U.S. patent application number 13/098432 was filed with the patent office on 2011-08-18 for method, computer program product, and system for obtaining community association data in a direct, efficient manner.
This patent application is currently assigned to COMMUNITY ARCHIVES, INC.. Invention is credited to William Robert Cretney, Mark Labarr Lewis.
Application Number | 20110202426 13/098432 |
Document ID | / |
Family ID | 44070942 |
Filed Date | 2011-08-18 |
United States Patent
Application |
20110202426 |
Kind Code |
A1 |
Cretney; William Robert ; et
al. |
August 18, 2011 |
METHOD, COMPUTER PROGRAM PRODUCT, AND SYSTEM FOR OBTAINING
COMMUNITY ASSOCIATION DATA IN A DIRECT, EFFICIENT MANNER
Abstract
A method, computer program product and system for obtaining
property owner or community association data. An order for a
selection of products is directly received from a requestor. The
order is built using a master questionnaire, which is stored on a
database from which all sub-questionnaires (products) are created.
As all "products" are created at the moment the order is placed,
the information (community association data) in the master
questionnaire is the information which will be incorporated into
each sub-questionnaire. By receiving an order directly with the
requestor and building the order using a master questionnaire which
includes questions and answers that may be incorporated into the
sub-questionnaires (products), the association data may be obtained
by requestors in a direct, efficient manner without the use of a
third party service provider.
Inventors: |
Cretney; William Robert;
(Ann Arbor, MI) ; Lewis; Mark Labarr; (Tucson,
AZ) |
Assignee: |
COMMUNITY ARCHIVES, INC.
TUCSON
AZ
|
Family ID: |
44070942 |
Appl. No.: |
13/098432 |
Filed: |
April 30, 2011 |
Related U.S. Patent Documents
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Application
Number |
Filing Date |
Patent Number |
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11499501 |
Aug 4, 2006 |
7958011 |
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13098432 |
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Current U.S.
Class: |
705/26.8 |
Current CPC
Class: |
G06Q 30/06 20130101;
G06Q 30/0633 20130101 |
Class at
Publication: |
705/26.8 |
International
Class: |
G06Q 30/00 20060101
G06Q030/00 |
Claims
1. An automated method for obtaining association data, comprising:
receiving an order for a selection of one or more products from a
requestor, wherein a description of said selection of one or more
products is displayed to said requestor; using processor circuitry,
building said order, wherein building said order comprises:
obtaining appropriate information from a profile of said requestor;
obtaining a first master questionnaire, wherein said first master
questionnaire is associated with a first association, wherein said
first association pre-answers one or more of a set of questions
contained in said first master questionnaire; building a
sub-questionnaire for said one or more products, wherein
information in said first master questionnaire is incorporated into
said sub-questionnaire; and acquiring appropriate data to be placed
into an order package; and using processor circuitry, determining a
price of said order based on pricing tables; providing one or more
payment methods for said price of said order; and delivering said
selection of one or more products ordered to said requestor.
2. The method as recited in claim 1, further comprising: generating
a receipt for said payment of said selection of one or more
products ordered.
3. The method as recited in claim 1, further comprising: building
the profile of said requestor, including assigning said requestor
to one or more user types; and restricting types of products
displayed to a requestor based on the user type of said
requestor.
4. The method as recited in claim 3, further comprising:
restricting payment options displayed to said requestor based on
user type of said requestor.
5. The method as recited in claim 1, further comprising: providing
different delivery methods based on said one or more products being
ordered.
6. The method as recited in claim 3, wherein said selection of one
or more products is priced differently for requestors in different
user types.
7. The method as recited in claim 1, further comprising: triggering
a flag to be displayed to said requestor when a closing is
approaching.
8. The method as recited in claim 1, wherein said first master
questionnaire comprises one or more of the following: questions,
answers, date fields, titles and instructions.
9. The method as recited in claim 8, wherein information in said
first master questionnaire is modified for said first
association.
10. The method as recited in claim 1, wherein a second association
is associated with a second master questionnaire, wherein said
second association pre-answers questions contained in said second
master questionnaire, wherein said pre-answers for said second
association is a different set of pre-answers than said pre-answers
for said first association.
11. The method as recited in claim 1, wherein said first
association is provided an option as to which of said set of
questions are to be answered by said requestor at time order is
placed.
12. The method as recited in claim 1, wherein said profile of said
requestor indicates an individual who will be receiving orders.
13. (canceled)
14. The method as recited in claim 1, further comprising: receiving
an expedited request from said requestor to expedite processing of
said order, wherein said requestor is charged an expedited fee
based on said selection of one or more products ordered.
15. The method as recited in claim 1, wherein said selection of one
or more products ordered by said requestor comprises building a
custom form.
16. The method as recited in claim 1, further comprising:
generating a report for both said requestor and said first
association.
17. A computer program product with program instructions on a
non-transitory computer readable medium for obtaining association
data, comprising: receiving an order for a selection of one or more
products from a requestor, wherein a description of said selection
of one or more products is displayed to said requestor; building
said order, wherein building said order comprises: obtaining
appropriate information from a profile of said requestor, obtaining
a first master questionnaire, wherein said first master
questionnaire is associated with a first association, wherein said
first association pre-answers one or more of a set of questions
contained in said first master questionnaire; building a
sub-questionnaire for said one or more products, wherein
information in said first master questionnaire is incorporated into
said sub-questionnaire; and acquiring appropriate data to be placed
into an order package; and determining a price of said order based
on pricing tables; providing one or more payment methods for said
price of said order; and delivering said selection of one or more
products ordered to said requestor.
18. The computer program product as recited in claim 17, further
comprising: generating a receipt for said payment of said selection
of one or more products ordered.
19. The computer program product as recited in claim 17, further
comprising: building the profile of said requestor including
assigning said requestor to one or more user types; and restricting
types of products displayed to said requestor based on the user
type of said requestor.
20. The computer program product as recited in claim 19, further
comprising: restricting payment options displayed to said requestor
based on user type of said requestor.
21. The computer program product as recited in claim 17, further
comprising: providing different delivery methods based on said one
or more products being ordered.
22. The computer program product as recited in claim 19, wherein
said selection of one or more products is priced differently for
requestors in different user types.
23. The computer program product as recited in claim 17, further
comprising: triggering a flag to be displayed to a preparer when a
closing is approaching.
