Yardi PHA Suite Brochure

YARDI PHA Suite™

Smarter Solutions for Places that Matter™

Places that Matter

Let Yardi and our smart solutions give you the tools to expertly manage your organization, finances, and assets. The Yardi PHA Suite™ maximizes your community’s housing resources by ensuring the best service for your residents, complete compliance data for your funding sources, and best practices-based workflows for your staff, all in one comprehensive solution.

Places that Matter to You, to Your Community, to Us

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SaaS

Resident Screening, Energy Solutions, Payment Processing

Prop

erty M

anagement, Compliance, Accounting, Operations, Facilities Management

Online Applications, Applicant, Resident, and Landlord Portals

Procurement, Vendor Management, Invoice ProcessingRENTCafé PHA

Procure to Pay

Voyager PHA

Ancillaries

YARDI PHA SuiteHousing Management 2

Waiting List Management 4

Inspections 5

Maintenance and Facilities 6

Inventory Control 7

Compliance and Administrative Management 8

Affordable Housing 10

Financial Management 12

Financial Analytics 14

Electronic Banking/ACH 15

Construction, Job Costing, Grant Management 16

Fixed Assets 17

Reporting 18

Mobile PHA Solutions 20

Optional Smart Additions for Voyager PHA 22

RENTCafé PHA 24

eLearning 26

Procure to Pay 28

Budgeting and Forecasting 30

Energy Solutions 32

Resident Screening 34

Payment Processing 36

YARDI PHA Suite

Business-Wide PlatformThe Yardi PHA Suite replaces disparate software systems with one mobile full-business platform supporting operations, compliance, and finance with a single core database. Once you standardize your operations in Yardi Voyager, you can utilize the entire single solution stack and gain further efficiencies, cost savings, and a competitive advantage.

SMARTERReal Estate Management

YARDI Voyager®

plus the

YARDI PHA Suite™

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Key Benefits

»» Delivers real-time, mobile access

through all major Web browsers

»» Leverages Software as a Service

(SaaS) deployment and benefits

»» Serves as the only complete accounting,

compliance, and agency management

solution supported by a single vendor

»» Offers a full suite of integrated products and

services to create a full business solution

developed and supported by Yardi

»» Streamlines 50058 compliance for Public

Housing and Housing Choice Vouchers

»» Includes powerful reporting tools including

hundreds of standard reports and custom analytics

with drill down to transaction-level data

»» Features integrated Affordable Housing compliance

tools and reports for HUD 50059, Tax Credit,

HOME Funds, and Rural Development Section 515

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Smarter solutions in an online, collaborative

environment. That’s what you get from the industry’s

only single-stack, Web-based, mobile platform with

accounting, property management, compliance,

and analytics in one solution for Public Housing,

Housing Choice Vouchers, and Affordable Housing.

Voyager PHA

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Key Features

»» Rent comparables calculations

»» Daily activity reports and staff calendars

»» Documents, images, voice memos, and

videos uploadable in multiple file types

»» Correspondence management for easy,

documentable resident communications

As we enter our fourth decade, Yardi remains committed to the design, development, and support of real estate investment management and property management software solutions. With our long-term dedication to the PHA industry, we have achieved vast experience and expertise for a variety of subsidized housing programs. Yardi Voyager® PHA leverages this experience to benefit each of your organization’s everyday tasks.

Housing Management

Efficient Unit and Voucher ManagementStreamlined workflows help manage work orders, process purchase orders, and oversee onsite inspections with detailed reporting. Multiple types of waiting lists are available to help track all necessary data for HUD’s income targeting requirements. Custom one-to-many tables are configurable to track every important detail necessary to meet your local property management requirements.

Integrated Case ManagementCustom fields and screens integrate case management records within the Voyager PHA database. Activities such as employment training courses, counseling, and other case management services are recorded in the core system and linked with resident and property management data.

Comprehensive Real-Time ReportingReporting and audit trails provide system-wide insight into every aspect of your organization. Specialized dashboards and analytics display real-time operational, financial, and compliance information for core Voyager PHA processes and ancillary services such as Yardi Resident Screening™ and Yardi Energy Solutions.™

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Gain quick access to case

management, agency

management and reporting

tools via intuitive dashboards.

End-to-End Resident and Landlord ManagementMaintain complete contact history records with your residents and landlords. Voyager PHA enables users to input all contact documentation creating prospect records, housing applications, eligibility approvals, move-out records, and more.

PHA Call Center improves the resident and landlord experience. Call Center staff can quickly and accurately respond to inquiries based on real-time information from your core Voyager PHA database. Integration with Voyager makes this service seamless as custom filters enable timely access to all key information.

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Key Features

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Key Features

»» Configurable waiting lists with

income targeting categories, ranking

processes, point systems, and

lottery systems

»» In-depth waiting list history records

for every applicant

»» Editable contact letters for

applicant data verification

process management

»» Automated merging of client

information and verification data

to produce forms, letters, and

mailing labels

Voyager PHA provides configurable intake processes to ensure that your staff records all applicant information in the core database. The solution supports multiple types of waiting lists and the ability to place applicants on each concurrently. Voyager tracks all necessary data and produces all associated reports for complete compliance with HUD’s income targeting requirements.

Waiting List Management

Waiting list sort order can be configured based on customizable

preferences and targeting criteria. Applicants can apply for

multiple waiting lists without duplicate data entry. Statistical

reports can be run and waiting lists archived.

