Page 0 of 50. Validation Plan. WinTen to WinTen 2+ Migrated information is accurate: Signature: Date:

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1 Page 0 of 50 Validation Plan WinTen to WinTen 2+

2 Using This Document Hi, I am Mr. Simple and it is very exciting to have you this far along in the migration process! Before I give you more details on validating, it is very important to note that all of the steps in the document must be performed on the Tenmast Migration Portal and NOT on your production systems. We care about your data, so please help us to protect you! The key to validation is to follow a very simple concept. There are three phase to checking your data. It is no coincidence you will be going through at least three migrations. With each migration, you will want to get more and more specific about your data. Suggested ways to follow our validation document are listed for you here. Validation Methods: 1. Initial Pass - Spot check first page and report totals. a. Check the order listing of records on the first page in order to ensure that nothing is missing, such as names, dates, times, ranks and preferences of various reports. b. If records do not match, stop here and report it! 2. Random Sample A random check. a. Grab a random record and compare in both WinTen and WinTen 2+. Repeat several times. We recommend 10% of total records be selected in a random sample. 3. Full Pass - Go line by line. a. A complete check of all items to make sure it is exactly what you need. This is required during your final migration! Important Validation Tips Be sure to screenshots with specific total counts and tenant names, if available, when reporting your discrepancies to the Migration Team at migration@tenmast.com. You have to crawl before you walk, so do not worry about having to do it all at once. Keep it simple and recruit those that can help you make sure everything is the way it should be. If you or other users in your housing authority are unable to access certain modules, your user security settings must be modified. Contact your Tenmast Coach for assistance in modifying User Security settings. When all else fails, Tenmast is here to keep making your job easier. Please migration@tenmast.com with any questions! Version 1.02 Revised 10/15/2014

3 Page 2 of 50 Using This Document... 1 Important Validation Tips... 1 Validating Projects... 3 Validating Waiting Lists... 5 Validating Accounting... 8 Validating FSS Validating Section Public Housing Validation Validating TRACS Validating Maintenance Wrap-Up... 49

4 Page 3 of 50 Validating Projects Purpose: Validate all projects have been migrated. (A.1) Note: The definition of a project is different in WinTen as compared to 2+. Formerly, in WinTen there could be multiple program types within one project. For example, Project-based and Shelter-Plus could be within one project, and Homeownership and Vouchers could be within one project in WinTen. For Public Housing, TRACS, Tax Credits, Market Rent, and Affordable Housing, there are separate projects for each program type in 2+. Similarly, for Section 8 there are separate projects for each program type and VMS combination. See illustrations to the right for an example of projects in WinTen vs. 2+. If your agency has never setup VMS types in WinTen, please notify the Migration Team. Public Housing, TRACS, Tax Credits, Market Rent, and Affordable Housing Projects in WinTen 1. Open Occupancy & Rent Calculation. 2. Click on the Setup button. 3. Click on the Project Validation Tab and verify the projects listed. 4. This will have to be repeated for each Public Housing, TRACS, Tax Credits, Market Rent, and Affordable Housing Data Area where Occupancy & Rent Calculations is installed. Section 8 Projects in WinTen 1. Open Occupancy & Rent Calculation. 2. Click on the Setup button. 3. Click on the Project Validation Tab and verify the projects listed. 4. Open Section 8 T&L. 5. Click on the Vouchers button. Note: Depending on your agency s business processes, Voucher Tracking may not be enabled. 6. Verify the VMS Type based on the Project Number. 1. From the Home tab, type project in the Search menu. 2. Click on Project Setup link beneath the Setup header to open the Project Setup Screen. 3. Click the Print button to print the list of projects in WinTen 2+

5 Page 4 of 50 (Continued) Purpose: Validate all projects have been migrated. TRACS Projects in WinTen From the Home tab, type contract setup in the Search menu, 2. Click on the Contract Setup link under MultiFamily. 3. The TRACS Project Numbers are listed for each TRACS project in the Multifamily Contract Setup screen. 4. Verify that each TRACS Project number is correct.

6 Page 5 of 50 Validating Waiting Lists In this section of migration, we will validate the following areas: 1. Waiting Lists 2. Applicant Data 3. Preference Weights 4. Demographics, incomes, and notes Purpose: Validate all waiting lists have been migrated and applicant data is correct. (A.2) This section will help you validate that each waiting list is displayed properly between WinTen and WinTen Open Applicant List and click on the Setup button on the main menu. 2. Navigate to the Waiting Lists tab. 3. Review the waiting lists displayed in the window to ensure the information is correct. 4. Note: Use the Show / hide waiting list details button to easily view the waiting list information. 1. From the Home tab, type waiting list in the search menu. Click on the Waiting List Management link under the Setup header. This opens the Waiting List Management screen. 2. Scroll through the information displayed and compare this information to the WinTen information mentioned previously. 3. Note any exceptions in the migrated data vs. the production data.

7 Page 6 of 50 Purpose: Validate all applications for particular waiting list have been correctly migrated. (A.3) 1. Open Applicant List and click on the Reports button on the main menu. 2. Select the Applicant Waiting List report, and then choose a specific waiting list. 3. Click the Print button to print the waiting list. 4. Review the information for each waiting list. 5. Repeat steps 2-4 for all appropriate waiting lists. Migration 3: Full Pass 1. From the Home tab, type waiting list in the search menu. Click on the Waiting List link under the Applicant List header to open the Applicant List screen. 2. Select a waiting list from the drop down menu. 3. View the results displayed for the waiting list. 4. Repeat for all applicable Bedroom sizes (if applicable). 5. Repeat steps 2-4 for all waiting lists. 6. Note any exceptions in the migrated data vs. the production data. ***If numbers from WinTen don t match the numbers in 2+*** 7. From the home tab, type wait in the Search bar and click on Waiting List. 8. Click drop down arrow on Waiting Lists and select the appropriate waiting list. 9. Select the Bedroom Size. 10. Select all in the Limit Results section in the upper-right hand side of the screen. 11. Verify the number of applicants on that waiting list. 12. To validate another bedroom size selection for the same waiting list, change the bedroom size and click Filter by Bedroom Size button. 13. Repeat these steps for each waiting list that you need to validate.

