Log In Password Management Tool Log in Failed Access and Abilities Adding/Removing Users

Transcription

1 Section 1 Introduction Overview Log In Password Management Tool Log in Failed Access and Abilities Adding/Removing Users Privacy Statement Explanation of Privacy Statement Home Page Service Messages All Service Messages Tasks My Tasks By Type All Tasks By Type Reminders System Elements Action Buttons Action Links Check Boxes Claims Date Fields Dialog Boxes Drop-down Menus Error messages Free Text Boxes Hyperlinks Hypertext Links Radio Buttons Special Notices

2 Alt Key Shortcut Warnings Quick Menu Home Page Tasks Task Rotation Applications New Application Application List Application Search Tenancies Tenancy Search Rent Developments Blocks Units Ad Hoc Mailings Mailings History BC Housing Panel Layout Banner Quick Menu Tabs Bar Screen Detail Area Action Links Bar Footer

3 Section 1 Introduction Overview Log In To use the Housing Connections system, you will need to log in. Logging in simply means you are requesting access to the system by identifying yourself and providing a confidential password. Your user name and password will be assigned to you by the Housing Connections administrator after you have read and agreed to the password agreement. It is important to keep your user name and password secure and not share it with others. Please note: Housing Connections only supports Internet Explorer version 8 and lower. If you have a higher Internet Explorer version: Click on Tools from the Menu bar Select the Compatibility View Settings item in the drop-down menu. In the Compatibility View Settings box, under Add this website (if it is not already there), type: bchousing.org Make sure the "Use Microsoft compatibility lists" checkbox is checked to enable the compatibility view feature. Click [Add] and see the website name (bchousing.org) drop into the box labeled Websites you ve added to Compatibility View. Click [Close] to leave the box. 1. To begin, enter the web address in your browser s address bar and press the Enter key. 2. The system will navigate to the Housing Connections log in page. If you have forgotten your password or user ID, click on the appropriate link (as shown below) to reset your password or recover your user ID, respectively. Introduction to Housing Connections rev

4 3. Enter your username and password in the corresponding text boxes and click the Go button. The system will navigate to the Privacy Statement for review. Password Management Tool All users are required to enroll in the Password Management Tool, which provides enhanced security by having users create their own password and by requiring regular password changes every 90 days. During enrollment you will be asked to select two security questions. Once enrolled, users who forget or misplace their password will be able to reset their password by answering the personalized security questions. Enrollment instructions were provided to you in the Access to Housing Connections that was sent to you. Please note: Passwords must be 7 10 characters using a combination of letters, numbers and special characters. Ex: Test123! 1-2 Introduction to Housing Connections rev

5 Log in Failed If your log in fails, the following message will appear: Double check you are using the correct username and password. Try entering your information again, and if necessary, reset your password using the click here to reset link. Please be aware that, after 5 invalid successive logon attempts, the system will lock you out for 30 minutes. If after a few attempts you are unable to access the Housing Connections system, contact the Housing Connections Help Desk at or at hconnections@bchousing.org for assistance. Access and Abilities If you require different access or abilities, please contact the Housing Connections Help Desk at or at hconnections@bchousing.org for assistance. Adding/Removing Users All users will be assigned to a group. Each group has a collection of abilities that will give the user the right to perform some functions and not others. Access and abilities range from the most basic such as view only access to the most advanced such as full access which the Information Technology group has. Your access and abilities can be changed only by authorized personnel. Any new users who require access to Housing Connections must complete a password agreement (which can be found in your original Housing Registry Member Agreement or Online Rent Calculation Agreement). To request a copy of the password agreement, please hconnections@bchousing.org Users who no longer require access must also hconnections@bchousing.org so that their user accounts can be cancelled. Introduction to Housing Connections rev

6 Privacy Statement Once your username and password have been accepted, the system will navigate to the Privacy Statement. Explanation of Privacy Statement You will only see the privacy statement once a day no matter how many times you log in and out. It is very important to understand the privacy statement as the information contained within Housing Connections is confidential and needs to be kept secure. The opening paragraph is an overview of the Housing Connections Database. The Housing Connections Database, provided by BC Housing, is used to maintain applicant data for The Housing Registry and Supportive Housing Registration Service (SHR) and tenant data for the purposes of tracking tenant data and calculating Tenant Rent Contributions and corresponding subsidies. The paragraph below states that Housing Registry members will select tenants from the applicant database, and as such, will no longer maintain a separate list of applicants. Housing Providers participating in The Housing Registry no longer maintain their own applicant list. All rent-geared-to-income applicants are to be selected from the applicant database. Housing Providers continue to be responsible for their own tenant or member selection and may choose to have applicants complete a separate application or provide additional information at such time as the applicant is being considered for an available unit. 1-4 Introduction to Housing Connections rev