Key Features

»» HQS inspection records with

customizable HUD 52580 forms

»» Uniform Physical Condition Standards

inspection templates for Real Estate

Assessment Center (REAC) compliance

»» Multiple inspection types

such as move-in, move-out,

and annual inspections

»» Enforces custom rules (e.g., fail

the unit or room inspection if a

critical item does not pass)

»» Photo and voice memo attachments

to supplement inspection findings

»» Cost quotes and work orders created

directly from the inspection screen

»» Generates notification letters

on inspection results and

follow-up scheduling

Schedule and track inspections for all of your portfolios with inspection templates easily customizable to suit your organization’s unique needs. Quickly assign inspections based on user-defined criteria and run detailed reports through comprehensive, auditable inspection records. Yardi Inspection™ tracks all aspects of inspections including the inspector, inspection type, status, due date, completion time, resident information, and processes all data within the core Voyager database.

Inspections

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The system offers a variety of inspection templates. The Inspection

Rating System enables layered subsystems or levels of an

inspection and shows the pass or fail on a particular item.

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Key Features

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Key Features

»» Inventory location history and

movement with drill down to

individual purchase orders

»» Materials check-in and check-

out for maintenance duties;

automatically adjusts inventory

counts and work orders

»» Automatically generates purchase

orders when quantities fall below

a specified reorder level

»» Inventory reconciliation with

quantities keyed by hand or

recorded with a barcode scanner

»» Analytics include reorder amounts,

inventory activity, reconciliation,

inventory locations, and more

Yardi Inventory Control™ with barcode scanning tracks inventory for property managers and maintenance staff. Multiple tracking methods are available, including by individual unit, by lot, or not inventoried. All data is stored in the core Voyager database eliminating redundant data entry to create greater efficiencies for accounting and warehouse staff.

Inventory ControlYardi Maintenance™ provides the tools you need to perform and track daily maintenance for all types of real estate including work order and purchase order processing, expense limits, warranty tracking, and real-time reporting. Streamlined workflows with dashboards, calendars, and alerts make maintenance processes more efficient and ensure exceptional service to your residents. With the optional Yardi Maintenance Mobile™ app, technicians can access, create, and complete work orders from the field.

Maintenance and FacilitiesKey Features

»» Configurable, systematic processes

for work orders from initial

contact through completion

»» Conveniently create payables for

third-party vendors from information

included on the work order

»» Assign and schedule work orders

efficiently via an intuitive dashboard

»» Track work requests, alerts, and

exceptions with built-in analytic tools

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Work Order Dispatch is a comprehensive report that shows all

properties and a description of work to be done. Service Request

Scheduler schedules work orders for service technicians.

The Review Item Type screen enables the user to

use filters to drill down by property, unit type and

actual item. Inventory Control Analytics provides

inventory reports with user-defined filters.

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The Family Information screen

displays detailed information on

the resident and provides drill

down to the resident record.

Key Features

»» PIC compliance data for all major

programs including Public Housing,

Housing Choice Vouchers,

Mod Rehab, and Homeownership

»» HUD-compliant waiting list management

»» HUD 50058 validation against the

TRG (Technical Reference Guide)

»» HUD 50058 financial transactions

including rent charges,

utility reimbursements and

payables to the landlord

»» Highly configurable Moving to Work

parameters to fit local MTW initiatives

»» HQS inspection records with

configurable HUD Form 52580

Agencies are challenged with significant compliance and administrative responsibilities. Voyager provides all of the tools you need to track required data for Public Housing, Housing Choice Vouchers, and the complete spectrum of federal, state, and local subsidized housing sources.

Compliance and Administrative ManagementAdministrative ManagementVoyager helps manage other administrative functions conducive to public housing and housing choice vouchers.

50058 Compliance for Public Housing and Housing Choice VouchersUsing the 50058 form and HUD guidelines, Voyager manages the workflows and provides the tracking mechanism and reports necessary to ensure you are running efficiently and maintaining compliance.

Voyager enables MTCS (Multifamily Tenant Characteristics System)/PIC transmission by using rules from the technical reference guide to perform extensive, automatic pre-submission error checking, greatly reducing 50058 PIC submission errors. Once you receive the transmission results file from PIC, and the results file includes errors, the Voyager MTCS file reconciliation process provides detailed information to resolve errors.

Unit Rent Reasonableness Comparisons

HUD requires public housing agencies to confirm that unit owners charge reasonable rents to housing choice voucher participants. Voyager performs rent-reasonableness comparison workflows to help your agency meet these requirements.

Portability Tracking Portability gives the voucher holder the ability to use voucher assistance outside the jurisdiction of the public housing agency that initially issued the voucher to the family. Voyager manages the workflow for the HUD 52665 Family Portability Information form.

Abatements and Tenant Holds

Circumstances may arise that cause the need to hold housing assistance payments for the resident. You can hold all payment types, or specify payments for housing assistance, utility reimbursements, or FSS escrow credits. Screens can be customized in Voyager to help you manage these processes.

Landlord Garnishments

and Overpayments

Voyager provides the ability to garnish the landlord, whether for a portion of the HAP payment or the entire HAP payment. Other circumstances may have caused you to overpay the landlord. Processing landlord over-payments is easily managed in Voyager.

