Adding an Applicant/Apply to Waiting List

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From Encompass, click on Applicants and then New. An applicant entry screen will display.

1 Adding an Applicant/Apply to Waiting List This document will explain the procedure for adding an applicant and applying them to a waiting list. It will also explain each tab on the Applicant Interview screen. From Encompass, click on Applicants and then New. An applicant entry screen will display. OR this same option is available from Encompass/Tenant/Applicant Mgt/winFAM/Interview. After clicking on Interview, the applicant entry screen will appear. Page 1 of 24

2 Below is the Applicant Information New Applicant screen. Enter in the applicant s information that your housing authority requires. This could be as little information as the name and address of the head of house OR all family members, income, assets, addresses, etc. Every applicant requires an application ID, family member and unit size, original app date and status date. These fields will be described below. The applicant data can be entered across the top of the household tab OR Below where the user can more easily see the data entry field details. The tab key will move your cursor to the next data field. REMINDER: The amount of information entered varies according to your Housing Authority. The software allows you to enter as little or as much data as you require. See page of this document for instructions for adding the rest of the applicant information. Page 2 of 24

3 The following fields are required for every applicant: The application ID field fills automatically when the applicant is saved. There are very rare circumstances when a user types in their own application ID. Please let the system fill this information unless instructed by HAB personnel. Family members and unit size. The family members will default to the number of family members added OR you can type in the number you require. (see below for a description of these dates) The original app date and status date will default to today s date. These dates can be changed to whatever they need to be. This applicant status is for the Master List record. In this case it defaults to Master Record. These statuses will vary for individual housing authorities. Click on the Save button when you are done entering or changing information on the applicant. When adding an applicant the app is automatically put on the Master Waiting List. Once you save the new applicant, you can then apply them to other waiting lists. (see next page) Original App Date date of the original application. If you are entering information from A paper application, this is the date stamped on that application. Status Date date of the last status change for a waiting list application. Sorting by the status date for your waiting list can make applicants move to the bottom of the list for unit refusals, etc. This is a user-maintainable field the software WILL NOT automatically update this date. System Date date the software will automatically update the date and time that a user changes the status on a particular waiting list. This applies to all areas where the status changes, such as single Apply, the new Multi-Apply, Mass Change of Status, and any change during the Offer/Move In Wizard. It is not a user-maintainable field. The original app date, status date, and system date are available as a from/through date range fields in certain options such as Applicant Statistics and Mass Change of Status. This will allow users to query on applicants who were Housed or Withdrawn during a fiscal year, for example. Page 3 of 24

4 Apply to Waiting List Multi-Apply Once all the applicant information is entered and saved, the applicant can be applied to one or more waiting lists. Choose the Apply to Waiting List option either on the Basic Tab or the Household Tab. Page 4 of 24

5 The following screen will appear to apply this applicant to a waiting list(s). Click on Get Master Dates or Get Current Dates for the application date for the waiting list(s) the applicant is being applied to. You can, of course, type in a different date for either the Original Date or Status Date. For a new applicant, get master dates is usually selected. Click on Get Master ID. There are hardly any times that you would type in a different number unless you were instructed to by a HAB, Inc. trainer or support personnel or states such as Massachusetts. Verify that the Status is correct. This can be changed if needed. Add any notes that you require. Highlight the waiting list(s) that this applicant is being applied to. Page 5 of 24

6 Click on Place to save your work and place the applicant on the waiting lists you have selected. Each tab on the Applicant Information screen is described here: Basic Tab The basic tab displays the basic information for the applicant such as head of house information, waiting lists and application dates. Applicant information from the household page. The information in the blue text can be changed on this screen. Applicant information in black text needs to be updated on the household tab. Page 6 of 24

7 The green shaded area displays the Application ID, Original Date, Status Date and System Date. The voucher information is displayed for applicants applying for Section 8. Apply to Waiting List(s) Click here for the option to apply applicants to multiple waiting lists. Change Status Click here for the option to change the status on waiting list(s). Highlight a waiting list, choose a waiting list option from the dropdown and click on the Find Rank button and the rank will display for that waiting list (see yellow highlighted rank above). Displays the waiting lists that this applicant is applied to. Household Tab This tab displays the applicant and household members. As previously stated in this document, information can either be added across the top or below where the data is better displayed. Most of the fields are self-explanatory and can be accessed easily by using the tab key to move from field to field. Some of the options are explained below: Page 7 of 24

