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

2. Agenda
Data Entry Complete
Application Search
Application Panels

3. Data Entry Complete
BC Housing can make a file live after it has been received and processed.
Other status types are Cancelled and Held.

4. Application Search
You can search for applications using the Application Search in the Quick Menu, or use New App List to search only for new applications.

5. 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.

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

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

8. Household Panel Household Information
On the Household panel, you can view household information, specify an alternate bedroom size, or prepare an offer.

9. 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.

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

11. Household Panel Edit Household Member
Edit Household Member dialog box.
Move In Date – defaults to current (applies to Add HH member only)
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)

12. 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.

13. 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.

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

15. Housing Panel Add New Address/Rent/LL – Step 1
Add or update using the Change Address/Rent/LL link. Select whether you are adding or updating 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.

16. Housing Panel Add New Address/Rent/LL – Step 2
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.

17. Housing Panel Add New Address/Rent/LL – Step 3
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.

18. Housing Panel Add New Address/Rent/LL – Step 4
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.

19. Housing Panel Add New Address/Rent/LL – Step 5
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.

20. Housing Panel Change 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.

21. Housing Panel Change Address/Rent/LL – Step 2
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.

22. Housing Panel Change Address/Rent/LL – Step 3
Step 3 contains details about the applicant’s current accommodations.

23. Housing Panel Change Address/Rent/LL – Step 4
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.

24. Housing Panel Change Address/Rent/LL – Step 5
Step 5 is a summary page to confirm the information that was entered.
Landlord reference questions are new to Housing Connections.

25. 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.

26. Housing Panel Address Validation
Specific user roles have the ability to override invalid addresses.
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.

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

28. Housing Panel Lookup Function
Results will be displayed.

29. Income Panel Income & Assets
Enter income and assets on the Income panel.
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.

30. Income Panel Verification Documents
If verification documents are available, add them using the Add Document link.
If verification documents are available, select them using the Add Document link.

31. Health Panel
The Health Panel displays health and mobility information.
Health is a new panel for HC. It captures any health conditions and disabilities, as well as consequences.
The Mobility and Health Condition fields are not updatable for Housing Providers.

32. Health Panel
You can specify consequences of the health condition or disability.
Note “Add Consequence” link changes to summarize the consequence(s) selected in the dialog box.
Discuss health condition vs disability.
To confirm that you meet eligibility for disability requirements, you need to have disability income – for example, PWD, PPMB, disability pension.

33. 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 36 – slide # is subject to change).
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.

34. 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.

35. 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.

36. 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.

37. Hsg Options Panel
Select the symbol to view or add special feature comment.
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.

38. Ranking Panel Summary
The Ranking Panel displays current/system category, 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.

39. Ranking Panel Category Details
Select the Category Details tab to display category criteria details.
With the exception of Transfer file, the highest System-Calculated Category is C.
Category B or A must be manually-assigned by BC Housing and requires supporting documentation (eg. Supplemental information).
Note: Housing Providers cannot manually-reassign a category.

40. Ranking Panel Manual Category Reassignment
If a file has a manually-assigned category, the category and criteria will be displayed with comments from the user who made the change.
With the exception of Transfer file, the highest System-Calculated Category is C.
Category B or A must be manually-assigned by BC Housing and requires supporting documentation (eg. Supplemental information).
Note: Housing Providers cannot manually-reassign a category.

41. Ranking Panel Manual Category Reassignment
The Summary panel will also show the updated category and the category details. Manual category reassignment is subject to expiry.
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.

42. 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.

43. Residency History Panel Main Panel
Create a new Housing History entry to capture the split. Select Update when entry is complete.
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.

44. Residency History Panel Main Panel
The Housing History will reorder chronologically.
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.

45. 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.

46. Residency History Panel Add LL Reference
Select Add Response to add an entry to a question. Enter any text in the dialog box, then select OK to save the response.

47. Residency History Panel Add LL Reference
Select any response to edit it. When done, select OK to return to the Residency History panel.

48. Residency History Panel Add LL Reference
New links for Modify and Read will show beneath the landlord that was updated.

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

50. Attachments Panel
Attachments can include applications, supplementals, and other supporting documents. Select link to view the attachment as .pdf file.

51. Checklist Panel
The Checklist will identify any missing claims and warning messages will be displayed if any mandatory information is missing.
CLAIMS:
If a claim has never been verified, the claim will be blank.
If a claim has been verified, the claim will say “Yes.”
If a claim has been verified and then cancelled, the claim will say “No.”
Note: Housing Providers do not have the ability to change file status.

52. Checklist Panel
Once all data has been entered, file is sent to BC Housing to be made Live.
Housing Providers do not have the ability to change file status.

53. Comments Panel
Comments include regular comments as well as comments added on other panels.
Housing Providers do not have the ability to change file status.

54. Supplementals Panel Summary
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 invalidate a supplemental on this panel. Only BC Housing users can validate.
Creating a Supplemental will be covered in module HP03.

55. Supplementals Panel Detail
The Supplemental Detail panel will give a summary of the information.
Click on a supplemental to view it.

56. Questions?