WinTen² Shelter Plus Care User Manual

WinTen² Shelter Plus Care User Manual
This user manual is meant to provide guidance on the WinTen² Shelter Plus Care (S+C) program.
Shelter Plus Care (S+C) is a HUD program designed to provide funding for homeless people
with disabilities. Specifically, S+C targets homeless who are mentally disabled or living with
AIDS. Your agency can use the funding to subsidize rent for Public Housing, Section 8, and even
TRACS housing, but the program manager must match the S+C housing subsidy (shelter) with
equal dollars in supportive services (care) from outside agencies, such as job skill training, transportation, and medical services. At the end of each fiscal year, your agency must submit an
Annual Progress Report to HUD. This report shows the amount of rent subsidy that each tenant
received, along with the corresponding supportive services.
The WinTen² Shelter Plus Care (SPC) program enables you to track these supportive services
by tenant and agency, providing you with all the data required to produce the Annual Progress
Report. The program draws tenant data from the WinTen² Occupancy and Rent Calculation program to compile a separate database of S+C participants. It also maintains its own database of
outside supportive service agencies. You can record individual instances of supportive services
for each tenant in the participant database.
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Table of Contents
WinTen² Shelter Plus Care User Manual
1
Table of Contents
2
Setup Overview
4
Agency and Color Settings
5
Agency Settings
5
Color Settings
5
Status Codes
6
Setting Up Status Codes
6
Editing Status Codes
6
Outside Agencies
7
Setting Up Outside Agencies
Caseworkers
7
8
Setting Up Caseworkers
8
Editing Caseworkers
8
Participant Management Overview
9
Moving In Participants
10
Enter Participant Info
10
Enter Move In Info
10
Enter Income Info
11
Maintaining Supportive Services
12
Maintaining Income Information
13
Moving Out Participants
14
Reports Overview
15
Access Reports
15
Preview or Print Reports
15
General Report Summaries
16
Index
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Common Icons
20
Print/Preview Report Icons/Button
TenDocs
20
22
What TenDocs Does
22
Getting more information on TenDocs
22
About Tenmast Software
23
Company Information
23
Contact Information
23
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Setup Overview
All WinTen² programs have a variety of Setup options that control the program environment and
govern many aspects of program operation. These options allow your agency to customize the
programs to best meet your needs and make your job easier.
You should carefully plan and then implement your Setup options before using the Shelter Plus
Care program. In addition, the administrator of your WinTen² programs should review your
Setup options at least annually.
Agency and Color Settings
Status Codes
Outside Agencies
Caseworkers
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Agency and Color Settings
On the Default Settings screen, you can enter your agency’s contact or “return address” information, and set the program's interface color.
1. Click SETUP on the Main Menu screen and then click DEFAULT SETTINGS on the
Setup Menu screen that appears. The Setup Shelter Plus Care screen opens.
Agency Settings
2. Click
on the toolbar.
3. Enter your organization name, address, and contact information in the available fields.
4. Click
to save and apply your changes.
Color Settings
The color you select here changes the interface of the program
5. Click
on the toolbar and the Color window appears.
6. Select the box of the color you want.
7. Click OK to save and apply the color change. The color you select here will then display as
the screen color of every screen in the program.
Hint: To create your own custom color, click
. Click on the color gradient that
appears until your custom color is achieved. Or, you can enter specific hue, saturation, lumination,
red, green, and blue variants. Click
to save the custom color for future use.
Note: A color setting, like any other setting, is only applied to the current data area. Many
agencies use this feature to color code their data areas so users can tell at a glance what
data area they’re currently using.
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Status Codes
Each participant in Shelter Plus Care’s database can have a single status code assigned. Status
codes are user-defined codes that enable you to filter reports for individuals who fit a certain criterion.
The Maintain Status Codes screen enables you to edit the statuses that Shelter Plus Care recognizes for individual participant records.
Setting Up Status Codes
1. Click SETUP on the Main Menu screen and then click STATUS CODE on the Setup
Menu screen that appears. The Maintain Status Codes screen opens with all available
status codes displayed in a table.
on the toolbar; in the window that appears, enter the short code description that
2. Click
will represent the full text status code.
