VERSION 1.6a OCTOBER 31, 2016 FOCUS SOFTWARE PROPERTY MANAGER USER S GUIDE Housing Compliance Services 2999 Oak Road, Suite 710 Walnut Creek, CA 94597
FOCUS SOFTWARE PROPERTY MANAGER USER S GUIDE TABLE OF CONTENTS Log In Instructions... 2 FOCUS Homepage... 3 Property Compliance Summary... 4 Property Details... 5 Units... 6 Editing Units... 8 Checking Compliance and Creating a Project Status Report (PSR)... 13 Programs... 20 Users... 22 Tasks... 23 Reports... 24 Audit... 25 Notes... 26 Questions... 27 10/31/2016 FOCUS So ware Property Manager User s Guide 1
LOG IN INSTRUCTIONS Enter the following URL: htps://www.housingcompliance.org/hcs/ You will be provided a user name and password from a representa ve at Housing Compliance Services. When you receive user name and password you will use the URL stated above to log onto the system. Enter the user name and password and click the login buton. If by chance you have forgoten your password, you are able to reset by pressing the lost password code language in blue. Please see below: 10/31/2016 FOCUS So ware Property Manager User s Guide 2
FOCUS HOME PAGE A er logging in, you will be sent to the FOCUS Homepage: All the proper es assigned to your user name will be displayed on the homepage. This page is the management dashboard for the housing por olio and is accessed in order to view the property informa on. To choose a specific property, double-click on the Name of the property in the matrix shown above. Once you double-click the specific property you will then be redirected to the property compliance summary page. 10/31/2016 FOCUS So ware Property Manager User s Guide 3
PROPERTY COMPLIANCE SUMMARY Once in the property compliance summary page you will see a total of nine (9) different tabs to select. The different tabs are as follows: Property Details Units Programs Users Documents Tasks Reports Audit Notes Each tab will need to be clicked to be opened to use its specific user func on. Please see the image below to understand the way the tabs are structured. 10/31/2016 FOCUS So ware Property Manager User s Guide 4
PROPERTY DETAILS Click on the Property Details tab to view the general property details of the property selected. These will include the agency name, address, property type, development type, close of finance date, in service date and the current status. 10/31/2016 FOCUS So ware Property Manager User s Guide 5
UNITS When selec ng the Units tab, there are two different tabs that you are able to view: Units Buildings (if buildings have numbers associated to them) Units Tab: 10/31/2016 FOCUS So ware Property Manager User s Guide 6
Within the units tab, you will see the following property informa on: Unit Unit number. Building Building leter or number. Bedrooms The number of bedrooms within the unit. Event Type The type of event associated with the unit. The selec on of events are Move In, Move Out and Rental Update. Date The date in which the event (see above) occurred. Household Size The number of people/tenants in the current household. Current Income The current annual income of the household. Rent The amount of rent paid on a monthly basis. Move In Date The date the household moved into the unit. Move In Income The amount of income earned by household at date of move in. Move In Household The number in the household at move in. 10/31/2016 FOCUS So ware Property Manager User s Guide 7
EDITING UNITS In order to edit the units, press the Edit buton in the upper right hand corner. Once you are in the edi ng mode, you will be able to edit all unit informa on. Rent Subsidy and u lity allowance are also editable above by double clicking the cell. 10/31/2016 FOCUS So ware Property Manager User s Guide 8
Below is an example of the Manage Units screen: To edit, double-click on the unit to be edited or click Add Event. The reasons you as a property manager will need to edit a unit are based on events. The different types of events are: Move In Move Out Rental Update, which can include: o o o o Rent change Income change Household size adjustment Recer fica on 10/31/2016 FOCUS So ware Property Manager User s Guide 9
Move In and Move Outs will only occur once per household. All other changes to the unit will be recorded by entering a Rental Update. The majority of the me the event will be based on a Rental Update. Recer fica on, rent, income and household size changes are all completed through the Rental Update sec on. Edit Screen: Press the Add Event buton noted above the orange arrow. Edit Event Screen: In order to add an event, you will first need to select the Event Type from the drop down. 10/31/2016 FOCUS So ware Property Manager User s Guide 10
In this instance, the screen below will show an example of adding an event as a Rental Update. Change in rent, increase in income, addi onal family member or recer fica on. The items necessary for the making an update to either Move In, Move Out or Rental Update are the following: Event Type The type of event associated with the unit. The selec on of events are Move In, Move Out, and Rental Update. Date The date in which the event occurred. Current Income The current annual income. Rent The amount of rent paid on a monthly basis. (tenant por on) Household Size The number of people living in the unit. 10/31/2016 FOCUS So ware Property Manager User s Guide 11
When finished entering the new data, press the Save buton in the le hand corner. This will ensure that the update has been made to the system. If you are entering a recertification, be sure to check the recertification box at the top of the screen immediately above the date. As soon as the save buton has been selected, you will be redirected back to the list of events for that unit made by date. Select the Save buton again to return to the list of all units. 10/31/2016 FOCUS So ware Property Manager User s Guide 12