7 The paragraph below states that Supportive Housing Registration Service (SHR) members will select tenants from the SHR database: Housing Providers participating in the Supportive Housing Registration Service (SHR) will select applicants for available units from the SHR database. Housing Providers will also be responsible for using this site to maintain up-to-date tenancy and unit vacancy information. The paragraph below states that Online Rent Calculation users are required to enter tenant information in a timely and accurate manner, and to keep rent applications and supporting documents on file: Housing Providers utilizing Housing Connections for On-line Rent Calculation are responsible for entering accurate tenant information in a timely manner. Delays in the entry of information or inaccurate information may impact subsidy. Housing Providers agree to continue to follow the terms of their operating / operator agreement with respect to administration of the BC Rent Scale / Seniors' Rental Housing Rent Scale, including income verification and reporting requirements. As such, signed tenant application forms and supporting documents will be retained in the tenant file as back up for entries made in the Housing Connections database and hard copies will be provided to BC Housing on request. The paragraphs below explain that information contained within the Housing Connections system is confidential and should only be accessed for reasons related to applicant eligibility, maintenance, rent calculation and tenant tracking. You may not use information contained in the Housing Connections system for any other reason. You may wish to review the Freedom of Information and Protection of Privacy Act at for further information. The information contained in the applicant database is collected for the purpose of determining applicant's eligibility for housing. Housing Providers agree that this information will be used solely for the purpose of determining eligibility, matching of applicant to housing unit and priority for available housing units. Further to the password agreement signed by me, I acknowledge and agree that I have been instructed to follow the terms of that Agreement in connection with Introduction to Housing Connections rev

8 my use of the Housing Connections database and in particular, but without limiting the above: If you aren t sure that the computer you re using is protected, contact the Housing Connections Help Desk at I agree that I will collect, use and disclose applicant/tenant information in accordance with the Personal Information Protection Act, [SBC 2003] Chapter 63 as amended and in accordance with this agreement. 2. I will take reasonable precautions regarding the protection of applicants or tenants' personal information. In particular, without limiting those precautions, I will ensure that: o 2.1. computer passwords are protected; o 2.2. computer passwords are not shared; o 2.3. applicant/tenant information will not be left unattended on computer screens; o 2.4. applicant/tenant information will only be viewed on a need to know basis. Please ensure you have anti-virus software or a firewall installed on the computer you use to access the Housing Registry. Without it, an unauthorized user could potentially access the Housing Connections system without your knowledge. 3. I will access the databases only in the normal course of my duties related to the purposes outlined in the Housing Registry, Supportive Housing Registration Service, or On-line Rent Calculation agreement(s). 4. I will only access the Housing Connections database on the computer provided at my employer's place of business and my employer will ensure that virus detection and security features (to prevent unauthorized use) acceptable to BC Housing are in place. 5. I will immediately cease electronic access to the databases at BC Housing's request, where BC Housing is concerned that the computer hardware, software or internet connection may not have adequate safeguards in place for the prevention of unwanted interference with the databases, including, without limitation: o 5.1. security threats; o 5.2. viruses; or o 5.3. privacy breach. If you agree to the terms and conditions of the Privacy Statement, click I Agree. If you do not agree, click Cancel and contact your account administrator to discuss your concerns. 1-6 Introduction to Housing Connections rev

9 Home Page After logging in and accepting the privacy statement you will see the Housing Connections Home Page. The home page is divided into three sections: Service Messages Tasks Reminders Service Messages If a previously deleted service message has been edited, it will reappear. Service messages are announcements which may relate to any number of things such as service outages or special requests. They will appear at the top portion of the screen detail area under the My Tasks By Type tab. An X will appear to the left side of each service message. Clicking the X beside a message will remove it from this area. Once it has been deleted here, it cannot be restored. All Service Messages This tab opens a read-only panel containing a history of all service messages. Only BC Housing supervisors have the ability to create a service message. Introduction to Housing Connections rev

10 Tasks On the screen of each of the following tabs, you can see a list of tasks. These tasks are waiting to be completed. All tasks are hyperlinked to allow the user to select and go straight to each task panel to review and complete. My Tasks By Type This is your default screen where you can view your personal tasks, current service messages and reminders. All Tasks By Type This screen allows you to view the tasks of other users in your group. Reminders If you have any reminders, they will be displayed below your tasks. A supervisor may assign you a reminder to contact a client about their file. Reminders are memory joggers that you assign to yourself. A reminder can also be assigned for you by other people if they have appropriate security access. Each reminder displays as a blue hyperlink. When clicked, the system will navigate you to the corresponding task panel for review. 1-8 Introduction to Housing Connections rev