24. The computer program product as recited in claim 17, wherein
said first master questionnaire comprises one or more of the
following: questions, answers, date fields, titles and
instructions.
25. The computer program product as recited in claim 24, wherein
information in said first master questionnaire is modified for said
first association.
26. The computer program product as recited in claim 17, wherein a
second association is associated with a second master
questionnaire, wherein said second association pre-answers
questions contained in said second master questionnaire, wherein
said pre-answers for said second association is a different set of
pre-answers than said pre-answers for said first association.
27. The computer program product as recited in claim 17, wherein
said first association is provided an option as to which of said
set of questions are to be answered by said requestor at time order
is placed.
28. The computer program product as recited in claim 17, wherein
said profile of said requestor indicates an individual who will be
receiving orders.
29. (canceled)
30. The computer program product as recited in claim 17, further
comprising: receiving an expedited request from said requestor to
expedite processing of said order, wherein said requestor is
charged an expedited fee based on said selection of one or more
products ordered.
31. The computer program product as recited in claim 17, wherein
said selection of one or more products ordered by said requestor
comprises building a custom form.
32. The computer program product as recited in claim 17, further
comprising: generating a report for both said requestor and said
first association.
33. A system for obtaining association data, comprising: a memory
unit operable for storing a computer program for obtaining
association data; a processor coupled to said memory unit, wherein
said processor, responsive to said computer program, comprises:
circuitry for receiving an order for a selection of one or more
products from a requestor, wherein a description of said selection
of one or more products is displayed to said requestor; circuitry
for building said order, wherein circuitry for building said order
comprises: circuitry for obtaining appropriate information from a
profile of said requestor, circuitry for obtaining a first and
second master questionnaire, wherein said first master
questionnaire is associated with a first association, wherein said
first association pre-answers one or more of a set of questions
contained in said first master questionnaire and wherein a second
association is associated with a second master questionnaire,
wherein said second association pre-answers questions contained in
said second master questionnaire, wherein said pre-answers for said
second association is a different set of pre-answers than said
pre-answers for said first association; circuitry for building a
sub-questionnaire for said one or more products, wherein
information in said first master questionnaire is incorporated into
said sub-questionnaire; and circuitry for acquiring appropriate
data to be placed into an order package; and circuitry for
determining a price of said order based on pricing tables;
circuitry for providing one or more payment methods for said price
of said order; and circuitry for delivering said selection of one
or more products ordered to said requestor.
34. The system as recited in claim 33, wherein said processor
further comprises: circuitry for generating a receipt for said
payment of said selection of one or more products ordered.
35. The system as recited in claim 33, wherein said processor
further comprises: circuitry for building the profile or a
requestor, wherein the building of the profile includes assigning
said requestor to one or more user types; and circuitry for
restricting types of products displayed to said requestor based on
the user type of said requestor.
36. The system as recited in claim 35, wherein said processor
further comprises: circuitry for restricting payment options
displayed to said requestor based on user type of said
requestor.
37. The system as recited in claim 33, wherein said processor
further comprises: circuitry for providing different delivery
methods based on said one or more products being ordered.
38. The system as recited in claim 35, wherein said selection of
one or more products is priced differently for requestors in
different user types.
39. The system as recited in claim 33, wherein said processor
further comprises: circuitry for triggering a flag to be displayed
to a preparer when a closing is approaching.
40. The system as recited in claim 33, wherein said first master
questionnaire comprises one or more of the following: questions,
answers, date fields, titles and instructions.
41. The system as recited in claim 40, wherein information in said
first master questionnaire is modified for said first
association.
42. (canceled)
43. The system as recited in claim 33, wherein said first
association is provided an option as to which of said set of
questions are to be answered by said requestor at time order is
placed.
44. The system as recited in claim 33, wherein said profile of said
requestor indicates an individual who will be receiving orders.
45. (canceled)
46. The system as recited in claim 33, wherein said processor
further comprises: circuitry for receiving an expedited request
from said requestor to expedite processing of said order, wherein
said requestor is charged an expedited fee based on said selection
of one or more products ordered.
47. The system as recited in claim 33, wherein said selection of
one or more products ordered by said requestor comprises building a
custom form.
48. The system as recited in claim 33, wherein said processor
further comprises: circuitry for generating a report for both said
requestor and said first association.
49. The system as recited in claim 33, wherein said system is
implemented using an application service provider model.
Description
TECHNICAL FIELD
[0001] The present invention relates to the field of automated
information and document retrieval for vertical business
applications, and more particularly to managing and processing
community association data to permit the association and
information requestors (e.g., title companies, real estate agents)
to retrieve information and documents about the association, its
members and its activities in a direct, efficient manner that does
not require the use of another third party service provider.
BACKGROUND INFORMATION
[0002] Historically, "property owners associations" referred to an
organization comprised of owners of units in a real estate
development, such as a residential housing, condominium or
retirement community. Such associations were sometimes commonly
referred to as "homeowners" associations. With the introduction of
"property owners associations" into the real estate market several
decades ago, a new set of challenges developed for those who needed
to gather information about these associations in regards to real
estate financing, refinancing, and sale/resale transactions. For
example, a title company may desire information regarding the
by-laws of the association and title of a home being sold or
purchased whose owner is a member of the homeowners association. In
another example, a real estate agent may desire information for a
client (e.g., potential purchaser of a home which is owned by a
member of a condominium association). Those that desire such
information may be referred to herein as "requestors." Information
desired by requestors may range from general knowledge of the
service assessment fees and amenities or services provided for the
assessment fees, to more detailed and specific information
regarding fee assessment account balances and legal activities in
regards to the association bylaws, etc., and/or individual
association members (e.g., property description).
[0003] Gathering this information has proven to be difficult and
time consuming for the requestors as the typical property owners
association is "managed" by a "management services provider" known
in the industry as a "portfolio association management company."
These management companies typically manage between 5 and 500
property owner associations simultaneously. As the associations may
change management companies often, keeping up with who is managing
what property association is a challenge in itself. Even when the
industry professional determines which management services company
to contact, there is no standardization of information transfer in
the industry. Couple this lack of consistency with the fact that
the specifics of information required to be provided is determined
by individual state statutes (e.g., deeds, by-laws, etc. have
different requirements in different states), any attempt at
regional or national standardization is unworkable.
