Welcome to HOUSING CONNECTIONS TRAINING 02 Manage Application

Welcome to HOUSING CONNECTIONS TRAINING 02 Manage Application
BC Housing June 2008

Agenda Recap: Procedure for Entering an Application
Data Entry Complete Pre-Maintenance Application Search Application Panels Supplementals

Entering an Application
Initiate New App No Match Match Duplicate Match No Yes Data Entry File status: New Navigate to Existing App Recap procedure for entering an application. “Initiate New App” can be either a housing application or a supplemental. Housing Providers cannot perform Duplicate Match. Data Entry Compl File status: Pending Pre-Maintenance Active Application (Live, Cancelled, etc)

Checklist Data Entry Complete
After data entry is complete, select the “Data Entry Complete” link at the bottom of the Checklist panel. A dialog box confirms that file status will change to Pending. You will navigate to Checklist on maintenance side.

Checklist Pending Status
Data Entry Complete will change the status of the application from New to Pending, and the System Category will be displayed. Prior to making the file live, a few pre-maintenance items need to be checked/verified/entered.

Pre-Maintenance Pre-Maintenance list of items to be checked:
Live-In Care Requires Bedroom Alternate Bedroom Housing Constraints Manual Category Assignment.

Pre-Maintenance Live-In Care
Specify Live-In Care in the Edit Household Member dialog. Move In Date – defaults to current. Move Reason – optional, but must click back in if error occurs (bug). Birth date is mandatory. Citizenship status must be filled in before a file can be made live (does not need to be verified). Can also specify Days per Week in HH. ** Requires Bedroom checkbox if supported by medical documentation or caregiver. Live-in caregiver is external person paid by ministry. (unrelated)

Pre-Maintenance Live-In Care
Select Add Live-In Care Doc to add verification documents.

Pre-Maintenance Add Live-In Care Provider to Household
Add Live-In Care Provider to the household. Live-in caregiver is an external person paid by the Ministry.

Pre-Maintenance Requires Bedroom
Requires Bedroom can be selected in the Edit Household Member dialog. Comment is required. Requires own bedroom (Modify Household dialog) forces that household member to be allocated a separate bedroom. For example, if a family has two boys age 12 and 17, the system will consider them for a 2 bedroom unit. However, since the 17-year-old is close to age 18, they will be underhoused in a 2 bedroom as soon as the older boy turns 18. Requires Bedroom must be supported by medical documentation or caregiver. Alternate bedroom size specifies a bedroom size in addition to the calculated bedroom size(s). This is different from the previous Preserve Bedroom Size, in which only that size would be considered. Eg. Parents with 2 girls and 2 boys. System will calculate 3 or 4 bedrooms. Alternate could be 5 bedrooms.

Pre-Maintenance Alternate Bedroom
Select Alternate Bedroom Size link to specify an alternate bedroom size. Requires own bedroom (Modify Household dialog) forces that household member to be allocated a separate bedroom. For example, if a family has two boys age 12 and 17, the system will consider them for a 2 bedroom unit. However, since the 17-year-old is close to age 18, they will be underhoused in a 2 bedroom as soon as the older boy turns 18. Requires Bedroom must be supported by medical documentation or caregiver. Alternate bedroom size specifies a bedroom size in addition to the calculated bedroom size(s). This is different from the previous Preserve Bedroom Size, in which only that size would be considered. Eg. Parents with 2 girls and 2 boys. System will calculate 3 or 4 bedrooms. Alternate could be 5 bedrooms.

Pre-Maintenance Housing Constraints
Housing Constraints should be reviewed against special requirements and file notes/comments. Housing Constraints are not asked. Housing Constraints are not ASKED, but if applicant notes it then it can be entered. Constraints and special requirements will decrease their chances of obtaining housing as it will limit their choices.

Pre-Maintenance Manual Category Reassignment
Select the Ranking panel, then select “Re-Assign Category” link. The last step before making a file Live (or Held or Cancelled) is to check whether the System Calculated Category is correct. If the category is incorrect (due to a supplemental, etc), then manually reassign the category to the correct one. We will discuss how to do this in greater detail later (see slide # 50).

Pre-Maintenance After pre-maintenance is complete, set the file to Live and check for errors. Make the file Live, Held, or Cancelled.

Pre-Maintenance Any outstanding errors will be displayed at the top of the panel. Make the file Live, Held, or Cancelled. Errors are mandatory – they must be corrected before the file can go live.

