CIMS leverages state of the art technology to support its business operations and recently made a significant investment to upgrade all of its back office systems.  CIMS now uses the Jenark ACCESS system to support all financial and property management functions on behalf of its clients.  At CIMS, we feel better technology and information management equates to better decisions and overall community management for our clients.  Our internal systems allow us to better manage information and deliver it to our clients in the most efficient and cost effective manner possible.   

Jenark is the premier management information and accounting system on the market today for community association management, integrated web portals and financial reporting.  The Jenark system enables CIMS to provide best in class management services to our clients, from the day to day maintenance of the community, management of the violation and Architectural request process, and all aspects of proper and complete financial management.   Additionally, our system maintains an electronic history on each address within each client we manage for easy reference when necessary.  In preparation for each Board Meeting, a report is generated from our system to bring each board member up to date on these activities since the last meeting.  The reporting feature allows us to quickly summarize these activities for you without having to include a lot of additional paper. 

In addition to the electronic files we maintain on each address we manage, we also keep paper files on each address as well to account for paperwork such as Architectural plans, etc. that cannot be stored electronically.  Our electronic and paper filing systems ensure the most complete and accurate information management system in the industry for our clients.  More specifics of our system capabilities are outlined below:

• Jenark uses 4GL/relational database technology, the most advanced and flexible technology available today.
• Extensive reporting capability assures directors can quickly review activity that has taken place between board meetings and helps to reduce administrative costs.
  • Reporting available for unlimited past & current periods
• Comprehensive Owner Information database fields
• Complete Architectural Request process management.
• Work Orders
  • Details on any open or completed work order easily accessed
  • Work order details/notes
  • Completed work order details/notes
• Supports Governing Document and Rules enforcement in a customized and integrated fashion.
  • Automated bill back capabilities regarding reimbursement assessments and real time posting of fines to owner accounts once Hearing Result letter has been sent
• Parking and pool pass/key management modules
• Module to provide for tracking of board and committee information, community specific vendors, and for maintaining key community notes, dates, reminders, etc
• Community specific web page integration in real time to CIMS database
• Accounts Receivable Management
  • Includes reporting and automated delinquent letter generation based on  pre-established timeframes
  • Provides ability to track account notes, reminders, payment plans, etc.
  • Owner ledgers showing history of charges and payments
  • Owner credit history showing all collection activities

• Assessment of Collections
  • Automatic lockbox with daily reporting of cash receipts from bank to CIMS
  • Reliable processing of heavy transaction volumes
  • Automated bank withdrawal/ACH
• Tracking of Investments, including reporting
• Inquiries by vendor, invoice, check, entity, G/L account etc for any time period
• Owner coupon production in house to provide for strict controls and timely responses for new owners or those that have lost coupon books

Community Web Site Integration with CIMS ACCESS Database

CIMS also provides the option for clients to set up community specific web sites for a nominal cost to allow homeowners to view not only CIMS Management Company information and/or specific community information but also:

• Account balance & accounts receivable history
• Violation History
• Property address maintenance history
• Ability to submit a maintenance request or community related question online and receive a return e-mail acknowledgement of receipt
• Ability to submit Architectural Change request online
• Ability for owners to make definable file maintenance database changes to management database
• Provides vendors Web access to check payment status