Tenant Payment Agreements Residents may owe money to your agency. A tenant payment agreement (TPA) enables the resident to pay a debt to the housing authority over a period of time. The TPA process in Voyager reverses actual aged charges and adds new charges according to the payment agreement terms. Multiple payment agreements are allowed for the same resident.

Resident Service ProgramsVoyager helps manage each phase of your resident services programs. Planned interview questionnaires can be used to determine needs and goals, create assessments, generate action plans and report progress on the 50058.

»h FSS - Family Self Sufficiency»h WtW - Welfare-to-Work»h EID - Earned Income Disallowance »h Community Service

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Affordable Housing

Voyager provides links

to HUD Handbook

4350.3 and the MAT

users guide within the

user workflow, allowing

users to verify HUD

rules and regulations.

Yardi Voyager® Affordable Housing combines property management, program compliance, and accounting in one online platform with complete mobile access and intuitive browser-based navigation. The system includes everyday workflows for compliance with all major federal and state funding sources and can be configured to track compliance data for many local housing policies and programs. Streamlined processes reduce training time and increase productivity, while powerful reporting tools deliver complete transparency with drilldown to all underlying data.

Manage HOME Units»h Qualification of HOME households with one or multiple subsidies

»h Household qualifying based on total or adjusted income as required

»h Fixed and floating HOME units

»h Rent limit history

»h Automatic enforcement of HOME available unit rule

»h State-specific tenant income certifications

»h HOME unit mapping

»h Automatic maximum rent override when combined with project-based subsidies

Support Rural Development Properties

»h Automated RD 3560-8 Tenant Certification Form and RD 3560-29 Notice of Payment Due Report

»h Compatible with USDA chart of accounts

»h Basic rent and overage tracking

»h MINC interface

»h General-ledger driven 3560-7 budget worksheet

»h General-ledger driven 3560-10 balance sheet worksheet

»h Easy rental assistance assignment

Support HUD 50059 Units

»h Multiple subsidy types and contracts per property

»h Gross rent change and automatic updates to later certifications

»h Automated utility reimbursement payments

»h Centralized TRACS processing of tenant and voucher files

»h Automated iMAX interface

»h One-step receipt processing of HAP voucher payments

»h Printing of required compliance documents including 50059s, vouchers, model leases, 9887s, and more

»h Customizable reports, forms, letters, and leases

»h Flexible waiting lists

»h Complete certification history

»h Rent, HAP, and utility reimbursements

»h Supports debit cards for utility reimbursement payments

Manage Tax Credit Properties

»h Separate income and rent restrictions

»h Automatic enforcement of the Available Unit Rule and Unit Vacancy Rule

»h Set-aside layering at project and building levels

»h Project mapping for fixed or floating set-asides

»h Flexible recertification scheduling for tenant income certifications

»h State-specific tenant income certifications

»h State-specific unit event reporting

»h One-step receipt processing of tenant-based voucher payments

»h Complete certification history

»h Automatic upload of tax credit data to state sites where applicable

»h Tax credit recertification waivers

»h Tax credit compliance monitor helps you predict impact of changes before they happen

The Affordable NAUR Toolbox gives users a quick overview

of their tax credit property’s compliance.

Key Features

»» Software as a Service deployment

for a secure and reliable

operating environment

»» Fully integrated accounts receivable,

accounts payable, and general

ledger with real-time reporting

»» Single data entry and concurrent

qualifying for multiple layers of subsidy

»» Online integration of iMAX,

TRACS, and MINC

»» Easy to understand resident ledgers

and HAP ledgers with drill-down

to every transaction

»» Customizable notices and

verification letters

Key Features


Key Features

»» Unlimited number of financial

entities with varying fiscal years

»» HUD/FDS reporting

»» Recurring journal entries with

formula-based calculations

»» Analytic/audit dashboards for

reviewing receivable, payable,

and job cost transactional data

»» Simultaneous cash and

accrual basis accounting

»» Streamlines the payables process

by converting paper invoices

into electronic transactions

»» Comprehensive budgeting tools

»» Automated bank reconciliation

»» Check writing capability

with your paper stock

»» Efficient resident utility allowance

reimbursement payments

General LedgerThe powerful general ledger allows your agency to use a single chart of account with configurable accounting segments. The system offers standard cash and accrual books with the ability to create multiple configurable books. Users can drill down to base transactions from high level reports.

»h Distribute expenses from a source property/entity to multiple target properties/entities based on predefined allocation percentages

»h Create consolidated journal entries and apply them automatically to multiple individual entities based on percentages or statistical data

Voyager PHA is a complete accounting system designed to meet all applicable GAAP and IFRS requirements. The full-featured general ledger makes financial management processes efficient and responsive to unique organizational policies and procedures. Voyager PHA meets all HUD-mandated financial management requirements, including oversight of asset management project (AMP) reporting.

Financial Management

Accounts ReceivableVoyager provides comprehensive accounts receivable functionality including resident invoicing, automatic or manual payment receipting, creation of letters and statements, and back rent calculation based on different calculation types. Accounts receivable functionality is fully integrated with the general ledger, cash receipting, and accounts payable in Voyager for real-time data entry with batch and quick receipts, unlimited recurring charges, and late fee management with grace periods. Furthermore, Voyager manages complex rent rolls, including overages and turnover rents, and tracks multiple checking accounts.

