Section 2 Task and Action Links - BC Housing and Action... · Section 2: Task and Action Links 2-2 Introduction to Housing Connections rev.17.12.2014 Everyone Shows all tasks assigned

Section 2 Task and Action Links

Task Panel

General ............................................................................................................ 2-1

Unit Tasks ........................................................................................................ 2-2

Task Elements by Tab

Application Tasks ............................................................................................. 2-4

Pending Tasks ........................................................................................... 2-4 Resolved Tasks.......................................................................................... 2-4 Pending Tasks ........................................................................................... 2-5 Resolved Tasks.......................................................................................... 2-5 Pending Tasks ........................................................................................... 2-7 Resolved Tasks.......................................................................................... 2-7

Assign Task ..................................................................................................... 2-8

Defer Task ....................................................................................................... 2-8

Declare Task Complete.................................................................................... 2-8

Task Due Dates

Action Links

Abandon Contact ........................................................................................... 2-10

Accept Offer ................................................................................................... 2-10

Accept Unit Designation Change .................................................................. 2-10

Add Comment ................................................................................................ 2-10

Add Unit ......................................................................................................... 2-10

Adjust Tenancy End Date .............................................................................. 2-10

Annual Review Received ............................................................................... 2-10

Apply Market Rent ......................................................................................... 2-10

Apply Rent ..................................................................................................... 2-10

Cancel Rent Adjustment ................................................................................ 2-11

Cancel Rent Correction .................................................................................. 2-11

Complete Audit .............................................................................................. 2-11

Complete Task ............................................................................................... 2-11

Correct Rent .................................................................................................. 2-11

Create Reminder............................................................................................ 2-11

Create New Application .................................................................................. 2-11

Declare Complete ........................................................................................... 2-11

Defer Task ...................................................................................................... 2-11

Delete Service Message ................................................................................. 2-11

Delete Tenant ................................................................................................. 2-11

DIA Received .................................................................................................. 2-11

Make Offer ...................................................................................................... 2-11

Mass Rent Change ......................................................................................... 2-11

Outstanding Tasks .......................................................................................... 2-12

Offer Process .................................................................................................. 2-12

Print Application for Rent Subsidy Form ........................................................ 2-12

Print DIA Form ................................................................................................ 2-12

Print Draft Duplicate Tenant Rent Report ........................................................ 2-12

Print Tenant Rent Report ............................................................................... 2-12

Reactivate Application .................................................................................... 2-12

Refuse Offer ................................................................................................... 2-12

Re-instate Tenant ........................................................................................... 2-12

Reject Unit Designation Change ..................................................................... 2-12

Retrieve Values From Previous Review .......................................................... 2-12

Request Mailing .............................................................................................. 2-12

Reverse Offer ................................................................................................. 2-12

Start Rent Adjustment ..................................................................................... 2-12

Submit Market Rent ........................................................................................ 2-13

Submit Rent .................................................................................................... 2-13

Summary Of Tenants and Subsidy Required Report .................................... 2-13

Transfer Subsidy ............................................................................................ 2-13

Update Bank Account ..................................................................................... 2-13

Verify and Accept Rents ................................................................................. 2-13

Vacate Unit ..................................................................................................... 2-13

Introduction to Housing Connections rev.17.12.2014 2-1

Task Panel Tasks are daily assignments that are

allocated to specific users for review and completion.

To view or search for tasks, go to the Quick Menu and click the Tasks link.

This panel allows you to view all types of tasks. Once you have made your selections, click on the desired tab at the top of the panel to view the requested tasks.

Prompt Tab The user’s society is shown as a label. If the user has access

to more than one society a drop-down menu is displayed with a list of societies to select from.

General The Show tasks assigned to drop-down menu will list all the users within the society. It is defaulted to the current user if they belong to the selected society; otherwise, it defaults to the first user in the alphabetic list. The user can also select another user to see their specific tasks.