[0004] Over the years, the association management industry has
approached this dilemma by using pencil/paper/mail/fax methods,
whereby the management company (or an association itself) would
receive some sort of "request," then manually process the request,
and send it back (mail/fax/etc) to the requestor.
[0005] There has been limited automation in the association
management market in that other third party companies have
developed server-based or web-based methods to order, and/or
process, these requests from requestors either to the association
or to the management company. The limitation of these programs and
existing protocols is that the "product" produced is the same from
state to state, or nationally, even when the state statutory or
regulatory requirements impose disparate and conflicting
requirements as to the type of information or documents required to
be delivered. A larger problem for the industry is that the
web-based automated products being used require the requestors to
contact another service provider directly, as opposed to being able
to continue the work directly with the association and/or
association management company. This interruption of the business
relationship between the requestors and the association or the
association management company results in loss efficiencies and
continuity for both the requestors, as well as the associations
and/or association management companies.
[0006] The problem has been exasperated as the role of property
owner associations have expanded and in effect have become
"community associations" due to the additional non-real estate
property specific services offered. The dilemma has been how to use
a single processing system, which will meet all existing (and all
future) state statutes, as well as designed to deliver an
ever-increasing "number of products," without interrupting the
business relationship between the requestors and the "community
association" and/or association management companies. These
products will be identified by different terms across the country,
but are related to the same type of real estate and financial
matters. Examples would be "resale disclosure packages," "resale
certifications," "estoppel letters," "status letters," "statements
of account," "mortgage questionnaires," "lender questionnaires,"
"condominium certifications," "planned area development (PUD)
forms," "rental applications," "association governing documents,"
"appraisal information," "covenant compliance information,"
"realtor listing information," "occupancy ratios," "annual
disclosure reports," "reserve studies," "budgets," "minutes," and a
multitude of additional "association related and/or state statute
related reports, information and documents."
[0007] Therefore, there is a need in the art for requestors to
obtain data relating to "community associations" and to the members
and the members' properties that are serviced by the association in
a direct, efficient manner without the use of another third party
service provider.
SUMMARY
[0008] The problems outlined above may at least, in part, be solved
in some embodiments by receiving an order for a selection of
products directly from a requestor and then building the order
using a master questionnaire, which is stored on a database from
which all sub-questionnaires (products) are created. As all
"products" are created at the moment the order is placed, the
information (community association data) in the master
questionnaire is the information which will be incorporated into
each sub-questionnaire. An example would be a lender questionnaire.
At the moment of the order, the 85 questions and answers, which
comprise the product known as the "lender" questionnaire, would
have been pulled from the master questionnaire, and placed in the
appropriate location of the product to be delivered to the lender.
By receiving an order directly from the requestor and building the
order using a master questionnaire which includes questions and
answers that may be incorporated into the sub-questionnaires
(products), requestors can obtain the community association data
from the community association in a direct, efficient manner.
[0009] In one embodiment of the present invention, a method for
obtaining association data comprises the step of receiving an order
for a selection of one or more products from a requestor, where a
description of the selection of one or more products is displayed
to the requestor. The method may further comprise building the
order where building the order comprises the step of obtaining
appropriate information from a profile of the requestor. Building
the order may further comprise obtaining a master questionnaire,
where the master questionnaire is associated with a association,
where the association pre-answers one or more of a set of questions
contained in the master questionnaire. Building the order may
further comprise building a sub-questionnaire, where information in
the master questionnaire is incorporated into the
sub-questionnaire. Building the order may further comprise
acquiring appropriate data to be placed into an order package. The
method may further comprise determining a price of the order based
on pricing tables. The method may further comprise providing one or
more payment methods for the price of the order. The method may
further comprise delivering the selection of one or more products
ordered to the requestor.
[0010] The foregoing has outlined rather generally the features and
technical advantages of one or more embodiments of the present
invention in order that the detailed description of the invention
that follows may be better understood. Additional features and
advantages of the invention will be described hereinafter which may
form the subject of the claims of the invention.
BRIEF DESCRIPTION OF THE DRAWINGS
[0011] A better understanding of the present invention can be
obtained when the following detailed description is considered in
conjunction with the following drawings, in which:
[0012] FIG. 1 illustrates a network system for obtaining community
association data configured in accordance with an embodiment of the
present invention;
[0013] FIG. 2 illustrates a hardware configuration of a computer
system configured in accordance with an embodiment of the present
invention;
[0014] FIG. 3 illustrates setting up the processing system for
receiving orders from requestors to obtain community association
data in accordance with an embodiment of the present invention;
[0015] FIG. 4 illustrates setting up the master questionnaire in
accordance with an embodiment of the present invention;
[0016] FIG. 5 illustrates a requestor ordering a selection of
products in accordance with an embodiment of the present
invention;
[0017] FIG. 6 illustrates creating an order in accordance with an
embodiment of the present invention;
[0018] FIG. 7 illustrates processing the created order in
accordance with an embodiment of the present invention; and
[0019] FIG. 8 illustrates providing reports to both the requestors
as well as the community association and/or service provider in
accordance with an embodiment of the present invention.
DETAILED DESCRIPTION
[0020] Even though the following discusses the present invention in
connection with associations providing information about properties
or members being managed by associations in the real-estate area,
the principles of the present invention may be applied to other
areas where "requestors" need to acquire information and documents
from an organization that possesses both, and provides such
information on a regular and reoccurring basis to the same or
similar requestors. A person of ordinary skill in the art would be
capable of applying the principles of the present invention to such
areas. Further, embodiments covering such areas would fall within
the scope of the present invention.
[0021] In the following description, numerous specific details are
set forth to provide a thorough understanding of the present
invention. However, it will be apparent to those skilled in the art
that the present invention may be practiced without such specific
details. In other instances, well-known circuits have been shown in
block diagram form in order not to obscure the present invention in
unnecessary detail. For the most part, details considering timing
considerations and the like have been omitted inasmuch as such
details are not necessary to obtain a complete understanding of the
present invention and are within the skills of persons of ordinary
skill in the relevant art.
[0022] FIG. 1 illustrates a network system 100 for obtaining
community association data configured in accordance with an
embodiment of the present invention. Requestors 101 obtain
community association data from a server 102 (referred to herein as
"processing system") coupled to a database 103, which stores
various information, such as master questionnaires, requestor
profiles, standard forms, custom forms, records of the orders, etc.