Checklist Data Entry Complete
Once all errors have been corrected, the file can “go Live.” When you make the file Live, you will remain on the Checklist panel. The Checklist is the “jump off” point for verification. This is one of the new panels for Housing Connections and will also show in the data maintenance stage. Items on the Checklist have been expanded from the May version. If you click “Forward” instead of “Update”, you will be navigated to the Household panel and the file will not change status. If the file is not ready to be made live, select Held or Cancelled, etc.

Application Search If you are not proceeding directly from a Pending application, you can search for applications using the Application Search in the Quick Menu.

Application Search Enter your search parameters, then select Search.
You can search for application #, name, birth date, address, phone, or even status. In this example, search parameters are for John Smith in Pending status.

Application Search Results
Matching applications are displayed in the search results. Click on the applicant name to select the desired application.

Summary Panel The Summary panel for the selected application will be displayed. Note: Panel tabs have text labels to identify that you are in maintenance. Panels now have text labels to identify that you are in maintenance.

Household Panel On the Household panel, you can change household information using Modify HH Composition, or specify an alternate bedroom size. You can no longer just click and change dropdown fields… you must go through Modify HH Composition link. New fields: Requires Bedroom, Full Time Student, Live In Care, Aboriginal Identification types. Disability has been moved to Health panel.

Household Panel Manage Alternate Bedroom
Select Alternate Bedroom Size link to specify an alternate bedroom size. Alternate bedroom size specifies a bedroom size in addition to the calculated bedroom size(s). This is different from the previous Preserve Bedroom Size, in which only that size would be considered. Eg. Parents with 2 girls and 2 boys. System will calculate 3 or 4 bedrooms. Alternate could be 5 bedrooms. Requires own bedroom (Modify Household dialog) forces that household member to be allocated a separate bedroom. For example, if a family has two boys age 12 and 17, the system will consider them for a 2 bedroom unit. However, since the 17-year-old is close to age 18, they will be underhoused in a 2 bedroom as soon as the older boy turns 18.

Household Panel Modify Household Composition
Select Modify HH Composition to add, edit, remove, and re-add household members.

Household Panel Edit Household Member
Edit Household Member dialog box. Move In Date – defaults to current. Move Reason – optional, but must click back in if error occurs (bug). Birth date is mandatory. Citizenship status must be filled in before a file can be made live (does not need to be verified). Can also specify Days per Week in HH. ** Requires Bedroom checkbox if supported by medical documentation or caregiver. Live-in caregiver is external person paid by ministry. (unrelated)

Contacts Panel Contacts can include phone numbers and email addresses.
Addresses is a new contact type item. Must be formatted as in order to be valid. During data entry stage, the Contact Information panel included residential and mailing addresses. These have now been moved to the Housing panel.

Housing Panel The Housing panel contains residential/mailing addresses, details about current housing, and NET/Gave Notice information. Both Residential and Mailing address are displayed (if available). Additional details about housing (eg. rental assistance, safe access) NET or Gave Notice – has details about NET length of time and reason.

Housing Panel NET/Gave Notice Comment
Users can add embedded comments using the links.

Housing Panel Add New Address/Rent/LL – Step 1
Add or update using the Change Address/Rent/LL link. To add a new address, select Add in Step 1. Like the Household panel, you must use the Change Address/Rent/LL link to update fields. You cannot just click and change. ** INSERT SCREENS FOR ADD NEW ADDRESS Discuss dates and add/remove addresses

In Step 2, enter the effective date of the new address, then enter the address information, then click Next. Like the Household panel, you must use the Change Address/Rent/LL link to update fields. You cannot just click and change.

Enter the rent information and additional housing details in Step 3, then click Next. Like the Household panel, you must use the Change Address/Rent/LL link to update fields. You cannot just click and change.

Enter the landlord’s name and phone number in Step 4, then click Next. Like the Household panel, you must use the Change Address/Rent/LL link to update fields. You cannot just click and change.

Step 5 is a summary of the updated information. Click Finish to save the new address. Like the Household panel, you must use the Change Address/Rent/LL link to update fields. You cannot just click and change.

Housing Panel Update Address/Rent/LL – Step 1
If you wish to update the address information, select Update in Step 1. Like the Household panel, you must use the Change Address/Rent/LL link to update fields. You cannot just click and change. ** INSERT SCREENS FOR ADD NEW ADDRESS Discuss dates and add/remove addresses

Step 2 allows you to enter NET or notice details. NET points are assigned automatically but can be manually overridden. NET fields are context-sensitive. The choices will change depending on what the user selects. For example, if you select 2 Month Notice, the NET details will populate only with 2 Month reasons.