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Accounts PayableVoyager streamlines the payables process and reduces costs by converting paper invoices into efficient electronic transactions virtually eliminating paper and mailing costs. Automated workflows create additional efficiencies as invoices are routed through the approval process through vendor payment. Voyager can generate both one-time and recurring invoices. The system can produce customizable rent statements and reconciliation letters to residents as well as generate statements in bulk for printing or sending automatically by email.

The Invoice Register Dashboard shows the status of all invoices, eliminates

paper processing requirements, and helps avoid bottlenecks with vendors. Data

presented on the dashboard includes drilldown to vendors and payment status.

Role-based dashboards display tasks that need

to be completed on a daily basis. Dashboard

reporting gives a complete record of financial

transactions with drill-down capabilities.

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Key Features

»» Automatically link multiple

payors with a resident

»» Improve collections by converting

batch receipts into EFT/ACH files for

processing by a clearinghouse service

»» Improve bank reconciliation process

and avoid check fraud with reverse-

positive pay and positive pay

»» Generate custom resident statements,

coupons, and lock-box processing

Key Features

»» Run all financial reports from a

single screen with the financial

analytics dashboard

»» Drill down to the transaction

detail from any financial report

for unparalleled transparency

»» Export any financial report

to Excel or PDF format

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Yardi Electronic Banking™ enables automated cash receipt and check clearing functions. In addition to special options for creating customized resident statements and coupons, it offers the sophisticated cash management controls needed in today’s world of fast-paced electronic commerce. This valuable tool provides user confidence and control in property management operations with the same easy-to-use layout as your other Yardi products.

Electronic Banking/ACHFinancial analytics provide access to all financial data and key performance indicators enabling unprecedented access for PHAs to review income, cash flow, balance sheet, budget comparison, trial balance, 12-month activity, quarterly activity, annualized reports, and more. Voyager offers standard financial analytic reports with runtime filters based on user-defined, multi-tiered hierarchies. These can be displayed reports on screen, exported to Microsoft® Excel® or Adobe® PDF format, or saved as dashboard content. Reports include drill-down links to underlying transaction screens and reports.

Account TreesVoyager account tree functionality allows you to create endless variations of standard or custom reports quickly and easily. This eliminates the need for multiple charts of accounts. Custom account trees can accommodate your agency’s unique organizational reporting requirements. A custom account tree is a virtual collection of headings, accounts, and totals mapped to your chart of accounts.

Financial Analytics

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The report on the left represents a

standard Voyager Income Statement;

below is a comparable modified report

of the same financial data in summary

format using an account tree.

Voyager automates the

check scanning process

saving valuable time.

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Key Features

»» Automated tracking, updates,

and charge creation

»» Automatic over-budget checking

»» Drill-down report access to

underlying transactions for

job cost summary data

»» Subcontract links to jobs and

user-definable subcategories

»» Ability to select vendors used

exclusively for job costing

»» Improved labor productivity and

elimination of manual processes

Key Features

»» Journal entries for fixed asset

depreciation

»» Integrates purchase order and

work order functionality to

automatically generate an asset

with a unique tracking number

»» Leverages user-defined status options

to reserve, schedule for move, move,

receive, or assign an asset to any

number of intermediate stages

»» Tracks asset locations, such as in

service, in storage, on a

truck, or one of multiple user-

definable inventory locations

»» Enables users to build assets from a

collection of journal entries and payables

»» Calculates depreciation in a variety of

ways, including placing on hold and

performing catch-up depreciation

»» Warranty tracking with

supporting documentation

Depreciation schedules and warranty tracking in Yardi Fixed Assets™ provide total physical and financial control over the acquisition, tracking, and disposition of your fixed assets. Yardi Fixed Assets is built into the core Voyager solution enabling real-time analytics and financial management.

Fixed Assets

Yardi Construction Management™ is a full-service job costing and receivables solution designed to efficiently manage all types of development through all phases of construction. You can easily track job budgets, budget revisions, job bids, expenses, receipts, draws on construction loans, subcontracts, and maximize construction activities for all your development projects.

Construction, Job Costing, Grant Management

The Fixed Assets

Dashboard provides

an overview of asset

tracking from purchase

order to final disposition.

A further breakdown

of assets can be found

on the Fixed Asset

Analytics screen.


Provides unlimited database for all job cost records.

Powerful job costing tools enable users to generate detailed reports with greater accuracy and efficiency.


Key Features

»» Custom, powerful analytics, graphs,

and charts through SQL Server

Reporting Services (SSRS)

»» SQL scripting suited to large data

volumes; results can be created in

PDF format and saved in a logical

matter for ease of review

»» Comma-Separated Value (CSV)

data extracts for use with Excel

Voyager ships with more than 600 standard reports preconfigured for Public Housing Authorities as well as analytic tools that enable you to develop custom reports. The system also supports a combination of internal and third-party reporting packages.

Reporting

PHA Specific ReportsHUD requires specific reports from agencies to continue receiving subsidy. Voyager offers dynamic, real-time reporting that you can produce from live data.

FDS - Financial Data Schedule

At the end of the year, HUD requires public housing agencies to submit financial statements on all programs and business activities.

PHAS - Public Housing Assessment HUD measures the effectiveness of public housing agencies on physical and financial condition, management operations, and capital funds.

VMS - Voucher Management System HUD monitors and manages an agency's use of vouchers on a monthly basis. VMS reporting helps HUD to fund, obligate, and disburse in a timely manner based on actual public housing agency use of vouchers and funds.