8 Page 7 of 50 Purpose: Validate waiting list applications have been correctly migrated. (A.4) Note: Not every applicant must be viewed. Unless issues are found in the random sample, it is acceptable to assume all information is correct. 1. Open Applicant List and click on the Waiting Lists button on the main menu. 2. Select a Waiting List from the drop down menu. 3. Identify a list of applications as your quality control sample. Click the Toolbox icon and select Edit Migration 3: Full Pass Applicant to view their information. 4. Review the information listed in the Application Part 1 through Part 6 tabs. 5. To view any notes on the applicant, click the blue musical Notes on the Maintain Applicants screen. 1. From the Home tab, type reports in the search menu. Click on the Reports link under Applicant List to open the Applicant Reports screen. 2. Select the Applicant Ranking Report and then click the View Results button. 3. Note: There are report filters you may modify in the Report Filter section. On the Waiting List Code, after the equal sign, click on the letter(s) to reveal the drop down menu to select the specific waiting list you wish to validate. 4. Using the list of applicants identified as your quality control sample, locate one of these applicants and click on the Waiting List Application ID link to view their application information. 5. Compare the information listed in each tab to the WinTen production database. 6. Repeat steps 3-4 for applicants in your quality control sample. 7. Note any exceptions in the migrated data vs. the production data. Mr. Simple s Tip: Include apps with complicated details to locate potential issues!

9 Page 8 of 50 Validating Accounting Purpose: Validate General Ledger Report Balances. (B.1) 1. Open General Ledger. 2. Select a fund (Data Area) and login. 3. Click the Post button the main menu to post your journal entries. 4. Click on the Reports button on the main menu. 5. Select the Trial Balance Listing report. 6. Repeat step 3 for the current fiscal year. 7. Repeat above steps for all applicable data areas. Migrations 1 and 2: Initial Pass Migration 3: Full Pass 1. From the Home tab, type general in the search menu. Click on the General Ledger link under the Accounting header to open General Ledger. 2. Click on the Reports button on the main menu. 3. Select the Trial Balance 1 report. Mark All Reporting Funds and select your current month. 4. Repeat steps 3 for the current fiscal year. 5. Note any exceptions in the migrated data WinTen data. Mr. Simple s Tip: You can use the Account Mask to get results for specific account types!

10 Page 9 of 50 Purpose: Validate all journal voucher batches are closed without error.(b.2) 1. Open General Ledger. 2. Select your data area and click the Select button. 3. Click the Enter button on the main menu. 4. If entries are listed in the table, they will be converted into open batches in WinTen 2+. If nothing is listed in the table you will have no open batches in WinTen Repeat for all applicable data areas. Migrations 1 and 2: Initial Pass Migration 3: Full Pass 1. From the Home tab, type general in the search menu. Click on the General Ledger link under the Accounting header to open General Ledger. 2. Click on the JEs button on the main menu. 3. Change the View to Posted Batches. 4. Verify the date entered in the Created Date column. 5. Note any exceptions in the migrated data vs. the production data. Mr. Simple s Tip: It s important to make sure all batches are closed as they are not on your financials if they remain open!

11 Page 10 of 50 Purpose: Validate vendor information has been correctly migrated. (B.3) Note: Vendors marked inactive in WinTen may become Active in 2+. If a customer is an active tenant or landlord in either Section 8 T&L or Public Housing, they become automatically active in the AP Vendor list. Most likely you will see more vendors in the migrated WinTen 2+ data than compared to your WinTen data. 1. Open Accounts Payable. 2. Select an applicable data area. 3. Click on the Reports button on the main menu. 4. Select the Complete List of Vendors report. 5. Select January as the Starting Month. 6. Click the Preview button. 7. Perform a sample of key vendors and verify the totals are correct. 8. Repeat steps above for each applicable data area. Migrations 1 and 2: Initial Pass Migration 3: Full Pass 1. From the Home tab, type accounts in the search menu. Click on the Accounts Payable link under the Accounting header to open Accounts Payable. 2. Click on the Reports button on the main menu. 3. Select the Vendor Listing by Category report. Include all Active Vendors. 4. Click the Preview button and go to the last page to view the total count. 5. Note any exceptions in the migrated data vs. the production data. Mr. Simple s Tip: To ensure proper payment, make sure remit addresses and TIN are present for each vendor!

12 Page 11 of 50 Purpose: Validate check history has been correctly migrated. (B.4) 1. Open Accounts Payable. 2. Click on the Reports button on the main menu 3. Select the Vendors 1099 Listing report. 4. Select the current year for Current Year. 5. Click the Preview button and verify the total amounts on the last page of the report. Migration 3: Full Pass 1. From the Home tab, type accounts in the search menu. Click on the Accounts Payable link under the Accounting header to open Accounts Payable. 2. Click on the Reports button on the main menu 3. Select the Vendors 1099 Listing report. 4. Select the current year for Current Year. 5. Click the Preview button and verify the total amounts on the last page of the report. 6. If any differences are discovered, begin investigating each vendor to locate the vendor with the missing check history.

13 Page 12 of 50 Purpose: Validate bank accounts have been accurately migrated. (B.5) 1. Open Master Setup. 2. Click on Maintain Bank Accounts. 3. Review all the account numbers and descriptions displayed in the Maintain Bank Accounts screen to ensure each is correct. 4. Click on the Direct Deposit (ACH) Setup sub-tab and verify information for each bank account. 5. Repeat steps for all bank accounts available Migration 3: Full Pass 1. From the Home tab, type accounts in the search menu. Click on the Accounts Payable link under the Accounting header to open Accounts Payable. 2. Click on the Setup button on the main menu. 3. Click on the Bank Accounts button. 4. Double-click on an account to open the Maintain Bank Account screen and review the information listed. 5. Repeat the previous step for each account listed. 6. Report any accounts with incorrect information to Include details and screenshots of incorrect accounts.

