New User Primer IMPORTANT PROGRAM FEATURES

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1 New User Primer With the introduction of any new or updated version of a software program there are many changes that users need to become familiar with in order to properly use the program. In this case, the HomeGauge version of PCExpress provides an entirely new platform for entering data and generating home inspection reports, so there are many new and different features that must be learned to efficiently and effectively use and navigate through the program. The purpose of this document is to try and explain some of those features and the major differences between this program and prior versions of PCExpress. It is not an exhaustive Help manual on all features of the program. For that, there is a Help function built into the software. While not specific to the many features and changes specifically made with this version of the HomeGauge software developed exclusively for the HouseMaster franchise system, it does provide an overview of many of the key program features. One of the biggest benefits of PCExpress Powered by HomeGauge is the flexibility every user has to tailor the report to their specific market, as well as to each specific inspection. This benefit, however, comes with a caveat; extreme caution must be used in performing any customization, as in doing so unintended changes can be made to the default report template. IMPORTANT PROGRAM FEATURES What is a template? A template is the actual or original report that you start with every time you do an inspection. HMA has established a basic template for HouseMaster franchisees. You will be able to add, edit or modify certain aspects of the template to customize all your inspection reports. This template will change as you make changes to it and will grow with you. You can also edit aspects of the template for a particular report without saving it as a master template. As time goes by, HMA will also develop model templates for specific inspections (i.e. Commercial Properties) although you will likely use just the main template most of the time. The template is used to save not only certain properties of the report, but also all of your standard comments and list box items. As you create and save a new report, a copy of the template that was used to create it is saved along with it. In this way the program can always open an older report with the exact template that was used to create it. To make sure each and every one of your inspectors are using the same report template, you can modify it on one master computer and then simply copy the template file to other machines. While this will overwrite any changes an inspector PCExpress Powered by HomeGauge Primer Page 1 of 8

2 may have made to their template, it will allow you to make sure everyone is using the same template at specific points in time. Can I create one template for use by all my inspectors? Yes. Your template file is located in the My Documents/HMA- HomeGauge/Template folder. If you make changes to your template on a main computer you can simply copy this file from machine to machine so that all are using the same template. As always, we recommend making a backup copy of this file before doing any kind of moving around. How flexible is the program? PCExpress Powered by HomeGauge allows a user to totally modify the standard report template. You can make many changes to the template (such as adding an element, marking an element/section as excluded, adding a second bathroom or kitchen section, etc.) which affect either that report or the default template used to create all subsequent reports. Just be careful when starting out as you may wind up with unwanted changes to your standard report template and no way to undo them. Can I use a Summary Report? While HMA does not recommend the use of an Inspection Summary Report, we do recognize that some offices like to utilize one. The standard report template provided with the program includes a Summary of Inspector Comments form ( Summary Report ) which automatically includes any item rated as Fair or Poor. You can also mark items rated as Satisfactory, Not Applicable or Not Inspected for inclusion in the Summary Report by checking the box located at the bottom of the screen next to the Summary icon. Conversely, although not recommended, if you rated something as Fair or Poor and don t want it included in the Summary Report simply de-select the box. When using a Summary Report, just be aware that readers may ignore the entire Inspection Report and focus solely on the Summary Report. For that reason the standard report template includes an introductory paragraph for use on the Summary Report. We strongly suggest you do not modify this paragraph as it was written from a legal perspective to reduce the risk involved should a client state they relied solely on the contents of the Summary Report while ignoring the contents of the Inspection Report. A Summary Report should never be distributed without including the Inspection Report! How do I insert pictures into the report? The ease of use for including pictures with this system was one of the major reasons HomeGauge was chosen. Take as many pictures as you want with your digital camera. With the report open, simply click the Select Folder icon located in the Pictures work area and chose the location where your pictures are loaded. PCExpress Powered by HomeGauge Primer Page 2 of 8

3 A thumbnail slide of all available pictures in that location will appear. It then becomes as easy as highlighting the Inspection Element you want to assign a picture to, and then dragging and dropping a picture from the Picture work area into the Main work area. It s that simple! To insure a uniform look, make sure all pictures are set to the same size (medium is the default). You can add arrows to highlight certain aspects of the picture by tapping on the enlarged screen. (Be careful, only the last arrow added can be deleted. To remove multiple arrows you will need to delete the picture and then reinsert it to start over.) More than one picture can be used for each element by dragging over a previously dropped picture. You can also include pictures on the optional cover page by going to the General section and dragging into the picture box. We recommend using small sized pictures for inspection elements and a single, large sized picture for the cover page. One thing to note, while the program creates a folder for each report you should not copy your photos there. The program will automatically move photos into this folder based on your actions from within the software. If you were to copy photos to this folder they would be duplicated, and in the event you use the web upload feature will result in an unnecessary use of disk space. How do I use standard comments? The comment management system included in this program is different then that of prior versions of PCExpress. Out of the box, you have the option of importing comments from your old PCExpress software or using those included with the standard report template. We ll explain importing in a second, but first here s an explanation of how the comments are set up. There are two comment sections: the Global Comment list and the Local Comment list. These are two distinct lists; knowing the difference is important. The Global Comment list contains all standard/auto comments for use in the program and is pre-loaded with a variety of comments courtesy of the HMA Technical Department. The important distinction from prior versions of PCExpress is that this Global Comment list is completely separate from the Local Comment lists that are specific to every inspection element or section. In other words, the Global Comment list is not the list that is used during the inspection entry process. To get to the Global Comment list, simply click Template and then All Comments on the main File Menu bar located at the top of the program. Once open, you can see that the program includes a category for each standard report section and each PCExpress Powered by HomeGauge Primer Page 3 of 8