SEMAP - Section 8 Management Assessment Program For agencies managing HCV residents, HUD requires you to annually submit a SEMAP certification. HUD uses this information to measure your agency's performance in fourteen key areas.

A sample transaction recap report showing different types of payables and

charges created in summary batch through the monthly posting process.

Voyager AnalyticsCreate flexible, on-screen reports and key performance indicators filtered by data attributes instantly in Voyager. Authorized users can run analytics, display them on screen, and export to Microsoft® Excel® or Adobe® PDF. Runtime data filters are available at most entity levels in the system including property, resident, financial, job, budget, and audit.

SSRS ReportingCreate presentation-quality reports with built-in Microsoft® SQL Server Reporting Services (SSRS) tools. SSRS is an industry-standard interface for creating ad hoc reports with visual components in Microsoft® Word™, Excel, PDF, and other formats. Once developed, SSRS reports can be saved and made accessible to authorized users on multiple types of devices, including desktop computers and tablets.

Spreadsheet ReportingGenerate custom financial reports in Excel using Voyager database tokens, with rich content such as graphs and pivot tables. At runtime, property management and financial data passes directly from the database to Excel for processing.

YARDI Spreadsheet LinkManipulate, calculate, and graph data exported from the Voyager database directly to Excel for custom financial reporting.


Key Features

»» 24/7 access from your mobile device

»» Mobile access to approve invoices

and purchase orders any time

»» Mobile scheduling, management

and tracking of maintenance

and inspection tasks

»» Instant wireless assignment of tasks to

technicians and inspectors in the field

»» Intuitive dashboards, calendars,

and alerts

Yardi offers various mobile solutions so you can provide resident services, complete operational tasks and approvals, and access your Voyager dashboards for real-time property management and accounting information from your mobile device. Mobile PHA solutions are optimized for iPhone® and iPad,® and Android® smartphones and tablets.

Mobile PHA Solutions

Yardi Maintenance™ Mobile & Yardi Maintenance Manager™ MobileMaintenance Mobile allows maintenance techs to access assigned work orders from the field — with the ability to add labor and inventory to work orders, record time and enter notes, complete work orders in real time, and create new work orders. With Maintenance Manager Mobile, maintenance managers can easily track technicians, assign work orders and manage their maintenance tasks from an Android™ tablet or iPad.®

Yardi PAYscan™ MobilePAYscan Mobile allows managers to search, view, and approve purchase orders and invoice registers right from their mobile device. Approving managers can search for assigned purchase orders by PO number, vendor, or expense type, and efficiently review purchase orders and move them through the Voyager payable workflow for timely approval and payment.

Yardi Inspection™ MobileInspection Mobile enables PHA staff to access and enter inspection data from a smartphone or tablet. Assigned inspections appear on an inspector's device instantly, and completed results automatically update in Voyager. Inspection Mobile can operate in areas without a cellular or wireless connection and synchronize data once the connection is reestablished.


Extend the Yardi Voyager® PHA platform with value-

added services built seamlessly into the central

operating database. The Yardi PHA Suite delivers all

of the benefits of a single-stack software solution

including simplified contracting, implementation,

and hosting with a sole-source vendor.

Optional Smart Additions for Voyager PHA

Key Benefits

»» Increases productivity and accuracy

with a single-stack solution

»» Provides real-time data to all Public Housing

Authority departments and operations

»» Reduces cost and increases return on

investment with a sole-source vendor

»» Streamlines software support coordinated

with one vendor across the entire solution

Smart Additions

»» RENTCafé PHA

»» eLearning

»» Procure to Pay

»» Budgeting and Forecasting

»» Energy Solutions

»» Resident Screening

»» Payment Processing

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Key Features

»» Compliance tracking for

HUD 50058 programs

»» Online applications for multiple public

housing waiting lists, integrated

seamlessly with Yardi Voyager

»» Self-service access available

24/7/365, reducing applicant,

resident and landlord phone calls

»» Resident portals with online payments,

maintenance requests, annual rent

reviews, and recertifications

»» Landlord/owner login access for

HCV to reduce time-consuming

phone calls regarding payments

and other account information

»» Customizable content including

Web page layout, hyperlinks,

pictures, and more

Public housing agencies can simplify and expedite housing applications with RENTCafé PHA – an online eligibility and compliance portal that replaces paper forms and applications. RENTCafé PHA also includes new features and conveniences expected in modern housing program management such as online payments, maintenance requests, newsletters, and more. Streamline your applicant, resident, and landlord communications with Web-based technology built into the industry-leading Yardi Voyager® PHA platform.

RENTCafé® PHA™

Online ApplicationsReplace paper-based applications with Web-based workflows configurable to meet your public housing agency’s requirements. Built-in system checks ensure applicants do not skip any required steps in the process, meaning staff will spend less time following up on incomplete applications and applicants can be more quickly screened for eligibility.

Paperless DocumentationProspects can easily upload all required application documents securely to your RENTCafé PHA portal without the hassle of mailing or dropping off paperwork. Electronic applications also eliminate costly and potentially unsecured storage of physical files.

Securely ConnectedWhether users are accessing RENTCafé PHA at a kiosk in your office or from their home on a PC or mobile device, their personal information is always protected. The system includes comprehensive security features including 128-bit encryption of all data transmittals.