14 Page 13 of 50 Purpose: Validate bank transactions from all sources have been migrated. (B.6) 1. Open Check Reconciliation. 2. Select appropriate data area. 3. Click on the Reports button on the main menu. Migrations 1 and 2: Initial Pass 4. Highlight an account and then click the Select button, if applicable if there are multiple accounts. 5. Select the Reconciliation Transaction Listing report. 6. Click on the Preview button and view the totals for each section of the report (Bank Charges, Checks, Deposits, etc.) 7. Repeat steps 3-5 for all appropriate accounts shown in step Repeat for all applicable data areas. 1. From the Home tab, type check recon in the search menu. Click on the Check Reconciliation link under the Accounting header to open Check Reconciliation. 2. Click on the Reports button on the main menu. 3. Highlight an account and then click the Select button. 4. Select the Reconciliation Transaction Listing report. 5. Click on the Preview button and view the totals. Ensure the totals for each section (Bank Charges, Checks, Deposits, etc.) match data in WinTen. 6. Repeat steps 3-5 for all appropriate accounts. 7. Report any exceptions in the migrated data vs. your WinTen data to migration@tenmast.com.

15 Page 14 of 50 Validating FSS Purpose: Validate the listing of FSS cases and FSS escrow account balances. (C.1) 1. Open Section 8 Tenant & Landlord. 2. Click on Reports. 3. Select the FSS Tenants with Escrow Balance report. 4. Click the Preview button. 5. Review the listing of Tenants and the Total Escrow Balance on the last page of the report. 6. Repeat above steps for applicable FSS data areas. Migrations 1 and 2: Initial Pass 1. Type FSS Case List in the search bar on the Home tab to open the FSS Case List screen. 2. Use the small funnel in the Program Type header to filter between Program Type. 3. Print this list. 4. Report any exceptions in the migrated data vs. your WinTen data to migration@tenmast.com.

16 Page 15 of 50 Purpose: Validate a representative sample of individual FSS Cases. It is recommended to validate any of your most complicated cases. If they are showing as correct, all of your FSS cases should be correct. (C.2) 1. Open Occupancy and Rent Calculation. 2. Select a data area. 3. Click on the Tenant button. 4. Double-click on a tenant to open their record. 5. On the Tenant Detail screen, the FSS Participant box should be check. If it is checked, the Diploma icon appears on the screen. See the example below. 6. To view the FSS Details, click on the Diploma for the sample of your FSS participants. 1. Type FSS Case List in the search bar on the Home tab to open the FSS Case List screen. 2. Using the sample of names from your WinTen data, click on the Participant # link next to a person s name to open their individual FSS case screen. 3. Compare the Account information, Agency Information, General Information, and Contract Information for this participant to the production database. 4. Repeat this process for a sample of participants. 5. Report any exceptions in the migrated data vs. your WinTen data to migration@tenmast.com.

17 Page 16 of 50 Validating Section 8 Purpose: Validate all owners have been migrated correctly. (D.1) 1. Open Section 8 T&L. 2. Select your data area and click the Select button. 3. Click on the Reports button on the main menu. 4. Navigate to Landlord Reports tab and select the Quick List of Landlords/Owners report. 5. Click the Preview button and go to the last page to view the total count. 6. Repeat these steps for all Section 8 Data areas in WinTen. 1. From the Home tab, type reports. Click on the Reports link under the Section 8 T&L header to open Section 8 T&L Reports. 2. Select the Owner Listing report from the drop down menu. 3. Select the current month as the date range (or the month of your latest migration data pull if it is different). 4. Click the View Results button. ***Alternative Option for Viewing Executed HAP Contracts*** 1. From the Home tab, type hap in the Search bar and click on the HAP Contract Search link to open the HAP Contract Search tab. 2. You will see a listing of all of your HAP Contracts. At the bottom of the screen you will see how many rows that you have. 3. Note: The number will be more than what you found in WinTen, because in WinTen you are viewing these reports based on a specific data area. 2+ does not work around data areas; 2+ runs reports based on Program Type, Project # and VMS Type. 4. To filter the results by a specific Voucher Project, click the small funnel in the Voucher Project column header to filter by a specific Voucher Project. 5. Compare the numbers for each Voucher type and then total those numbers to compare to the number in WinTen.

18 Page 17 of 50 Purpose: Validate all recurring transactions for HAP and URP have been migrated (D.2) 1. Open Section 8 T&L. 2. Select your data area and click the Select button. 3. Click on the Reports button on the main menu. 4. Navigate to Tenant Reports tab and select the Monthly Tenant Activity report. 5. Click the Preview button. 6. Select the current month (or month of your latest migration data pull if it is different) and click the OK button. 7. The HAP Amount and Utility Reimbursement column amounts reflect any recurring transactions. 8. Repeat steps for all applicable Section 8 data areas. 1. From the Home tab, type hap. Click on the HAP Contract Search link under the Search to open HAP Contract Search. 2. The list of HAP contracts is now displayed. 3. To print the HAP Contract search listing, click the Print button at the top of the screen. 4. Compare the amounts in the HAP Amount and URP Amount columns with the data from your WinTen system. 5. Report any exceptions in the migrated data vs. your WinTen data to migration@tenmast.com. Note: If a contract has been terminated during the current month it will not appear in WinTen 2+ even though they may appear in the WinTen reports. ***Alternative Option for Viewing Executed HAP Contracts*** 1. From the Home tab, type hap in the Search bar and click on the HAP Contract Search link to open the HAP Contract Search tab. 2. You will see a listing of all of your HAP Contracts. At the bottom of the screen you will see how many rows that you have. To add a Total Count for a given column, right-click beneath on the bottom status bar for the column that you want to count. Select Count from the menu.

19 Page 18 of 50 (Continued) Purpose: Validate all recurring transactions for HAP and URP have been migrated 3. Note: The number will be more than what you found in WinTen, because in WinTen you are viewing these reports based on a specific data area. 2+ does not work around data areas; 2+ runs reports based on Program Type, Project # and VMS Type. 4. To filter the results by a specific Voucher Project, click the small funnel in the Voucher Project column header to filter by a specific Voucher Project. 5. To add a column, right-click on any column header and select Column Chooser. 6. From the Customization popup menu, use the scroll bar the column that you wish to add to your report. Left-click and drag the column onto the report header section. 7. Compare the numbers for each Voucher type and then total those numbers to compare to the number in WinTen.