There are three additional options in the Show tasks assigned to drop-down menu:

Section 2: Task and Action Links

2-2 Introduction to Housing Connections rev.17.12.2014

Everyone Shows all tasks assigned to the society Past Users Search for tasks from users that are no longer

active in the society No One Shows all unassigned tasks of the society

among outstanding, completed and cancelled tasks.

If Include Unassigned Tasks is checked then tasks that have not been assigned a user will be shown.

The user must choose what type of task they are searching for. At least one of the check boxes must be selected. Show Outstanding Tasks is the default.

When Show Completed Tasks or Show Cancelled Tasks is selected, a resolved date field will pop up. This allows the user to constrain the range of dates of resolved tasks.

If only the Resolved Date: from field is specified then only those tasks that are completed/cancelled on or after this date will be shown. If only Resolved Date: to field is specified then only those tasks that are completed or cancelled on or before this date will be shown. If both are specified then only those tasks that are completed within the range will be shown.

A list of tasks is shown in Show these task type drop-down menu, with All as the default. Users have the option to specify the tasks they wish to view by selecting from the drop-down menu.

Unit Tasks A list of developments within the selected society is shown in the Development drop-down menu in the Unit Tasks section. The user can select the tasks for any specific building or select



the option All Society Developments which displays all the developments for that society.

Once all the search criteria are entered, select the appropriate tab for the results.



Tasks Elements By Tab Tasks are automatically generated by the system and

assigned to a user when there is outstanding work to be completed. Some tasks are part of a series of tasks, as when one is completed another is created.

Application Tasks All tasks shown are associated with an application as shown below:

There is one task shown per line. If multiple tasks are associated with the same application, they will be shown on separate lines.

Pending Tasks If Show outstanding tasks is checked on the Prompt tab, once the Application Tasks tab is clicked the Pending Tasks will display.

Pending tasks will be shown in order of Due Date, Applicant #, Applicant’s Last Name, First Name and Task.

Resolved Tasks If Show completed tasks or Show cancelled tasks is checked on the Prompt tab, once the Application Tasks tab is clicked the Resolved Tasks will display.

Resolved tasks will be shown in order of Resolved Date, Applicant #, Applicant’s Last Name, First Name and Task. Tasks are shown by overdue tasks first, followed by current tasks and future tasks.

A "C" will display beside the resolved task date for completed tasks and an "X" for cancelled tasks.

If Everyone or Past Users was selected on the Prompt tab for Show tasks assigned to the user’s name will be shown in the Assigned column if the task is currently allocated to a user; if not then it will be blank.

Clicking any hyperlinked text will bring forth the corresponding information.



If a specific user was selected then that user will appear in the title area of the page.

Unit Tasks Tab All tasks shown are associated with a unit as shown below:

There is one task shown per line. If multiple tasks are associated with the same unit, they will be shown on separate lines.

Pending Tasks If Show outstanding tasks is checked on the Prompt tab, once the Unit Tasks tab is clicked the Pending Tasks will display.

Pending tasks will be shown in order of Due Date, Development, Address, Tenant's Last Name, First Name and Task.

Resolved Tasks If Show completed tasks or Show cancelled tasks is checked on the Prompt tab, once the Application Tasks tab is clicked the Resolved Tasks will display.

Resolved tasks will be shown in order of Resolved Date, Development, Address, Tenant's Last Name, First Name and Task. Tasks are shown by overdue tasks first, followed by current tasks and future tasks.




Only the unit’s last tenant is shown if tenancy is still active or if the tenancy’s vacate date is not in the past. Otherwise, the Tenant column will display Vacant.

A "C" will display beside the resolved task date for completed tasks and an "X" for cancelled tasks.





Rent Tasks Tab All tasks shown are associated with rent as shown below:

Pending Tasks

• There will be one row per development. • Tasks will be shown in order of Due Date.

Resolved Tasks

• There will be one row per development per annual-review period.

• Tasks will be shown in order of Resolved Date.



