Procorem Tenant Data Entry Congress requires that all HOME and Tax Credit Housing Projects report tenant data to HUD for all tenants annually. All Wyoming projects will report this data via the Procorem On-line Compliance system. The following are instructions on how to upload this data. Data can be manually entered into the system or it can be uploaded via an XML file direct from your system. Once the data has been entered into Procorem you will then validate it for accuracy and then submit to WCDA. 1
Procorem Tenant Data Entry You will receive an email from WCDA asking you to join the super secret WorkCenter for your project. You should get a separate email invite for each project. WCDA has been instructed to invite supervisors to all projects Site managers will see their own project This email may go into your Junk or Spam folder. 2
The email will look like this You will want to click on the box that says Sign Up. 3
You will then see the Log in for Procorem as shown here 4
You will then create your Password for Procorem as shown here 5
You will need to Join Procorem only once After that you will just sign in to view your WorkCenters 1. Email address: must use the one that I sent the invite to 2. You will create your own Password 3. Passwords must have: at least 1 number, at least 1 capital letter, at least 1 lowercase letter, must be at least 8 characters but no more than 16 characters I will never know what your Password is When you forget it, you will do the Forgot Password process and create a new one 6
One thing to remember about this system is that in order to navigate back to previous pages you will want to click on the bread crumbs at the top of the page, as shown here: 7
Logging in will take you to the Home Page and it should look like this: 8
On the list on the left of the Home Page, near the bottom, you have the option to either: View All WorkCenters or Go to Account Clicking on either one of these should bring up your list of WorkCenters 9
The page should look something like this, but will have only your WorkCenters showing: You will click on the property you want 10
When you click on the Property that you want to open you will see this page. Note in the left column Compliance Application, you will want to click on that. 11
Once you click on Compliance Application you should see this: (The WCDA deadline is not April 1 st, for 2017 information it will be July 31, 2018.) 12
You will want to look to the very right side of the box, click on the 13
Test At this point Procorem gives you the option to manually enter all tenant events or upload them directly from your system. If manual entry is your choice see slides 15 24 and 33-37 If a direct upload is your choice skip to slides 25-37 14
Manual Tenant Data Entry 15
This should bring up the Units for this Property, like this: Do Not click on Import Tenant Events unless you are planning on doing the automatic upload & only Validate when all information has been entered 16
To access the Tenant Events for each unit click on the Unit that you want to open Click on the bottom row to open the Tenant Information screen or the +Add Tenant Event blue box for new events 17
Tenant Information screen (shown partly on this page and partly on the next two pages) 18
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Test In order to add a new tenant event, you would click on +Add Tenant Event on this screen: and a blank tenant record will open 21
To enter new tenant information you must Enter : Event Type Red Line denotes a required field Event Date Red Line denotes a required field Unit Type Red Line denotes a required field Programs Click on all boxes that apply Click Save (at the top of the page) This will make the + box on the right side of the Household Members, Household Income and Household Income from Assets darker, which will allow you to open these (in this order) and enter the Members and their Income information Click Save (at the top of the page) 22
By entering the household members, household members income and asset information, most of the first page will be filled in. Need to enter tenant portion of the rent Need to enter any rental assistance and its source Need to enter any applicable utility allowance and its source HOME Unit utility allowances will still be zero, just like before Do not enter Gross Rent, it will automatically calculate by adding the: Tenant Rent Portion and Utility Allowance Click Save (at the top of the page) 23
You can re-open any unit line and modify tenant information any time prior to uploading to WCDA You can delete any tenant event by opening the event and clicking the delete key at the top of the page, you will receive a warning asking you if you are sure you want to delete 24
Automatic XML Upload Tenant Data Entry 25
Upload Tenant Events directly from your system to Procorem Upload Tenant Events - XML Importer (Property Owner/Manager) The Import Tenant Events screen provides the Property Owner with the functionality to bulk load tenant event data. This import process will accept any XML file, regardless of the source, that follows the Multifamily Information and Transactions Standards format (http://www.nmhc.org/content.aspx?id=8836). The Property Owner can simply browse to the XML file that they would like to import and then click the Upload button. If the application is able to import the XML file without errors, the user will see the Import Status as Complete in the History grid. If any errors are encountered with the import, such as poorly formatted XML or missing required fields, the user will receive error messages indicating that the file was not imported. Once the file is imported the user can view any remaining issues on the Validation Status screen and resolve those as needed. 26
Import Process The import process will allow the Property Owner/Manage the ability to update each unit with the appropriate Tenant Events, Household Members, Household Income and Household Income from Assets records. To access the Import screen, navigate to the List Units screen, and then select the Import Tenant Events button 27
The Import Tenant Events screen will be displayed 28
To upload the XML file, click the Browse button. A Windows Explorer modal will open allowing the user to select the file that needs to be uploaded. 29
Once the file has been selected and the Open button on the Window Explorer window has been clicked the window will close and the file will be displayed on the Import Tenant Events screen 30
Upload To Procorem Click the Upload button once the file has been selected. The application will process the file and either Complete it and import the tenant event records or it will Complete with Errors. If the file Completes with Errors then the XML will need to be corrected, saved and uploaded again 31
Each time tenant events are imported for a given compliance review/period, the tenant event records will be replaced not duplicated. NOTE: If Tenant Events were added manually, and then additional events will be imported, the import process will delete all tenant events before importing the new events. The Tenant Events that were added manually will be deleted and only the events in the XML file will be imported. Once Tenant Events have been Submitted no further changes can be made to the tenant events and no further uploads are allowed. When importing tenant events, the event will be matched to the unit first by using the Property Id obtained from the WorkCenter, Building BIN, Building Address and then Unit Number. An exact match must be made before each tenant event record will be imported. NOTE: For the HOME program a match on Building BIN is not required. 32
Validate and Submit Tenant Data Entry 33
Validate/Submit Tenant Events (Property Owner/Manager) Once all the Tenant Events have been manually entered or uploaded thru the XML process navigate back to the List Units page and click on the Validate Tenant Events button 34
The application will then validate the tenant events to ensure that no errors are found that need to be corrected before submitting the events to the WCDA for the Compliance process to begin 35
If the Validation Status is Passed click the Submit Tenant Events button, see above. If the status is Failed all of the tenant events that have issues will need to be fixed and the Validate Tenant Events process will need to be run again and all issues must first Pass before the Submit Tenant Events button will be enabled. 36
Once the Tenant Events have been submitted, navigate back to the Compliance Periods screen. The tenant events for the Compliance Year will show Submitted and no changes will be able to be made to the Tenant Events associated with that Compliance Year 37