Home > The System > Features > New Features and Updates > PRA Update - 4/15/2013 - Version 5.01.75

PRA Update - 4/15/2013 - Version 5.01.75

There have been many requests for general setting defaults, features and reports with additional sorts to be included in the system. Some of these would be of interest to all and some would not. Please see the following:

Property Defaults:

We have designed general setting defaults and features to be selectable by the user by adding Property Defaults to the system as follows:

Global Parameters>Property Defaults – is a new screen in Global Parameters with the following selections for defaults and features:

General>Default Font – by selecting the desired font, this font will be the default for New/Edit/Delete Reserve Item-Item Notes and Report Writer- New Templates. Existing Item Notes and Templates will not be affected by the Default Font selection, this will only engage on new Item Notes and Templates going forwards.

General>Set Image Width – this will set the default for the width of images when they are imported and inserted into New/Edit/Delete Reserve Item-Item Notes and Report Writer-New Templates.

Item Parameter>Freight and Installation – this adds Freight and Install fields to the New/Edit/Delete Reserve Item screens. By entering a percentage, the Basis Cost is multiplied by the percentage and then added to the Basis Cost. This allows for adjusting the Basis Cost by reserve item by property, i.e. a refrigerator costing $1,200 with a 10% freight and install compared to another location with a 25% freight and install.

Item Parameter>Salvage Value – this adds a Salvage Value field to the New/Edit/Delete Reserve Item screens. By entering the amount the reserve item being replaced could be sold for will cause it to be deducted from the then current replacement cost.

Item Parameter>Location/Condition – these are fields that can be added for only the New/Edit/Delete Reserve Item Common Area screen. The Location field will allow for a sort selection when producing Item Parameter reports. The Condition field allows for the selection of the current Condition of the reserve item. Either enter a condition, or when in the Condition field <click> the space bar and the following selections will appear: New, Fair, Poor, Excellent, Good and Replace Now.

Item Parameter>Use Subcategory – in addition to the previous Description/Category, there is now a related Subcategory field that can be added to the New/Edit/Delete Reserve Item screen for common area and unit reserve items. If using Subcategory, this field/column is added to the Work Area>View-Reserve Items screen. There are new existing sorts (and additional sorts coming) which are available for the Item Parameter and Expenditure reports. 

Item Parameter>Use Subcategory 2 – in addition to the previous Description/Category and new Subcategory (above), there is now a related Subcategory 2 field that can be added to the New/Edit/Delete Reserve Item screen for common area and unit reserve items. If using Subcategory 2, this field/column is also add to the Work Area>View-Reserve Items screen. There are new existing sorts (and additional sorts coming) which are available for Item Parameter and Expenditure reports. Note: if selecting Subcategory 2, Subcategory will be automatically selected. 

Subcategory and Subcategory 2:

Subcategory and Subcategory 2 have been added to the system for additional options for grouping and sorting of reserve items as follows: 

Master System>View-Reserve Items, New/Edit Reserve Item screen, Import Reserve Items (Master List)

New Clone Feature:

Master System>View-Properties>Edit Property – has a Clone New feature. This will allow the cloning/adding a new property by saving an existing property and giving it a new name. This can speed up data entery/processing for new properties from existing properties.

Manual Updates:

We have added a Manual Update [button] to the system to eliminate searching for the original download/install link for re-installing the system to receive the latest updates as follows:

Desktop>System>License Information – a Manual Update button has been added for easy updating of the system real time. <click> the Manual Update [button] to start the process. The PRA-License Update screen will appear. <click> the Continue [button].  Once <clicked> a blue bar will move from left to right, if not, use the following link to update the system:

http://www.advancedworldconcepts.net/version/setup.exe

Once the bar has finished moving from left to right, <click> Accept and then OK. Then follow the instructions. This link can also be used for downloading/installing on additional computers.

Reserve Data Importing:

The Master List import has been updated as follows:

Desktop>Master List>Import Reserve Items>Create Blank Workbook – this will generate an Excel workbook with the following fields:

  • Description
  • Category
  • Subcategory
  • Subcategory2
  • Estimated Useful Life
  • Basis (measurement)
  • Basis Cost
  • Notes (generic notes to be edited by property)

Once this data is entered and saved (note where you saved it), in the Import Reserve Items screen <click> Import File and the Windows screen will appear for selecting the saved file. Save the file and the data will appear in the Import Reserve Items screen and then <click> Save in the Update menu. The imported data will now appear in the View-Reserve Items screen and is now available for any additional editing.

Work Area>New Reserve Item>Import Reserve Items>Create Blank Workbook – the following fields now exist in the Excel Blank Workbooks (Service Date, Replace Date and Replace Years) have been updated with additional fields. The list of all fields is as follows:

  • Item Name (max 50 characters)
  • Category (max 40 characters)
  • Subcategory (max 40 characters)
  • Subcategory 2 (max 40 characters)
  • Estimated Useful Life
  • Basis (measurement)
  • Basis Cost
  • Method (enter “F” for fixed, “L” for logistic, “O” for one time tracking)
  • Quantity
  • Service Date, Replace Date or Replace Years
  • Description 2
  • Location (report sortable field)
  • Condition
  • Note (generic notes to be editing by property)

Once this data is entered and saved (note where you saved it), in the Import Reserve Items screen <click> Import File and the Windows screen will appear for selecting the saved file. Save the file and the data will appear in the Import Reserve Items screen and <click> Save in the Update menu. The imported data will now appear in the View-Reserve Items screen and is now available for any additional editing.

