information 5 years later when I was on the committee and wondered what was on the flash drive. Fortunately, I had the program and knew how to use it. However, being 5 years old, the data was not up to date and the committee chose to go to paper files.


I created pass down binders for each Officer.
They provide the minimum requirements for performing the job.
Willing to share the main write up - [email protected]


We use file folders (one for each lot) along with pencil and paper
Each violation has a summary check list (created from the requirements of our governing docs)


We initially used paper ledger forms (available at your local office supply store).
We have since converted to excel spreadsheet


We have used excel spread sheets for many years.
Contact me and I'll send you a copy of the main form.

My Association is 130 lots. We are also self managed.

Hello.

I am a developer and YEARS ago (2004 or so) I worked with a local HOA building a web based solution to manage CC&R and violations. Their main reasons for wanting it were:

1) As TimB4 pointed out, every time the person managing changed, there was a hand off of folders, a training period (if lucky), and probably an adjustment/redo on how it is managed
2) Centralization. Often the person managing was unavailable due to work, vacation, and so on. So no one could handle things unless they were available.

I had been building it with the intent to make it available as a service but I ended up shelving it. Reason being, I could not put my head around the fact that many HOA's would want to completely manage CC&R and violations themselves and not use a management service. I did worked out a usage fee with the HOA and they have been happily using it since.

Recently I started wondering if I missed it's potential. In doing research (again) I still am not finding solutions out there and not a lot asking for it. It could be what I concluded or it could be no one is asking / thinking about it.

So though I have a solution to this, I'm not here to pitch it. As mentioned, it was written quite some time ago and though it works, it really needs a complete rewrite. I don't want to put that time in unless a can determine there is a need so I am reaching out for feedback regarding this.

Thank you in advance.

Hi MichelleL6,

This is my very 1st post. I would love to get a copy of the excel spreadsheets. I too am looking for some software management solutions. Though, I would rather be cloud based. Rather not take a chance of a personal PC and it crashes/moves or simply do not wanted share anymore. My BoD is just starting out this month and we could use a lot of help. I found this site and hopefully it gets us start on the right foot. So any other suggestion are welcome. Thanks.

John, If you are worried about losing data, I suggest BARF.

Backup And Restore Files. Can you backup daily?

The posting rules state there should be no mention of community, company, product or full names of any people. The posting rules also state there is to be no solicitation, advertising or selling of any kind. Notwithstanding anyone willing to share their spreadsheets - which nobody actually offered to do - this thread has a real odor of spam about it.

Welcome John Don't worry about editing or deleting because you can't do that here! Just be aware going forward. Yours is a good question, it's the other new posters near the top that got my spidey-sense tingling re. someone trying to sell something and then they post with multiple user names (aka sockpuppets) to make it seem like there's a lot of interest.

I'm sure you'll get some good advice from the regular posters here. Check out the CAI website for some good information. Often big law firms will have a decent online presence with a lot of material for first-time board members and others interested in running an HOA.

Hello Genos.

I am very sorry if my post is inappropriate. I was not looking to sell to anyone here, I do not have an active product or business in this space. Recently I've been looking for work and was curious to learn how big self management of violations and CC&R really is.

Please do remove my post if you feel it should be.

Best regards,
Evan

Thanks for the CAI info it helped us.