3. Click OK and then enter the full status code description in the textbox at the bottom of the
screen.
4. Click
to save and apply your changes. The new status code now displays in the table.
Editing Status Codes
4 To edit the full status code description, click
.
4 To edit the short code description that represents the full text status code, click
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Outside Agencies
Agency records enable you to track the supportive services that your agency’s SPC participants
receive. The top portion of the screen contains a table of all outside agencies in the database,
while the bottom portion contains the detailed information for the currently selected agency.
Setting Up Outside Agencies
1. Click SETUP on the Main Menu screen and then click OUTSIDE AGENCIES on the
Setup Menu screen that appears. The Maintain Outside Agencies screen opens with all
available outside agencies displayed in a table.
2. Click
on the toolbar.
3. Enter the name of the agency, your agency’s primary point of contact at the outside agency,
the agency's full address, telephone number, fax number, email address, and web
address.
4. Click
table.
to save and apply your changes. The new outside agency now displays in the
4 To edit an outside agency, select and highlight it in the table and click
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Caseworkers
Caseworker records enable you to associate a specific caseworker with each participant in
Shelter Plus Care’s database. The top portion of this screen contains a table of all caseworkers
who are currently in the database, while the bottom portion of the sub-screen contains the
detailed information for the currently selected caseworker.
Setting Up Caseworkers
1. Click SETUP on the Main Menu screen and then click CASE WORKERS on the Setup
Menu screen that appears. The Maintain Caseworkers screen opens with all available
caseworkers displayed in a table.
on the toolbar; in the window that appears, enter the short code description that
2. Click
will represent the full caseworker record.
3. Click OK and then enter the caseworker's first & last name, email address, and all known
phone numbers.
4. Click
to save and apply your changes. The new caseworker now displays in the table.
Editing Caseworkers
4 To edit the caseworker record, select and highlight it in the table and then click
.
4 To edit the short code description that represents the caseworker record, select and highlight
it in the table and then click
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Participant Management Overview
The primary purpose of the Shelter Plus Care program is to track the supportive services that
individual S+C participants receive from outside agencies.
Moving In Participants
Moving Out Participants
Maintaining Supportive Services
Maintaining Income Information
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Moving In Participants
When adding, or moving in, a S + C participant, you need to enter the participant's information,
their move in information,and their income information.
1. Click PARTICIPANTS on the Main Menu screen. The Browse Participants screen
opens with all current S + C participants displayed in a table.
2. Click
on the toolbar; the Add Participant Wizard is initiated.
Enter Participant Info
3. Select the tenant you are adding from the tenant name drop-down list and the selected
tenant's information displays in the available fields.This list contains all tenants who are in the
Occupancy and Rent Calculation program’s tenant database in the current data area.
OR
To search for the tenant by their first name, click
. A window appears with all available
tenants displayed. In the first name textbox, start typing the tenant's first name. The first
tenant to match the name will be highlighted in the table. Select and highlight the appropriate
tenant and click OK. The first step of the wizard appears again with the selected tenant's
information displayed.
4. When you select a tenant, the program automatically selects the correct project number for
the tenant, if one is available. If the field remains blank, select the correct project from the
drop-down list. (Or, click
and search for the project number in the window that appears,
select and highlight the correct project, and then click OK to return to the wizard with the
selected project number now displayed.)
5. Click START to continue to Step 2.
Enter Move In Info
6. The program defaults the tenant’s recommended date (the date on which the tenant was
recommended as a S+C participant) and start date (the date on which the tenant entered
your agency’s S+C program) to the current system date. If these dates are incorrect, edit
them as necessary.
7. Select the participant’s caseworker and status code, if applicable.
o
These are your agency-defined lists of case workers and status codes, which you
maintain in the Setup area of the program. See "Caseworkers" on page 8 and
See "Status Codes" on page 6
8. Click NEXT to proceed to Step 3.
9. The program defaults the participant’s move-in date to today's date. If this date is incorrect,
edit it as necessary.
10. If the participant is a veteran, check the checkbox.
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11. Select the participant’s referral source (the source that referred the tenant to your agency’s
S+C program.), disability (the problem that led to the participant entering your agency’s
S+C program), and prior living situation.
