onTOPS

Welcome to onTOPS, an e-zine produced by TOPS Software to keep you informed about our products and services.

We look forward to hearing your feedback about the e-zine. Please let us know what things you liked, what you would like to see, and any suggested articles by e-mailing us at ezines@topssoft.com. As always, enjoy your reading, and we will see you next month!

by Andrea Drennen 

onSoftware

Bruce Gran, TOPS Software's Director of Sales, and Susan Sanders, Director of Marketing for AtHomeNet, Inc. have been taking the trade show circuit by storm this season with a discussion on "Using Technology to Streamline your Association Business". For those of you who have not had an opportunity to visit this discussion at a local or national trade show, we present some excerpts from that presentation:

The session focuses on the technological tools that are currently available to the association management industry, and how they can impact your business. Additionally, Bruce and Susan pinpoint the key questions to ask when evaluating technology, and tips for successful implementation of these technologies.

By increasing your knowledge and implementation of available technologies, you can become more valuable to your clients by providing services that your competitors do not offer. Additionally, by implementing new technologies, you can free up your own and your employees time by shifting the burdens of mundane, time consuming tasks onto the technology rather than the people. This allows you to accomplish more with less, thus increasing your operating margins.

The Community Association Industry has matured from a million dollar industry to a multi-billion dollar industry. Unlike other national and world markets that must react to consumer spending (and thus fail in these recessive times), the Community Association industry serves a basic need of all people - a place to call home. Thus, we have gone from a cottage industry to the highest growth segment. This "changing landscape" has forced the industry to react by adopting processes and technologies from other industries for specific use in the Community Association Industry.

The products that serve the industry are influenced by several factors:

• Societal influences such as changing demographics and government agencies (national, state and local)
• Business and Commerce influences such as the press for tighter operating margins, and a desire to improve returns on investments (ROI) by calculating expense vs. functionality vs. longevity (new technology is always coming).

In addition to these factors that influence technology, associations must also take into account the fact that as "Not for Profit" businesses, they must determine where the money comes from, and how it can be used to the maximum benefit. Therefore, in order to survive in this dynamic environment, association management companies must learn to do more with less. By opening your company to new ways of thinking and by implementing new technologies, your company has an advantage over your competition.

Hardware | Software | World Wide Web Sites | Tips for Successful Implementation

Hardware

A number of hardware technologies can help streamline your business by helping you operate more globally and efficiently. These technologies include:

• Desktop Computers - Believe it or not, some companies in the industry are still using good old pencils and ledger books. Desktop computers can centralize information and make it more easily accessible.
• Laptop Computers - By utilizing laptop technologies, managers can "take their show on the road" and be able to access their community files at the office, on location, from home, and anywhere else they may happen to be.
• PDA's (Personal Digital Assistants) - These "handheld" devices are significantly smaller than laptops, but still provide much of the same functionality, making it feasible for managers to use anywhere.
• Scanners - Community documents, photos, paper reports, and more can be scanned into your computers to be accessed, printed, or emailed.
• Digital Cameras - Digital pictures can serve as a visual record of information such as work to be done, violations, owner identification, and more.
• MICR Check Scanners - Devices that can "read" check information can be invaluable in speeding A/R processing time - traditionally one of the most time consuming aspects of association management.

Software

Association management companies can significantly reduce staff hours and common errors by automating administrative processes through the use of software. Recommended automation includes:

• Standard RFP's (for roofing, painting, landscaping, etc.)
• Standard Welcome packages
• Standardized Estoppel, re-sale, and certification packages
• Inventory control
• Centralized Vendor Database
• MICR Scanning ("read" checks into management software to speed A/R processing)
• MICR Printing (print on blank check stock to avoid costs and errors associated with maintaining separate check stock for each association)
• Direct Debit/ACH Processing (withdraw association dues directly from homeowners' accounts)
• Lockbox Processing (bank receives funds and submits a file containing the data, which is then processed automatically)
• Web-based Data Backup (automatically backs up data without need for "human" element)
• Anti virus software (reduces down time and lost data due to computer viruses)
• Spam blockers (reduce employee time spent reading emails)
• Reserve Study Software
• Online document storage (resale documents, bylaws, CC&R's)
• Pre-printed coupon booklets (reduce costs and manpower associated with monthly invoicing)

World Wide Web Sites

Community association web sites have undergone four distinctive generations of evolution. The first generation, beginning approximately in 1994, provided a static online "brochure" for the community. Around 1998, The second generation began the integration of interactive features such as a private "resident only" area where residents could communicate with board members and each other, and online forms that residents could fill in and submit via email. The third generation became available in 2001 when one way integration of information from the management company software was available for update to community web sites. The fourth, and current generation allows two-way communication between the management company software and the association web site where information passes seamlessly between the web site and the management company software. This fourth method dramatically reduces the workload of association managers.