20 Page 19 of 50 Purpose: Validate the last current certification of all active tenants. (D.3) 1. Open Occupancy and Rent Calculation (ORC). 2. Highlight your appropriate Section 8 data area and click the OK button. 3. Click on the Reports button from the main menu. 4. Leave the Date Range empty. 5. Select the Re-Exam report and click the Preview button. 6. Go to the last page and view the count. 7. Repeat steps 1-5 for all applicable Section 8 data areas. 1. From the Home tab, type reports in the search menu. Click on the Reports link under the Occupancy and Rent Calculation (ORC) header to open the Certification Reports screen. 2. Select the report Certification Listing Active Tenants by Date Range. 3. In the Parameters section, select Housing Choice Voucher as the Program Type. For Effective Date, select Is Between 01/01/2013 and today s date. 4. Click the View Results button. 5. Note: To view only the Active Certifications, right-click on a column header in the results table and select Column Chooser from the pop-up box. Left-click and hold on the Active button, and drag the Active header to the list of columns within the report. Then click on the small funnel on the Active column header and select Checked to view only active certifications. If a tenant is EOP, they will not show up in the WinTen 2+ report. 6. Report any exceptions in the migrated data vs. your WinTen data to migration@tenmast.com. Mr. Simple s Tip: Be sure to look at wide variety of household compositions when validating your certifications.

21 Page 20 of 50 Purpose: Validate certifications match the tenant/owner to the unit with correct rent. (D.4) 1. Open Occupancy and Rent Calculation (ORC). 2. Highlight your appropriate Section 8 data area and click the OK button. 3. Click on the Reports button from the main menu. 4. Under the Tenant tab, select the Assistance Payment report, and then click the Preview button. 5. View the Contract Rent, Tenant Rent, and HAP amounts. 6. Note: Repeat steps 1-5 for all Section 8 data areas. 1. From the Home tab, type reports in the search menu. Click on the Reports link under the Occupancy and Rent Calculation (ORC) header to open the Certification Reports screen. 2. Select the report Certification Listing Active Tenants by Date Range. 3. In the Parameters section, select Housing Choice Voucher as the Program Type. For Effective Date, select Is Between 1/01/2013 and two years from today s date. This action will capture all future records. 4. Click the View Results button. 5. Note: To view only the Active Certifications, right-click on a column header in the results table and select Column Chooser from the pop-up box. Left-click and hold on the Active button, and drag the Active header to the list of columns within the report. Then click on the small funnel on the Active column header and select Checked to view only active certifications. 6. Compare the Contract Rent to the production data. 7. Report any exceptions in the migrated data vs. your WinTen data to migration@tenmast.com.

22 Page 21 of 50 Purpose: Validate active Section 8 tenant details. (D.5) Note: Details includes members, incomes, expenses, and assets. 1. Open Occupancy and Rent Calculation (ORC). 2. Highlight your appropriate Section 8 data area and click the OK button. 3. Click on the Tenant button from the main menu. 4. Pick a sample of tenants to verify the information. 5. Highlight a tenant from your sample and click the Edit/Review button. 6. Click on the Reports Menu button. 7. Select Print All Pages in the section. 8. Select Preview or Print. 9. Review for the reports for accuracy. 10. Note: Repeat steps 4-9 for all tenants in your sample 11. Repeats steps for all Section 8 data areas. 1. From the Home tab, type reports in the search menu. Click on the Reports link under the Occupancy and Rent Calculation (ORC) header to open the Certification Reports screen. 2. Select the report Certification Listing Active Tenants by Date Range. 3. In the Parameters section, select Housing Choice Voucher as the Program Type. For Effective Date, select Is Between 1/01/2013 and two years from today s date. This action will capture all future records. 4. Click on Certification ID link to open the certification. Expand panels 3, 6, 7, and 8 to check them for accuracy. 5. Note: To view only the Active Certifications, right-click on a column header in the results table and select Column Chooser from the pop-up box. Left-click and hold on the Active button, and drag the Active header to the list of columns within the report. Then click on the small funnel on the Active column header and select Checked to view only active certifications. 6. Note: Include a good sample of households in your quality check, such as elderly, no-income, and large family households. Use these same household for your comparison in the WinTen system. 7. Using the same sample of tenants from the WinTen validation in Step 7 above, compare the forms for accuracy. 8. Report any exceptions in the migrated data vs. your WinTen data to migration@tenmast.com.

23 Page 22 of 50 Purpose: Validate tenant notes have been converted. (D.6) 1. Open Occupancy and Rent Calculation (ORC). 2. Highlight your appropriate Section 8 data area and click the OK button. 3. Click on the Tenant button from the main menu. 4. Double-click on the head of household or highlight the head of household and click the Edit/Review button. 5. Click on blue musical Notes button to view the notes. 6. Repeat steps for your quality control sample for all Section 8 data areas. 1. From the Home tab, type household in the search menu. Click on the Household Search link under the Search header to open the Household Search screen. 2. Type % in the search bar to list all households and click the Search button. Note: You may also type the household name for a specific household that you wish to validate. 3. Click the View link next to the household that you wish to validate. 4. Click the blue musical Notes button at the top of the screen to open the notes for the household. 5. Repeat these steps for all households in your WinTen system. 6. Report any exceptions in the migrated data vs. your WinTen data to migration@tenmast.com.

24 Page 23 of 50 Purpose: Validate Section 8 Incoming and Outgoing Portability was successfully migrated. (D.7) 1. Open Section 8 T&L. 2. Highlight your appropriate Section 8 data area and click the OK button. 3. Click on the Reports button in the main menu. 4. Click on the Portability Reports tab then select All Portable Tenants. Note: If you want to validate just incoming or outgoing portability records, you would select either Incoming Portable Tenants or Outgoing Portable Tenants. 5. Click the Preview button. 6. View the total count on the footer the last page of the report. 7. Repeat steps above for all Section 8 data areas. 1. From the Home tab, type portability in the search menu. Click on the S8 Portability link under the Portability header to open the Section 8 Portables screen. 2. Type the wildcard % (without the quotes) to return all portables records. 3. View the count total in the bottom left-hand corner. 4. Note: You can sort by incoming/outgoing by clicking on the small funnel in the Portability Type header. 5. Report any exceptions in the migrated data vs. your WinTen data to migration@tenmast.com.

