Guru's Verification engine ensures consistency, confidence, and trust in the knowledge your organization shares. Learn more.

Implementation Outline

IMPLEMENTATION SERVICES DESIGNED TO ENSURE SUCCESS

Vantaca’s industry-leading community management system delivers a real ROI for association management companies while engaging and empowering the communities they serve. Vantaca provides end-to-end transparency by connecting associations, board members, and homeowners at every touchpoint.

APPROACH

Our Vantaca Implementation has one focus: your company's success. Vantaca experts will partner with your Super Users to understand your current processes, discover areas to add value and offer insights to accelerate decision making.

SCOPE

Initiation

  • Select Super User Team
  • Project Kickoff Call
  • 120 Day Pre Activation Project Plan

Training and Configuration

  • VantacaU Courses
  • Live training webinars
  • Practice in Pre-Configured Test Association
  • Access to Vantaca Library
  • 3-day Configuration Workshop Onsite (Pre-Activation)
  • Full departmental training sessions (1 hr each, up to 7 departments)

Data Upload

  • Files uploaded in approved format
  • Test files reviewed early to ensure smooth transfer
  • Data types imported by Vantaca: Association list, service providers, bank reconciliations, homeowner lists, homeowner collection status, current Year budgets, homeowner ACH information, chart of accounts, tenant list, current year 1099 data, GL beginning balances, bank accounts and homeowner beginning balances
  • Data audited by Vantaca team for accuracy based on file provided
  • Customer review and sign off

Post Activation Support

  • 75 days of post-activation support
  • Daily 1 hour calls first week
  • Onsite Departmental Training and Support (4 Days)
  • Accounting Support (4 calls) +  additional calls to support first round of  financial production up to 10 hours

Project Timeline

IMPLEMENTATION TEAM

A successful project is a shared responsibility. The Vantaca team partners with you throughout your project.


ADD-ON OFFERINGS

(not included in base scope)

  • Additional training sessions
  • Additional data imports (scoped and priced based on discovery call)

PROJECT ASSUMPTIONS:

  • All super users must complete Vantaca University prerequisite courses pre-activation
  • Project plan deliverables will be tracked through shared Asana Project Plan
  • If “Key Deliverables” are not met on time, Vantaca may delay the Activation Date for up to 60 days
  • Vantaca will not upload letter or email templates (or make changes to default templates)
  • Customer owns the responsibility for training and communicating with all end users (non-super users, board members, homeowners)
  • No associations will not be marked as “Live” prior to the Activation Date
  • Configuration and consultation will be performed remotely via screen share
  • All services will be conducted in English

DATA ASSUMPTIONS:

  • Customer owns responsibility for providing the data in the agreed upon format, data review, and data cleanup. Vantaca will not have access to Customer’s prior software for any reason
  • Vantaca will not import data until files are received for all associations
  • Data types imported by Vantaca are limited to: Association list, service providers, bank reconciliations, homeowner lists, homeowner collection status, current Year budgets, homeowner ACH information, chart of accounts, tenant list, current year 1099 data, GL beginning balances, bank accounts and homeowner beginning balances
  • Prior to the activation date, customer will convert the following: user set-up, violation types and letter descriptions, service provider ACH, open work orders, GL groups, open violations, data for new associations starting on or after activation date, open ARC, banks, service provider insurance dates, association/homeowner additional information and homeowner notes
  • Ensures financials for all associations are completed and exported to Vantaca on a specific date scheduled with implementation. This date will be between the 5th and 20th of the activation month
  • Provides data in the agreed upon format and ensures data is provided by agreed upon date. Vantaca will import data within 5 business days. If late, data import turn-around time is subject to change


You must have Author or Collection Owner permission to create Guru Cards. Contact your team's Guru admins to use this template.