To take advantage of fourth generation community association web sites, you should look for the following features in your community web site:

• Secure, online access to residents
• Owner Contact Information (from management software)
• Account Balances, Last Payment Details (from management software)
• 12 Month Account History (from management software)
• Work Orders Status & History (from management software)
• ACC/Violation Records & History (from management software)
• Private board member online access
• Financial reports for board review (from management software)
• Announcements
• Events Calendars
• eMail Bulletins
• Message Board
• Upload of Community Documents
  • Legal documents (deed restrictions, covenants, bylaws)
  • Board and community meeting minutes
  • Financial statements (from management software)
  • Newsletters
• Online Forms for residents to fill in and submit
  • Violation reports
  • Maintenance requests
  • Visitor gate entry requests
  • Billing questions

Tips for successful implementation of key technologies

• If you're not comfortable with technology, Ask a NEUTRAL expert to help with your evaluation and implementation process.
• Write a set of specifications as to specific needs and functions that need to be met by the new technology.
• Set realistic expectations on both time frame and budget.
• Determine what hardware is needed to maximize functionality, and factor in upgrade costs if necessary.
• Training, Training, Training!

Andrea Drennen, based on a presentation
by Bruce Gran and Susan Sanders 

onSales

CAI National Spring Conference Report

On May first and second, TOPS Software attended the CAI National Spring Conference in Dallas, Texas. Attending for TOPS Software were myself, Ryan Allen and our local dealer/trainer, Ricky Hux of Best Fit Solutions. There was an increase in the number of vendors to around 60, and attendance was up from fall conference of 282 to approximately 485 registered attendees.

Susan Sanders, Director of Marketing for AtHomeNet and myself presented another educational session, "Using Technology to Streamline Your Business". This time the presentation was held in a double room on Thursday at 4:30 PM, a coveted time slot. It was very well attended. Susan did an excellent job! [And so did Bruce! - Ed.]

One of the best compliments I have received to date was from Ellen Hirsch de Haan of CAI, who while introducing me to someone from Canada, said the following: "Bruce Gran and TOPS Software have given back to the industry in a considerable way: their continued support of CAI both financially and through their efforts on a chapter level has not gone unnoticed."

All in all, I got great responses from all I spoke to in Texas. I found both at the conference and in the industry in general, there is a change in the market more profound than I have experienced the past two to three years. The push to "modernize", combined with a drive to consolidate services may soon result in a shakedown for the industry. As we continue to develop new products, such as a utility meter module and global maintenance company billing, we will become even more versatile and viable in the marketplace. Hopefully due to that effort we can benefit from what is happening now and in the years to come.

Upcoming Trade Shows

• Aug 14-15: CACM Statewide Expo; Anaheim, CA
• Sep 13: CAI SC Chapter CA Day; Myrtle Beach, SC
• Sep 20: CAI NJ Chapter; New Jersey
• Sep 24: CAI Large Scale Mgr's; Kiln Creek, VA
• Oct 17: CAI Houston Chapter; Houston, TX
• Oct 31-Nov 1: CAI Nat'l Fall Conference; Washington, DC
• Nov 20-21: FLICPA CIRA Conference; Ft. Lauderdale, FL

Bruce Gran 

onSupport

Handy Tips for Installing Program Updates

TOPS Software generally releases one to two updates a year. These updates contain program enhancements and corrections to the known issues in the program. To ensure that you have the latest timesaving features and program corrections, it is very important that you stay up-to-date with the latest versions of the software. Following are some useful tips to keep in mind when installing a new update CD that you have received from TOPS Software:

• The most important consideration to make when installing an update is to make sure that there is no one logged on to the system. If some one is using TOPS 2000™ when an update is installed, critical files may not get installed. To guarantee that all users are logged out of TOPS 2000™, we recommend that you reboot your server prior to loading an update. This also ensures that any process that could be running without your knowledge is ended as well.
• Make sure you install the update to the correct location. TOPS 2000™ must be installed at the location where the data is located first - generally a server, and then to the individual workstations. If the program is installed to a different location than where the data is located, TOPS 2000™ will not run properly. To make sure that you are installing the program correctly, check the community data path and install the update to that location. The community data path can be found under <Administration> and <Set community data path>.
• TOPS 2000™ needs to be installed on both the server and the workstations. A full install must be done on the server. There is an option to run the workstations as a full install or a client install. A full install loads the entire program and runs the programs from the local computer. The client install only installs the needed system files to run the program on that machine. All other files will be accessed from the server (This can put a lot of strain on older/slower networks). Either way you have TOPS 2000™ installed, you will need to load the update on the local computer.

By using the above tips when installing your next update, you can be assured that the update process will go smoothly and efficiently. TOPS Software has plans for some exciting new features that will be released soon. When you receive your next update CD, be sure to load it right away to begin reaping the benefits immediately!