25 Page 24 of 50 Purpose: Validate Section 8 Accounts on Hold match. (D.8) HAP Validation 1. Open Section 8 T&L. 2. Highlight your appropriate Section 8 data area and click the OK button. 3. Click on the Reports button in the main menu. 4. Click on the Landlords tab then select the HAP Hold Code report. 5. Click the Preview button. 6. Repeats above for all Section 8 data areas. URP Validation 1. Click on Reports. 2. On the Tenant Reports tab, select the URP Hold Code Report. 3. Click the Preview button. 4. Repeat for all Section 8 data areas. 1. From the Home tab, type reports in the search menu. Click on the Reports link under the Section 8 T&L header to open the Section 8 T&L Reports screen. 2. Select the S8 Accounts on Hold report. 3. In the Parameters section, the date range is the current month of your data pull. 4. Click View Results and note the total count. 5. Report any exceptions in the migrated data vs. your WinTen data to migration@tenmast.com.

26 Page 25 of 50 Purpose: Validate Section 8 fiscal periods are closed for posting. (D.9) 1. Open General Ledger. 2. Highlight the appropriate Section 8 data and press OK. 3. Note the Current Period month and year on the right hand side of the screen. All prior months are closed in WinTen. 4. Repeat steps for all Section 8 data areas. 1. From the Home tab, type general in the search menu. Click on the General Ledger link under the Accounting header to open the General Ledger screen. 2. Click on the Closing button in the main menu. 3. Note the Last Closed Month and Year in the Manage Period Closing screen. 4. Report any exceptions in the migrated data vs. your WinTen data to migration@tenmast.com. Mr. Simple s Tip: This task may be performed by a member of accounting or Section 8, depending upon your agency s policy.

27 Page 26 of 50 Public Housing Validation Purpose: Validate the last current certification of all active tenants. (E.1) 1. Open Occupancy and Rent Calculation (ORC). 2. Highlight your appropriate Public Housing data area and click the OK button. 3. Click on the Reports button from the main menu. 4. Leave the Date Range empty. 5. Select the Re-Exam report and click the Preview button. 6. Go to the last page and view the count. 7. Note: Repeat steps 1-5 for all Public Housing data areas. 1. From the Home tab, type reports in the search menu. Click on the Reports link under the Occupancy and Rent Calculation (ORC) header to open the Certification Reports screen. 2. Select the report Certification Listing Active Tenants by Date Range. 3. In the Parameters section, select Public Housing as the Program Type. For Effective Date, select Is Between 1/01/2013 and today s date. 4. Click the View Results button to view the total count 5. Note: To view only the Active Certifications, right-click on a column header in the results table and select Column Chooser from the pop-up box. Left-click and hold on the Active button, and drag the Active header to the list of columns within the report. Then click on the small funnel on the Active column header and select Checked to view only active certifications. If a tenant is EOP, they will not show up in the WinTen 2+ report. 6. Report any exceptions in the migrated data vs. your WinTen data to migration@tenmast.com.

28 Page 27 of 50 Purpose: Validate certification details Tenant, Unit, and Rent Amounts. (E.2) 1. Open Occupancy and Rent Calculation (ORC). 2. Highlight your appropriate Public Housing data area and click the Select button. 3. Click on the Reports button from the main menu. 4. Under the Tenant tab, select the Assistance Payment report, and then click the Preview button. 5. View the Tenant Rent amounts. 6. View a sample of forms for a specified group of tenants. 7. Note: Repeat steps 1-5 for all Public Housing data areas. 1. From the Home tab, type reports in the search menu. Click on the Reports link under the Occupancy and Rent Calculation (ORC) header to open the Certification Reports screen. 2. Select the report Directory Listing with Tenant Rent report. 3. In the Parameters section, select Public Housing as the Program Type. 4. Click the View Results button. 5. To filter by any development, click on the Development button and check the development(s) by which you wish to filter. 6. Compare the Tenant Rent to the WinTen data. 7. Using the same sample of tenants from the WinTen validation, compare the forms for accuracy. 8. Report any exceptions in the migrated data vs. your WinTen data to migration@tenmast.com.

29 Page 28 of 50 Purpose: Validate tenant notes. (E.3) 1. Open Occupancy and Rent Calculation (ORC). 2. Highlight your appropriate Public Housing data area and click the OK button. 3. Click on the Tenant button from the main menu. 4. Double-click on the head of household or highlight the head of household and click the Edit/Review button. 5. Click on blue musical Notes button to view the notes. 6. Repeat steps 1-5 for your quality control sample for all applicable Public Housing data areas. 1. From the Home tab, type household in the search menu. Click on the Household Search link under the Search header to open the Household Search screen. 2. Type % in the search bar to list all households and click the Search button. Note: You may also type the household name for a specific household that you wish to validate. 3. Click the View link next to the household that you wish to validate. 4. Click the blue musical Notes button at the top of the screen to open the notes for the household. 5. Repeat these steps for all households in your WinTen system. 6. Report any exceptions in the migrated data vs. your WinTen data to migration@tenmast.com.

30 Page 29 of 50 Purpose: Validate unit details Development and Address. (E.4) 1. Open Tenant Accounts Receivable. 2. Highlight your appropriate Public Housing data area and click the OK button. 3. Click on the Reports button on the main menu. 4. Click on the Quick Lists tab. 5. Select the Master Units list. Note: You can filter by project if you choose. 6. Click the Preview button. 7. Review the information listed for each project. 8. Repeat steps for all Public Housing data areas. 1. From the Home tab, type unit in the search menu. Click on the Unit Search link. 2. Click on the Advanced Search link on the Unit Search Screen. 3. Select the appropriate Development names and then click Search. 4. Compare the developments and addresses of units for all public housing developments. 5. Report any exceptions in the migrated data vs. your WinTen data to

31 Page 30 of 50 Purpose: Validate vacant units. (E.5) 1. Open Tenant Accounts Receivable. 2. Highlight your appropriate Public Housing data area and click the OK button. 3. Click on the Reports button on the main menu. 4. Click on the Quick Lists tab. 5. Select the Master Units list. Note: You can filter by project if you choose. 6. Check the Vacant Units only checkbox. 7. Click the Preview button. 8. Review the information listed for each project. 9. Repeat steps for all Public Housing data areas. 1. From the Home tab, type unit in the search menu. Click on the Unit Search link. 2. Click on the Advanced Search link on the Unit Search Screen. 3. Select the appropriate vacant Development names and then click Search. 4. Compare the developments and addresses of units for all public housing developments. 5. Report any exceptions in the migrated data vs. your WinTen data to