12. Click NEXT to proceed to Step 4.
Enter Income Info
13. In the table of income types, enter the income amount that the participant is receiving from
each source as of the date of their entry into the S+C program.
14. Click NEXT to proceed to Step 5.
15. Review and confirm the information you have entered for the participant. If you need to make
any changes, click BACK to return to the appropriate step.
16. Click FINISH to save and move in/add the participant. The Maintain Current Participant
screen appears with the newly added participant information displayed on the available
tabs. If necessary, you can now complete the following processes:
o
Maintaining Supportive Services
o
Maintaining Income Information
o
Moving Out Participants
Note: After completing an S+C move in, you can edit the new participant's move in
information on the Move-Ins/Move-Outs sub-tab. To locate this sub-tab, select the General
tab on the Maintain Current Participants screen; the Move-Ins/Move-Outs sub-tab is the
middle sub-tab at the bottom of the screen.
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Maintaining Supportive Services
The Supportive Services tab enables you to record every instance of supportive service that the
S+C participant receives.
1. Click PARTICIPANTS on the Main Menu screen. The Browse Participants screen
opens with all current S + C participants displayed in a table.
2. Select how you want to order the participant table from the ordered by drop-down list, enter
the search criteria in the search for field and click GO. The first participant to match the
criteria is highlighted in the table.
3. Highlight the participant record you want to work with and double-click, or click
Maintain Current Participants screen opens with the General tab selected.
. The
4. Select the Supportive Services tab. All supportive service information entered for the
participant displays in a table.
5. To add a supportive service record, click
.
OR
To edit an existing supportive service record, select it in the table and click
Hint: To delete an existing supportive service record, select it in the table and click
.
.
6. At the bottom of the screen, specify the service date (the date on which the participant
received, or began receiving, the service).
7. Select the agency name of the outside agency from which the participant received the
service.
o
This is your agency-defined list of outside agencies, which you maintain in the
Setup area of the program. See "Outside Agencies" on page 7
8. Select the project number. This is the housing project in which the tenant was housed at
the time they received the service.
9. Enter the match amount (value of the service) and then enter any additional comments, or
details about the service, if necessary.
10. Click
to save and apply your changes.
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Maintaining Income Information
The Income Details sub-tab enables you to record the move-in and move-out income amounts
that the participant is receiving from each source as of the date of their entry and/or exit into the
S+C program.
1. Click PARTICIPANTS on the Main Menu screen. The Browse Participants screen
opens with all current S + C participants displayed in a table.
2. Select how you want to order the participant table from the ordered by drop-down list, enter
the search criteria in the search for field and click GO. The first participant to match the
criteria is highlighted in the table.
3. Highlight the participant record you want to work with and double-click, or click
Maintain Current Participants screen opens with the General tab selected.
. The
4. Select the Income Detail sub-tab at the bottom of the screen. This sub-tab contains a table
of all income categories that must be recorded when a participant enters and leaves S+C.
5. Click
and enter the move-in amount and/or move-out amount that the participant is
receiving from each source as of the date of their entry and/or exit into the S+C program.
6. Click
to save and apply your changes.
Hint: You can also terminate a tenant's participation in S+C on this tab using the
toolbar. See "Moving Out Participants" on page 14
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Moving Out Participants
Use the Move Out Participants wizard to record the end of a tenant’s S+C participation. This wizard can be accessed on the General tab of the Maintain Current Participants screen, as well as
the Participant Information, Move-Ins/Move-Outs, and Income Detail sub-tabs of the General
tab.
1. Click PARTICIPANTS on the Main Menu screen. The Browse Participants screen
opens with all current S + C participants displayed in a table.
2. Select how you want to order the participant table from the ordered by drop-down list, enter
the search criteria in the search for field and click GO. The first participant to match the
criteria is highlighted in the table.
3. Highlight the participant record you want to work with and double-click, or click
Maintain Current Participants screen opens with the General tab selected.
. The
4. Click
on the toolbar of any sub-tab of the General tab; the Move Out Participants
Wizard is initiated.
5. Specify the participant's move out date (default's to today's date).
6. Select the participant's move out reason and their destination for which the participant left
your agency’s S+C program.