Requestors 101 may refer to individuals or companies that desire
community association data. Further, requestors 101 may represent
any number of requestors. A more detailed description of processing
system 102 is provided below in association with FIG. 2. In one
embodiment, processing system 102 is implemented using an
application service provider model wherein multiple associations
can access and use system 102 remotely over the Internet or other
telecommunications link and in effect "share" the application to
provide their association information to requestors. FIG. 1 may
include additional components that were not depicted for ease of
understanding. The scope of the present invention is not limited to
the embodiment illustrated in FIG. 1.
[0023] FIG. 2 illustrates a typical hardware configuration of
processing system 102 (FIG. 1) which is representative of a
hardware environment for practicing the present invention.
Referring to FIG. 2, processing system 102 may have a processor 210
coupled to various other components by system bus 212. An operating
system 240 may run on processor 210 and provide control and
coordinate the functions of the various components of FIG. 2. An
application 250 in accordance with the principles of the present
invention may run in conjunction with operating system 240 and
provide calls to operating system 240 where the calls implement the
various functions or services to be performed by application 250.
Application 250 may include, for example, an application for
providing requested community association data directly to
requestor 101 (FIG. 1), as described below in association with
FIGS. 3-8.
[0024] Referring to FIG. 2, Read-Only Memory (ROM) 216 may be
coupled to system bus 212 and include a basic input/output system
("BIOS") that controls certain basic functions of processing system
102. Random access memory (RAM) 214 and disk adapter 218 may also
be coupled to system bus 212. It should be noted that software
components including operating system 240 and application 250 may
be loaded into RAM 214 which may be processing system's 102 main
memory for execution. Disk adapter 218 may be an integrated drive
electronics ("IDE") adapter that communicates with a disk unit 220,
e.g., disk drive. The application for providing requested community
association data directly to requestor 101 (FIG. 1), as described
below in association with FIGS. 3-8, may reside in either disk unit
220 or in application 250.
[0025] Referring to FIG. 2, processing system 102 may further
include a communications adapter 238 coupled to bus 212.
Communications adapter 238 may interconnect bus 212 with an outside
network, e.g., Local Area Network (LAN), Wide Area Network (WAN),
enabling system 102 to communicate with other such systems.
[0026] Implementations of the invention include implementations as
a computer system programmed to execute the method or methods
described herein, and as a computer program product. According to
the computer system implementations, sets of instructions for
executing the method or methods may be resident in the random
access memory 214 of one or more computer systems configured
generally as described above. Until required by processing system
102, the set of instructions may be stored as a computer program
product in another computer memory, for example, in disk unit 220.
Furthermore, the computer program product may also be stored at
another computer and transmitted when desired to the user's
workstation by a network or by an external network such as the
Internet. One skilled in the art would appreciate that the physical
storage of the sets of instructions physically changes the medium
upon which it is stored so that the medium carries computer
readable information. The change may be electrical, magnetic,
chemical or some other physical change.
[0027] As stated in the Background Information section, there has
been limited automation in the market in that companies have
developed server-based or web-based methods to order and/or process
these requests from requestors. The limitation of these programs
and existing protocols is that the "product" produced is the same
from state to state, or nationally, even when the state statutes
and regulations in these other states require the delivery of
different information, different documents, etc. A larger problem
for the industry is that the web-based automated products being
used require the requestors to contact the third party web-based
processing company directly, as opposed to being able to continue
the work directly with the association and/or association
management company. This interruption of the business relationship
between the requestors and the association management companies
results in loss efficiencies and continuity for both the
requestors, as well as the associations and/or association
management companies. The dilemma has been how to use a single
processing system, which will meet all existing (and all future)
state statutes and regulations, as well as designed to deliver an
ever-increasing "number of products," required by community
associations and the real estate and financial services industries
without interrupting the business relationship between the
requestors and the association and/or association management
companies. Therefore, there is a need in the art to obtain data on
community associations, their members, and the members' property by
requestors in a direct, efficient manner without the use of a
service provider other than the community association. Community
association data may be obtained directly by requestor 101 as
described below in connection with FIGS. 3-8.
[0028] Referring to FIG. 3, in conjunction with FIGS. 1-2, FIG. 3
illustrates setting up processing system 102 for receiving orders
from requestors 101 to obtain community association data in
accordance with an embodiment of the present invention. A set up
administrator 301 assigns requestors 101 to be associated with
particular user types in step 302. By assigning requestors 101 to
be associated with particular user types, processing system 102
allows the association and/or management company to identify which
products those user types will see, and what payment options those
requestors are permitted to use, as discussed further below. By
being able to establish and restrict access by user type, the
association and/or management company is able to meet all statutory
and regulatory requirements related to privacy and legal access, as
well as payment options, where regulated by law.
[0029] In step 303, system 102 restricts the types of products
displayed to requestor 101 based on the user type of requestor 101.
In step 304, system 102 restricts payment options displayed to
requestor 101 based on the user type of requestor 101.
[0030] Further, administrator 301 of the association and/or
management company performs product descriptions of the products
available to be purchased by requestors 101 in step 305. This
allows the association and/or management company to have full
flexibility to describe the product directly on the "order screen"
as well as allows requestor 101 to see exactly which products are
designed to comply with which specific statutes, as well as
understand which "products" may be part of a "package of products"
available to meet the needs of a specific type of real estate
transaction/activity.
[0031] Additionally, system 102 provides requestors 101 with
various type of delivery methods (e.g., mail, fax, electronic mail)
as well as various types of payment options (e.g., credit card,
check) in step 306. In one embodiment, administrator 301 of the
association and/or management company may set up processing system
102 to have such types of delivery methods (e.g., mail, fax,
electronic mail) as well as various types of payment options (e.g.,
credit card, check). Further, requestors 101 will have the option
of choosing different delivery methods based on the product being
ordered. This ability to offer delivery options "per product"
prevents requestor 101 from believing that selected products are
available by delivery means not actually possible. Delivery options
can be unlimited, and can be identified by any desired terminology.
Typically deliver methods would include "e-mail, hard copy, compact
disc, fax, courier, pick up, etc." In addition, the association
and/or management company can set individual pricing for each type
of delivery option.
