Action Items - ARC Request

Summary: This article aims to help guide you through the stepping and processing of an ARC Action Item. The rules and steps in this article are named after our default steps however they may vary if you use different terminology.

Step 1- Application Received

This application may be received however your company may receive ARC requests via Email, Mail, Fax Etc.

1. Go to homeowners account and confirm/add email address on file. If there is not an email on file and your action item only notifies them of updates via email, than the homeowner will not receive any updates to their ARC request.
2. Go to Action Items > My action Items > New Action Item
3. Select the Association and the Homeowner the Action Item applies to.
4. Create new Action Item ARC Request.
5. For the Current Step choose New ARC Request or Application Received.
6. Select the ACC Type from drop down menu.
7. Enter Subject Line.
8. Enter Description. This needs to be the project details as provided for in the application from the homeowner.

9. Select Dates and Assignment. Enter Due Date. If needed this can be time sensitive. NOTE: Leave ‘Follow up Date’ and ‘Assigned To’ blank.

10. Drag and drop or select file of the homeowner’s application form and any other attachments.
11. Select either ‘Update and Select’ (if you want to continue working with this application) or ‘Update’ (if you want to move on to another task)

The notify Homeowner step will automatically notify the homeowner via email with whatever email that you attached to the step of the action item

Step 2: Now that the Email has been received by the Homeowner:

1. A New action item will be automatically assigned to whoever you have set up to take care of ARC items initially (Ex. Assistant Manager).
2. All of the data entry above has been completed by the manager for the homeowner but you may want to ‘Edit Action Item’ if the description the homeowner provided does not accurately reflect the project as that will be what flows through to the Board/Committee and the letters.

3. Once the open action item is selected, Step the Action Item. From there you will have the following choices in the ‘Next Step’ drop down menu:

• Escalate to Manager: if you have a question for the manager, include your question in the Notes section.
• Notify ARC Committee: Used once an application is deemed complete and ready for Board/Committee review.
  • NOTE: This step will send an automatic email to the Board/Committee with the application.
  • NOTE: This step will send an automatic email to the Homeowner letting them know that we have deemed it complete and it has been sent to Board/Committee for review.
• Notify Homeowner: Used once an application is deemed complete and you don’t want to send to the Board/Committee through the system.
  • NOTE: This step will send an automatic email to the Homeowner letting them know that we have deemed it complete and it has been sent to Board/Committee for review.
• Request More Information: Used if you deem the application incomplete and need more information from the homeowner. The additional information needed should be added to the ‘Action Item Note’ and an automatic email is sent to the homeowner asking for this additional information.
  • NOTE: When forwarding to the Board, be sure to click on ‘Existing Attachments’ and select the application and any other attachments you want sent to the Board/Committee

Step 3- Arc Review and Decision:

• The application will sit in the ‘ARC Review’ step awaiting response from Board/Committee but you will be reminded on the “Due Date” for follow-up.
• If the ARC Chair needs to be able to approve or decline the architectural request, they must be configured as the Admin Role on the ARC Request action type (this is a super user permission).
• Available steps include:
  • ARC Decision – Approved: Used when approval received “as submitted”
    • Next step options would include:
      • Approved: will automatically generate the approval letter, send email to the homeowner, and close the action item.
      • Approved -Pending Inspection: only used for those communities that inspect upon completion. This will send an approval letter, email to homeowner, and sit in this step for 30 days.
      • *Complete – Approved: Rarely used, will close the action item WITHOUT letter or email to homeowner
      • * VOID: Will remove from records   
    • ARC Decision – Approved with Conditions: Used when approved with conditions or stipulations. NOTE: The conditions are added to the ‘Action Item Note’ to be inserted in the automatic email and letter.
      • Next step options could include:
        • – Approved with Conditions: will automatically generate the approval letter, send email to the homeowner, and close the action item. NOTE: The conditions are added to the ‘Action Item Note’ to be inserted in the automatic email and letter.
        • – Approved -Pending Inspection: only used for those communities that inspect upon completion. This will send an approval letter, email to homeowner, and sit in this step for 30 days.
        • * - Complete – Approved: Rarely used, will close the action item WITHOUT letter or email to homeowner
        • * VOID: Will remove from records  
      • – ARC Decision – More info Needed: Used when the Board/Committee has responded that additional information is needed. The additional information needed should be added to the ‘Action Item Note’ to be inserted in the automatic email and letter.
        • Next step option could include:
          • Request More Information: an automatic email is sent to the homeowner asking for this additional information.
            • NOTE: This is a closing step. When sending to this Step the Action Item will close, and only reopen if the Owner replies.
          • * VOID: Will remove from records  
        • ARC Decision – Denied: Used when application is denied by Committee/Board. The reason for the denial should be added to the ‘Action Item Note’ to be inserted in the automatic email and letter.
          • Next step options would include:
            • * Denied Application: will automatically generate the disapproval letter, send email to the homeowner, and close the action item. . The reason for the denial should be added to the ‘Action Item Note’ to be inserted in the automatic email and letter.
            • * Complete – Denied: Rarely used, will close the action item WITHOUT letter or email to homeowner
            • * VOID: Will remove from records     

Now that you know how to step through an ARC request make sure to practice one in Presidential Valley!