7. Click START to continue.
8. In the table of income types, enter the income amount that the participant is receiving from
each source as of the date of exit from the S+C program.
9. Click NEXT to continue.
10. Review and confirm the information you have entered for the participant. If you need to make
any changes, click BACK to return to the appropriate step.
11. Click FINISH to save and move out the participant. The Maintain Current Participant
screen appears with the information of the next current participant in the data area
displayed.
Hint: To view the newly moved out participant's information, return to the Browse Participants
screen and select "History Participants" from the View drop-down list at the top of the screen. All
tenant's with terminated S+C participation will then display in the table.
Note: After completing an S+C move out, you can edit the participant's move out
information on the Move-Ins/Move-Outs sub-tab. To locate this sub-tab, select the General
tab on the Maintain Current Participants screen; the Move-Ins/Move-Outs sub-tab is the
middle sub-tab at the bottom of the screen.
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Reports Overview
Shelter Plus Care includes many built-in reports with powerful filters to help track and manage
your data. If your agency uses the Custom Report Writer program, you can create custom
reports and define who has rights to run them.
You can manage your reports by choosing from many report options and by previewing or printing reports. You can also save reports as various file types.
Access Reports
1. Click REPORTS on the Main Menu screen; the Shelter Plus Care Reports screen
appears with the General tab selected.
2. Select the radio button of the report you want to work with. Filter options for the report
display on the right side of the screen and toolbar icons become available. Following are the
summaries of the reports found on the Shelter Plus Care Reports screen:
o
General Report Summaries
Preview or Print Reports
3. Once you have filtered and sorted the report to your needs, you can click
to preview the report in a separate window. Or, click
Note: On the Print Preview screen, you can click
to print a hard copy of the report.
to save the report to your files, click
to load the report, and use the Zoom icons
preference. If the report has multiple pages, use the arrows
through the pages.
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General Report Summaries
Participant List by Agency lists each outside agency in your Shelter Plus Care database,
along with the participants who have received supportive services from it. You can filter this
report to include all participants or only current participants; to include only participants in a single
project; to include only a single outside agency; and/or to include only participants who were
active within a certain range of dates.
Participant List by Project lists participants in your Shelter Plus Care database, grouped by
project. You can filter this report to include only participants in a single project; and/or to include
only participants who were active within a certain range of dates.
Housing Assistance Listing lists participants in your Shelter Plus Care database who were
active in your agency’s SPC program as of the last day of the previous fiscal year. You can filter
this report to include only participants in a single project; and/or to include only participants who
were active within a certain range of dates.
Referral Source Listing lists participants in your Shelter Plus Care database, grouped by referral source. You can filter this report to include only participants in a single project; to include only
participants with a specific referral source; and/or to include only participants who moved in
within a certain range of dates.
Age/Gender/Race Listing provides a statistical breakdown of the name, age, gender, and race
of all participants in your Shelter Plus Care database who were active within a selected range of
dates. You can filter this report to include only participants in a single project.
Primary Disability Listing provides a statistical breakdown of the primary disability type, if any,
of all participants in your Shelter Plus Care database who were active within a selected range of
dates. You can filter this report to include only participants in a single project.
Prior Living Situation Listing provides a statistical breakdown of the prior living situation of all
participants in your Shelter Plus Care database who moved in within a selected range of dates.
You can filter this report to include only participants in a single project.
Length of Stay Listing provides a statistical breakdown of the length of SPC participation of all
participants who moved out within a certain range of dates. You can filter this report to include
only participants in a single project.
Reason For Leaving Listing provides a statistical breakdown of the reason for leaving of all
participants who moved out within a certain range of dates. You can filter this report to include
only participants in a single project.
Destination Listing provides a statistical breakdown of the move-out destination of all participants who moved out within a certain range of dates. You can filter this report to include only
participants in a single project.
Veterans Listing lists all participants who are veterans. You can filter this report to include only
participants in a single project; and/or to include only participants who were active within a
selected range of dates.
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Monthly Income Listing provides a statistical breakdown of the move-in or move-out income
amounts of all participants in your Shelter Plus Care database. You can filter this report to
include only participants in a single project; and/or to only include participants who moved in or
moved out within a selected range of dates.