Integrated SolutionsIntegration between RENTCafé PHA and Yardi Voyager PHA eliminates the need to rekey client information once an applicant becomes a resident as data flows seamlessly to Voyager.

Convenient Applicant and Resident AccessRENTCafé PHA provides prospects with access to review their application status and make updates as necessary. Current residents can use the system to update household information, enter work orders, view account information, make online payments for multiple types of charges, and complete annual recertifications.

Online Landlord and Owner AccessWith RENTCafé PHA, landlords and owners can quickly update owner profile information, view ledgers, get caseworker information, review scheduled and completed inspections, set up direct payments, download online PHA forms and documents, and more.

Users can submit complete applications

faster with step-by-step online workflows.

Online payments and maintenance

requests bring modern

conveniences to your residents.

Integration with Yardi Voyager PHA

reduces data entry for your staff.

Landlords have online access

to forms, so reporting is faster,

easier, and more accurate.


Key Features

»» Extensive catalog of Yardi courses

developed and maintained

by product experts

»» Intuitive authoring tools to make

real-time changes to online courses

and quickly roll out new courses

»» Interactive simulations created by clients

without the need for additional software

»» Blended learning system that centralizes

self-paced online courses, live training

events, and organizational resources

»» Reporting tools to track group-level

and individual student progress

with detailed drilldown reports

»» Multimedia format allows for a

variety of content including HTML,

documents, images, and videos

»» Accessible through all mobile

devices and web browsers

»» Training and consultation from

experienced Yardi instructional designers

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Course pages accommodate

for different learning styles

and enable students to learn

at their own pace with friendly

instructions, clear procedures,

auto-play audio, short videos,

and software tutorials.

Increase employee satisfaction and improve performance with an on-demand training environment that connects employees with one another through a variety of communication tools, collaboration opportunities, and training event management, all in a mobile-friendly solution. Take advantage of Yardi’s self-paced courses and develop your own to design a multi-faceted education program that makes sense for your organization. Design and deploy role-specific learning plans accessed via a centralized training resource center. This dynamic learning solution helps you maximize ROI from your software investment with an extensive course library, assessment tools, certifications, post-training follow-ups, and re-training activities.

Maximized TrainingYardi provides and maintains an extensive catalog of customizable courses covering Yardi products and various industry topics. You can easily incorporate your current curriculum and take it to the next level with built-in tools for creating interactive experiences. Take advantage of easy-to-use authoring tools that enable trainers to quickly create engaging courses and simulations that increase retention and satisfy all learning styles. Solidify understanding using immersive, hands-on practice in an integrated Yardi database, personalized coaching tools, and a variety of assessment types. Encourage learning with online class discussions, achievements, and the opportunity to self-enroll in new training opportunities.

Effective LearningYardi eLearning™ provides a fully-branded training platform that you can configure to meet your training initiatives. Educate the right people at the right time by creating role-specific learning plans to easily organize and automate deployment of your content. Manage classroom and web-based training sessions, track attendance, and follow up with automated assessment options. Empower trainers and supervisors at all levels by creating custom administrative roles, providing direct access to functions and reports as needed. Reduce the amount of time spent on administrative tasks by employing automated notifications. Monitor programs via analytics tools that allow you to drill down to granular details.

YARDI eLearning™

The student dashboard

allows learners to view

assigned courses, tracks,

and events, along with

their achievements. They

can also browse catalogs

and request to take

additional classes or access

resources customized

by your company.

Learners can browse the

catalog and register for

tracks and courses using

customizable category filters

and course suggestions.

Comprehensive ReportingAdministrators can run a variety of reports to view high-level details, including time spent learning by individual or group with drilldown to test results, assignment submissions, class discussions, and more.

Sample reports include, but are not limited to:

»h Top 20 completed courses, popular events, and active (or inactive) students»h Learners who have completed required training and date of completion»h Employees who are past due on courses and tracks»h RSVP and attendance statistics by event»h Roster and course lists


YARDI Procure to Pay™

Save money, save time, and be able to focus on your clients. Yardi Procure to Pay is our centralized procure to pay platform including automated procurement with Yardi Marketplace,™ comprehensive vendor management via VENDORCafé,® and electronic invoice processing with Yardi PAYscan.™ Paperless Processing

PAYscan, part of Yardi Procure to Pay, virtually eliminates copying, mailing, and storing paper, and minimizes ‘touch points’ that can lead to lost invoices and data entry errors. Electronic invoices are automatically imported directly into Yardi Voyager,® with an online approval workflow that reduces cost per invoice and improves productivity. Timely payments are enabled by EFT or check. Electronic vendor invoices automatically map to, and compare against, user-generated purchase orders. Lines are compared against price, SKU, and quantity to ensure the ultimate payable correctly maps to the purchase order (sale of record).

Spend ManagementProcure to Pay centralizes procurement and provides portfolio-wide spend management. Online catalogs are defined by you and represent existing vendor relationships, down to the property level. Your ability to approve and leverage negotiated pricing across your portfolio and perform real-time budget checks maximizes spending control.

Online Shopping CartYardi Marketplace, your single point for supplier management, features up-to-date online catalogs that deliver the best available discounts on a variety of products. Pre-negotiated rates and online shopping enable hassle-free procurement of all of your maintenance, repair, and operating supplies. Easily access favorite product lists and add items to your custom shopping cart so that purchase orders are automatically populated with your full accounting detail.

