WCMS User s Guide. Effective August, 2013

Transcription

1 WCMS User s Guide Effective August, 2013 Your Computer s Settings: WCMS is currently compatible with Internet Explorer only using any other web browser such as Mozilla Firefox, Google Chrome, etc. may cause the program to not work correctly. It is important that if you are using Internet Explorer 8 or 9, your browser s Compatibility View is turned off. See below for instructions to check this setting:

2 Logging Into WCMS: Current users: Forgot your password? Click here and enter your user name and the system will send you instructions on how to reset your password. New users: To register, click on this link and then complete the form. Make sure to keep note of the user name and password you create! 1 P age

3 Home Page: Upon logging in, you will be on the WCMS Home Page. Please note that by clicking on your user name (in the top, right corner of the screen) you have access to your Profile and the Logout function. Next to your user name is the WCMS Help Menu please click this link to access the online WCMS Users Guide provided by the software company. Profile: Go here to make changes to your password, address, , phone number, etc. Help: Online WCMS User Guide Navigating through the new version of WCMS is very simple, just follow the breadcrumb navigation technology. To quickly view your current location within the system and to easily navigate back to other areas in the system, just view or click on the breadcrumbs as shown below. *TIP: You can always use your web browser s back arrow button to go to the previous screen. As you move through the WCMS system, you will notice that you can access your user Profile, Logout, Help Menu and the breadcrumb navigation from all screens within WCMS. 2 P age

4 New Tools: WCMS now offers some new tools which will help you customize your experience for quicker and more efficient navigating. Included is the ability to sort and filter list data and export your results to other programs, such as Excel. Let s discover some of these new features: Sort: Click any column header to change sort order from ascending to descending. Filter: Click on the Filter Icon next to any column s filter field, then type in the field for the information you want. Field Chooser: Click the Field Chooser button to open the Field Chooser, then click and drag unwanted column headers to the box. Export: The current list of data can be exported and saved to your computer (for ing, etc.). Select the Export Format you wish to save the file as and then click Export. Click column headers to sort by that column. Filter Icon Exporting: Choose file type and then click Export Field Chooser button 3 P age

5 Home > My Properties All the properties assigned to your user ID are listed on Home > My Properties. Please contact Peggy Boyd at to make updates to your list of properties. To view a particular property s Property Detail Screen, simply click View at the end of the row of the property you wish to open. To perform the same action, you can also click once on the property name to highlight the row and then click the View button below. 4 P age

6 Property Detail Screen: The Property Detail Screen offers an overview of the property details and a list of the buildings for that property. Additionally, at the bottom of the screen you can access the following features: ACTION: o Upload Tenant Data For users of Yardi, Real Page and HAB, Inc. Users have the ability to upload tenant data into WCMS from an.xml file created from within the property s software. *For more information about Uploading Tenant Data from Yardi, Real Page or HAB, Inc., please contact Peggy Boyd (pboyd@chfainfo.com) PLACES: o Occupancy and Demographics Report The property s Occupancy and Demographics report is located on the Property s Overview page. 5 P age

7 Property Detail Screen > Occupancy and Demographic Report: The new Occupancy and Demographics Report allows you to use the same sorting, filtering, Field Chooser and Export* tools as mentioned on Page 3. These functions will allow you to customize your report exactly as you want to view it. *For best results, it is recommended that you choose Excel as the Export Format for the Occupancy and Demographics Report. NOTE: To exit the Occupancy and Demographic screen, either click your browser s back arrow or use the bread crumb feature, by clicking on Properties (shown below). 6 P age

8 Building Detail Screen: From the Property Detail Screen, you can click View next to any of the buildings in the list to navigate to the Building Detail Screen. This screen shows an overview of the Building details and a list of the units for that building. The Overview includes: Unit Cap = Maximum number of units allowed for that building Unit Count = Total # of units in the building Vacant Units = Total # of vacant units in the building Locked = Indicates whether the building is locked or not (allowing no additions/deletions of units) 7 P age

9 Unit Detail Screen: From the previous Building Detail Screen, you can click View next to any of the units in the list to navigate to the Unit Detail Screen. This screen shows an overview of the Unit details and a list of the Households for that unit. The Overview includes: Number of Bedrooms Square Footage of unit Vacancy status for the unit Section 8 status HOME status 8 P age

10 Unit Detail Screen, Continued: Additionally, the Unit screen contains some very important Actions: If then unit is Vacant, the Actions available include: Edit Unit used to change the specifics of the unit itself, such as bedroom size, square footage, etc. Occupy Unit Available certification types are: Initial* and Move In * Note: Initial Certification should only be used for certain circumstances: A current tenant (i.e. Market Rate) who recently became eligible for a low-income unit All tenants for a property that was recently under Substantial Rehab. Please contact your CHFA Asset Management Officer for more details. However, if the unit is occupied, the Actions available will include: Edit Unit Unit Transfer used to transfer a Household from the existing unit to a new, vacant unit Move Out used to move the household out of the property Recertify used to annually recertify the household 9 P age