Income Source Listing provides a statistical breakdown of the move-in or move-out income
sources of all participants in your Shelter Plus Care database. You can filter this report to include
only participants in a single project; and/or to only include participants who moved in or moved
out within a selected range of dates.
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Index
A
Address
23
agency settings
5
C
caseworkers
8
color settings
5
Company
23
Contact
23
Address
23
Email
23
Phone
23
Web Site
23
E
Email
23
F
Fax
23
O
outside agencies
7
P
participants
9
income information
13
moving in
10
moving out
14
supportive services
12
Phone
23
program setup
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R
reports
15
report summaries
16
S
status codes
6
W
Web Site
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Common Icons
The following icons appear on many screens throughout WinTen² programs:
Name
Purpose
Add icon
Add a record
Edit icon
Edit a record
Delete icon
Delete a record
Save icon
Save changes from edits
Cancel icon
Cancel changes from edits
Search icon
Exit a screen and return to a browse screen to search for other
records
Next icon
View the next record
Previous icon
View the previous record
Exit icon
Exit a screen and return to a menu screen (closes any open
browse screens)
Notes icon
Open the Notes screen
Tools icon
Take action on a record (select from a menu of options)
Wizards icon
Start a wizard (select from a menu of wizards)
Show/Hide icon
Show or hide a screen’s detail information section
Show Form Letters
icon
Generate Form Letters
icon
Example
View a history of printed form letters and reports
Start the Generate Form Letters Wizard
Change Color icon
Change screen color
Reports Menu icon
Open the Reports Menu screen
TenDocs icon
Launch the TenDocs document archive program
Data Area icon
Select a different data area
Print/Preview Report Icons/Button
One button and several icons appear on the Preview Report screen:
Name
Purpose
Preview icon
Preview a report or printed document
Print icon
Print a report or printed document
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Name
Purpose
Close button
Close the Preview
First Page icon
View the first page of a report
Last Page icon
View the last page of a report
Load Report icon
Load (open) a saved report
Next Page icon
View the next page of a report
Previous Page icon
View the previous page of a report
Print Report icon
Print a report
Save Report icon
Save a report
Zoom to Fit icon
Zoom a report to fit one entire page in the preview window
100% Zoom icon
Zoom a report to 100% size in the preview window
Zoom to Width icon
Zoom a report to fill the preview window horizontally
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TenDocs
When using the Shelter Plus Care (S+C) program, you may notice this icon on the toolbar of
many of the program screens:
. This icon launches the TenDocs document archive program.
TenDocs is a Web-based document imaging and archiving program integrated with the WinTen²
suite of programs. With this program, you have the ability to scan all your agency’s electronic files
and documents into a secure archive. When TenDocs is launched, you can scan, print, and/or email all your agency’s stored documents, document images, records, reports, etc. that you use in
WinTen² or any of your daily work processes.
What TenDocs Does
With TenDocs, you have the ability to:
o
Scan documents/image documents and store them in a secure, off-site archive.
o
Archive documents/document images from any other software that has printing
o
capabilities, such as Word or Excel.
o
View/Print/E-mail/Fax/Scan/Archive image documents.
o
Print/E-mail/Fax/Scan/Archive a batch of image documents.
Getting more information on TenDocs
0 If your agency currently has the TenDocs program and you would like more guidance on
how to use it, please refer to the TenDocs user manual. The user manual can be opened by
clicking
on the toolbar of the TenDocs program.
0 If your agency does not currently have the TenDocs program and you are interested in
learning more about it, please contact Dan Wright for more information or a free
demonstration of the program.
o
e mail: dwright@tenmast.com
o
phone: 1-877-359-5492, extension 241
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About Tenmast Software
Company Information
Tenmast is an established leader in providing excellent software and expert support to the public
housing industry. We produce software for managing tenant and financial data, tracking maintenance activities, performing unit inspections, and producing standard HUD and agency-specific reports and data reporting files. We have been automating housing authorities across the
United States since 1985.
Contact Information
Phone:
877-359-5492 (toll free)
Fax:
+1 859-367-7480
Email:
info@tenmast.com
Address:
132 Venture Ct.
Suite 1
Lexington , KY 40511
Web Site:
www.tenmast.com
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