Only the unit’s last tenant is shown if tenancy is still active or if the tenancy’s vacate date is not in the past. Otherwise, the Tenant column will display Vacant.

If the search criteria included a specific user and there are other tasks of this type assigned to other users, issue the

The due date for a group of tasks is defined as the oldest date of any unresolved task in that group.

The resolved date for a group of tasks is defined as the most current date in that group.




warning: Additional pending tasks are assigned to other users.

Action Link Tasks

Assign Task There is an action link labelled Assign Task that can be found on the specific task’s details tab as shown below.

This is used when a user would like to re-assign task(s) from one user to another. The following dialog box will appear:

Defer Task All tasks have due dates. If for some reason a user cannot complete a certain task by that due date, it can put it off to a later date by using the Defer Task action link. This action link that can be found on the specific task’s details tab.

Declare Task Complete Tasks are automatically generated by the system and assigned to a user when there is outstanding work to be completed. Some tasks are part of a series of task, so when one task is completed, another task is generated.

Tasks are completed when all the requirements are met.

Only those with supervisory/administrative access in Housing Connections will have the option to assign tasks.



Task Due Dates

Type Due Date

(Days)

Applicant/

Unit Task

Assigned

To

Can be

Deferred?

Task Type

Completion Notes

Process New Application 5 A BCH N

Review App 5 A BCH Y

Review App Status 5 A BCH Y

File Proof 10 A BCH

Review Unit Status 5 U BCH/Society Y Date avail. about 7 days before due date

Fill Vacancy 30 U BCH/Society N

Add Unit 5 U BCH Y

Transfer Subsidy 5 U BCH Y Remove/

Add unit from CDB

Change Unit Designation 5 U BCH Y

Pre-screening 3 A/U BCH/Society N

Possible Offer 3 A/U BCH/Society N

Manage Offer 5 A/U BCH/Society N

Manage Refused Offer 5 A BCH Y

Calculate Rent Eff. date U BCH/Society N Task appears 4 months prior to Eff. Date

Calculate Rent (Revision) 14 U BCH/Society N

Audit Rent 5 U BCH N

Verify & Accept Rent 14 U BCH/Society N

Print Tenant (Revised) Rent Report 0 U BCH/Society N

Print Tenant Account Adj. Report 0 U BCH N

Manage Over-Housed tenant 15 U BCH/Society Y

Reminder As requested

A/U BCH/Society Y

Notice 1 U BCH/Society Y

New Tenant - Cross Reference Check 5 U BCH/Society Y

Review Preference 5 A BCH Y

Review Bedroom size 5 A/U BCH Y

Review Multi-tenancy Membership 1 U BCH N



Action Links Abandon Contact Once an offer has been prepared for an applicant, there are

two possible options:

1) continue with the Make Offer process

2) abandon contact

Abandon contact is selected if there are clear early indications that the unit is not suitable after all. This saves all the effort of moving the process forward to the make offer stage.

Accept Offer This is part of the third step in the offer process. This link will appear when an offer has been made. Selecting this link will change the status of the application and will create a tenancy record.

Accept Unit Designation Change This link will appears for BC housing to approve a designation

change after reviewing.

Add Comment This link allows user to add comments to file of the corresponding panels.

Add Unit This link allows user to add a new unit, typically for rent supplement developments.

Adjust Tenancy End Date This link allows user to change the previously entered vacate date.

Annual Review Received This link is used to confirm receipt of annual reviews from housing providers who are not rent subscribers. If the housing provider’s annual review is not acknowledged by using this link, they will continue receiving reminder letters for their building’s review to be sent to BC Housing for processing. The link appears in the Rent Calculation task detail panel and in rent panels for annual reviews that are waiting for entry.

Apply Market Rent This link allows user to apply the market rent amount set for the unit without entering income information.

Apply Rent (BC Housing users) This link will allow user to accept the rent as calculated.