32 Page 31 of 50 Purpose: Validate the HUD building/unit number. (E.6) 1. Open Tenant Accounts Receivable. 2. Highlight your appropriate Public Housing data area and click the OK button. 3. Click on the Setup button. 4. Click on the Master Units tab. 5. Select your unit and click the Edit/Review button. 6. Click on the Building Info tab. 7. Review the building/entrance details and HUD unit number. 8. Repeat steps for all units in your sample. 1. From the Home tab, type unit in the search menu. Click on the Unit Search link to open the Unit Search screen. 2. Search for the unit(s) used as sample units in the previous section. 3. Click the View link to open the Unit Record, 4. Click on the Building/Entrance Details tab and compare the information to WinTen production data. 5. Repeat steps 2-4 for all units in your sample. 6. Report any exceptions in the migrated data vs. your WinTen data to

33 Page 32 of 50 Purpose: Validate the active Tenant Rental Register from TAR. (E.7) 1. Open Tenant Accounts Receivable. 2. Highlight your appropriate Public Housing data area and click the OK button. 3. Click on the Periodic button. 4. Click on the Monthly sub-tab. 5. Select the Rental Register and Mark All projects under Select Projects. 6. Click the Preview button and go to the last page to view the total. 7. Review the Ending Balance in the Summary Totals row. See the example below: 8. Repeat steps 1-6 for all Public Housing data areas. Migration 1: Initial Pass Migration 2: Random Sample 1. From the Home tab, type tar in the search menu. Click on the Tenant Accounts Receivable link to open the Tenant Accounts Receivable screen. 2. Click on the Report button on the main menu. 3. Click on the Registers tab and then highlight Monthly Rental Register. 4. Mark all the appropriate public housing developments. 5. For the date range, select the month your data was pulled for your particular migration. 6. Select View All, Order by Last Name, and check to Separate Active/Inactive. 7. Click the Preview button. 8. Review the Ending Balance in the Grand Total Tenants row. 9. Report any exceptions in the migrated data vs. your WinTen data to Mr. Simple s Tip: If an issue is found, looking at totals by development may assist in locating your problem!

34 Page 33 of 50 Purpose: Validate recurring monthly rent transactions. (E.8) 1. Open Tenant Accounts Receivable. 2. Highlight your appropriate Public Housing data area and click the OK button. 3. Click on the Periodic button. 4. Click on the Monthly sub-tab. 5. Select the Future Charges/Rent Listing. You may filter by project if you choose. 6. Click the Preview button to view the report. 7. Repeat steps for all Public Housing data areas. Migration 1: Initial Pass Migration 2: Random Sample 1. From the Home tab, type tar in the search menu. Click on the Tenant Accounts Receivable link to open the Tenant Accounts Receivable screen. 2. Click on the Report button on the main menu. 3. Click on the Receivables tab and select the Recurring Transaction Listing report. 4. For the date range, select the month your data was pulled for this particular migration. 5. Select the appropriate public housing developments. 6. For Charge Type, choose Rent. 7. Click the Preview button to view the report. 8. Go to the last page of the report and compare the total listed to the total in your WinTen data. 9. Report any exceptions in the migrated data vs. your WinTen data to Mr. Simple s Tip: If other charges exist, like Lawn care or Washer/Dryer fees, you can repeat these steps with those charge types.

35 Page 34 of 50 Purpose: Validate the security/pet deposit register. (E.9) 1. Open Tenant Accounts Receivable. 2. Highlight your appropriate Public Housing data area and click the OK button. 3. Click on the Periodic button. 4. Click on the Monthly sub-tab. 5. Select Security/Pet Deposit Register. You may filter by project if you choose. 6. Click the Preview button to view the report. 7. Repeat steps for all Public Housing data areas. Migration 1: Initial Pass Migration 2: Random Sample 1. From the Home tab, type tar in the search menu. Click on the Tenant Accounts Receivable link to open the Tenant Accounts Receivable screen. 2. Click on the Report button on the main menu. 3. Click on the Registers tab and select the Security Deposit Register. 4. Select to separate the active and inactive leases. 5. Select the appropriate public housing developments. 6. For the date range, select the month your data was pulled for this particular migration. 7. Click the Preview button to view the report. 8. View the total count on the last page. Are balances and amount owed correct? 9. Report any exceptions in the migrated data vs. your WinTen data to

36 Page 35 of 50 Purpose: Validate all tenant information has been migrated. (E.10) 1. Open Tenant Accounts Receivable. 2. Highlight your appropriate Public Housing data area and click the OK button. 3. Click on the Tenants button on the main menu. 4. Select a list of names for your quality control sample. Find these names in the list and click the Edit/Review button to view their record. 5. Review the tenant information for your quality control sample. 1. From the Home tab, type tar in the search menu. Click on the Tenant Accounts Receivable link to open the Tenant Accounts Receivable screen. 2. Click on the Tenants button on the main menu. 3. Select a list of names for your quality control sample. Find these names in the list and click the Pencil button to view their record. 4. Review the Tenant information for your quality control sample. 5. Report any exceptions in the migrated data vs. your WinTen data to migration@tenmast.com.

37 Page 36 of 50 Validating TRACS Purpose: Validate the last current certification of all active tenants in the Completed Certification list. (F.1) 1. Open Occupancy and Rent Calculation (ORC). 2. Highlight your appropriate TRACS data area and click the OK button. 3. Click on the Reports button from the main menu. 4. Select the Re-Exam report and leave the Date Range empty. 5. Click the Preview button. 6. Go to the last page and view the count. 7. Repeat steps for all TRACS data areas. 1. From the Home tab, type reports in the search menu. Click on the Reports link under the Occupancy and Rent Calculation (ORC) header to open the Certification Reports screen. 2. Select the report Certification Listing Active Tenants by Date Range. 3. In the Parameters section, select TRACS as the Program Type. For Effective Date, select Is Between 1/01/2013 and today s date. 4. Click the View Results button to view the total count. 5. Note: To view only the Active Certifications, right-click on a column header in the results table and select Column Chooser from the pop-up box. Left-click and hold on the Active button, and drag the Active header to the list of columns within the report. Then click on the small funnel on the Active column header and select Checked to view only active certifications. If a tenant is EOP, they will not show up in the WinTen 2+ report. 6. Report any exceptions in the migrated data vs. your WinTen data to migration@tenmast.com.