[0032] Furthermore, system 102 provides normal/expedited processing
times and fees for various products in different state or country
jurisdictions in step 307. A management company may subsequently be
able to offer the same product, in various states with different
expedite fees, to coincide with the statutes and implementing
regulations in each state respectively. The association and/or
management company can also establish what the word "expedite"
actually means by displaying on the order screen what "normal
delivery time" would be as well as what the "expedited time frame"
would be.
[0033] Additionally, system 102 is able to "trigger a flag" on a
preparer's (a preparer is discussed below) screen when a "closing"
is approaching in step 308. The flag can be set to any number of
days, from 1 to 10 days.
[0034] Furthermore, from the products and options chosen by
requestor 101, system 102 determines the price of the order based
on pricing tables in step 309. The pricing tables, which may be
stored in database 103, may include the established pricing as
determined appropriate by the community association or its
management company. These payment tables are used to ensure the
proper payment is received before the order can be delivered to the
requestor.
[0035] In step 310, administrator 301 is able to price every
product ("product" referred to herein includes services)
differently for every "association" set up in system 102, thereby
allowing a management company to have 100% flexibility in setting
pricing for the different associations that it manages. Two typical
applications of the importance of this flexibility would be (1) to
allow a "resale disclosure package" for two associations, in two
different states, to have two separate fees, based upon the
different laws in such states, and (2) allow separate pricing for a
"covenants compliance inspections" for two different communities
based on the reality that one community is a condominium and the
other a single-family, detached home. Given the dramatically
different amount of effort to perform a covenant inspection in a
condominium versus a single-family home, individual pricing
flexibility within the application is extremely important.
[0036] Administrator 301 may create "standard format products," and
"custom format products" in step 311. Standard format products may
either be direct image PDF's or a question and answer format best
described as a "narrative." Custom format products are typically
used when columns or special needs are identified by an association
and/or management company. A typical use of a custom product format
would be a series of columns in which "money fields from the master
questionnaire" have been automatically imported. This custom
feature allows the association and/or management company to design
unique and specific tables, which are then coded to add, subtract,
and make other comparative calculations related to the other
information in such tables. In one embodiment, the standard format
and custom format products are stored in database 103 accessible by
processing system 102.
[0037] Referring to FIG. 3, the master questionnaire (indicated by
label 312) is used to create sub-questionnaires (products). As all
"products" are created at the moment the order is placed, the
information in master questionnaire 312 is the information (e.g.,
questions and answers) which will be incorporated into each sub
questionnaire. "Calculate" is a term used to instruct system 102 to
retrieve the information from an external database 314 (not
database 103). This feature is used to allow processing system 102
to acquire information, in real time, from other databases. One
application of this feature is the ability of system 102 to
"acquire" an association member's current balance from the
accounting software used by that association and/or management
company. As every question in master questionnaire 312 could be
configured as a "calculate answer," system 102 could completely
pre-populate every answer in every sub-questionnaire/product at the
exact moment the order is placed from multiple internal and
external databases.
[0038] At the moment an order is placed by requestor 101, as
discussed in further detail below, system 102 builds the order in
step 313. Building the order includes the process of building a
sub-questionnaire(s) as well as "pulling" the appropriate
attachments "into the order package". Typically, there would be a
two-part sub questionnaire as well as 3 to 6 attachments that
comprise an "order/product". Building the order may include
obtaining information from a profile of requestor 101. Each
requestor 101 may have a profile as discussed further below in
association with FIG. 5. Building the order may further include
obtaining a master questionnaire 312, where master questionnaire
312 is associated with a community association. In master
questionnaire 312, one or more of a set of questions may be
pre-answered by the community association. A more detail
description of master questionnaire 312 is discussed further below
in connection with FIG. 4. Building the order may further include
building a sub-questionnaire (product) where information in master
questionnaire 312 is incorporated into the sub-questionnaire. A
more detail description of building a sub-questionnaire is
discussed further below in connection with FIG. 4. Further,
building the order includes acquiring appropriate attachments
(e.g., copies of deeds, statements of account, community
association governing documents) to be placed into the order
package.
[0039] Referring again to FIG. 3, an "import/input community list"
315 is a "set up" item, which may require the selection of one of
two methods of generating the list of communities managed by that
association or management company. Requestors 101 may only request
products and services related to the communities managed by that
management company. Therefore, the set up may include either: (1)
the list of communities from an existing list of communities in
another database; or (2) manually enter a list of "available
communities" during the "set up." Without this step of the set up,
there may be no communities to select.
[0040] In regards to "community data list" 316, the set up includes
the ability of the association and/or management company to
establish specific "note fields" tied to a specific community.
Community data list 316 may allow the association/management
company to be able to inform requestors 101, (when that community
is chosen) that the same community may be a sub-association of a
"master association," for which requestor 101 will need to order
"separate information and services." For example, many small,
upscale-gated communities may actually be sub-associations of
master community associations, and home/unit owners are actually
paying dues to both associations. By providing an opportunity to
"set up" such notes, which are triggered when "specific communities
are chosen," requestors 101 will understand that what they are
ordering does not comprise all that they need to order.
[0041] FIG. 3 may include other or additional aspects that were not
depicted for clarity. The steps referred to above may be executed
in any order and that the order discussed in connection with FIG. 3
is illustrative. Certain steps depicted in FIG. 3 may be executed
in a substantially simultaneous manner or may be omitted.
[0042] After processing system 102 is set up for receiving orders
from requestors 101 to obtain community association data, master
questionnaire 312 is set up as illustrated in FIG. 4.
[0043] FIG. 4 illustrates setting up master questionnaire 312 in
accordance with an embodiment of the present invention. Referring
to FIG. 4, in conjunction with FIGS. 1-3, master questionnaire 312,
not available for purchase directly, is customized by the
association and/or management company in step 401. As stated above,
master questionnaire 312 may be stored in database 103. All
sub-questionnaires (products) may be created from master
questionnaire 312. As all "products" are created at the moment the
order is placed, the information in master questionnaire 312 is the
information which will be incorporated into each sub-questionnaire.