11 Household Detail Screen From the previous Unit Detail Screen, you can click View next to any of the Households in the list to navigate to the Household Detail Screen. On the Household Detail Screen, the system will show you all activity for that specific Household (not just the activity that occurred in that particular unit). To view a specific Certification for a Household, click on View next to the certification you wish to see (for this example, we are going to view the Smith Move-in Certification into unit 101): 10 P age

12 Certification Detail Screen As you can see, clicking on the Household s Certification will then take you to the Overview tab for that specific certification. If the certification has previously been submitted, the only Action you will be able to perform for the certification is Correct Certification. From this screen, you will also be able to access the Tenant Income Certification (TIC). Overview tab: 11 P age

13 Certification Detail Screen, Continued Navigating to the certification s Members tab allows you to view the details for each of the household s members, by clicking View next to a specific member s name. Members tab: 12 P age

14 Certification Detail Screen, Continued The Income & Assets tab shows the details for the household income and assets for that specific certification. Income & Assets tab: 13 P age

15 Certification Detail Screen, Continued Lastly, the History tab shows the user ID of the individual who created and/or edited the certification and the dates of these changes. History tab: 14 P age

16 Entering Certifications To enter a new Move-In or Initial Certification: 1. Click View next to the property from your My Properties list (as shown on Page 4) 2. Click View next to the building from your Building list (as shown on Page 5) 3. Click View next to the Unit from the Unit list (as shown on Page 8) 4. Under the Actions for the unit, click on Occupy Unit 15 P age

17 Entering Certifications (Move-in and Initial Certs) - Continued 5. When the Create Certification window opens, select either Move-In or Initial from the Certification Type list. Remember, Initial should only be used for residents who already occupy the unit but only recently became eligible for the program or for properties who have recently completed a Substantial Rehab at their property. Enter the Effective Date of the Move-In or Initial (should be the actual date that the tenant occupied the unit or became eligible for the program). Click Submit. 6. Upon clicking Submit, the New Certification screen will appear with the effective date that you had entered. Proceed entering all the data in the Overview screen, as follows: Rent: This is the tenant paid portion of the rent. If the tenant is receiving some type of assistance for their rent, that amount will be entered in the Rent Assistance field. Utility Allowance: Enter the amount of the utility allowance, if applicable. Enter 0 if the unit does not have a Utility Allowance. Utility Type: Please select Utility Allowance from the drop-down list. Rent Designation: Select the appropriate AMI % for this tenant (must equal one of the AMI amounts from the property s LURA). Rent Assistance: If the tenant receives rent assistance, please enter that amount in this field. Assistance Type: Select the appropriate source of Rent Assistance, if applicable. Income Designation: Should match the Rent Designation AMI %. Demographic Fields: Enter the appropriate information in these fields. Programs: Please leave this section blank. 16 P age

18 Entering Certifications (Move-in and Initial Certs) - Continued New Certification screen > Overview tab 7. Once you have entered the data on the Overview tab (as instructed on Page 16), click the Members tab to continue with the Certification entry. IMPORTANT: DO NOT CLICK SAVE!! The system will automatically save the data that you entered on the Overview tab. 17 P age

19 Entering Certifications (Move-in and Initial Certs) - Continued 8. Once on the Members tab, first enter the Head of Household Details. Once the Head of Household is added, you can click Add Member to add each of the remaining members of the household. A couple of things to remember when entering your Household members data: SSN: (*Required Field) Enter only the last four digits of the member s social security number. If the household member does not have a SSN, please enter: 0000 Alien Registration Number: Be sure to include the A in front of the number. Birth Date: (*Required Field) Again, do not yet click on Save. Instead, click on the Income & Assets tab to complete the certification. 18 P age

20 Entering Certifications (Move-in and Initial Certs) Continued 9. Once you have reached the Income & Assets tab you are almost done entering this certification! But first, you need to enter the income and assets for the entire household. To do this, click on the link that reads Add Income, which will open the Add Income window. Select the Member for whom you are entering income for, the Source of the income, and the annual amount of the income. Click OK when done. Be sure to do this for each type of income and each household member. 10. Repeat these actions for the Household Assets, clicking on Add Asset to open the Add Asset window. Make sure to add each member s assets and each asset type. 11. Once you have completed entering all the data on all three tabs for the New Certification, click Save. 19 P age

21 Entering Certifications (Move-in and Initial Certs) Continued 12. Once you have saved your Certification, you will notice that the system will change the New Certification heading to the household name and the date/type of the certification. Additionally, you will now see some new Actions that are available: Edit Certification: If you realize that you need to edit some of the data in your newly entered record, click on Edit Certification then make your necessary changes. Click Save when you are done. Submit Certification: This function must be done after all new certifications are entered (including Move-Outs and Unit Transfers) to allow you to perform any future certifications for the household. However, do not submit your certification until you are sure it is correct. (*CHFA staff can unsubmit a certification for you, if necessary). Otherwise, you can Edit Certification or Delete Certification: Prior to submitting a certification, you have the option to completely delete the certification. 20 P age