8 The ARN field stores the applicant s Alien Registration Number (if they have one). The Main Phone# displays here and on the Basic Tab (in black text). This phone number must be updated on the Household Tab not the Basic Tab. The to Member option opens Outlook and automatically enters the applicant s address from the Household Tab to contact this applicant by . The address must be entered on the Household Tab for this function to work. This is available for the head of house and family members. The Head Activity Note is displayed ONLY on the Household Tab. It allows 160 characters. Page 8 of 24

Member Notes allows 254 characters. The Member Note for the head of household displays on the Household Tab Notes field and also displays on the Basic Tab Notes field.

`The View History button allows users to access HMS Notes or Personal History. HMS Notes tracks user and computer notes about applicants, tenants, units, etc.

9 Member Notes allows 254 characters. The Member Note for the head of household displays on the Household Tab Notes field and also displays on the Basic Tab Notes field. Noteworthy Past Activities are user defined categories that can be assigned to applicants and tenants. These are easily reported on in Applicant Statistics. `The View History button allows users to access HMS Notes or Personal History. HMS Notes tracks user and computer notes about applicants, tenants, units, etc. (See HELP Document - WinNotes User s Guide). Personal History is an option that displays information about head of house changes or member changes for a family. There is more likely to be data here for tenant information. Use the Drop Member to remove a household member so that the member is available to add back into the household at a later time. When choosing this option, the user will be asked to choose a reason for the Drop Family Member. Page 9 of 24

10 Use the Add Member option to add back in a previously dropped household member. The following screen will appear and the member name can be double-clicked to be added back into the household without retyping the information. Elderly: Will be checked automatically when the applicant s birthdate is entered (if over 65). Disability: Check if the applicant is disabled. Higher Education: Used for tracking Higher Education for TRACS 202C (50059). Page 10 of 24

Income Tab The Income Tab is available to enter income information for applicants. Choose the family member that has a source of income by using the drop down and selecting the family member.

11 Income Tab The Income Tab is available to enter income information for applicants. Choose the family member that has a source of income by using the drop down and selecting the family member. OR type in the Family Member number and click the TAB key. In the above example, enter 1 (Family Member number) and then TAB and the Head of House (Newly R Applicante) is entered. The head of house is always member number 1.' This is a shortcut to make data entry quicker and easier! Choose the Source of Income by using the drop down (as shown above). OR type in the Source of Income Code and click the TAB key. In the above example, enter W (W is the code for Other Wage) and then TAB and the Source of Income (W Other Wage) is entered. Enter the income amount. This can either be an hourly, weekly, monthly, or yearly amount and can have cents (as shown above). This amount is multiplied by the frequency number to determine the Annual Page 11 of 24

12 Income amount. Enter the frequency of the income amount. Whatever frequency is entered, the software will multiply the income amount to determine the Annual Income amount. (see examples below) In this example, the applicant has a monthly income amount of $ Note the frequency of 12 with a total Annual Income of $ ($525.26*12). The income amount allows cents but the Annual Income is rounded to the nearest dollar. In this example, the applicant has a weekly income amount of $ Note the frequency of 52 with a total Annual Income of $ ($ * 52). The income amount allows cents but the Annual Income is rounded to the nearest dollar. In this example, the applicant has an hourly rate of $12 and works five hours per week. Note the frequency of 52*5 with a total Annual Income of $3120 ($12*(52*5)). Enter excluded income here. See example: The applicant s annual income. Examples of how this amount is determined are shown above. Page 12 of 24

13 The income totals are displayed across the bottom of the Income Tab: Delete Entry Will delete an income entry when highlighted. When highlighting a line to be deleted, click on the left side of the screen as shown in the circled area in the screenshot below: Restore Entry Will restore a deleted entry. Omit Entry Will omit the income from the totals at the bottom of the Income Tab. Click on the Calculate button to update the totals. The following screenshot shows the income amount of $3,120 being omitted (noted with x on left after clicking on the Omit Entry button) and the bottom totals does not include the $3,120 after clicking on the Calculate button. Page 13 of 24

14 Assets Tab Page 14 of 24

The Assets Tab is available to add any assets for an applicant and calculate the extra imputed income and/or total asset interest income that is automatically entered on the Income Tab.

