Activities > Architectural > Manage ARC Plan
Use this page to create and edit ARC requests.
Use this page to create new Architectural requests from Owners and to track the request through the process of approval and completion.
NOTE- Prior to adding a new ARC request there are several items that must be set up. Click the links below to learn more.
Add an ARC Plan
ARC Plans can be added manually by internal users through eUnify, or they can be submitted directly by the Owner via the Community Portal. CLICK HERE for more information on how plans are submitted on the Portal.
Step 1. Navigate to the Activities > Architectural > Manage ARC Plan
Step 2. Select Add ARC Plan from the Page Actions drop down menu.
Step 3. Select the correct Association from the drop down menu.
Step 4. Select the correct Owner from the drop down menu.
Step 5. Complete the fields in the ARC Plan window.
NOTE- It is not necessary to complete all Sections listed below to complete the initial request.
ARC Plan Tab - General Section
This area provides a basic overview of the ARC request.
Association- This information will auto-populate, review the field for accuracy.
Account- This information will auto-populate, review the field for accuracy.
Unit Address- This information will auto-populate, review the field for accuracy.
Email- This information will auto-populate, review the field for accuracy.
Phone- This information will auto-populate, review the field for accuracy.
Activity Status- This field will default to Open when a new plan is submitted. The other options, Hold and Closed may be used through the approval process.
Type- Select the correct Association Plan Type from the drop down menu.
NOTES- Types are used to categorize and sort various improvements and can even be used to automate some steps. For more information, click the links below.
Title- Enter a Title for the ARC Plan.
Disclosure- Check this box if the proposed work requires Disclosure to surrounding Owners.
NOTE- Some States or jurisdictions may require that certain types of improvements are disclosed to neighboring Owners.
Description- Enter a detailed description of the ARC Plan.
ARC Plan Tab - Required Documents Section
This section lists and provides links to any documents that are required when an ARC plan is submitted. This area can be used to store an ARC Request Form that can be downloaded by the Owner via the Community Portal.
NOTE- Required Documents are set up on the Manage Association-ARC Tab page. CLICK HERE for more information.
ARC Plan Tab - Attached Documents Section
Use this section to upload documents submitted with the ARC request, if applicable.
Step 6. Click the Save button to finalize, or the Save Add button to add another ARC request.
Manage and Update the ARC Request
Additional sections are used to monitor the request, to record Committee decisions and to add additional information as it arises. The following areas can be utilized on a custom basis to meet the needs of the Association.
Step 1. Navigate to the Activities > Architectural > Manage ARC Plan
Step 2. Use the Search field to locate the ARC Plan you need to edit or view.
Step 3. Click the Pencil icon for the correct ARC Plan.
Step 4. Make changes to the Sections or Tabs below, as needed.
ARC Plan Tab - Contractor Section
Use this section to enter detailed information for the contractor that will be doing the work on the property.
Name- Enter the name of the contractor.
Phone- Enter the phone number for the contractor.
Email- Enter the email address for the contractor.
Planned Start- Enter the planned start date.
Planned End- Enter the planned completion date.
ARC Plan Tab - Construction Section
Use this section to detail and track the estimated date range of the project.
Scheduled Start Date- Enter the Scheduled Start date.
Scheduled End Date- Enter the Scheduled End date.
Extension Date- Enter an Extension Date, if applicable.
Actual Completion Date- Enter the date the work was complete.
ARC Plan Tab - Deposit Section
Use this section to record Deposit information.
NOTE- If a Deposit is required prior to Committee review, this section can be completed prior to submission to the ARC Committee.
Deposit Amount- Record the amount of the Deposit received.
Received Date- Enter the date the Deposit is received.
Check Number- Enter the Check Number for the Deposit.
Refund Amount- Enter the amount refunded.
Refund Date- Enter the date of the refund.
Refund Check Number- Enter the refund Check Number.
ARC Plan Tab - Committee Meeting Section
Use this section to detail Committee Meeting information for this ARC Plan.
ARC Plan Tab - Current Resolution Section
This section will auto-fill once a New ARC Plan has been saved. This section will change to reflect the current status of the plan as it moves through the process.
ARC Plan Tab - Manager Resolution Section
This section is used to record changes in the approval process and to add additional notes regarding the change.
To make a change to the status of the request, check the Change Action box and select the updated ARC Action Type from the drop down menu.
ARC Plan Tab - Final Resolution Section
This section is used to record the final action in the ARC process. This will take place following the Manager Resolution and Current Resolution.
NOTE- If there is a pending review option from the ARC committee, the votes must be cast by committee members and ARC chairman for it to proceed to this step.
ARC Plan Tab - Additional Documents Section
Use this section to upload Additional documents required by the ARC Committee. Upon upload, the committee is notified that a document has been uploaded.
Additional Documents- Additional Documents will be listed in this window if the Owner has uploaded them.
Allow Owner to add additional documents- Check this box to allow the Owner to upload documents via the portal. If this option is selected, any uploaded documents will appear in the Additional Documents above.
Send Notification- This Checkbox will allow for the user to enter a Message that can be sent to the homeowner of what they may be required to include in their Additional document.
Last sent notification date- This field will note the last date a notification was sent.
ARC Plan Tab - ARC Dates Section
This section records estimated and final resolution dates. This information is populated by decisions made by the Manager and ARC Committee.
Discussion Tab
Use this Tab to add notes and discussions and upload related documents.
Disclosure Account
In situations where it is required that notices are sent to the owners of nearby Units, when certain types of Architectural Requests are taking place, this Tab allows the user to use the map of the community to locate affected owners, and schedule a notice to be sent.
Click the pin of any nearby unit to turn the Pin green. This will mark the unit to receive a copy of the disclosure letter.
Review ARC Plan Information and Status
The following Sections and Tabs provide detailed information regarding the ARC request.
ARC Plan Tab - Committee Recommendation Section
This section details the final recommendation by the ARC Committee.
Event Log Tab
This Tab details all actions taken on the related ARC Request.
Actions Tab
This Tab lists all communications with the Owner regarding the ARC request.