38 Page 37 of 50 Purpose: Validate certifications correctly match the tenant to the unit with the correct rent. (F.2), perform a quality control/spot check of tenants. 1. Open Occupancy and Rent Calculation (ORC). 2. Highlight your appropriate TRACS data area and click the OK button. 3. Click on the Reports button from the main menu. 4. Select the Assistance Payment report, and then click the Preview button. 5. View the Contract Rent and Tenant Rent amounts. 6. Repeat steps for all TRACS data areas. 1. From the Home tab, type reports in the search menu. Click on the Reports link under the Occupancy and Rent Calculation (ORC) header to open the Certification Reports screen. 2. Select the report Certification Listing Active Tenants by Date Range. 3. In the Parameters section, select TRACS as the Program Type. For Effective Date, select Is Between 1/01/2013 and two years from today s date. This action will capture all future records. 4. Click the View Results button. 5. Note: To view only the Active Certifications, right-click on a column header in the results table and select Column Chooser from the pop-up box. Left-click and hold on the Active button, and drag the Active header to the list of columns within the report. Then click on the small funnel on the Active column header and select Checked to view only active certifications. 6. Compare the Contract Rent to the production data. 7. Note: TRACS clients should verify that the last two certifications are correct. This is due to Voucher adjustments that are created. 8. Report any exceptions in the migrated data vs. your WinTen data to migration@tenmast.com.

39 Page 38 of 50 Purpose: Validate/Match the TRACS voucher for the month last sent to TRACS. (F.3) 1. Open Occupancy & Rent Calculation and click on the Voucher button on the Main Menu. 2. Click on the Submitted tab. 3. Find your last voucher sent to TRACS. 4. Print the voucher. 1. From the Home tab, type voucher in the search menu. Click on the Voucher link under MultiFamily. 2. Click the + button and choose the property and voucher date to match the voucher printed from WinTen. Continue thru the wizard to create the voucher. 3. Print the voucher by clicking on the 59 button. 4. Compare the vouchers from both systems and find any exceptions. 5. Note any exceptions in the migrated data vs. production data. 6. Report any exceptions in the migrated data vs. your WinTen data to migration@tenmast.com.

40 Page 39 of 50 Purpose: Validate active TRACS tenant details. (F.4) Note: Details includes members, incomes, expenses, and assets. 1. Open Occupancy and Rent Calculation (ORC). 2. Highlight your appropriate TRACS data area and click the OK button. 3. Click on the Tenant button from the main menu. 4. Pick a sample of tenants to verify the information. 5. Highlight a tenant from your sample and click the Edit/Review button. 6. Click on the Reports Menu button. 7. Select Print All Pages in the section. 8. Select Preview or Print. 9. Review for the reports for accuracy. 10. Repeat steps 4-9 for all tenants in your sample. 11. Repeats steps for all TRACS data areas. 1. From the Home tab, type reports in the search menu. Click on the Reports link under the Occupancy and Rent Calculation (ORC) header to open the Certification Reports screen. 2. Select the report Certification Listing Active Tenants by Date Range. 3. In the Parameters section, select TRACS as the Program Type. For Effective Date, select Is Between 1/01/2013 and two years from today s date. This action will capture all future records. 4. Click on Certification ID link to open the certification. Expand panels 3, 6, 7, and 8 to check them for accuracy. 5. Note: To view only the Active Certifications, right-click on a column header in the results table and select Column Chooser from the pop-up box. Left-click and hold on the Active button, and drag the Active header to the list of columns within the report. Then click on the small funnel on the Active column header and select Checked to view only active certifications. 6. Note: Include a good sample of households in your quality check, such as elderly, no-income, and large family households. Use these same household for your comparison in the WinTen production database. 7. Using the same sample of tenants from the WinTen validation, compare the forms for accuracy. 8. Report any exceptions in the migrated data vs. your WinTen data to migration@tenmast.com.

41 Page 40 of 50 Purpose: Validate tenant notes have been converted. (F.5) 1. Open Occupancy and Rent Calculation (ORC). 2. Highlight your appropriate Public Housing data area and click the OK button. 3. Click on the Tenant button from the main menu. 4. Double-click on the head of household or highlight the head of household and click the Edit/Review button. 5. Click on blue musical Notes button to view the notes. 6. Repeat steps for your quality control sample for all applicable TRACS data areas. 1. From the Home tab, type household in the search menu. Click on the Household Search link under the Search header to open the Household Search screen. 2. Type % in the search bar to list all households and click the Search button. Note: You may also type the household name for a specific household that you wish to validate. 3. Click the View link next to the household that you wish to validate. 4. Click the blue musical Notes button at the top of the screen to open the notes for the household. 5. Repeat these steps for all households in your WinTen system. 6. Report any exceptions in the migrated data vs. your WinTen data to migration@tenmast.com.