15 The Assets Tab is available to add any assets for an applicant and calculate the extra imputed income and/or total asset interest income that is automatically entered on the Income Tab. Choose the Family Member and Type of Asset as you did on the Income Tab. Enter the Market Value of the asset here. This amount will automatically be entered into the Cash Value field. Page 15 of 24

disposed assets. Enter the Percent earned for calculating interest earned on Current Assets. The amount displays in the Annual Income field.

16 Enter C (Current) or I (Imputed) for the type of asset being entered. If is it an Imputed Asset, the Worksheet at the bottom of the Asset Tab can be used to determine the cash value of the Imputed Asset, including disposed assets. Enter the Percent earned for calculating interest earned on Current Assets. The amount displays in the Annual Income field. This Asset Income and any Imputed Asset Income will automatically display on the Income Tab as shown below: The Notes field is available for any additional information that the user wants to track for this applicant s asset. Page 16 of 24

Allowances Tab Click on the Allowances tab and enter in any allowances that did not auto fill. Dependant and elderly allowances that are allowed by HUD will automatically be filled in.

17 Allowances Tab Click on the Allowances tab and enter in any allowances that did not auto fill. Dependant and elderly allowances that are allowed by HUD will automatically be filled in. Deductible expenses such as Child Care and Medical are also entered on this page. See examples of these allowances below: The dependant and elderly allowances are automatically filled in here by the software. The childcare, medical, and any other allowances allowed by HUD can be entered here. Enter the information here as assets and income were entered on previous tabs. HUD worksheets that determine the amount allowed for each type of allowance child care, disability, and Page 17 of 24

18 medical. The amounts from the HUD worksheets are filled in the Summary section and display the total allowances for this applicant/tenant. Points Tab This tab is available to mark preferences for each applicant. The Local Preferences are customized for each housing authority and can be assigned points so that applicants with certain preferences move to the top of the waiting list. The Federal Preferences are very seldom used anymore. Please disregard this section unless instructed by HAB personnel. Local Preferences are set up specifically for each housing authority and are checked here if they apply to the applicant. Page 18 of 24

19 The Others section is used to mark Veteran Status, Family Self Sufficiency, and Unit Accomodations (if required). The Single and Family indicator will be marked automatically by the software. The Force Single option can be used to force a single status, if needed. Rent Calc Tab Please see the document titled Applicant Rent Calcs for information about this screen. Page 19 of 24

20 Address Tab Page 20 of 24

21 Enter the Applicant s current address information here. The Other Contacts section is available for contact, references, and phone numbers. If more room is needed, additional information can be added on the Misc Tab. The Previous Address is available for previous address information. When moving in an applicant, the user will get a prompt asking to update the applicant address with the unit information. If this is updated, the applicant address will be moved to the Previous Address section. Page 21 of 24

Verify Tab This tab is available to track

22 Verify Tab This tab is available to track verifications if using the HMS Verification software. Please see the Help Doc for HMS Verifications for how to use this tab. From Encompass/Help/Search our Website and type in Verifications. The following documents are available. Page 22 of 24

23 Misc Tab Click on the Misc tab and enter any addition contacts (the contacts from the previous screen will automatically appear here). You can also enter Drivers License and Vehicle information here. The bottom portion of the screen allows you to have customized Tracking information on data fields of your choice. Page 23 of 24

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MultiSite Suite: HUD. Easy Step Instruction Sheets. Version 6

MultiSite Suite: HUD. Easy Step Instruction Sheets. Version 6 MultiSite Suite: HUD Easy Step Instruction Sheets Version 6 This collection of instruction papers is designed for use as quick reference to performing specific actions using the MultiSite Systems software.