Yardi Custom Report Consultant Project 2018-37 Addendum #1 November 21, 2018 Service Integrity Respect Community Leadership Wisdom Creativity The Bid Submittal due date: Location: November 28, 2018 @ 2:00 PM E-mailed to submittals@evha.org Q. Would you be able to advise the version of Yardi you are currently running? A. The current Yardi Version and more info is included in the screen shot below. The next several pages have several questions on some of the specifics of the reports, the answers are to the right of the questions. 1 P a g e
Sr. No Query/Assumption / Comment Queries I Report: Make Ready & Vacancy Tracking 1 Please confirm the following report filters: SPM Property Date Range(mm/yy) 2 Can one SPM run the report for other SPM properties? Please comment 3 Please elaborate, whether we will be checking if the unit was occupied and then got vacant (Vacant Rented) in the selected date range, and accordingly corresponding details will be displayed? EHA Response SPM-Senior -their property group or employee group Property-a single property or property group Date Range-either 11/18 for financial type or 11/21/18 for other report type, we have not limited access to properties or property reports by user. No, we are checking if the Vacant Unrented Not Ready date is in the selected date range. 4 Please elaborate - Summary Section: Average Rent Ready Days, Average Housing Mgmt Days, Average Total Days Vacant columns will be calculated for each property unit status as shown below: Average Rent Ready Days = SUM (no. of days from Vacant Rented Not Ready start date to Vacant Rented Ready start date for each unit in a property/properties selected in filter or applicable to SPM in that filter date range) / total no. of units in a property/properties selected in filter or applicable to SPM). Average Rent Ready Days is the time sum of the time from Vacant Unrented Not Ready to either Vacant Unrented Ready or Vacant Rented Ready divided by the number of units in the property/properties selected in filter or applicable SPM. Average Housing Mgmt. Days-Correct calculation. Average Housing Mgmt. Days = SUM (no. of days from rent ready to move-in date (Occupied No Notice unit status) for each unit in a property/properties selected in filter or applicable to SPM in that filter date range) / total no. of units in a property/properties selected in filter or applicable to SPM). Average Total Days Vacant Days = SUM (no. of days from move-out date * to move-in date for each unit in a property/properties selected in filter or applicable to SPM in that filter date range) / total no. of units in a property/properties selected in filter or applicable to SPM). If Move-out date is not populated then Filter end date to be considered in calculation. Please confirm our understanding. Average Total Days Vacant correct calculation. If move-in date is not populated, then please exclude from average calculation. 2 P a g e
5 Please comment on below details section: SPM one will show the summary of all the properties associated with SPM. BRs column will depict count of bedrooms present in that unit. New Move-In Date column will be of new tenant irrespective of date range II Report: AR Timely 1 Please confirm the following report filters: - SPM: This will be search box for selection of - Property: This will be search box for selection of - Date Range: From Date To Date - Program Type 2 We understand that there will be 2 sections of the report: Summary and Detailed. 3 Summary Section: We understand that Scheduled Recertification Date will be AR Date from Property Control Screen. Accordingly, buckets will be created as: 30-days or Less 31-60 Days 61-90 Days 91-120 Days 4 Summary Section: We understand that Pending (not started) row will display those certification counts that are due for recertification in filter date range. 5 Summary Section: We understand that Incomplete (started) row will display those certification counts that are in process in filter date range. 6 Summary Section: We understand that Complete Not Timely row will display those certification counts that are completed in filter date range. 7 Summary Section: We understand that Timely Completion row will display those certification counts which are completed before expiration in filter date range., yes and yes! SPM- Property-property code or group property code in Yardi Date Range- Program Type-Tax Credit, HOME, 50059, PBV, Housing Trust Fund, all reports need to have a choice to run a summary of information and detailed information. The annual recertification (AR) date the report references is the next annual recertification date in the Resident screen. We have chosen to do AR s based on move-in date, not a fixed date for the whole group. Bucket creation is correct. No, these are the certifications that were completed less than 30 days before the AR date. No, these are the certifications that were completed at least 30 days before the AR date. 3 P a g e
8 Details Section: Detail section will show information for each property that fall in the summary buckets. Please confirm 9 Details Section: We assume timely completion displayed in above grid (as per sample report document) will not be shown in final report. Please comment. III Report: AR Summary 1 Please confirm on the following report filters: SPM: This will be search box for selection of AR Month: Date selection Type of Report: Dropdown showing values Property Wise and Employee Wise for selection 2 We understand that the report will run for specific SPM. Also, the shared report example has Gizzi which we assume is a SPM. Please comment. 3 We understand that the AR Summary will actually display recertification counts Property Wise, Employee Wise. Please confirm. 4 The shared report example specifies that it has details of 2 months - 01/06/2018 and 01/07/2018. Please advise if the report will run only for 2 months from the date selected in filter option., and can be run by caseworker or agent The detail section needs to be shown in a report. However, the summary and detail information can be two separate reports that run separately., yes and yes Gizzi is a SPM No, the report should be able to be run for one month to twelve months. IV Report: Rent Collection 11 Report format: Please confirm if these will be 2 different reports: 1. Current Month Tenant Rent and 2. Property Rent Collection. The Current Month Tenant Rent will be run only for a specific month, whereas the Property Rent Collection will run for a specific period. Please comment. 2 Please confirm on the following report filters: Property: This will be search box for selection of Property Tenant: This will be search box for selection of Tenant Date Range: From Date To Date It does not have to be two separate reports. However, if it is easier, or if we can pull more information, they can be separate., that works. Property-yes Tenant-I had not thought about this. I think it is a good idea. Date Range-yes 4 P a g e