4 standard inspection element therein. All Standard Comments which come loaded with the program have been assigned to the specific categories for which they relate. This setup allows the user to drag and drop the comments they want to have available for regular use on inspections from the Global Comment list into the Local Comment list. Note: For those wishing to include Supplemental Information in the body of the report ALL supplemental comments have been included in the specific categories which they relate to. This will make it easier for you to move these comments to the Local Comment list for use when entering inspection data. The Local Comment list is what appears when a user who is entering inspection data selects the magic wand icon for a specific inspection element. Each inspection element has its own specific and unique Local Comment list. By default, all Local Comment lists are BLANK. This is to allow users to import comments from a prior version of PCExpress into the program and immediately begin using it with a very low learning curve. (Be patient, we ll talk more about importing old comments soon.) What form can the comments take? Comments both lists can take one of two forms: Standard and Smart Text. Standard comments typically consist of a simple sentence or paragraph of text. Smart Text allows you to build your sentences from a large selection of choices. A Smart Text sentence eliminates having to sift through numerous standard comments, as you would have to do if you only had standard, sentence form comments for each common defect. This Smart Text technology is proprietary to HomeGauge and makes creating comments on the fly an easy thing to do. HomeGauge s Smart Text uses the IDEA method (Identify-Describe-Explain-Advise) to build sentences. Smart Text snippets can be used to create numerous comments specific to an element. This drastically reduces the number of comments in your lists, making report entry an easier and quicker process. The use of Smart Text is on the higher end of the learning curve, but once you get the hang of it you ll see the advantages it presents. How do I import comments from PCExpress? For most users we recommend starting out by importing your old PCExpress comments into this newer program. This will allow you to become familiar with how the software operates while eliminating the learning process involved in comment management. To begin, you will need to download the special PCExpress Comment Conversion tool from the InfoEx. It is located in the Documents/Computers/PCExpress section. This program is pretty straight forward in that it will locate your existing PCExpress comment file and then convert these into the proper format for importing into the HomeGauge program. PCExpress Powered by HomeGauge Primer Page 4 of 8

5 WARNING: Do not run the Import tool from within the HomeGauge software on any file unless you are sure it was created using the special PCExpress Comment Converter. To do so will cause unwanted results within the HomeGauge software which may require a lot of time to undo! Once you have created the exported comment file make a note of its location on your computer. Open the HomeGauge software, and from the main menu bar select File and then Import PCExpress Comments. Navigate your way to your exported comment file and click OK. The program will assign these comments to the specific inspection elements in both the Local Comment list AND the Global Comment list. This will allow you to begin using the program with your comments right away. Can I add new comments on the fly? Yes! Simply type the comment into the text box for the element you wish it to be assigned to and then click the icon with the magic wand and plus sign on it. This will add your new comment to the Local Comment list for that specific element you are on, and will also add it to the uncategorized section in the Global Comment list. To keep your Global Comment list organized, you should move all uncategorized comments to their specific categories from time to time and delete any duplicate comments. Where are my reports saved? All Inspection Reports are automatically stored in the My Documents folder located on your computer. The program creates a sub-folder labeled HMA-HomeGauge and individual report folders named after the report ID that you entered are stored there. All files specific to each report are stored in their respective folder. Note that the program stores a copy of the report template used at the time each report was created in this folder as well. This is to ensure that should you need to open this report at a later date the template will match. How do I upload reports to the web? After your report is completed you have the option of posting it to the Internet for customers to see. This process utilizes the Customer Login feature of the InfoEx combined with your housemaster.com web site. Note that the inspector/user will need access to the Internet as well as a valid InfoEx account in order for this feature to work. To start, the inspector/user of the program needs to store his valid User ID and Password for the InfoEx system in the HomeGauge application. This information can be entered into the system by clicking the UPLOAD option in the File Menu bar located at the top of the program. Make sure to select the Always remember password option. You then need to make sure you have entered the customer s name and address on the Customer tab. These are important as they are used to create their unique User ID, tells the system where to send an outlining instructions on how PCExpress Powered by HomeGauge Primer Page 5 of 8