22 Entering Certifications - Continued To enter a new Annual or Interim Recertification: 1. Click View next to the property from your My Properties list (as shown on Page 4) 2. Click View next to the building from your Building list (as shown on Page 5) 3. Click View next to the Unit from the Unit list (as shown on Page 8) 4. Under the Actions for the unit, click on Recertify 21 P age

23 Entering Certifications (Annual and Interim) - Continued 5. When the Create Recertification window opens, select either Recertification (for annual recerts) or Interim from the Certification Type list. Please note: An Interim recertification should only be done if an adult household member has been added to the household. All other changes can be made during the next annual recertification. Enter the Effective Date of the Certification: a. If you are entering the Annual Recertification, use the first day of the month that the tenant moved into the unit. For instance, if a tenant moved in on 8/23/2012, your 2013 Annual Recertification effective date should be 8/1/2013. b. If you are entering an Interim recertification, use the actual date that the adult household member moved into the unit. When done, click Submit. 6. Once you have clicked Submit, you will be able to edit any necessary fields (rent, Rent/Income designation, household members, income & assets, etc.). Make all your necessary edits and then click Save when you are done. DON T FORGET TO Submit Certification AFTER ALL CHANGED ARE UPDATED! 22 P age

24 Entering Certifications - Continued To enter a new Unit Transfer: 1. Click View next to the property from your My Properties list (as shown on Page 4) 2. Click View next to the building from your Building list (as shown on Page 5) 3. Click View next to the Unit from the Unit list (as shown on Page 8) 4. Under the Actions for the unit, click on Unit Transfer. 23 P age

25 Entering Certifications (Unit Transfer) - Continued 5. When the Create Unit Transfer window opens, select the unit number from the drop-down list that the resident will be transferring into. Note: The system will only list units that are not occupied. 6. The effective date should be the actual date that the resident will be moving into the unit. 7. Click Submit. 8. If any edits need to be made to the rent, utility allowance, AMI %, etc. for the new unit, do this now. Click Save after all changes have been made. 9. Once complete, BE SURE TO CLICK Submit Certification. (Note: You do not need to submit the Unit Transfer Out record from the old unit; the system will do this automatically). 24 P age

26 Entering Certifications - Continued To enter a new Move-out: 1. Click View next to the property from your My Properties list (as shown on Page 4) 2. Click View next to the building from your Building list (as shown on Page 5) 3. Click View next to the Unit from the Unit list (as shown on Page 8) 4. Under the Actions for the unit, click on Move Out. 25 P age

27 Entering Certifications (Move Out) - Continued 5. When the Create Move Out window opens, the effective date should be the actual date that the resident will be moving out of the unit. 6. Click Submit. 7. Once complete, BE SURE TO CLICK Submit Certification. 26 P age

28 Entering Certifications Continued Tenant Income Certification (TIC) Report: If you ever need to print the Tenant Income Certification (TIC) for a household, go to the Certification Detail screen. The Tenant Income Certification will be found under Places, as shown below. 27 P age

29 Entering Certifications (Tenant Income Certification) Continued Sample Tenant Income Certification (TIC): 28 P age

30 Troubleshooting Problem: When I sign into WCMS, the layout of the items on the screen are off and functions within the system are not working properly. Solution: Be sure you are using Internet Explorer (version 8 or 9) and that your browser is not set to Compatibility View (See page 1). 29 P age

31 Troubleshooting Continued Problem: It is time for me to enter a new certification. However, when I go to the Unit Detail screen the only option that the system gives is Edit Unit. Solution: Notice that in the Unit Detail screen that the box that reads Submitted? is not checked. Click View next to that Household name then look at the list of Certifications for that household (as shown below). Find the certification that has not been submitted (again, the Submitted? box will not be checked). Click View next to the unsubmitted certification then click Submit Certification. When you go back to the Unit Detail screen, you should now have the options to enter a new Certification. 30 P age

32 Troubleshooting Continued Problem: On the Unit Detail screen, the information under the Overview is incorrect. Solution: Click on Edit Unit under the Actions on this screen and then correct the information. 31 P age

33 Troubleshooting Continued Problem: I am unable to print the Occupancy and Demographics report so that it all appears on one page. Solution: Export the report to Excel. In Excel you can remove columns and have the program print all columns to one page wide. 32 P age

34 Troubleshooting Continued Problem: The Building list does not reflect the correct Building Name or Address. Solution: Please contact your CHFA Compliance officer or Peggy Boyd at CHFA We can correct this for you. 33 P age

35 Troubleshooting Continued Problem: My property uses software that is listed on Page 5 and I would like to use the Upload Tenant Data feature. However, I do not see that option under the Property Detail screen as shown in this document. Solution: Please contact Peggy Boyd, at CHFA (pboyd@chfainfo.com) and she can provide you with this additional access and also send you instructions from Yardi or Real Page on how to create the file to be uploaded. 34 P age