An example would be a lender questionnaire. At the moment of order,
the 85 questions and answers, which comprise the product known as
lender questionnaire, would have been pulled from master
questionnaire 312, and placed in the appropriate location of the
product to be delivered to the lender. Master questionnaire 312
includes not only questions and answers, but also date fields,
titles, instructions, and many other fields, which become part of
the format of the sub-questionnaires. The questions, titles, and
all other information on master questionnaire 312 are created by,
modified, deleted and supplemented by the association and/or
management company.
[0044] Further, each management company/association may have their
own master questionnaire. By allowing separate master questionnaire
responses for each community association or sub association, the
management company/association is allowed to "pre-answer" all
questions for a specific association. Further, each association is
allowed to have a separate and potentially different answer to the
exact same question. An example would be "how many homes will be in
the community at build out?"
[0045] After the question text is entered in master questionnaire
312 by administrator 301 in step 402, the answer type is entered in
step 403. All questions in master questionnaire 312 may be assigned
an "answer type." The association and/or management company has the
ability to use any "answer type" they desire to answer any
question. The types of answers would typically be "yes/no,"
"money," "date," "short text-limited characters," "longer
text-extended characters," etc. Additional "answer types" may be
implemented.
[0046] One type of "answer" is a "calculate" as illustrated in step
404. Calculate is the term used to instruct the program of the
present invention 250 to retrieve the information from external
database 314. This feature is used to allow processing system 102
to acquire information, in real time, from other databases than
database 103. One application of this feature is the ability of
system 102 to "acquire" an association member's current balance
from the accounting software used by that association and/or
management company. As every question in master questionnaire 312
could be configured as a "calculate answer," system 102 could
completely pre-populate every answer in every
sub-questionnaire/product from multiple external databases at the
exact moment the order is placed.
[0047] After answering master questionnaire 312 for each community
in step 405, the set up of master questionnaire 312 is complete in
step 406.
[0048] Sub-questionnaires may be created based on master
questionnaire 312 by first selecting master questionnaire 312 to
create the sub-questionnaire in step 407. An association and/or
management company may be allowed to choose which questions they
feel should be "answered in advance on the master questionnaire"
for a specific community and which questions should be "answered at
the time the order is placed" by a staff member at an association
and/or management company, such as a preparer. This decision can be
made question-by-question and association-by-association providing
maximum flexibility. The decision regarding which questions to
answer in advance, and which not to, can be modified at any time,
by the association and/or management company. The questions/answers
that are determined to be answerable in advance are copied from
master questionnaire 312 to the sub-questionnaire in step 408. The
sub-questionnaire is completed in step 409.
[0049] FIG. 4 may include other or additional aspects that were not
depicted for clarity. The steps referred to above may be executed
in any order and that the order discussed in connection with FIG. 4
is illustrative. Certain steps depicted in FIG. 4 may be executed
in a substantially simultaneous manner or may be omitted.
[0050] After set up of master questionnaire 312 and
sub-questionnaire, requestor 101 requests an order to purchase a
selection of products ("products" referred to herein includes
products and services, such as "resale disclosure packages,"
"resale certifications," "estoppel letters," "status letters,"
"statements of account," "mortgage questionnaires," "lender
questionnaires," "condominium certifications," "planned area
development (PUD) forms," "rental applications," "association
governing documents," "appraisal information," "covenant compliance
information," "realtor listing information," "occupancy ratios,"
"annual disclosure reports," "reserve studies," "budgets,"
"minutes," and a multitude of additional "association related
and/or state statute related reports, information and documents")
as illustrated in FIG. 5.
[0051] FIG. 5 illustrates a requestor (FIG. 1) 101 ordering a
selection of products in accordance with an embodiment of the
present invention. Referring to FIG. 5, in conjunction with FIGS. 1
and 2, system 102 determines if requestor 101 has an account in
step 501. If requestor 101 has an account, then, in step 502,
system 102 logs requestor 101 into the shopping website (if a
web-based application) depicted as label 503. Otherwise, system 102
determines if requestor 101 is a group user in step 504. If
requestor 101 is a group user, then system 102, in step 505,
registers requestor 101 as a group user into shopping website 503.
If requestor 101 is not a group user, then system 102, in step 505,
registers requestor 101 as a single user into shopping website
503.
[0052] System 102 allows the association and/or management company
to establish whatever types of users exist in that area/state.
System 102 further allows these users to be identified by any
terminology desired by the association and/or management
company.
[0053] Recognizing the reality that requestors 101 could be a
person who desires to buy simple documents, on a one-time basis,
and may never use the system into the future, whereas other
requestors 101 will be multinational corporations, with operations
in every state or country, system 102 allows requestors 101 to set
up their account as an individual or company. Requestors 101 can
also set up their "profile" to allow multiple users to become part
of a self-established "user group." Requestors 101 can also
establish their own profiles in regards to the person who will be
receiving all orders and the person who will receive (if desired) a
copy of all orders placed by that requestor 101. In addition,
requestors 101 can set up their default delivery separately and
distinctly from their business delivery information.
[0054] Once requestor 101 has been logged into shopping website
503, requestor 101 can modify the profile of requestor 101 which
contains registration information, credit card information and
delivery information in step 506.
[0055] Further, once requestor 101 has been logged into shopping
website 503, requestor 101 selects product(s) to be purchased in
step 507. A more detail description of requestor 101 ordering
products is described further below in association with FIG. 6. The
products available to be purchased are filtered by occupation.
After requestor 101 has determined what product is desired,
requestor 101 is provided with "drop down screens" allowing
requestor 101 to choose the proper association. This level of
integration allows requestor 101 to know in advance that they are
ordering products for an association, which is in fact, currently
being managed by the organization using system 102.
[0056] Unlike most, if not all processing software, the amount of
information (e.g., buyer's name, closing date) being requested
during the "ordering sequence" is automatically adjusted by system
102 based upon the product being requested in step 508. This
process allows requestors 101 to order products faster, and prevent
an association and/or management company from collection of
information about the parties, which is unnecessary for the product
being requested. This additional level of privacy protection is
noteworthy.
[0057] Although system 102 is designed to deliver "standard forms
and reports," system 102 is also designed to allow requestor 101 to
"select a custom form" to be completed in conjunction with an order
in step 509. A typical application of this scenario is a lender who
desired to have both the "standard form" as well as a specific
"custom form" completed, and delivered electronically, with a
lender information package. This ability to allow requestor 101 to
include a custom form with their order, then deliver that completed
custom form, with the e-delivery of the balance of the order (and
archiving of the completed manual form electronically) is a
significant advantage as it allow requestor 101 the best of both
methods.