11 System Elements Action Buttons Buttons which create an action such as OK and Cancel. Action Links Action Links are blue underlined words, phrases or graphics which will display a dialog box for the user to enter information. Check Boxes By clicking a check box, the system makes a decision for the user and adjusts the screen accordingly. For example, by clicking the No fixed address? checkbox below, the system automatically removes the address field and only the City and Province fields remain. Claims A claim is an assertion that something is true. Housing Connections provides the ability to acknowledge or verify a claim. The types of claims that can be verified are as follows: Asset Disposal Assets Co-op Orientation Disability Income Landlord Reference Mental Health Care Notice to Move 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. Introduction to Housing Connections rev

12 Date Fields Dialog Boxes Enter information by using DD/MM/YYYY format or click the Calendar Icon hypertext link. When the calendar box appears use << or >> to select the year, < or > to select the month and click on the specific day and the calendar box will automatically close and enter the date on the screen. A dialog box requires the user to enter information in the text fields. Clicking OK will accept the information or Cancel will abandon the information. Drop-down Menus A drop-down menu contains relevant text information to that field. The user can enter the information or click the side arrow of the text box to select from a list of options available. Error messages The system will produce error messages if mandatory fields are not entered properly. This will prevent you from moving forward. Once the error is corrected, you will be able to continue Introduction to Housing Connections rev

13 Free Text Boxes By clicking in the text box area you are able to enter relevant information as required. Hyperlinks Log out icon The following dialog box will appear. Click the appropriate action button. Help Icon Refresh Icon Click to access Help information. Click to refresh the screen. Hypertext Links Radio Buttons A hypertext link is a blue underlined word or phrase that connects the user to another screen or web location. For example: The Forward link guides the user to the next tab. Radio buttons allow you to make a specific choice by clicking the appropriate button. Special Notices Special Notices are important information displayed in red text on any screen. Alt Key Shortcut The user is able to move between screens without using a mouse by pressing the Alt key and the corresponding red highlighted letter followed by the Enter key. Warnings If the system detects any errors, warnings will display in a dialog box or a message with the caution icon. Introduction to Housing Connections rev

14 Quick Menu Home Page Tasks The Quick Menu is a drop-down menu that helps the user navigate to the different panels instantly. It can be found on any panel on the top right corner. Displays personal tasks, special messages and reminders Search screen allowing users to bring up specific tasks Task Rotation Tasks can be assigned automatically to users in rotation Applications New Application Application List Application Search Tenancies Tenancy Search Rent Developments Blocks Units Ad Hoc Mailings Mailings History BC Housing Allows users to search a specific applicant by their file number First screen to select if entering a new application Search screen allowing users to bring up a list of applicants for their specific building Search screen allowing users to bring up a list of applicants using specific criteria Allows users to search for specific tenancy records Search screen allowing users to bring up list of tenants using specific search criteria Allows users to search a specific tenant s rent record Allows users to search information on any specific development Allows users to search information on any specific block Allows users to search information on any specific unit Allows users to prepare labels for mailing out packages Displays all previous created labels Allow users via to contact BC housing with any concerns 1-12 Introduction to Housing Connections rev

15 Panel Layout The Housing Registry will be made up of a number of panels. These panels will have a common look and feel to simplify training and to make navigation more intuitive. Banner The top section of each panel is called the banner. The banner is static which means it will always be seen on every panel. The Housing Registry logo is displayed on the left, the title of the section is displayed in the middle and the following buttons are displayed on the right: Refresh icon Help icon Log out icon Returns the screen to its original state before any changes were entered or saved. Displays how-to information on a separate window. It is designed to provide information and to assist with troubleshooting. Allows you to exit the system. Quick Menu The links displayed in the Quick Menu will vary depending on your user access. Displays a drop-down menu containing links. These links will allow you to move from one section to another in a single step. Tabs Bar Each panel will have a set of tabs that are listed on the Tabs Bar. The tabs displayed pertain to the panel the user is working on. On the far right of the bar are hypertext links which will also allow you to navigate to related panels. Clicking on a tab will also update the current screen automatically. Introduction to Housing Connections rev

16 Screen Detail Area The detail area contains the working information. The information will change depending upon which panel or tab selected. Action Links Bar Add Comment is typically a static link, while Abandon Offer only appears when an offer has been prepared. At the bottom of each panel is a bar that lists action links pertaining to that panel. Links that are almost always present are considered to be static. Dynamic links only appear based on the relevancy to the panel s information. Static links will appear to the left of dynamic links. Footer The footer is displayed at the bottom of every panel and is static. On the left side is a copyright and link to the main BC Housing site. On the right side is a version number Introduction to Housing Connections rev