Step 3 contains details about the applicant’s current accommodations.

Step 4 contains the landlord name and contact information, as well as responses to the landlord reference questions (can also be added later). Landlord reference questions are new to Housing Connections.

Step 5 is a summary page to confirm the information that was entered.

Housing Panel Address Validation
Invalid addresses are displayed in red and can be corrected or overridden. Address validation override is new. It is available to users with sufficient system rights. If the applicant is under Notice to End Tenancy or has Given Notice, details are displayed in the Notice section.

Housing Panel Address Validation
Specific user roles have the ability to override invalid addresses by selecting the Override checkbox. Address validation override is new. It is available to users with sufficient system rights. Can still go live with one valid contact type Warning if invalid “mailing” (whether residential or alternate) address – no mailing will be sent.

Housing Panel Lookup function
Select the Lookup link to open the postal code search.

Housing Panel Lookup function
Results will be displayed.

Income Panel Income and assets now have verification documents. To be eligible for disability requirements, an applicant must have disability income. This panel now shows totals for income and assets. INCOME AND DISABILITY A person is eligible for disabled ONLY IF THEY HAVE DISABILITY INCOME. It is VERY IMPORTANT to make sure you put down EXACTLY the type of income that the person has. For example, if they have “income assistance,” is it employable, PWD, PPMB… ? This will affect what housing they are eligible for. Also remember that Supplementals and Disability Confirmation Forms DO NOT make a person eligible for disability housing. It only increases their category.

Income Panel Enter income and assets on the Income panel. If available, enter verification documents. If verification documents are available, select them using the Add Document link.

Health Panel Enter health and mobility information on the Health panel. Health is a new panel for HC. It captures any health conditions and disabilities, as well as consequences. The Health panel also identifies whether a health assessment has been requested and/or completed. NPs do not see the top section (Health Conditions)

Health Panel You can specify consequences of the health condition or disability. Discuss health condition vs disability. To confirm that you meet eligibility for disability requirements, you need to have disability income.

Preferences Panel Preferences include buildings, cities, and neighbourhoods. Select Show ‘Add Preferences’ Area to add preferences. Minor changes: When you add an area, buildings that were not manually selected are grouped as Eligible or Not Eligible. You have the option of adding these buildings. (see slide 30). Additionally, the system now tells you how many eligible units there are in the building (this does NOT mean “vacant” units), as well as the reason(s) why an applicant is not eligible for a particular building.

Preferences Panel You can enter specific preference codes, or select items from the drop-down lists. As before, you can enter specific preferences codes in the left-hand box, select areas or neighbourhoods from the dropdown list, or select specific building names from the right-hand box.

Preferences Panel Click the + symbols to expand Eligible/Not Eligible preferences. You can also expand the Eligible and Not Eligible lists, with the option to add an eligible building by selecting the appropriate checkbox. This function is new to Housing Connections.

Hsg Options Panel The Hsg Options panel includes optional housing preferences/constraints, pets, and special requirements. Selecting these will limit housing choices. Hsg Options panel is new to H/C. It allows for better matching between applicants and units based on applicant preferences regarding smoking, parking, stairs, etc. Consolidates most (but not all) criteria for matching. Housing Constraints are not ASKED, but if applicant notes it then it can be entered. Pets are now listed on the Hsg Options panel, and a new item (reptile) has been added to pet types (Dog Cat Bird Reptile Rodent Fish Other). Applicants can now also identify special features or requirements desired. Remind applicants that constraints and special requirements will decrease their chances of obtaining housing as it will limit their choices.

Ranking Panel Summary The Ranking panel displays current and system-calculated categories, point score, and past tenancy issues. In addition to Point Score and Past Tenancy Issues (which already existed in the Rating panel), there is also the addition of Category (which Jonathan discussed). Users with sufficient system rights can manually reassign categories. Category is new to Housing Connections.

Ranking Panel Category Details
Category criteria details. The highest System-Calculated Category is C (with the exception of Transfer files). Category B or A must be manually-assigned and requires supporting documentation (eg. Supplemental information).

Ranking Panel Manual Category Reassignment
To manually reassign a category, select Re-Assign Category and choose the new category. For regular applications, the highest System-Calculated Category is C. Category B or A must be manually-assigned and requires supporting documentation (eg. Supplemental information). For transfers, the category is driven by the type of transfer and users cannot manually change the category. Note: Housing Providers do not have permission to perform Manual Category Reassignment.