[0058] If requestor 101 wants to continue to shop, then requestor
101 orders another product in step 507. Otherwise, requestor 101
checkouts in step 510 and selects the delivery method in step 511.
The association and/or management company is able to establish "if"
expedited processing is available for each product or service, as
well as "what the expedite fee" will be for that product or
service, as well as the ability to set the expedite fee differently
for each product and each association. In step 512, system 102
receives an expedited request from requestor 101 to expedite
processing of the order if requestor 101 selected expedited
service.
[0059] In many states, and many "requests," the party requesting a
product would be required to provide "additional paperwork" before
their request could be completed or released. One application of
this process would be a "new owner profile form" to be completed by
the prospective buyer, in conjunction with the resale disclosure
inquiry. For example, suppose the buyer is asked to provide
information about their vehicles, their pets, etc. This information
is used to program gate codes, allow security personnel to assign
parking spaces, allow the pets to have the proper community
identification tags, etc. System 102 actually delivers the
additional forms required to be completed in conjunction with an
activity, as part of the "ordering process." In other words,
requestor 101 is required to download the proper forms, including
completion instructions, before they can complete the ordering
process. This unique feature ensures that requestor 101 is aware of
the additional information needed, as well as protects the
potential buyers privacy by submitting the information directly to
the association and/or management company, as opposed to having the
person placing the order be required to know that information.
[0060] After requestor 101 selects the delivery method and checks
out, system 102 determines the price of the order based on pricing
tables in step 513. As discussed above, the pricing tables, which
may be stored in database 103, may include the established pricing
as determined appropriate by the association and/or management
company. These payment tables are used to ensure the proper payment
is received before the order can be delivered to the requestor.
[0061] In step 514, system 102 receives payment for the price of
the order from requestor 101. Based on the "set up" established by
the specific association and/or management company using system
102, requestor 101 can chose the payment option which best meets
their needs for that specific order. Examples of payment options
would be payment by check in advance, payment by credit card at the
time of order, payment by credit card after order, (but before
release of order), payment by check after the transaction is
completed. The association and/or management company has the
ability to discontinue a payment option to a specific requestor
101, if that specific requestor 101 has proven to be unreliable in
regards to that payment type.
[0062] In step 515, system 102 delivers the selection of products
ordered to requestor 101. In step 516, system 102 generates a
receipt for the payment of the selection of products ordered along
with an order number. Although the requestor's history is in
archives and available to them 24 hours a day, requestor 101 can
also print a detailed receipt should the hardcopy document be
helpful to them as they complete a matter.
[0063] After 30 days the order continues to be archived in history
based upon the retention protocol established by the association
and/or management company. Requestor 101 has access to these
records per the protocol established.
[0064] Requestor 101 can view all of the orders purchased in step
517, and then, in step 518, after selecting one of the orders
previously purchased, view in detail the selected order, track the
status of the selected order as well as update the selected
order.
[0065] Referring to step 518, system 102 receives a request from
requestor 101 to update information related to an earlier order in
step 519. Based on the set up as established by the association
and/or management company, requestor 101 who is seeking an "update"
of information related to an earlier order, can simply access their
online history, and click a single "update" button to request the
update. This saves requestor 101 time when seeking an update, and
allows the person, who will be responding to the update request to
have the full information regarding the earlier order. An
application of this feature would be a title company seeking a
"current assessment balance update" when a closing was delayed
beyond a future assessment due date. The association and/or
management company can set the number of updates permitted per
product and the price of those updates.
[0066] Further, requestor 101 can request an update of a previous
order by simply choosing the "update button" in their history in
step 518 and then continue to checking out at step 510.
[0067] To ensure requestor 101 can effectively download all
information provided through system 102, internet links are used as
the methodology to deliver information and documents to requestor
101. This process prevents e-mail attachment related complications,
while allowing requestor 101 to have full and multiple accesses to
the information they requested, regardless of any e-mails they may,
or may not have saved.
[0068] FIG. 5 may include other or additional aspects that were not
depicted for clarity. The steps referred to above may be executed
in any order and that the order discussed in connection with FIG. 5
is illustrative. Certain steps depicted in FIG. 5 may be executed
in a substantially simultaneous manner or may be omitted.
[0069] Upon requestor 101 requesting to purchase a selection of
products, the order is created as discussed below in association
with FIG. 6.
[0070] FIG. 6 illustrates creating an order in accordance with an
embodiment of the present invention. Referring to FIG. 6, in
connection with FIGS. 1-3, in step 601, system 102 receives an
order for a selection of products from requestor 101. As discussed
above, the description for these products is displayed to requestor
101, where the description indicates compliance with specific
statutes.
[0071] In step 602, system 102 saves the user input information in
database 103.
[0072] In step 603, system 102 builds the order by integrating in
real-time the information gathered from requestor's 101 profile,
requestor's 101 per order entry information, master questionnaire
312, and all related attachments and documents. The newly created
order includes whatever information was most recently updated and
uploaded in the various set up processes. In the event the specific
order includes questions from master questionnaire 312 which were
answered by way of a "calculate" response, the automatic retrieval
of that information, from nearby, or remote databases is
accomplished. As orders are created, a record of the order,
together with all payment related information is automatically
created and entered into the various tracking databases, which
allow both requestor 101, as well as the preparers and
administrators to determine the status of the order throughout the
processing, delivering and archiving cycle.
[0073] FIG. 6 may include other or additional aspects that were not
depicted for clarity. The steps referred to above may be executed
in any order and that the order discussed in connection with FIG. 6
is illustrative. Certain steps depicted in FIG. 6 may be executed
in a substantially simultaneous manner or may be omitted.
[0074] The created order is processed according to the steps
discussed below in connection with FIG. 7. FIG. 7 illustrates the
processing of the created order in accordance with an embodiment of
the present invention.
[0075] Referring to FIG. 7, in connection with FIGS. 1 and 2,
system 102 is designed to address any number of "business and
operational models" which might be desired by an association and/or
management company. Normal/updated orders from requestors 101 are
received by preparers, approvers, managers and readers in step 701.