Ryan Allen 

onSpecial

New Lower Prices - Internet Backup Service!
Try it for free now until July 31st

A number of our customers have been using the new TOPS Internet Backup Service, and the response has been phenomenal! Everyone loves the easy 3-step set up process and the automated backups. To make the backup service even more desirable for those of you with an eye on your pocketbook, TOPS Software has reduced the cost of this valuable service. The new pricing is in effect right now, and is as follows:

Add $5.00 for every additional 50MB
(i.e. up to 1GB would be $120/month)

Remember that the amount of space used is calculated after your files are compressed (Usually to 25% of their original size!) and TOPS Software will only charge you for the space you actually use, so there is no obligation to pay for space you do not need. Most communities compress to an average of 2MB per community or less. Therefore, a management company with 10 communities performing five daily backups for each community would only need approximately 100 MB of server space to backup all of their files on a daily basis. At only $25 per month, this is an absolute steal!

Other backup services offer equivalent pricing, but they charge based on the space you choose rather than the space you use, and they charge additional fees for TOPS Internet Backup Service standard features, such as redundant backups on two servers, and a multifunctional restore interface (You can restore your backed up communities to an entirely different computer! Use this feature to share community files between two sites). Furthermore, other Internet backup services do not compress your files, nor do they perform the backups for you automatically based on a schedule you set. Finally, the TOPS Internet Backup Service is the ONLY service that is specifically designed for the community association industry, and the only product that will restore to a new community in TOPS. (Restore to a new community ID and you can run your current files and your backed up files simultaneously in TOPS 2000™! Use this to compare GLs, copy lost data, whatever you need!)

We at TOPS Software are certain that you are going to love the Internet Backup Service. So certain, in fact, that we are willing to put our money where our mouth is. Sign up between now and July 31st, to try out the TOPS Internet Backup Service completely free! If you are not completely satisfied, simply fill in an online cancellation of service form before August 15th, and we will not charge you for the backups you have made*.

Visit our web site at www.topsbackup.com to sign up right now and begin using the TOPS Internet Backup Service today!

* Only applies to the first 100MB for new customers who sign up between May 15th and July 31st. Cancellation does not include refund of set up fees ($100).

Andrea Drennen 

onLine

Stop Wasting Time and Money!

Every minute without the Community Web Site service being used by each of your associations is a minute of wasted precious volunteer and staff time and expense. We have heard a Board Member or two make the comment that $50 a month for a web site is too high. We think they're right, $50 for a static web site is too high, but not too much to pay for an amazing integrated service that allows residents to have access to their account balances, status of work orders, 12-month history on their accounts, the ability to receive email updates from their association on late breaking news such as pool closings or snow removal. Not too much to pay for increasing residents awareness of topics important to association living, not too much to pay for increasing the communications in the neighborhood, not too much to pay for residents to have access to reliable vendors recommended by their neighbors. The features that come standard in the association web site service are almost overwhelming, and all this for just $50 per month.

We encourage Managers to work with their Boards to compare the costs of the association web site service for the whole year ($600) to the cost of a year's landscaping of the common areas, a year's worth of pool maintenance, a year's worth of newsletter printing. The value is truly in the web site service.

If pricing still discourages a Board, remind them that with a little effort, the site can actually be a revenue source for the association. Similar to hard copy newsletters, associations are able to sell advertising to local vendors. We have seen associations post menus, coupons, discount certificates that residents can then print out and use as if it was taped to their mailboxes. We all have those signs at the front of our entrances "No Soliciting" but it never seems to discourage some vendors. These are the companies your associations should be calling and selling them the ad space. Vendors love it, as their ad is available for the whole time frame, not just the one day they put the flyer on the mailbox. Residents are happy because they know where the coupons are when they need them, and Board Members love it because no one is calling them complaining about flyers blowing through the neighborhood. A Win-Win-Win for everyone involved.

To help you educate your boards on the feature set available and functionality built right in to the service, we've got some great marketing materials available for you to download at www.topshome.com/topshome/Administrators/downloads.htm - just scroll down to the Board Handouts area. Or give us a call at 1-800-556-7852 and we can customize them for you. We also have the ability to BRAND the Community Web Site demo as a service of your management company, so if you're interested in receiving these, just give us a jingle!

Susan Sanders

onTopic

Little Known Facts: 

• The word 'news' came from the first letters of the words North, East, West and South - indicating that information was being gathered from all directions.
• The ZIP in Zip-code stands for "Zoning Improvement Plan."
• "Kemo Sabe" means "soggy shrub" in Navajo. (What does that say about the Lone Ranger?)
• Clans of long ago that wanted to get rid of their unwanted people without killing them used to burn their houses down - hence the expression "to get fired."
• In 1945 a computer at Harvard malfunctioned and Grace Hopper, who was working on the computer, investigated, found a moth in one of the circuits and removed it. Ever since, when something goes wrong with a computer, it is said to have a bug in it.

www.littleknownfactsshow.com