Which Society Management Software works?

June 10, 11: AM — 13 Persons in the meeting room are looking to Mr. A. N. Chhikara to start the meeting. Mr. Chhikara has called the meeting with all key RWA members to decide which Society Management Software select for their Society- Ocean City. Ocean City Association has tried 3rd software in as many years. The last one they selected was very popular and looks very attractive, but within 3 months, they realized.

“Haathi ke daant khaane ke aur dikhaane ke aur”

Ocean City is a popular society in Noida. Spread over 7 acres. Park, swimming pool, clubhouse add stars to its 10 beautiful towers. With more than 2000 flats and around 100 shops inside the complex. This is one of the looked-out societies of the region.

Mr. S. K. Ruhil, Delivery Manager in Wipro, has been assigned the responsibility of selecting the Right Software for automating and managing their operations.

Chhikara: Ruhil Ji, as we know how difficult is to change the software in a big society like us. But still, we need to look at something better. Having vast experience in Software Project Management, we trust you. So now over to you.

Ruhil: We’ll take 3 Step Process to Zero Down on the Society Management Software.

1. Why we need Society Management Software?
2. What should be Key traits in a Society Management Solution that works for us?
3. Future considerations so that the System we choose for a longer period.

Why we need Society Management Software?

Any software application is taken to automate and simplify processes and operations. In Society Management, the software should be able to:

• Manage Billing and Online Collection for Maintenance, Electricity, Shop Rents, Club, and other Adhoc Bills.
• Take care of Accounting — Non-Member Incomes, Expenses, Financial statements like Balance Sheet, Income/ Expense, etc.
• Handle Vendors, Purchase Request, Purchase Orders, Approvals
• Manage Inventories, Asset Maintenance, Spares, AMC, Compliances.
• Helpdesk for Complaint Management and Tracking.
• Visitor Management and Maid Tracking
• Facility Staff Attendance — Contactless ( Covid-Impact)
• Resident & Tenant Management — Move In/ Out, Transfer Property
• Communication — Notice/ Circulars, Survey, Poll, Emails, etc.

Ruhil: Anyone wants to add anything to the list?

Chhikara: The list looks exhaustive and I think if we can automate all this that can be good. Do we have any software which covers all these points for Societies?

Amit(RWA Member): We need to manage a lot of documents and files, if we can manage documents related to Society Management at one place that will be good.

Ruhil: Right Amit- Digital document repository is also a need. I am adding that to my list.

Chhikara: Ruhil Ji, continue with your next step.

Ruhil: Now, I’ll list all key traits that a good Society Manager software should have to fulfill.

What are Key traits in a Society Management Solution

1. End to End Solution: The software application should have all features or most of the features with Resident and Management Interfaces.
2. Customizable: The system must be configurable and customizable as per our needs. Like the Visitor Options as per our need, Bill formats, Late Payment rules, Receipts, Escalation Rules, etc. should be easily modifiable as per requirement.
3. Integrated: The system that works is one that has integration points like we have Smart Meters of 3 companies, Payment Gateways, Our accounting integration with Tally.
4. Noise Free Resident App: The resident app should be easy to use and without any Ads. Resident should be able to get all their need in a single tap.
5. Intuitive Interfaces and UI: The UI should be simple for Facility or Admin. All operations should be accessible over mobile.

Ruhil: Most important is that the Vision of the Software Provider must match with that of ours or Society Management in general. My past experience of 25 years insight that

“Software implementation is successful where the beliefs or WHY of Software Provider matches with that of Client.”

Do we any suggestions?

Ok, So now we’ll discuss the 3rd step

Future considerations for Society Management Application

We need to select the Software provider whose focus is automating and simplifying society management processes. We have already burned our fingers by selecting software, who didn’t solve our problems. Their focus is to earn from rental, e-commerce, etc.

So, my point is to look Software vendor whose primary focus is Society Management Software and has a good roadmap of future features like IoT, Recommendations, Insights to Management for better decisions.

Chhikara: Ruhil Ji, all these look good, but do you think any such System exists? The company that works to simplify facility operations for Societies like us.

“My friend in WishTown is using such app. He keeps telling about the value that he is getting — noise free — no ads. They have done complete automation, from Gate, Visitor, to Billing and Inventory. That is iSociety.. ”

A member jump in between.

Ruhil: The next step is to search for such Partner who can work with us and help us to digitize all our operations.

Chhikara: Let us all share suggestions and meet again next week to filter the best fit.

Thank you everyone.

https://factech.co.in/blog/how-residencies-like-dlf-jaypee-manage-their-condomoniums/