Cancel Rent Adjustment This link allows user to remove the created rent adjustment. The action link only appears when the rent period is in a Waiting for Entry status.

Cancel Rent Correction This link returns the selected rent period to its previous state. The action link only appears when a rent period has been re-opened and is in a Waiting for Entry status.

Complete Audit Upon review of the selected rent period to audit, this link allows user to accept rent as calculated.

Complete Task This link appears on task detail panels if that task is able to be manually completed. Selecting will confirm completion of task.

Correct Rent This link re-opens a selected rent period after the calculation has been completed

Create Reminder This link is found in any Application, Tenancy, Rent or Unit panel which allows users to set up reminders pertaining to that specific panel. Selecting will activate a pop up dialog box prompting you for a due date and comment details. If you have security rights, you may create or reassign a reminder for other users.

Create New Application This link will only appear on Past Tenant record. New applications are assigned new file numbers.

Declare Complete This link will only appear if the task is able to be completed manually.

Defer Task This link allows user to defer the specific task to a later date. You will only see this link if a task is able to be deferred. Otherwise the task must be completed.

Delete Service Message Allows users to remove previous entered service messages.

Delete Tenant This link allows user to delete tenancy records that have been previously created.

DIA Received This link acknowledges that a DIA is physically received by BC Housing and will prevent any further notice to the tenant to complete the form.

Make Offer This is the second step of the offer process. This link will appear only when a possible offer has been prepared. It acknowledges that applicant is considering an offer.

Mass Rent Change (BC Housing users) This link allows user to mass enter or update the rent amounts

(approved/market rents).



Outstanding Tasks This links appears when there are pending tasks that yet to be completed.

Offer Process This link is the first step in the offer process. This dialog box offers three options, Pre-screening/Possible offer, Make offer, and Accept offer. (see section 4 Offer Process)

Print Application for Rent Subsidy Form This link allows users to print out a blank subsidy forms.

Print DIA Form This link allows users to print out a blank Declaration of Income and Assets forms.

Print Draft Duplicate Tenant Rent Report Once the original Tenant Rent Report has been printed, this

link will appear to allow users to print copies.

Print Tenant Rent Report This link allows users to print the original Tenant Rent Report,

it appears when the rent has been applied.

Reactivate Application This link allows users to reactivate an inactive application.

Refuse Offer This is part of the third step in the offer process. This link will appear when an offer has been made. Selecting this link will revert the status of the application back to the original state.

Re-instate Tenant This link appears if the tenancy has been vacated, allowing the user to add the tenant back to the unit.

Reject Unit Designation Change When the Unit Designation Change link has been activated,

this link will appears under the Unit Panel for BC housing to refuse designation change after reviewing.

Retrieve Values From Previous Review This link allows users to carry over previous income amounts

from the last rent period.

Request Mailing Allows users to request information packages without completing a mailing address as it is defaulted to the applicant or tenant info in HC.

Reverse Offer This link appears when a new tenancy was created thru the offer process. It allows the user to remove the tenancy from unit and revert the applicant’s status back to the original state.

Start Rent Adjustment This link allows users to create a rent adjustment period within the time period it appears in.



Submit Market Rent This link is available for reviews that are open, "waiting for entry" and the tenant is capped at market.

Submit Rent (Rent Subscriber users) This link will allow users to submit the rent as calculated to BC

Housing for verification. Summary Of Tenants and Subsidy Required Report This link allows users to request such a report to be viewed

and/or printed.

Transfer Subsidy Links appears to the developments that allow subsidy transfers. It is the first step to the process.

Update Bank Account (BC Housing users) This link allows the user to set bank account information for

directly managed tenants. Verify and Accept Rents This link allows users to mass accept rents as submitted by

rent subscribers

Vacate Unit This link allows users to end the tenancy on the unit.

Documents

Section 2 Task and Action Links - BC Housing and Action... · Section 2: Task and Action Links 2-2 Introduction to Housing Connections rev.17.12.2014 Everyone Shows all tasks assigned