3 Property Rent Collection report: Please provide more information on how multiple months charges and receipt will come in the report. Will it be as per filter date range for detail section and in summary it will display current date data. 4 We understand that Charges column will show sum of total charges which was unpaid, partially paid, Fully paid in the filter date range. Reversed Charges won t be included in it. 5 We understand that HAP Total Delinquent will show sum of (Charges Receipts) which are made against charge code hap59' in the filter date range. 6 We understand that Receipts column will show sum of reconciled receipts, Prepay receipts in the filter date range. Reversed Receipts, NSF won t be included in it. Please confirm. 7 We understand that Current Delinquent column will display Charges Receipts. I want to be able to filter by date range for both reports. Reversed charges should be included. I want the report to reflect what could have been collected in tenant rent. This detail can be discussed upon award of RFP if it presents a problem Reversed receipts/nsf should be included. I want the report to reflect what has been collected in tenant rent. This detail can be discussed upon award of RFP if it presents a problem 8 We understand that Tenant Rent Total Delinquent column will show sum of (Charges Receipts) which are made against charge code rent in the filter date range. 9 We understand that HCV/PBV Total Delinquent will show sum of (Charges Receipts) which are made against charge code tensub in the filter date range. V Report: Rent Summary 1 Please confirm on the following report filters: : This will be search box for selection of Date Range: From Date To Date 2 We understand that the Unpaid Past Tenant Rent will show unpaid charges against rent charge code for Past Tenant. 3 We understand that the Current Tenant Rent Billed column will show charges created against rent charge code for Current Tenant. 4 We understand that the Current Receipts column will show receipts created against rent charge code for Current Tenant. 5 For calculation of Unpaid Past Tenant Rent, please advise if there will be any deductions for pre-paid amount paid in the past. VI Report: Maintenance Timesheets As a summary report to run as all SPM s/properties or individual SPM. Date Range- Not for past tenants but as unpaid rent charge code from before the date range. 5 P a g e
1 Report Objective: Based on the requirement ( 2 different levels of detail ) in excel sheet, we understand that there are 2 reports. However, please clarify which of the following options is applicable for accessing the reports: One report is for the SPM which lists their employees and the hours worked per day for each in the date range filter. Option 1: In Yardi there will be 2 reports available: Maintenance Timesheet & Maintenance Workorder; OR Option 2: In Yardi there will be only 1 report available, and in that report there will be a dropdown which will have the values Maintenance Timesheet & Maintenance Workorder. User will have to select the specific report; OR Option 3: In Yardi there will be only 1 report. This report will be excel report and will have 2 different worksheets - Timesheet and Workorder. 2 We assume that below are the only filter options in report: a. Maintenance Employee Property List group (.maint1) will be attached to the maintenance employees. b. Employee Name c. As of Date 3 Report: Logged SPM will be able to see his/her employees. Please confirm 4 Time Sheet Report Please confirm if employees are filling timesheets on daily basis in Yardi Voyager. If yes, then please provide screenshots of the Yardi screen where employees update the timesheet. 5 Work Order Report We understand that the report will show the latest status of the WO# (if any changes done). Please confirm. WO Time will display Start Time - End Time. Please comment VII Report: Audit Tracking 1 Please confirm the following report filters: SPM: This will be search box for selection of Group-by: This will be a drop-down field (with values as Property and Individual Case Worker ) allowing users to select if the report will be grouped by Property or the Individual Case Worker. Date Range: From Date To Date The second report is the Maintenance Timesheet and the WO report associated with the timesheet date range filter. I want a filter that lets the report run by a group of employees or each individual employee. My preference is that the report(s) are run together without having to choose one or the other. Further detail can be discussed upon award of RFP if this presents a problem. a. b. c. Date range for example 1/1/19-1/15/19 or by a specific individual date. Timesheets are not completed in Yardi Voyager. The timesheet is completed in Paycom., yes and yes 6 P a g e
2 We assume that calculation steps to implement Pass Critical, MI Audited and Fail Critical will be shared with our team at the time of project initiation. 3 The Property column will be visible only when the groupby filter will have the property selected. Please confirm, this information is stored in a data table example is below. There are data tables for 50059, LIHTC, HM Peer Audit, and HCV Audit Results Tracking. VIII Report: Custom Dashboard 1 Please let us know what information you would like to display on the Dashboard 2 Does the Dashboard show different information for different users? IX Report: General 1 Section #3 of the RFP document specifies Occupancy report however, the details of the same are not provided in the shared report_example document. Please comment A summary of Make Ready/Vacancy, AR Completion, Rent Collection, Audit Tracking, Occupancy, and perhaps summary of actual to budget comparison. With the ability to drill down into details., some all properties, SPM just properties they are responsible for. No, they are not. These are just examples of the type of data/reports. Audit Tracking Example 7 P a g e