Process Overview for Multifamily Yardi Voyager Clients
This document outlines Yardi’s comprehensive approach to implementing Yardi Voyager for multifamily property management. Yardi’s dedicated implementation team will work in close partnership with Client stakeholders to ensure a seamless and efficient deployment, emphasizing precision, scalability, and data integrity throughout every phase of the project.
Yardi’s objective is to deliver a successful transition to the Yardi Voyager platform that not only meets Client’s operational requirements in alignment with Yardi’s best practices, but also enhances performance, drives efficiency, and delivers sustained long-term value to Client.
Full-Service Implementation
Implementation Key Points
Yardi offers a standardized, scalable support model based on Yardi’s proven implementation methodology. Yardi’s implementation team leader will assign a team to guide Client staff through the successful implementation of the Yardi platform based on Yardi’s best practices.
Project Manager
· Provides coordination and oversight
· Facilitates setup calls, provides status updates
· Monitors deliverables, tracks issues, and assesses risk
Consultant
· Performs business process reviews to align with Yardi’s best practices and preconfigured settings
· Accounting, accounts receivable and payable, resident, and leasing workflows
· Performs end-user training
Training and User Support
Yardi’s full-service implementation includes a comprehensive training program designed to ensure Client’s long-term success. In addition to Designated User training, Yardi provides a suite of tools and resources to support Designated User adoption and proficiency.
Through ‘Yardi University,’ Designated Users receive access to a library of on-demand training videos. The platform includes pre-defined, role-based learning plans and requires no additional setup, allowing Designated Users to begin learning immediately.
Designated Users also benefit from access to Virtuoso AI and live chat support, available directly within the Yardi Voyager platform for real-time assistance upon go live.
To further reinforce learning, Client’s Yardi consultant will conduct dedicated training sessions for Designated Users the week of go-live, followed by two 90-minute post–go-live Q&A sessions to address additional questions and ensure smooth adoption.
Data Conversion
· Client extracts reports from the source system and provides them to Yardi for conversion
· Yardi/Consultant transforms data from source reports to Yardi ETL format
· Client participates in conversion preparation, mapping, validation, and issue resolution
· Manual entry, ETL imports, and/or post conversion steps may be necessary to supplement any data not stored in the source system
Included Phase 1 Features
The Agreement reflects Client’s products and services selections. This statement of work includes the following products/services in the first phase of Client’s implementation:
· Core Residential
· CRMIQ Standard Features
· RentCafe Portals
· Property Websites (w/ Chat channel)
· P2P Standard Features
· Maintenance work orders & inspections (using preconfigured inspection templates)
· Payment Processing
· Screening
· Yardi University
· Standard Interfaces
The parties will implement any additional licensed functionality or features as a phase 2 at the end of the accounting and property management implementation and after the 60-day stabilization period. The parties will estimate phase 2 timing at the kickoff meeting based on Client’s requirements, timing, and logical sequencing.
Stabilization
Our process includes a 60-day post–go-live support dedicated to system stabilization and refinement. During this time, Yardi will continue support and troubleshooting to ensure optimal system performance and address any minor adjustments required following deployment.
At the conclusion of the 60-day stabilization period, ongoing support responsibilities will transition to Client’s long-term Yardi support team. Client’s long-term Yardi support team will initiate any licensed phase 2 features, enhancements, or additional implementationsafter the stabilization phase has been successfully completed.
Implementation Process Overview
Yardi core functionality implementation averages between 3 and 6 months. Client will work with Client’s Yardi account manager(s) on key deliverables for each licensed product and service. Below is an overview of the implementation process.
