AssociationOps360
Major HOA pool resurfacing and paver-deck replacement project under construction

Major capital & reserve project management

Big decisions deserve more than a folder of bids.

The scope. The funding. The recommendation. The record behind the board's decision. Bring every part of a major project together, so each decision has something solid behind it.

A major amenity project is more than a construction site.
The scope, decisions, and closeout need a record.

From first report to final sign-off

One project.
Every step recorded.

From a leak work order to board approval, daily oversight and final sign-off. AssociationOps360 brings the work and its records together—tied to the property and the specific project.

Clubhouse roof renewalClubhouse / Roof renewal / PR–1048

A leak starts the work.
AssociationOps360 starts the record.

Maintenance contains a leak in the east-wing lounge. In AssociationOps360, the work order brings the location, photos, assigned team and roof history together.

  1. Leak reported
  2. Area secured
  3. Roofer requested

Recorded in AssociationOps360

Work order
WO–1048
Location
East-wing lounge
Next action
Roof inspection

Link the work order to the roof project. Keep the original evidence with both the clubhouse and this specific project.

Day 01 / The leak

Illustrative project · one property, one project recordScroll to move through the project ↓

Clubhouse roof renewal

Illustrative project · from leak to sign-off

A leak starts the work.
AssociationOps360 starts the record.

Maintenance contains a leak in the east-wing lounge. In AssociationOps360, the work order brings the location, photos, assigned team and roof history together.

  1. Leak reported
  2. Area secured
  3. Roofer requested

Recorded in AssociationOps360

Work order
WO–1048
Location
East-wing lounge
Next action
Roof inspection

Link the work order to the roof project. Keep the original evidence with both the clubhouse and this specific project.

From a work order
to a defined project.

A roofer finds failing flashing and widespread wear. Save the inspection, temporary repair and replacement recommendation in AssociationOps360, then build the project scope from those findings.

  1. In-house assessment
  2. Specialist inspection
  3. Repair or replace

Recorded in AssociationOps360

Finding
Flashing + roof wear
Immediate response
Temporary repair
Recommendation
Roof replacement

Keep the specialist report, photos and roof history together so the next decision begins with the evidence already collected.

One RFP. Three bids.
An informed comparison.

Create one standardized RFP in AssociationOps360. Give each roofer the same scope, quantities and acceptance criteria. Organize all three returns in a board view that compares price, exclusions, warranty and timing.

  1. Standardized RFP
  2. Common addendum
  3. Aligned comparison

Recorded in AssociationOps360

Bayline Roofing
$286,000
Northstar Roofing
$302,000
Ridgewater Roofing
$294,000

Save every proposal and common addendum beside the comparison. Management can explain its recommendation from the same record.

A board-ready packet.
A recorded decision.

Assemble the inspection, bid comparison and management recommendation in AssociationOps360. Link the reserve study, identify reserve or capital funding, and record the board decision and its conditions.

  1. Recommendation
  2. Funding confirmed
  3. Decision recorded

Recorded in AssociationOps360

Selected proposal
$286,000
Contingency
$28,600
Reserve authorization
$314,600

If the board denies or defers, retain the reason, revise and resubmit. Every version stays with this project.

Approval becomes
a coordinated start.

Record the vendor award in AssociationOps360. Align milestones, resources, access and drop zones. Track applicable insurance, licenses, bonds and guarantees, including review status and expiration dates.

  1. Vendor notified
  2. Protections checked
  3. Site coordinated

Recorded in AssociationOps360

Insurance & license
On file · reviewed
Performance bond
Required · received
Site logistics
East service court

Coordinate maintenance, janitorial and lifestyle teams. Prepare board and community notices from the same schedule and work-zone plan.

See the work.
See what needs attention.

The roofer executes the work. Management uses AssociationOps360 to compare updates with milestones, track deliveries and flag schedule risks. Safety observations, work zones, access and cleanup stay in view throughout.

  1. Daily field updates
  2. Milestone comparison
  3. Early warning

Recorded in AssociationOps360

East wing
Weather-tight
Material delivery
2 days at risk
Management action
Resequence west wing

Use the recorded field updates to prepare the weekly board report and community notices. Assign follow-up before a threatened milestone becomes a missed one.

Every change has
a cost—and a record.

Damaged decking changes the scope. In AssociationOps360, attach the evidence, price and schedule impact; record authorization; then update the project commitment, forecast and remaining budget.

  1. Decking documented
  2. Change authorized
  3. Forecast updated

Recorded in AssociationOps360

Approved change CO–01
+$8,400
Forecast at completion
$294,400
Authorization remaining
$20,200

Keep the request, approval and revised dates together. AssociationOps360 tracks costs and change orders; your accounting process handles collection and vendor payments.

Signed off.
Still there for the next manager.

Close the punch list and record final acceptance in AssociationOps360. Keep inspections, warranties, guarantees, change orders and costs tied to the completed project and its property.

  1. Final inspection
  2. Punch list closed
  3. Signed off

Recorded in AssociationOps360

Completion
Accepted · signed
Closeout documents
Warranties received
Project record
Ready to export

Export the complete project history when needed. The next manager can follow the record from the first leak through final sign-off.

Track project costs and commitments. Collection and vendor payments remain in your accounting process.

A repeatable project standard

Are major projects being managed with:

  • Clear scope
  • Comparable bids
  • Funding context
  • Status visibility

Capital projects need more than scattered PDFs and meeting notes. AssociationOps360 provides a standardized, repeatable process—from the first condition through approval, delivery, change control, and closeout—so the community stays directed by its own record, not a contractor's version of it.

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