47 working definitions explain how records, approvals, services and measures fit together. Each term links to the guide where it is used.
These definitions explain the site’s operational language. Legal applicability, insurance coverage and professional findings need their governing source and property context. See the editorial method for source and interpretation rules.
47 terms shown
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The test, review or record used by the authorized reviewer to establish that the agreed delivery requirement has been met.
In practice: Specify it before work starts. A progress photograph or invoice may describe work without establishing acceptance.
Capital Project Closeout ChecklistThe source-linked decision to retain, change, revoke or investigate an account permission, with ownership and evidence.
In practice: Verify the resulting access rather than treating a requested change as completed.
Property Digital Access Review: Accounts, Roles and RecoveryExpense recognition describes the reporting period of an obligation; cash timing describes when money moves.
In practice: An annual premium can be allocated across budget months while its full payment falls in one month.
HOA and Condominium Cash Flow PlanningA controlled list of execution tasks linked to adopted decisions or other authorized work.
In practice: Record the owner, due date, status and completion evidence while retaining the source approval.
Board Decision & Action Register TemplateThe importance of an asset based on the consequence of losing its service and the available recovery arrangements.
In practice: Compare affected services, dependencies and qualified condition information rather than purchase price alone.
Property Asset Criticality and Maintenance PrioritiesAvailability of the scope, access, approvals, resources and dependencies needed for the next work step.
In practice: Track blockers separately from consequence-based priority.
Maintenance Backlog Triage: Consequence, Readiness and AgeThe difference between actual results and the comparable adopted budget amount for a defined period.
In practice: Explain rate, quantity, service changes and timing before identifying a saving or overspend cause.
HOA & Condominium Financial Oversight ChecklistA controlled proposed or approved modification to the contracted work, price, time or another relevant obligation.
In practice: Keep proposed and approved states separate and show cumulative exposure, including pending changes.
Capital Project Change Order RegisterA bounded comparison of a stated claim with an identifiable source and its actual knowledge, permission and limitations.
In practice: Keep unavailable evidence distinct from a verified adverse finding.
Supplier Reference Checks: Claim, Permission and CorroborationRecords showing how a notice was issued and delivered under the applicable contractual requirements.
In practice: Confirm recipient, method and timing with the agreement and appropriate adviser; a reminder is not delivery proof.
Vendor Contract Renewal Tracker for Condos & HOAsA description of a review step, evidence request or operating control to be adapted to a property.
In practice: A row in a checklist is a suggested test. It is not an observed finding or proof of compliance.
Property Data Quality Audit and Source ReconciliationAssigned work intended to address a supported cause of an identified problem.
In practice: Separate completion of the task from the later check that it actually prevents recurrence.
Property Corrective Action and Recurring Problem ReviewA concise record of the issue, approving authority, evidence, alternatives and decision requested.
In practice: Use it to make a meeting item reviewable before the vote rather than relying on a document bundle.
Condo Board Packet Template and Decision BriefThe defined predecessor output and acceptance evidence enabling an authorized successor step.
In practice: Review both logical completion and the receiving team’s actual readiness.
Capital Project Dependencies: Prerequisites, Handoffs and Schedule LimitsA local designation used in evacuation planning. Pinellas County describes its hurricane evacuation zones as based on storm-surge risk.
In practice: Keep it distinct from a FEMA flood-map designation and use current official instructions during an event.
Tampa Bay Flood Zones and Evacuation ZonesInformation needed for a conclusion or decision that has not yet been obtained or verified.
In practice: Record the missing item, owner and effect on the decision rather than treating absence as proof of a problem. For example, an unsigned checklist can show that someone recorded observations while leaving reviewer authority and acceptance unresolved. Name the missing evidence rather than labelling the whole delivery accepted or rejected.
Property Operational Audit Checklist for HOA & Condo BoardsA date or observable change requiring an unresolved exception and its interim arrangement to be reviewed again.
In practice: Retain the original disposition and document the next authorized decision.
Property Operational Exceptions: Ownership, Interim Controls and ReviewA visibly fictional update in a controlled exercise testing an agreed decision or dependency.
In practice: Keep it separate from real instructions and record its learning question.
Property Tabletop Exercise: Scenario, Decisions and Follow-UpA flood-map designation that must be checked using the applicable official address or parcel information.
In practice: Retain the source and lookup date. It is not interchangeable with the local evacuation designation.
Tampa Bay Flood Zones and Evacuation ZonesConfirmation of payment-destination information through an independently established contact or approved process.
In practice: Avoid using only the phone number supplied in a change request. Keep account details in the restricted payment system.
Property Invoice Approval and Payment ControlsAn interpretation drawn from evidence rather than a directly observed fact.
In practice: Label the reasoning and uncertainty. Seek additional evidence before presenting a causal explanation as confirmed.
Comparing Property Data Without Misleading ConclusionsA defined measure selected to support a particular management decision.
In practice: Record formula, population, period, evidence, owner and cadence. A definition does not supply a universal target.
Property Management KPI Library for HOA BoardsThe eligible population against which a count or amount is measured to form a rate.
In practice: Retain inclusion rules. A changed denominator can move a KPI without changing service quality. Fictional check: 18 completed jobs out of 20 due is 90%; using all 30 jobs in the backlog gives 60%. Name the population, eligibility rule and period before comparing either rate.
Property Management KPI Library for HOA BoardsThe professional structural inspection addressed by Florida Statutes §553.899 for applicable condominium and cooperative buildings.
In practice: Coordinate the building facts, applicable authority notice, qualified professional and resulting follow-up. Verify current applicability at the source.