42 Page 41 of 50 Purpose: Validate all units are attached to the correct development and that the addresses are correct. (F.6) 1. Open Tenant Accounts Receivable. 2. Highlight your appropriate Public Housing data area and click the OK button. 3. Click on the Reports button on the main menu. 4. Click on the Quick Lists tab. 5. Select the Master Units list. Note: You can filter by project if you choose. 6. Click the Preview button. 7. Review the information listed for each project. 8. Repeat steps for all TRACS data areas. 1. From the Home tab, type unit in the search menu. Click on the Unit Search link. 2. Click on the Advanced Search link on the Unit Search Screen. 3. Select the appropriate Development names and then click Search. 4. Compare the developments and addresses of units for all TRACS developments. 5. Report any exceptions in the migrated data vs. your WinTen data to

43 Page 42 of 50 Purpose: Validate vacant units. (F.7) 1. Open Tenant Accounts Receivable. 2. Highlight your appropriate Public Housing data area and click the OK button. 3. Click on the Reports button on the main menu. 4. Click on the Quick Lists tab. 5. Select the Master Units list. Note: You can filter by project if you choose. 6. Check the Vacant Units only checkbox. 7. Click the Preview button. 8. Review the information listed for each project. 9. Repeat steps for all TRACS data areas. 1. From the Home tab, type unit in the search menu. Click on the Unit Search link. 2. Click on the Advanced Search link on the Unit Search Screen. 3. Select the appropriate Development names and then click Search. 4. Compare the developments and addresses of units for all TRACS developments. 5. Report any exceptions in the migrated data vs. your WinTen data to

44 Page 43 of 50 Purpose: Validate the active Tenant Rental Register from TAR shows the correct number of active tenants. (F.8) 1. Open Tenant Accounts Receivable. 2. Highlight your appropriate Public Housing data area and click the OK button. 3. Click on the Periodic button. 4. Click on the Monthly sub-tab. 5. Select the Rental Register. 6. Click the Preview button and go to the last page to view the total. 7. Repeat steps 1-6 for all TRACS data areas. 1. From the Home tab, type tar in the search menu. Click on the Tenant Accounts Receivable link to open the Tenant Accounts Receivable screen. 2. Click on the Report button on the main menu. 3. Click on the Registers tab and then highlight Monthly Rental Register. 4. Mark all the appropriate TRACS developments. 5. For the date range, select the month your data was pulled for this particular migration. 6. Select View All, Order by Last Name, and check to Separate Active/Inactive. 7. Click the Preview button and go to the last page to view the total tenant count. 8. Report any exceptions in the migrated data vs. your WinTen data to

45 Page 44 of 50 Purpose: Validate monthly recurring rent transactions. (F.9) 1. Open Tenant Accounts Receivable. 2. Highlight your appropriate Public Housing data area and click the OK button. 3. Click on the Periodic button. 4. Click on the Monthly sub-tab. 5. Select Future Charges/Rent List Report. You may filter by project if you choose. 6. Click the Preview button to view the report. 7. Repeat steps for all TRACS data areas. Migration 1: Initial Pass Migration 2: Random Sample 1. From the Home tab, type tar in the search menu. Click on the Tenant Accounts Receivable link to open the Tenant Accounts Receivable screen. 2. Click on the Report button on the main menu. 3. Click on the Receivables tab and select the Recurring Transaction Listing report. 4. For the date range, select the month your data was pulled for this particular migration. 5. Select the appropriate TRACS developments. 6. For Charge Type, choose Rent. 7. Click the Preview button to view the report. 8. Report any exceptions in the migrated data vs. your WinTen data to

46 Page 45 of 50 Purpose: Validate the Security/Pet Deposit Register. (F.10) 1. Open Tenant Accounts Receivable. 2. Highlight your appropriate Public Housing data area and click the OK button. 3. Click on the Periodic button. 4. Click on the Monthly sub-tab. 5. Select Security/Pet Deposit Register. You may filter by project if you choose. 6. Click the Preview button to view the report. 7. Repeat steps for all TRACS data areas. Migration 1: Initial Pass Migration 2: Random Sample 1. From the Home tab, type tar in the search menu. Click on the Tenant Accounts Receivable link to open the Tenant Accounts Receivable screen. 2. Click on the Report button on the main menu. 3. Click on the Registers tab and select the Security Deposit Register. 4. Select to separate the active and inactive leases. 5. Select the appropriate TRACS developments. 6. For the date range, select the month your data was pulled for this particular migration. 7. Click the Preview button to view the report. 8. View the total count on the last page. 9. Report any exceptions in the migrated data vs. your WinTen data to

47 Page 46 of 50 Purpose: Validate all tenant information has been migrated. (F.11) 1. Open Tenant Accounts Receivable. 2. Highlight your appropriate TRACS data area and click the OK button. 3. Click on the Tenants button on the main menu. 4. Select a list of names for your quality control sample. Find these names in the list and click the Edit/Review button to view their record. 5. Review the Tenant information for your quality control sample. 1. From the Home tab, type household in the search menu. Click on the Household Search link to open the Household Search screen. 2. Using the households select for the quality control sample, click on the View link to view their information. 3. Review the tenant information listed. 4. Report any exceptions in the migrated data vs. your WinTen data to migration@tenmast.com.

48 Page 47 of 50 Validating Maintenance Purpose: Validate Open and Closed Work Orders. (G.1) 1. Open Work Orders and highlight a data area. Click OK. 2. Click on the Reports button in main menu. 3. To validate the listing of open work orders, select the Summary of WO Activity report. 4. Choose Outstanding Work Orders under the Which WO section. 5. Click the OK button 6. Confirm the Destination is Window, then click OK. 7. Go to the last page to view the total count. 8. To validate closed work orders, repeat steps 1-7 but choose Completed Work Orders under the Which WO section. 9. Repeat steps for each applicable data area. 1. From the Home tab, type work orders in the search menu. Click on the Work Order Search link to open the Work Order Search screen. 2. To validate the listing of open work orders, check both New and In Progress for Status. 3. Click the Search button. 4. View the total count of work orders in the bottom left-hand corner. 5. To validate closed work orders, repeat steps 2-4 but change status to Closed. 6. Report any exceptions in the migrated data vs. your WinTen data to migration@tenmast.com. Mr. Simple s Tip: Select a Work Order with several charges labor, job codes, etc. for validation.

49 Page 48 of 50 Purpose: Validate work orders to verify work order details. (G.2) 1. Open Work Orders and highlight a data area. Click OK. 2. Click the Edit button on the main menu. 3. Identify a list work orders to verify, then highlight them from the list and click the OK button. 4. Review the information listed for each work order in your sample. 1. From the Home tab, type work orders in the search menu. Click on the Work Order Search link to open the Work Order Search screen. 2. Using a list of work orders to verify, click the View link next to a work order. 3. Verify that the information listed in the Work Order matches the information listed in the production database. 4. Report any exceptions in the migrated data vs. your WinTen data to migration@tenmast.com. Mr. Simple s Tip: The more details the Work Order contains, the more errors you may uncover.