Pre-Kickoff Call
Client’s Yardi project manager will schedule a call to work with Client on the following items. The call will take place seven to ten days after contract execution and lay the groundwork for a productive kickoff meeting with a larger group. During the call, Yardi will:
· Define the go-live timeline and rollout schedule
· Identify internal resources
· Complete the know-your-client (KYC) process
· Establish the schedule for go-live and setup calls
· Complete the initial chart of accounts review
· Review Client’s portfolio, contract, and property worksheets
· Review the data extraction process from source system
· Review the reports Client will be asked to provide for data conversion from Client’s source system
· Request a lease packet if Client requires a FillDocs (custom) lease, i.e., if Client does not plan to use RentCafe Lease Docs or Blue Moon leases
Project Kickoff
During the kickoff call or meeting, Yardi:
· Introduce the Client, and Yardi, project teams
· Review the detailed implementation timeline defined during the pre-kickoff meeting
· Provide a high-level overview of the project timeline and milestones for each product
· Review the communication plan and structure of the implementation process and project plan
Critical Dates
· Implementations require multiple milestones to ensure success
· Client’s long-term Yardi support team will facilitate a series of pre-planned setup calls
· The typical timeline to complete phase 1 (as identified in this statement of work) of a statement of work is 14 to 18 weeks after completing the chart of accounts setup and business practice review.
· The go-live date is the date on which Client staff begin using Yardi Voyager to process live financial transactions and complete live daily tasks. A rollout in phases or waves has multiple go-live dates, which are typically scheduled one month apart.
Roles & Responsibilities
The project team will consist of Client, and Yardi, personnel. The parties will assign specific project roles and responsibilities to Client, and Yardi, resources as appropriate.
Client Project Team
Client’s project team should include key members of Client’s organization who can make decisions about processes and procedures for each department including, without limitation, accounting, property management, IT, and maintenance. Client’s key members’ timely availability to assist with design, creation, and testing tasks is critical to the project’s success. Before the implementation project begins, Yardi will ask Client to assign a single point of contact (SPOC). The Client implementation single point of contact is responsible for keeping Client project team members engaged and completing tasks in a timely manner. Key Client project roles include:
· Client SPOC. This person partners with the Yardi project manager to keep Client team members engaged, monitor progress, and ensure that tasks are completed on time. The SPOC attends all setup and status calls.
· Client SMEs. Client subject matter experts work with Yardi subject matter experts and/or consultants to make configuration decisions, identify gaps, and complete testing and validation. Client SME’s attend the weekly project status call and all relevant weekly calls for their department.
Yardi Implementation Team
In addition to a project manager, the Yardi implementation team includes an account manager for each licensed product, who guides the project team members as they complete their recommended settings and setup tasks. Key project roles from Yardi include:
· Residential Practice Team Lead. This person ensures that the project is staffed for success. They perform overall quality control and assist with risk mitigation.
· Project Manager. The project manager serves as Client’s liaison between all products. They maintain the project plan and facilitate setup calls between Client and all ancillaries to keep the project on track. They also identify and communicate issues and risks. The project manager monitors progress and deliverables for the overall project.
· Residential Account Manager. This person serves as Client’s main point of contact for core and residential setup (global settings, chart of accounts, charge codes, units, etc.), interface setup, and data conversion.
· Product-Specific Account Manager(s). This role is Client’s key point of contact for configuring and setting up a specific product, such as RentCafe, RentCafe CRM IQ, Yardi Payment Processing, or Yardi Procure to Pay.
· Consultant. This person works closely with the residential account manager. Client’s Yardi consultant conducts setting review sessions and Designated User training.