Florida Milestone Inspection Coordination for Condo BoardsNot applicable means a measure does not apply to the defined case; unavailable means the required information is missing.
In practice: Preserve both states separately from a genuine zero and explain them in downstream reports.
Comparing Property Data Without Misleading ConclusionsA dated description of the records, conditions and performance used as the starting point for a review.
In practice: State what was examined and what remains unknown so later changes have a defensible comparison.
Property Operational Audit Checklist for HOA & Condo BoardsThe transfer of records, authority, access and open responsibilities to a new owner or provider.
In practice: Test that the receiving team can use the transferred information before the outgoing access ends.
Property Management Transition ChecklistAn authorized obligation whose remaining payment or delivery has not yet been fully completed.
In practice: Include it in funding and cash planning even if the related invoice has not arrived.
HOA and Condominium Cash Flow PlanningA published observation identified by the issuing agency as subject to revision.
In practice: Retain the preliminary label and reference period and recheck the issuing source before relying on a later comparison.
Tampa Bay Property Data DashboardThe milestone, delivery or other condition in the executed record governing a payment request.
In practice: Trace the request to its condition and acceptance reviewer.
Capital Project Payment Evidence and Milestone ReviewA controlled list of incomplete or defective project items requiring an agreed disposition.
In practice: Give each item an owner, acceptance requirement and closure evidence; keep unresolved items visible at handover.
Capital Project Closeout ChecklistThe eligible usable answers in a survey question measure under a defined inclusion rule.
In practice: Report it separately from invited population and total submissions.
Resident Survey Data Quality: Denominators, Coverage and PrivacyThe joint cost effect of quantity and unit-price changes in the disclosed three-part variance model.
In practice: Count it once and state the bridge method.
Budget Variance Bridge: Rate, Quantity and InteractionA documented resolution of incompatible statements, including examined sources, authority, accepted basis and remaining limitations.
In practice: Update active outputs while preserving the original evidence.
Resolving Conflicting Board Records Before a DecisionThe date or interval to which an observation applies.
In practice: Distinguish it from publication and editorial review dates. A recently checked historical figure remains historical. Fictional comparison: a seven-day total and a thirty-day total do not describe the same exposure. Keep start date, end date and any incomplete days beside the number before interpreting a trend.
Tampa Bay Property Data DashboardReserve planning connects future component needs to funding. A Structural Integrity Reserve Study (SIRS) has specific Florida statutory requirements for applicable buildings.
In practice: Keep the qualified study and current legal requirements separate from the board’s implementation plan. A SIRS is not a milestone inspection.
Florida Condo Reserve Study Action PlanA practical check that backed-up records or a system can be recovered and used by the authorized team.
In practice: Confirm usability and permissions as well as the existence of a file. Record the test result and unresolved limits.
Property Digital Continuity and Records RecoveryFunds whose permitted use must be established from the applicable governing, contractual or legal authority.
In practice: Do not assume that money visible in a bank account is available for any proposed expenditure.
HOA and Condominium Cash Flow PlanningThe agreed decision question, property, evidence population, period, methods, deliverables and exclusions of an assignment.
In practice: Agree the boundary and acceptance test before commissioning work or sharing records.
Independent Property Review: Scope, Evidence and DeliverablesA controlled record of exposures, consequences, existing controls and assigned responses.
In practice: Retain the basis of each assessment, uncertainty and review trigger; avoid unsupported precision in numerical scores.
Property Risk Register for HOA & Condo BoardsThe stated limit of the records examined and the conclusions that their selection method can support.
In practice: Keep an exception-focused check separate from an exhaustive verification of all records.
Independent Property Review: Scope, Evidence and DeliverablesWork, cost or responsibility expressly left outside the offered or agreed service.
In practice: Make exclusions visible when comparing bids and confirm who owns any work still required by the property. If a quote excludes access equipment, identify who supplies it, the cost still to be confirmed and the condition for starting work. An exclusion should become a decision or dependency, rather than disappearing from the comparison. For an excluded area, state the question left unanswered and who can examine it. An exclusion explains a boundary; it should not be read as a satisfactory finding about that area.
Property Vendor Bid Comparison MatrixAn authorized change to the questions, evidence, methods or deliverables of a review.
In practice: Record the added effort, cost, timing and approval before additional work starts.
Independent Property Review: Scope, Evidence and DeliverablesHow a comparison changes when plausible preference weights change while evidence ratings stay fixed.
In practice: Disclose ranking reversals and the approved priority model.
Proposal Scoring: Mandatory Gates and Weight SensitivityA defined performance or response expectation within a service arrangement.
In practice: Specify the trigger, clock, reporting evidence and exceptions rather than using an undefined promise of prompt service.
Property Vendor Scope Writing and Procurement BriefThe designated authoritative record or system for a field, transaction or document.
In practice: Identify its owner and correction process so updates propagate into derived reports and working copies. If two systems disagree, record which field each system controls, the reconciliation owner and the unresolved difference. Naming one source of record does not authorize deleting contrary evidence.
Property Data Quality Audit and Source ReconciliationA record linking covered work or assets to warranty terms, dates, notice routes and defect follow-up.
In practice: Track receipt of notifications and verified remedy. The register itself does not determine contractual coverage.
Capital Project Warranty Tracking and Defect Follow-UpAn indicator should define its unit, period, source and responsible reviewer.
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| Criterion | What to check | Practical implication |
|---|---|---|
| Variance | Separate changes in price, volume, timing and service scope. | A budget variance alone does not identify waste or explain performance. |
| Completion | Distinguish work reported complete, evidence received and acceptance confirmed. | Closing a task in a system does not itself establish that the required result was delivered. |