CHECKING COMPLIANCE AND CREATING A PROJECT STATUS REPORT (PSR) In order to check the compliance of the programs and submit a PSR Report, you will need to be in the manage units screen. You get to this screen by doing the following: (The steps have been shown within this manual on pages 5-7) 1. Open the property. 2. Click on the Units tab and click the edit buton. 3. Click the Check Compliance buton (shown below) 10/31/2016 FOCUS So ware Property Manager User s Guide 13
4. A er you click the Check Compliance tab a smaller window will appear. You will be given the op on to select the month the report was due. Click refresh. If you have more than one program you will be asked to choose one compliance report individually. The compliance report shown as the example to run is the HOME program. 10/31/2016 FOCUS So ware Property Manager User s Guide 14
5. A er clicking on the HOME Calculate Compliance buton, you will be redirected to the HOME Report screen. It will automa cally show you the Unit Compliance view. This tab will provide a breakdown of all units and confirma on if they are in compliance or not with the program. Example of the Unit Compliance screen: The le hand icon in red is sta ng the unit is Out of Compliance. The very right hand column will state the reason for the unit being Out of Compliance. To make correc ons to any units, you can click on the Manage Units buton to make edits. 10/31/2016 FOCUS So ware Property Manager User s Guide 15
6. You may also view the compliance with another op on. Click on the Set-Aside Compliance tab to receive a summary of the number of units that are in compliance and how many are required for each set aside. Example of the Set-Aside Compliance screen: 10/31/2016 FOCUS So ware Property Manager User s Guide 16
7. Once you have reviewed the compliance of the property and are ready to run the PSR report, you will need to go back to the Unit Compliance screen and click on the Start PSR Submission buton. 10/31/2016 FOCUS So ware Property Manager User s Guide 17
8. A er pressing the Start PSR Submission buton you will be taken to the following screen seen below: Confirm the date range for the report you are running and chose your company from the drop down sec on. 9. If you are prepared to submit the PSR, click on the Submit buton shown above. 10/31/2016 FOCUS So ware Property Manager User s Guide 18
10. A er you click the Submit buton, a PSR report will be crea ng and put into PDF format. The PSR report is then automa cally saved. The report will be added to your reports tab as an open report wai ng to be approved by the Agency. This PSR report will be sent to the agency for review. As soon as the agency reviews the PSR and accepts it as complete, you will be informed of the status of the PSR. 10/31/2016 FOCUS So ware Property Manager User s Guide 19
PROGRAMS When the Programs tab is selected, you will see the regulatory programs being monitored for each property. In reference to the example below, the programs being monitored are Bond, Home and Inclusionary. In order to open up a program, the Open Program selec on will need to be clicked. 10/31/2016 FOCUS So ware Property Manager User s Guide 20
Once Open Program (in the right-hand corner) has been selected, the next screen will redirect you to the program details. The details will encompass the following: Details The details provide both the program and calcula on details Set-Aside Levels Specifies the income and rent limit percentages Reports Has a historical reference to all reports and lets the property manager know if any report is currently open or has been approved by the compliance manager Tasks Notates if there are any open, closed or scheduled tasks to be accomplished by the property manager within the specific regulatory program Units Matrix of all units and their set-aside level within the program Audits Notates a history of all inspec ons on the property assigned to the specific regulatory program Limits - Chart of the current and historic income and rent limits within the regulatory program for the county in which the property is located 10/31/2016 FOCUS So ware Property Manager User s Guide 21
USERS When the users tab is selected, the property manager will be able to see a list of all contacts in rela on to the property. 10/31/2016 FOCUS So ware Property Manager User s Guide 22
TASKS When the Tasks tab is selected, you will see the sub tabs labeled as Open or Closed. The Open task no fies that there is a certain task to be addressed. The Closed task tab shows a historical reference on all closed tasks accomplished by the property manager. Noted above you will see the Tasks tab with a 3 next to the Tasks tle. This number will tell you as a property manager how many open tasks there are under this property 10/31/2016 FOCUS So ware Property Manager User s Guide 23
REPORTS When the Reports tab is selected, the property manager will be able to see a list of all Approved and Open property status reports (PSRs). 10/31/2016 FOCUS So ware Property Manager User s Guide 24
AUDIT When the Audit tab is selected, the property manager will be able to see a list of any and all audits that have been completed at the property. 10/31/2016 FOCUS So ware Property Manager User s Guide 25
NOTES When the Notes tab is selected, the property manager will be able to dra certain notes to keep in regards to the property. When the Add Note tab is clicked you are able to input a new note. All users with access to the property will be able to see your note. 10/31/2016 FOCUS So ware Property Manager User s Guide 26
QUESTIONS? If you have any website related ques ons or concerns, please feel free to reach out to Housing Compliance Services: Caitlin Lanctot clanctot@housingcompliance.org (925) 280-4394 Mercedes Baumbach mbaumbach@housingcomplaince.org (925) 478-5855 10/31/2016 FOCUS So ware Property Manager User s Guide 27