Read-Only Access:

Read-Only Access can be given to desired users where they can access the Work Area and change data, run “what if” scenarios, view reports and currently print reports. We are working on option that would give the ability to turn on and off printing. Issuing Read-Only Access is done as follows:

Desktop>Manager>Master System>View-Properties <click> the Edit [button] and the Edit Property screen will appear. Enter a four digit Property Number to be unique for that property, <click> the Generate Key [button] and the Client System Key will be produced in the box. Next <click> the View [button] and the License/Key box will appear. This has the License to be used with the key to be entered. And last <click> the Client System Enabled box. This turns the access on and off. A new Client System Key can be generated anytime by <clicking> the Generate Key [button] again. Note that when a new Key is generated, the old key will no longer work.

Reserve Item Update:

We have added new sorts to the Reserve Item Update screens as follows:

Reserve Item Update>Common Area-Logistic, Unit-Logistic and Expanded – Service Date and Replace Date columns now can be sorted by <clicking> the column header. This allows for viewing and updating similar reserve items scheduled at the same time.

Service Date after the Analysis Date - Forecast Mode:

When the system’s Analysis Format is in the Analysis mode, it will omit phases (buildings or floors) and reserve items whose Service Dates are after the Analysis Date. These future reserve item expenditures will not be presented in the Expenditure reports. Also, in the Work Area>Analysis Information>Financial display (top of the of Work Area screen), these future Service Date reserve items will not be included in the Current Costs as of the Analysis Date. These will also not be included in the Allocation reports Current Costs as of the Analysis Date.

For these future Service Date reserve items to be included in the areas above, the system must be in the Analysis Format: Forecast mode. The Analysis Format mode can be changed at Work Area>Global Parameters>Property Criteria>Analysis Format.

One Time Expenditures:

One Time Expenditures scheduled after the Analysis Date are not treated the same as reserve items with a Service Date after the Analysis Date. One Time Expenditures are always included in all reports regardless if the Analysis Format is either in Analysis or Forecast mode.

Due to One Time Expenditures being a one time event, opposed to a recurring reserve item being replaced or maintained, it is not taken into account when calculating percent funded. The One Time Expenditures will be included in the expenditure column in the Percent Funded-Annual and all allocation reports.

New Reports (sorts):

Expenditures:

We have implemented two new Expenditure-Summary reports. They are:

List-Description, and

List-Item Number

These are selected from Report Type/Order drop down screen. When selected a Summary <check> box will appear. <Click> the box for the Summary presentation. If desiring to see a specific year, in the Year Filter field defaulted to “All”, <click> the down arrow to select the year. Once the report parameters are set, <click> Report Preview. This is similar to the Item Parameter-Summary report.

Items Parameter:

With the addition of Subcategory and Subcategory 2 an array of sorts is now available for the Items Parameter-Summary and Items Parameter-Detail reports. The Items Parameter report console has been re-configured for accessing these new sorts. A new drop down field has been added called “Selection”. Where selection for Category was in the List Order drop down, it is now in Selection along with the following sorts:

  • Items
  • Category
  • Subcategory
  • Subcategory 2
  • Category/Subcategory
  • Subcategory/Category
  • Category/Subcategory 2
  • Subcategory 2/Category
  • Subcategory/Subcategory 2
  • Subcategory2/Subcategory
  • Category/Subcategory/Subcategory 2
  • Category/Subcategory 2/Subcategory

Based on the first sorts above, whether Category, Subcategory or Subcategory 2, the detail of that sort will appear in the check box screen below. These can be unchecked and checked for the desired data presentation.

We are currently working on these same sorts for Expenditure reports.

Allocations Reports:

Due do the debate over the value/presentation of Allocation Reports in the industry (reports where the beginning cash as of the Analysis Date is allocated between all the reserve items), there is the constant question of how the allocation is being made by the system. Also, we have been presented with numerous opinions on how the allocation should be done. The system now does a straight percentage calculation based on the cost of the individual reserve items divided by the total cost of all reserve items. This percentage is then multiplied times the beginning cash amount generating the individual balances.

Unfortunately this beginning cash allocation method will potentially over or under fund the beginning cash to some reserve items generating negative ending balances. If a report is generated with any negative ending balances, the system gives the user the option to enter the desired beginning balances for each individual reserve item. These options are located as follows:

Work Area>Reports>Supplemental>Allocation Reports>Allocation:

  • Calculate Items – the system allocates the beginning balances
  • Calculate Categories – the system allocates the beginning balances
  • Input Items – the user enters the beginning balances

Beginning balances can be allocated to eliminate any negative ending balances that the system automatically calculates. When in the Allocation>Input Items selection, Category reports can be generated based on Input Items beginning cash balances by <clicking> the Category Only box.

Allocation reports have been adjusted for reserve items with a Service Date after the Analysis Date situations. Any beginning balance presentations as of the Analysis Date will only reflect a beginning balance or current cost for reserve items that exist as of the Analysis Date. If a reserve item has a Service Date after the Analysis Date but before the year end date, a contribution will be calculated for it.

Other Features Being Worked On:

  • Enhancing the editor in Report Writer to better interface with Word .docx and .rtf formats.
  • Landscape templates in the Report Writer.
  • Being able to produce custom headers and footers for the reports and charts in the Report Writer to bring consistency between templates, reports and charts.
  • Time valued Future Cost calculation for the Percent Funded-Annual report to be an option to the existing Current Cost and Future Cost straight-line calculations.
  • Item Parameter-One Time Expenditure report
  • Expenditure-One Time Expenditure report
  • Green bar on Expenditure-Matrix reports.
  • Spell check for description, category, etc.
  • Property option to update basis cost from the Master List
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