Choose justification for the category reassignment and add a comment. Note: Housing Providers do not have permission to perform Manual Category Reassignment.

The new current category displays with reason. Note that it is subject to expiration (eg. NET expiry will revert the category back to system calc). ** Manually-assigned categories will be dropped once the reason expires. For example, if an applicant has been manually-assigned to Category B due to risk of homelessness from NET, when the NET expires the applicant will be put back to the system-calculated category. Note: Housing Providers do not have permission to perform Manual Category Reassignment.

Ranking Panel Cancel Manual Category Reassignment
To cancel a manual category reassignment, select Re-Assign Category, then select Remove manual category reassignment. To cancel a manual category assignment, select Re-Assign Category, then select “Remove manual category reassignment.” The category will revert back to the System Calculated Category. Note: Housing Providers do not have permission to perform Manual Category Reassignment.

Residency History Panel Main Panel
Shows past subsidized tenancies and other housing history. Current address must be split into two entries due to Start Date. Landlord Information panel has been renamed to Residency History. Residency History captures not only private landlord information but also past tenancies in H/C and other subsidized housing not in H/C. Due to how the Start Date is used in Housing Connections, the first address in the application must be split into two entries. In this example, the residency at 1925 St Andrews began June 1, However, the system automatically sets the “Current Address” start date as the start date of the application. Therefore a manual entry must be made to record the housing history from June to May 21, The app date is the only date that we can confirm the applicant was where they say they were.

Residency History Panel Add LL Reference
Select Add LL Reference link to open reference dialog box. Select a landlord/address from the dropdown list. To add a landlord reference for a non-current landlord, select the Add LL Reference link.

Select Add Response to add an entry to a question. Enter any text in the dialog box, then select OK to save the response.

Select any response to edit it. When done, select OK to return to the Residency History panel.

New links for Modify and Read will show beneath the landlord that was updated.

Task History Add LL Reference
Task history will show pending tasks.

Audit Panel File changes are recorded in the Audit panel – User, Date/Time, Type of Change, and Details (the actual information that was updated).

Attachments Panel Attachments can include applications, supplementals, and other supporting documents. Select links to view the attachments as .pdf file.

Checklist Panel Once all data has been entered, file can be made Live (if not already). Claims A claim is an assertion that something has been proven. Housing Connections provides the ability to acknowledge or verify a claim. Some of the claims are: Disability,, Income, Landlord Reference,, Notice to Move, Social Issues, and Student. When a claim has been established or modified, it can be viewed by clicking the Claims tab within an application. If a claim has never been verified it will appear as a check box and a question. If a claim has been verified it will appear as a Yes link along with the question. If a claim is later cancelled it will appear as a No link along with the question.

Checklist Panel The Checklist will identify any missing claims and warning messages will be displayed if any mandatory information is missing. Click the claim link to navigate to the panel.

Comments Panel Comments include regular comments as well as comments added on other panels.

Supplementals Panel Displays a list of any existing supplementals. Click on a supplemental to view detailed information. Click on a supplemental to view it. You can also validate or invalidate a supplemental on this panel.

Supplementals Panel Create New Supplemental – Step 1
To create a supplemental, select Add Supplemental. Supplemental type(s) will determine which panels will be displayed. ** When receiving new supplemental information, be sure to CREATE A NEW SUPPLEMENTAL ** Do not add additional information to an existing supplemental unless it is coming from the same physical paper. ** SEPARATE SUPPLEMENTALS INTO ANOTHER SLIDESHOW **

Summary of applicant contact information.

Current living situation.

B. Homelessness – Main Panel For clarity, panels for B, C, and D are being shown separately. However, if more than one is selected in Step 1, the appropriate sections will be displayed together on one panel.

B. Homelessness – Reason stable housing ended

B. Homelessness – Barriers for stable housing

C. Fleeing Abuse – Main Panel

C. Fleeing Abuse – Steps taken to leave abuser

D. Health – Main Panel You can manually specify Health Points on this panel (field is hard to find)

D. Health – Health Consequences

D. Health – Special Housing Requirements/Features

E. Verifier’s Information Supplemental will not be valid if verifier’s signature is missing.

Questions?

Welcome to HOUSING CONNECTIONS TRAINING 02 Manage Application

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Welcome to HOUSING CONNECTIONS TRAINING 02 Manage Application

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