Baseline Electronic Conversion(S)

CornerStone™ Data Conversion Guide – HUDControl and Rent Beginning Balances

Phone your Conversion Team Techs at 1-800-944-5572:

Mark Robinson, Manager ------ext 205 Chondra Ausmus ------ext 237 Jairus Garcia ------ext 209 Karen Kuhfeldt ------ext 203 Mike Livesay ------ext 220

Thank you for being part of the IPM-Software family!

1 We are excited to have you join the CornerStone Windows family of software users and hope to make your software transition as smooth as possible. We know that there can be many frustrations and reservations about changing software vendors or products; we want you to know that we are here to assist you with our Rapid Implementation program. This package includes a “shopping list” of everything we need to know about your organization and property set up in order to get you up and running as soon as possible. Please read each section carefully as some of this information may not pertain to your specific situation. It is very important that this information is completed and returned to IPM-Software. Incomplete or incorrect information will be returned to you and will cause unnecessary delays in the conversion process. We will match to your reports as verification that the conversion is correct; changes made to those reports once the conversion has begun or is complete may require a separate conversion payment. All users who are converting to Cornerstone will complete the following: . CornerStone Conversion Information form . Customization Options form . User Security Options form. Current users of IPM-Software in its DOS format need to follow the specific instructions in Section 1; “Steps to Ready Your Data for Conversion” documentation included in this package. New users of IPM-Software, who choose to convert manually or electronically, will simply follow the list of what to send to us! During this process you will have several points of contact from our office. . Sales – please call them regarding any issues during this process or to make changes to your order; they will remain your primary point of contact aside from your assigned Client Care Representative. . Training – your trainer will contact you after the sale of software to confirm training dates, times and course matter . Conversion – your data may reach our office by mail or via the trainer; the conversion team is responsible for getting your data into the CornerStone program. . Client Care – this team is at your service for technical advice or data issues Monday through Friday 7:30 am till 6:00 pm CST CornerStone is designed as a user-friendly tool for the Multi-Family community, Conventional and Affordable. Our goal is to provide you with minimal challenges during the conversion and training process. Please let us know if there is anything we can assist you with, our number is 800-944-5572 or you can e-mail us at [email protected]. Our web address is: www.IPM-Software.net. It’s exciting for us at IPM-Software to be able to offer leading edge solutions, and it’s a great opportunity for your company to gain competitive advantage. We look forward to serving you.

2 Required Paperwork:

1. Rent schedule – including: Apt. Bedroom size, Rent tables, Utility Allowance. (This should be a copy of the last Gross Rent Change Schedule provided to you by HUD)

2. Listing of Security Deposits Required and Paid – Current Tenants only. 3. Listing of all current tenants whose beginning balances show credits and/or delinquencies. This is usually clearer in spreadsheet format. Example:

Credit/Prepaid Unit Tenant Name Delinquency Rent #3 Smith, Rose $300 Rent $20 Freezer #6 Jones, Jerry $400 Rent 350 damage + #7 Haney, Karen $30 lock

4. A copy of the CornerStone Conversion Information Form, the Customization Options Form, and the User Security Options Form for each property you are submitting for conversion.

5. SIGNED copy of The Rapid Implementation Checklist

3 CORNERSTONE CONVERSION INFORMATION Please print and complete a copy of this form for each property submitted for conversion. Please note: missing or incomplete information will delay the completion of your conversion.

Conversion Contact Information Contact Person Email Phone Fax Property Project Name on Voucher Street Address County, Township, Parish City, State, Zip Property Manager Manager Name Manager Office Street Address City, State, Zip Office Phone Number Manager’s email Management Agent Agent’s Company Street Address City, State, Zip Phone Number Agent’s Employer ID Property Owner Owner’s Name Street Address City, State, Zip Phone Number Owner Employer ID

4 Building, floor and Unit Information: Please indicate address or unit number and Accessibility needs (if any). If applicable, please specify which building and/or floor the unit is in. Please use extra paper, if needed.

Example: Building 1 Units 101 – 115 – not accessable Example: Building 2 Units 116, 117, 118 – Mobility accessibility

Voucher Information Please print and complete this page for each HUD Contract Number. Payee Information Payee Name Street Address City, State, Zip TRACS Settings TRACS Phone Number – EX: 1-800- 862-1874 Sender’s TRACS Mail ID EX: TRACM12345 TRACS Mail Address – EX [email protected] TRACS Password - 123456 Voucher Signature Block Name Title Phone Number Banking Information Have you changed banks since your last voucher? Bank Name Bank Address City, State, Zip ABA Route Number Account Number

6 Please print and complete this page for each HUD Contract Number. Subsidy Information Contract Number EX: MA123456789 HAP Contract Effective Date. This is required information. HAP Contract Sign Date Hap Contract Expiration Date Type of Section 8 – Sub Rehab, New Construction, LMSA, PDSA? Project Type – FHA, Non-Insured, EH, FMHA Project Number HUD owned? Subsidy Type – New Construction, Sub Rehab, LMSA, PDSA Contract Type – Elderly, Family, Handicapped, Elderly and Handicapped, other? Is this contract a 202/811 PRAC or 231? Was HAP agreement signed after 1/1/1981? Was HAP contract effective on/after 10/1/1981? If a LM/PD Set Aside, was HAP contract signed on/after 10/3/84? Do you use Public Housing Authority vouchers? Do you use Welfare Rent? Is this a POA or S/D Contract? Do you require a 504 Coordinator? Number and Type of Units Total Number of Units: Number Market Rate Units: Number of BMIR Units: Number Section 8 Units: Number of HUD-Owned Units: Number Rent Supp Units: Number of 202/PRAC Units: Number RAP Units: Number of 811/PRAC Units: Number Section 236 Units: Number of 202/162 Units:

7 Customization Options

After your property (properties) has been converted, or set up from scratch, there are many customization options available in Cornerstone. The decisions on how to handle data entry are normally made by the management company. The following checklist will assist us in customizing CornerStone to meet your needs. Financial Customization

Which accounting method do you use, cash or accrual? Yes No What is the beginning of your fiscal period? mm/yyyy What is the end of your fiscal period? mm/yyyy Do you have a management fee? Yes No Is it by unit? Percentage? Or dollar? Amount? The start of the open transaction period (mm/yyyy) for payables and ledger. The end of the open transaction period (mm/yyyy) for payables and ledger.

8 List any Recurring Charges with the associated GL account number: NOTE: “Recurring charges” are repeated charges to the tenant or HUD and can occur monthly, such as rent or garage fees. They can also recur seasonally, such as air conditioning during the summer. Recurring Charge GL account number EX: Assistance 5120 EX: Air Conditioning from 6/1 5120 through 9/1

If you do not use a single account (i.e. 1120) for payment deposits, please add the account number you use. Rent Payment Type Associated Rent Payment Account # EX: Rent Payments 1120 – Cash Operations Rent Payments Security Deposits Assistance Payments

9 User Security Options CornerStone has Profiles that can be setup for each user. Once a profile is added with a user name and password, you can choose what this employee has access to. For each profile/user one of these set of forms must be filled out with a profile name, a user name, password and what they will be granted access to. Please copy and complete this document for each user who will have access to the software.

Profile Identifier EX: MANAGER, CLERK User Name (1-15 characters, including spaces) EX: JDOE User Password (1-20 characters, including spaces) EX: PUPPY Which Properties will this User have access to? ALL? A SPECIFIC SITE? Security access options View Add Edit Delete Print *Properties Properties Floor Plans Common Areas Amenities Staff Contacts and Vendors *Traffic Prospects/Applicants Credit Check Make Applicant Visits Sources Market Survey *Household Information Household Information Move In Move Out Unit Transfer Renew Lease Household Members Move In Member

10 View Add Edit Delete Print Move Out Member Household History Vehicle Information Pet Information Waiting List *Rent Enter Payments Batch Payment Misc. Income Bank Deposit Payment History NSF Check Unapply Reverse Apply Charges/Adjustments Recurring Charge Batch Charge Late Fee Charge List Ledger Card Security Deposit Period End Processing Post Journal Entries Generate Recurring Charges Advance Rent Fiscal Period *Work Order Maintenance Work Order Inventory Purchase Order Replacement Tracker *Payables Vendor Maintenance Enter Invoices Manual Payments Recurring Payables Batch Delete View Payables

11 View Add Edit Delete Print View Invoices View Payments View Vendor Invoices View Checks Utilities Pay Vendor Invoices and Print Checks Preview or Process Reprint Checks Generate Payables Journal Entries *General Ledger Enter Ledger Post Current Post All Recurring Ledger Maintain Ledger Reverse Validate Batch Delete Bank Reconciliation Undo Post Void Check View Ledger View Balances *Customization Options General Accounting Customization Chart of Accounts Fiscal Period Others Serial Number Rent Customization Charge Types Payment Types Late Fees Accounting Profile Options Interest Tables

12 View Add Edit Delete Print Accounts Payables Settings Terms Accounting Information Options Allocation Table Ledger Setting Accounting Information Work Order Setup W/O Options W/O Lookup Codes W/O Task Library *Database Management Data Dictionary Transfer Data Out Transfer Data In *Users User Maintenance Security Profiles *System Options Lookup Codes Preferences *System Logs System Log Error Log *Setup Wizards Enter Existing Residents Wizard Property Setup Wizard Template Review Wizard *Reports Report Explorer Forms and Notices Print Reports Vacancy Loss Report *HUD Compliance HUD Vouchers HUD TRACS HUD EIR HUD Batch Processing

13 Final Check List

Did You Remember to Send the Following? Incomplete or missing information will delay your data conversion.

Please check off the following required items as you pack them.

HUDControl and Beginning Balances Conversion:

_____ A Backup file from your HUDControl. _____ A paper copy of your last Low Income Housing Rent Schedule (Gross Rent Change) from HUD. _____ Paper Copy of the Income Limits

Completed copies of the following: _____ CornerStone Conversion Information Form. _____ Customization Options Form. _____ User Security Options Form _____ Signed copy of this Final Check List _____ A listing of Beginning Balances and Credits for all your tenants. This list should break down the Charges/Credits by type and amount. EX: Unit 305, Doe, John – AC charge - $15.00. See example #2. _____ List of Security Deposits - Required and Paid - for current tenants.

I, ______, hereby acknowledge the (Print Name) Final Checklist and Data Conversion Guide. I further verify the completion and enclosure all required documents and backups/baselines, and any additional sections from the Data Conversion Guide

______Date:______(Signature)