Preparers are the staff members who review the created products to
ensure that all information is correct, all attachments are in
place, etc., before the order is sent to requestor 101. Readers are
those association and/or management company staff members who have
been provided authorization to "read" but not modify orders in
system 102. The manager assignment is an option used when an
association and/or management company desires to have a third
party, typically an association manager, aware of all orders being
placed in system 102 for the association(s) they manage. The
approver is a designated association and/or management company
staff member who has been assigned to "approve" all orders before
the preparer can release the orders to requestor 101. System 102 is
designed to allow the same, or different, preparers to be assigned
to every association and for every product offered by that
association and/or management company. Approvers, managers and
readers can be assigned for each association individually. The
association and/or management company has the ability to change
preparers, approvers, managers and readers at any time.
[0076] Each time a product is ordered for any association set up in
the system, system 102, in step 702, notifies the preparer assigned
to that association/product by e-mail that there is an order in
system 102 which is awaiting their attention. The preparer is
provided with a number of details in this "notification e-mails"
such as the type of order, community, person ordering, closing
date, whether or not requestor 101 has asked for "expedited
service," etc.
[0077] The screen viewed by the preparer is designed to allow each
preparer to move and sort the various columns to allow the most
efficient view and use of the screen based on their particular
desire. The processing screen is also color coded to highlight
orders which have been "expedited," "update requested," or both. In
the event the preparer desires to find a specific order in process
or in archives, they simply use the "search feature" which allows
them to pull up orders based on a three field search function.
[0078] In step 703, the preparer processes the requestor's 101
order. System 102 allows the preparer to upload any documents which
may be needed into an existing order. Once "uploaded," this new
document becomes part of the electronic record, is delivered with
the balance of the order, and remains an e-archive of that order.
System 102 also allows the preparer to remove individual components
of a product package should that attachment not be desired in that
specific order.
[0079] Further, system 102 allows the association and/or management
company preparer to change any number of fields from what was
entered by requestor 101 (as they are processing the order). These
fields include the delivery option chosen, the decision related to
expediting the order, the buyer's name, the closing date, the
unit/home address, etc. This flexibility allows the preparer, in
working with requestor 101 to modify an active order to meet
requestor's 101 needs, negating the requirement that the order be
deleted and re-ordered. Requestors 101 may be required to give
approval for any changes to fields that modify fees and
charges.
[0080] Further, all answers to questions which are "pre-populated
into the sub-questionnaires, can be modified at the time the order
is being "processed." Changes to an answer during the processing of
an order will change that single product. In the event the preparer
desired to change that answer for all future products of that type
(for that association), the preparer would simply change the answer
on master questionnaire 312 for that association.
[0081] Additionally, preparers have the ability to work on orders,
check off selected steps within each order, then return to the
order at a later time/date, knowing which aspects of the order have
been processed and which segment of an order still need to be
reviewed or edited.
[0082] Furthermore, update order requests are displayed to the
preparers by a red display alert, as well as a display of the
original order number incorporated into the new "update order
number." This feature allows the preparer to have immediate access
and knowledge of the information in the original order.
[0083] Although the association and/or management company could
perform all delivery options directly, system 102 provides a
"single click" button to send selected alternative/additional
delivery requests to a third party. One application of this design
feature would be the strategy of having hardcopy overnight packages
sent by a third party copy/mailing house, as opposed to the
association and/or management company attempting to print large
volume documents quickly, and making deadline for overnight
delivery each day.
[0084] Furthermore, an order may be "recreated" at anytime by the
preparer. This feature is used when the preparer desires to "start
over" with the answering of questions which were not automatically
populated when the order was created at the time the order was
placed.
[0085] Upon processing the requestor's 101 order, a determination
is made, in step 704, by system 102, as to whether approval is
needed. If approval is needed, then, in step 705, the approver
determines whether to approve or disapprove the order. If the
approver disapproves the order, then, preparer processes the next
requestor's 101 order in step 703.
[0086] If, however, the approver approves the order or if no
approval is necessary, then, in step 706, the document preparation
is finished.
[0087] In step 707, system 102 verifies payment. To ensure a
product is not delivered prior to the appropriate payment being
received, system 102 will not allow an order to be delivered for
which the proper payment type has not been received and properly
entered into the system. To ensure the order/product is delivered
as soon as the proper payment type has been received, the preparer
receives an e-mail from system 102 letting them know the payment
process is complete and the order may be released.
[0088] In step 708, system 102 sends out the order to recipient 102
as well as to other recipients, if needed. A copy of the order goes
to history in step 709.
[0089] Upon request by the association and/or management company or
requestor 101, system 102 can resend the stored order in step 710.
In some scenarios, an association and/or management company would
be in a situation where they have "delivered" a product, then
realized they need to modify that product (change information or
contents), as there was a last minute change in information. Under
this scenario, the association and/or management company can simple
retrieve the order/product from history, make any needed adjustment
and "resend the order/product" without the need to have requestor
101 re-enter information or the preparer start from scratch. Resend
is also used when a requestor 101 has asked the order be
redelivered to them, for whatever the reason.
[0090] After a period of time has elapsed (e.g., thirty days) after
the order was completed, system 102 archives order in database 103
in step 711.
[0091] FIG. 7 may include other or additional aspects that were not
depicted for clarity. The steps referred to above may be executed
in any order and that the order discussed in connection with FIG. 7
is illustrative. Certain steps depicted in FIG. 7 may be executed
in a substantially simultaneous manner or may be omitted.
[0092] After processing the order, system 102 generates a report as
discussed below in association with FIG. 8. FIG. 8 illustrates
providing reports for both requestor 101 as well as the association
and/or management company in accordance with an embodiment of the
present invention. Referring to FIG. 8, in step 801, system 102
generates a report for both requestor 101 as well as the
association and/or management company. These reports include a
variety of formats and uses. From a simple requestor history log to
a complete reconciliation and performance analysis report for
associations and/or management companies, statistical analysis of
staff performance, product profitability tracking, etc.
[0093] FIG. 8 may include other or additional aspects that were not
depicted for clarity.
[0094] Although the method, computer program product and system are
described in connection with several embodiments, it is not
intended to be limited to the specific forms set forth herein, but
on the contrary, it is intended to cover such alternatives,
modifications and equivalents, as can be reasonably included within
the spirit and scope of the invention as defined by the appended
claims.
* * * * *