Vendor ManagementVENDORCafé centralizes product and service vendor information in a single system of record, with a 360º view of all your vendors and property associations. Define your onboarding process to ensure only approved vendors are added to your accounting system, and proactively assess vendor risk across your portfolio. Optimize vendor communication with the VENDORCafé web-based portal available to Yardi-registered and client-approved vendors. Vendors can upload insurance certificates, receive expiration alerts, view their ledgers, upload invoices, and monitor invoice approvals.

Easy access and review of critical documents to assess risk.

Procure to Pay

users have access

to thousands of

maintenance, repair,

and operating supplies

from national vendors

such as Staples,®

Kimberly-Clark,® Grainger,®

Georgia-Pacific,® and

The Home Depot.®

Yardi PAYscan Mobile allows managers to search, view, and approve

purchase orders and invoice registers right from their mobile device.

Key Features

»» Comprehensive online catalog with over

one million products including sustainable

product options

»» In-store purchase programs with partners

such as The Home Depot and Grainger

»» Customizable workflows, flexible

payment options, and detailed spend

analytics with transactional detail

»» Complete vendor profile management for

easy contact, document, insurance, and

payment information updates

»» Automated vendor invoice and payment

processing workflows

»» Seamless invoice processing with online

approvals for timely payments via EFT

or check

»» Systematic matching of electronic

purchase orders to invoices

»» GL account balance insight during entire

AP process

»» Comprehensive reporting and analytics

from purchase order to invoice to

payment


Yardi Budgeting and Forecasting helps you increase the accuracy and efficiency of portfolio budget projections by supporting detailed analyses and comparisons of future income and expenses for your properties. It streamlines budget preparation and provides unmatched flexibility by letting you create custom models and formulas to base budget forecasts on specific criteria.

YARDI Budgeting and Forecasting™

Powerful budgeting and forecasting

tools enable users to generate

detailed budget projections with

greater accuracy and efficiency.

Key Features

»» Unlimited budget revisions with ability

to copy and combine budgets

»» Collaborative budget operations

»» Advanced security features

»» Exports budget data to Microsoft® Excel®

»» Documents comments, variances,

and action items using budget

details and narratives

»» Uses advanced variance analysis

to identify amounts that exceed

specified budgeting thresholds

»» Enables zero- and task-based budgeting

»» Generates a wide variety of budget-

to-actual comparative reports

»» Controls general ledger account

access to budget worksheets

»» Advanced budget security locks

worksheets and hides accounts

from unauthorized users

Configurable ProjectionsBudgeting and Forecasting enables you to apply custom formulas, budget assumptions, and other

program variables to create and run advanced models for financial forecasts and projections.

Accurate ProjectionsUsing advanced budget worksheets, you can analyze and compare many different budget assumptions and scenarios. Budgeting and Forecasting includes special functionality to project future revenue from rent increases, recoveries, and lease rollover assumptions. In addition, you can apply custom adjustment factors such as rent escalations to your forecasts for multiple projection scenarios. Budgeting and Forecasting simplifies the process by enabling you to import budget amounts from general ledger accounts or existing budgets, and clarify budget amounts and variances with a narrative and detail reporting system.

30 | Yardi

Key Features


Yardi Energy Solutions is built into Yardi Voyager® to automate utility billing and optimize energy management, backed by service teams and a dedicated regulatory staff. Real-time consumption data and costs are consolidated in your Voyager database. Convergent bills are auto-generated and sent to residents via email or mail. Smart analytics enable control of utility payables by monitoring consumption, identifying leaks, notifying responsible parties, detecting invoice errors, and recovering overage charges.

Centralize BillingSubmeter data is transmitted daily and analyzed, and costs are automatically allocated to residents. Along with accurate allocations, our solution provides direct resident billing and online payment options that increase your operational efficiency, while maximizing cash flow.

Improve CollectionsMonthly statements can be created that combine resident utility charges with rent due. Studies show that collection of utility costs increases by approximately 20% with convergent billing. And when a resident moves out, final utility bills are automatically tied into your deposit accounting workflow to ensure collection of any outstanding charges. Vacant unit cost recovery provides timely utility transfers when a resident moves in.

Gain ControlOur solution gives you complete control of utility payables. Analytical reports show average cost and consumption, monthly allocations, and recovery information. Automated daily meter reads provide real-time consumption alerts, with daily monitoring of vacant units to prevent energy waste and theft. Utility invoices can be efficiently processed electronically with an online approval workflow, ensuring timely EFT payments.

The entire process of meter reading, allocation, billing, and

payment is completed within the single Voyager database.

With Orion Business

Intelligence, utility expense

and recapture data from

Voyager is automatically

reported in a dashboard.

YARDI Energy Solutions® Key Features

»» Convergent billing tied into your

Voyager move-out workflow

»» Automated meter readings, submeter

data analysis, and billing allocation

»» Daily cost and consumption analysis,

with monthly reconciliation

»» Analytics using automated daily meter

reads that identify leaks and variances

»» 24/7 live call center to support residents

»» Customer service call details (and

recordings by request) logged in

Voyager for quality control

»» Electronic invoice processing with

vacant unit cost recovery, rate and tariff

analysis, and benchmark reporting

»» Submeter installation and

maintenance services to preserve

the efficiency of your system

Utility consumption reports

compare utility usage

between submeters

or master meters over

a specific period.

