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NBC Business Matters575x586

NBC Business Matters Group

Tech Specs

NBC Software System Requirements, Security, Data Storage and Updates.

System Requirements

Happy young woman using desktop computer
Desktops / Laptop

Our software will run in the web browser on all Windows PC's and laptops, Mac Desktops and laptops, and Linux devices.

On Chromebooks the software can run as a desktop app or in the browser, and the mobile app can be installed on any Chromebooks with mobile app compatibility.

Windows 7 or above.

Mac OS X or newer

Most Linux OS versions via web browser.

Mobile apps can be Installed on non-android devices via Waydroid or similar Android emulators.

No specific or minimum ram or processor requirements.

maintenance man and Co-op Coordinator inspecting assets
Mobile Devices

All mobile apps are distributed via the Google play store.

Our apps can be installed on Android devices with OS 7 or higher will operate when no connection to the internet or cell data is present.and

They can also be run in the web browser on all mobile devices when an internet connection is present via cell or WiFi.

Android 10 and above is recommended.

iOS-12 and above is recommended

A 4 core processor, 4 Gigs of ram, 16 gigs of storage are recommended

For extensive GPS Mapping use, a cellular data card/plan is recommended.

Cyber Security
Security

Security meets: SOC 2 Type 2 Audited

We limit our teams account data access to 2 staff members, using only authorised devices, with multi level password and 2FA authentication controls.

All data is encrypted during transit and at rest on servers.

 Computing and mobile devices owned by the Co-op are highly recommended, but not required. The use of personal devices is not recommended, but is possible.

Client user Login is by affiliate authentication via Google Gmail. This enables users to have total password security and control. You set the login  passwords and security controls and can change them at any time. We do not see your passwords

Admin and user level logins provide control over access to each app separately and also within each App.

Background Audit logs track all changes made, and are held for 6 months. Audit copies of Asset record changes and inventory adjustments are generated automatically.

Deletions are restricted or not allowed on most record types. Admins can delete some items.

Sensitive in-app data such as emails, phone numbers etc are protected from distribution in print and auto email copies of inspections, work requests etc.

Images and documents such as receipts are held only in your device and local storage. Uninstalling the app will delete all of the Apps stored images and data from your device. 

Server Storage
Data Storage

The software and data is kept in encrypted storage on Google Cloud.

Images and file attachments are stored only on your mobile device and/or your local storage.

Active admin users can download and store any of the account data in an Excel CSV file at any time with no additional charges.

Copies of images can be downloaded from your mobile device to any storage point you allow the device to access.

This means you have full access to all of your data, images and files 24-7.

Software Updates

Updating your apps to the latest version gives you access to the latest features and improves app security and stability.

"Smart Response"

A Major Enhancement to the
Co-op ServiceMatters App

After listening closely to our valued Co-op clients, we are thrilled to unveil this much-anticipated upgrade!

Our unique "Smart Response" feature has been added to the Comments/Concerns section of the Inspection forms to significantly reduce the time required for inspections. Previously this was only a manually typed entry, and we have enhanced the function to reduce entry time, avoid typing errors and make comments more consistent.
 
An installed multi-selection list of common concerns has been added to each question in the unit inspection forms for all accounts.This allows users to select one or more common "Concern" items from a pre-defined list, eliminating the need for typing. Simply scroll through the list and choose the relevant items.
 
Furthermore, users retain the ability to type entries, and these entries will be saved to the user's list for use in future inspections. As the user types, the system will automatically search for matching entries, preventing the retyping of existing entries.
 
Lastly, users can combine preselected and manually typed concerns within each question.

NEW Feature
add to the Co-op ServiceMatters App
The "Visitor and Key Log"
Track Visitors and Keys on your computer or mobile device.
Our Secure log retains details of every visit and key use.
Visuals, texts and emails provide alerts when visitors have not checked out or have not returned keys.

The Co-op ServiceMatters App
New Feature Enhancements and Additions

Nov 2024

  •  Added 2 more image holders onto the Unit inspection form for Bathrooms 1 and 2, so now up to 4 pictures can be attached to each bathroom, with up to 7 highlighted issues per image.

  •  All questions visible on unit inspection forms are now Mandatory. As each unit has a custom form, every question visible will apply to the unit and should have a rating selected.

  • If any question is not required for this inspection, just select the "Not Required for this Inspection" response.

  • Additional information fields have been added to the member and primary contact for each unit.

  • The equipment list items now include Original Purchase date, Original purchase cost, Estimated Lifespan, Estimated replacement cost, Disposal date.

  • The option to attach the owners manual and purchase receipt have also been added.

Oct 2024

  • Enhancements to the QR code/search feature to allow externally created QR codes to be used for Asset search. QR codes generated in the app are still available as well.

  • Enhancements to the QR code/search feature to allow externally created QR codes to be used for Inventory items search. QR codes generated in the app are still available as well.

  • Enhancements to the QR code/search feature to allow externally created QR codes to be used for Equipment items search. QR codes generated in the app are still available as well.

  • Adjusted the question sequence in the unit inspection form to better align with the typical dwelling unit layout and inspection path.

Sept 2024

  • An Inspection form for "Risk and Safety Assessment" to comply with the Insurance companies and Co-op Member groups requirements. A copy of this form  can be printed or emailed. Images and other details not required by the member group or insurance company will automatically be removed.

  • A new status and option to save partially completed inspections as a "draft" to be completed later, with updated reporting to monitor drafts and ensure they are completed or deleted.

  • An option to print out or email work orders for contractors to use on the jobsite and collect a signature from the member for the completion of work. Contractor copies will not include any additional or sensitive information not required by the contractor.

Dec 2023

  • Additional functionality added for searching the Contractor Directory.
  • Enhanced maintenance costs reporting and forecasting.
The Co-op AssetMatters App
New Feature Enhancements and Additions

Nov 2024

  • Additional information fields have been added to the member and primary contact for each unit.

  • WE have updated the Asset Replacement value report to include new data fields.

  • The equipment list items now include Original Purchase date, Original purchase cost, Estimated Lifespan, Estimated replacement cost, Disposal date.

  • The option to attach the owners manual and purchase receipt have also been added.

Oct. 2024

  • Changes in the Asset Depreciation database resulting in a 45% reduction in loading time when updating an Asset condition/risk rating file.

  • The "Depreciation Term" field for straight line depreciation will now offer the "Expected Lifespan" number of months as the Depreciation term. Users may select this value or enter/update to their own value at any time.

  • Changes in the Asset Depreciation database resulting in a 45% reduction in loading time when editing an Asset file.

  • Enhancements to the QR code/search feature to allow externally created QR codes to be used. QR codes generated in the app are still available as well.

  • Enhancements to the QR code/search feature to allow externally created QR codes to be used for Equipment items search. QR codes generated in the app are still available as well.

Sept. 2024

  • An auto calculation option for the replacement cost of assets.
  • This offers the user two amounts calculated based on the Canadian annual average inflation. The lower amount is just the calculation for inflation. The higher amount includes a 25% allowance for soft costs as safety margin.
  • Users may select either of the amounts or enter/update to their own value at any time.

Jan. 2024

  • Asset management categories updated to align with Revenue Canada tax codes for 2024.
The Co-op CashMatters App
New Feature Enhancements and Additions

Aug. 2024 
The Purchase orders process now includes a "Second Level" of approval for amounts exceeding the primary approval level. A second submission, review, and approval date will be required for any purchase over the buyers approval limit.

June 2023
Enhanced search capabilities for accounts payable and receivable reports.

April 2023
 New reimbursement reporting added providing instant review and validation for tracking out of pocket and petty cash expenses.