6 the customer can get their report off of the Customer website and provides information needing to ensure proper naming conventions for filing. Once you have these two items, it s as simple as clicking the UPLOAD option in the File Menu bar located at the top of the program and then selecting Create InfoEx Customer. Or you can do this by clicking the Create HM Customer Login button located on the Customer tab. These will assign a username and password to this customer and them instructions on how to access the customer web site. The next step is the actual uploading of the report and all related files. This step is easy as well, as you simply click the UPLOAD option in the File Menu bar located at the top of the program and then select Upload Report. That s all there is to it! The system automatically posts all of the relevant files for the report to the customer s website and then sends the customer an with instructions on how to access their report. After the process completes you will see an acknowledgement along with an option to preview what has been posted. Clicking YES at this prompt brings up a list of all inspections this inspector has uploaded. Simply click the link for the report you wish to view and presto, there it is! Do I need a license to use the software? While you can download and install the software without one, the program has two distinct features which make getting it licensed a necessity. For starters, there is a licensing statement which prints at the end of every report. If your software license has not been activated this statement will clearly show you are using an un-licensed copy. Second, if your software has not been licensed you will not be able to print any reports after a 10-day trial period. You should have received a license key upon purchase of the software. To make sure your software is licensed properly, simply open the program and click OPTIONS and then INSPECTOR&LICENSE. A screen similar to the following will appear: To activate your license, simply enter the key in the space provided and click the ACTIVATE button. Note that your computer MUST be connected to the Internet in order to activate the license. Also, make sure you properly enter your corporate name dba HouseMaster as the company of record. PCExpress Powered by HomeGauge Primer Page 6 of 8

7 There is one distinction in regards to the License which needs to be made. The License is granted on a per inspector basis. This means that you will need to purchase a separate license for each inspector who will use the software. Note that you may also need this number for support or in the event you need to re-install the program so keep it in a safe place. WARNING: Once you have activated the software you will no longer be able to modify the Inspector or Company Name entered. Please make sure this information is accurately entered before activation. IMPORTANT REPORT FEATURES Introduction Page One of the first things you will notice when printing a report will be the increased length of the Introduction page, or should we say Introduction pages. This increased length was necessary in order to incorporate some needed terminology changes, including a definition of the Franchisor/Franchise relationship and a lengthy commentary on mold. This new format also allows you to add limited additional text to the Introduction page to address certain local conditions. To do so, click the GENERAL tab within the program and enter your additional comments in the Report Introduction space provided. Note that you can mark comments to appear in all new reports by default, so if you need to add standard text to address a local requirement here might be the place to do so. In order to keep the Introduction down to two pages space is limited, so be careful how much text you add. Section Introductions Section Introductions (or Headers) are designed to include information on the scope of the inspection and limitations. This is similar to information provided in local or societal standards of practice. The Standard Report template comes complete with Section Introductions for every section. You can modify these paragraphs to meet any requirements dictated by local authorities or societies you belong to. Section Footers Section Footers are designed to provide recommendations on common issues, maintenance tips, etc. The Standard Report template comes complete with Section Footers for every section. While you can edit the contents of section footers, we strongly recommend you leave these alone. Supplemental Information Many users requested the ability to include supplemental comments in the body of the report. This new program allows a user the option to do this, or to use the supplemental check-offs which refer the reader to the Supplemental Appendix sheets. Continue Using Check-Offs: Each section of the report includes a tab labeled Supplemental as shown in the photo below. PCExpress Powered by HomeGauge Primer Page 7 of 8

8 To select those items you wish to have checked off, simply click on the Supplemental tab and then select each specific item that applies. Note that each section will also have some items that are pre-selected by default. Next, when you are ready to print you ll notice that the Print Options screen includes the following option line: Make sure the Print Supplemental Info box is selected and the Supplemental check-offs will print just like in the previous versions of PCExpress. Include Supplemental Text in the Body of the Report: All of the comments which are included in the Supplemental Appendix sheets have been included in the Global Comment list. Many of these were edited from the current text to make them applicable to the specific element they are associated with. If you are going to use this format, you will need to copy these comments from the Global Comment list to the Local Comment list. Then, when you want to include one in your report, simply go to the Inspection Element and select it from the Local Comment list for that element. Next, when you are ready to print the Print Options screen includes the follow option line: Make sure the Print Supplemental Info box is NOT selected and the Supplemental Check-offs will NOT print. Back Page/Inspector Certification This page is for those areas that require the inspector to provide a signed certification. The digital signature image used on this page is located in the My Documents/HMA-HomeGauge folder. It is appropriately called signature.jpg. To replace this image with your own signature, simply create a jpg file which is 200 pixels wide by 60 pixels high and then copy this new file into your My Documents/HMA-HomeGauge folder. Changing the text on this page is also something which can be done with a basic knowledge of html. However, we suggest you contact HMA-IT before doing this. PCExpress Powered by HomeGauge Primer Page 8 of 8