Maximize InsightAdd Yardi Orion™ Business Intelligence and get an instant 360-degree view into your business. Orion combines

operational and financial data from Voyager and energy data from Energy Solutions to provide you with utility and

energy management dashboards featuring comprehensive data for unique insight. You’ll gain valuable information

that you can act on to drive improved portfolio performance.


Yardi Resident Screening is a proven online resident screening system that delivers comprehensive reports so agencies can make smart rental decisions and minimize risk. You get credit reports from the three major bureaus, plus terrorist, drug trafficker, sex offender, and Social Security fraud screening, rental payment history records, and eviction and landlord/tenant civil court records. Using the most reliable data available, our solution eliminates guesswork and provides automated recommendations tailored for your properties to help you select quality residents.

Confident ScreeningOur solution delivers a reliable screening process to provide your agency staff with clear, consistent direction that supports your organization's rules. Screening workflow automation provides built-in control and cost savings, and enables your staff to work more efficiently. Decision criteria are tailored for each property in your portfolio so applicants will always be screened uniformly and according to your objectives.

Strategic AdvantageThe screening and reporting tools included with the system enable Public Housing Authorities to minimize risk and maximize revenue while maintaining compliant, safe, and economically viable communities. Resident Screening provides a strategic advantage with management reports and analytics that shed light on your applicant traffic and performance. Experienced consultants are available to further assist in fine-tuning decision criteria to meet your goals.

YARDI Resident Screening™ Key Features

»» Integrated with the entire

Voyager leasing cycle, including

generation of lease documents

»» Screening and operational

data are combined for smarter

organizational decisions

»» Customizable rules automate consistent

rental decisions and improve compliance

»» Strategic analytics and executive

reports provide insight into portfolio-

wide traffic and screening activity

»» Integration with Experian RentBureau

incorporates rental payment history

»» Business profile reports available

as an additional service

Analyze

community

and portfolio

screening data

on the Resident

Screening

Exec portfolio

dashboard.

Incorporate rental

payment history into

your screening decisions

by combining Experian

RentBureau data with

Yardi Resident Screening.

Property management

companies and

electronic rental payment

processors automatically

report payment data to

Experian RentBureau

every 24 hours.

Oversee applicant

traffic and property

performance in a

single snapshot

with the Resident

Screening

Exec reporting

dashboard.

Automate

recommendations

based on your

criteria and help

staff work more

efficiently.

Access the Executive

Dashboard and applicant

reports on your smartphone.


YARDI Payment Processing™

Yardi Payment Processing includes three payment processing options for PHAs. Yardi Online Payments™, Walk-in Payment System (WIPS™), and Yardi CHECKscan™ are payment processing solutions integrated with Yardi Voyager® to streamline rent collection, cut operational costs, and reduce processing errors. Your residents can conveniently pay rent online, or at participating retailers, and your staff can quickly bulk scan and digitize rent payments made with checks and money orders.

Key Features

»» Electronic deposits for rapid

availability of funds

»» 24/7 resident access to view ledgers

and make online payments

»» Debit and credit card and ACH

payments with recurring ACH option

»» Walk-in payment service enables cash

payments at participating retail locations

»» Voyager auto-matches charges and

applies payment priority rules

»» Permanent check image storage in

Voyager for scanned payments

»» Online review workflow with color-

coded transactions for easy resolution

»» No data transfer or synchronization needed

Online PaymentsOnline Payments provides paperless self-service rent payments for your residents, with a recurring payment option. Residents can log in at any time, view their account balances, and pay rent directly from a bank account (ACH payment) or with a debit or credit card. Online payments are entered directly into Voyager, with automatic deposits and easy bank reconciliation. ACH payments are sent to your bank via EFT the next day; debit and credit card payments are processed within 2-4 days.

Walk-in Payments Our Walk-in Payment System (WIPS™) allows residents to pay rent in cash at participating retail locations. Residents enjoy the ease of a one-stop experience. Property management companies gain efficiencies and reduce money order issues. This service can be easily added to your existing Yardi cash management system. Electronic payment confirmations available in Voyager next day; funds made available within three business days.

Check ScanningCHECKscan eliminates trips to the bank, lost checks, and manual keying errors, and also reduces NSF risk. Simply bulk scan batches of personal, corporate, bill pay, and cashier’s checks and money orders, and greatly reduce processing time. CHECKscan creates receipt batches in Voyager for all items and permanently stores the image files — so you don’t need to make copies. Payments are transferred electronically to your financial institution the next day, optimizing your cash flow.

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36 | Yardi

Scan Checks in Bulk

Review and Approve Payments in Voyager

Improve Cash Flow with Next-day Funds Availability

© 2015 Yardi Systems, Inc. All rights reserved. All other trademarks are the property of their respective owners.

Yardi Systems, Inc. 430 South Fairview Avenue, Santa Barbara, California 93117phone: +1 800 866 1144 | email: [email protected] | www.yardi.com

Leading Business-Wide Real Estate Management Software and ServicesAt Yardi our mission is to provide our clients with superior products and outstanding customer service, while we take care of our employees and the communities where we work and live. With that commitment, Yardi leads the industry in providing full business software solutions for real estate investment management, property management, financial accounting, asset management, and ancillary services.

Organizations like yours have been using our proven and mature software with confidence for decades.

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