Data Conversion
Depending on Client’s source system(s), data is converted to Client’s new Yardi Voyager software system using one or more of the following methods:
· Manual entry
· Yardi ETL (Yardi extract, transform, and load import templates)
· Y2Y (Yardi-to-Yardi)
· Conversion services
Yardi converts the following data objects:
| Converted Data Objects | Notes |
| Properties | All active properties |
| Owners | All active owners |
| Unit Types | All active unit types per property |
| Units | All active units per property |
| Vendors | All active vendors with payables within the past 12 months |
| Bank Accounts | All active bank accounts |
| Amenities | All active amenities |
| Rentable Items | All active rentable items |
| Residents | Current residents plus future/past with a balance |
| Resident Information | Lease dates, emails, phone #’s, pet information, and vehicle information |
| Lease Charges | All current lease charges |
| Roommates | All current roommates |
| Security Deposits | All current security deposits on hand |
| Open Accounts Receivable Prepays | Summary open balances |
| Open Accounts Payable | All open accounts payable |
| Outstanding Checks | All uncleared checks for active bank accounts |
| Trial Balance | Summary balances 1 month prior to go live month |
| 1099 Vendor Balances | For all active vendors with payables within the past 12 months |
| Budgets | Current year budgets for active properties |
| Reporting | Will use Yardi standard report suite |
| Correspondence | Will create up to 3 letters (late, renewal, statement |
| RC Signature Docs | Will create up to 5 RC signature documents |
Risk Management
With substantial projects such as this statement of work, anticipating all project contingencies and estimating effort accurately in advance can be difficult. Frequent formal and informal communications, however, combined with collaborative project management, can effectively control scope and time overruns. Yardi’s approach to reducing risk includes:
· Frequent project status updates, making scheduled setup call participation a top priority
· Ongoing communication with the project sponsors
· Implementation methodology using deliverable-based milestones
· Project segmentation into phases to support a clear understanding of scope and outcomes
Yardi recommends the following Client-side best practices to help mitigate risk and ensure a successful Client implementation:
· Leverage experienced resources during initial rollouts: Assign Client’s most knowledgeable team members and/or properties to the first implementation phase. These early adopters can provide valuable support and guidance to subsequent teams.
· Conduct thorough data validation: Prior to go-live, Client will ensure accurate data verification and validation to prevent downstream issues.
· Maintain project scope: Focus on establishing a stable foundation by adhering to the defined scope. Avoid introducing additional features during initial phases that may compromise timelines or stability.
· Evaluate and refine after initial rollout: Following the first phase, focus on stabilization, reviewing key decisions and outcomes, if needed. Implementing targeted adjustments can significantly enhance the success of future rollouts.
Project Assumptions
· The Agreement details the list of licensed products and services. Note that only the products and features specified in the ‘Included Products and Features’ section of this statement of work will be deployed as part of the initial go-live. Yardi recommends a phased approach, beginning with the successful implementation and stabilization of the core solution(s) before introducing additional functionality. This deliberate sequencing ensures a smooth transition, minimizes risk, and establishes a strong foundation for Client’s long-term success with the Yardi platform. Client’s long-term Yardi support team will lead implementation of licensed products and features not included in the initial go-live.
· Yardi will use Yardi’s ETL (extract, transform, and load) tool to import property management and financial data with assistance from Client. Client is responsible for extracting reports from Client’s source system and providing them to Yardi.
· Manual data entry into ETL templates, or into the Yardi software system after conversion, is necessary to supplement with any data not stored in the source system.
· Yardi may recommend a test conversion before the live conversion.
· Client will perform data validation to complete the conversion process. Yardi will assist with creating the validation plan and resolving issues related to the results.
· Yardi will assist with data load activities and issue resolution.
· The project’s success hinges on Client committing sufficient staff time to the implementation. Yardi’s 14 to 18 week estimated timeline assumes that Client personnel will be available throughout the project.
· Yardi’s implementation service cost includes professional fees only. Expenses will be invoiced monthly in arrears and without mark-up. Furthermore, Yardi’s service fees do not reflect any costs associated with software licensing or hardware.
· Custom reports, interfaces, or functionality are not part of Yardi’s standard implementation service, nor are they included in Yardi’s implementation fees. Yardi will evaluate, scope, and present estimates for any customization requests individually and separately. Yardi will evaluate and estimate after the 60-day stabilization period.
· FillDocs leases take up to 14 weeks to complete.
· Yardi and Client are jointly responsible for issue resolution.
· This statement of work does not include custom quick reference, user guides, or configuration documents.
· This statement of work does not include change management services.
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