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1. Kit Name Code e g LP02 Type Program r pe diii Start Date FS mm dd yyyy End Date F 8lmm dd vyyy View Shared l Edit r Income Qualification Type SSN Verify Age Verify E Data Classification 1 Oregon Housing and Community Services Figure 7 4A Program New Screen The next screen that will appear is the Program View screen Verify that all program information you entered is correct reference Figure 7 4B ENERGY ASSISTANCE OPUS User Manual 244 Section 7 M3 Local Program Tree Structure Creating and APC Data Classification 2 Agency TEST User TESTUSER Timeout 19 59 Log Out Or Crone x j Housing and Community Services SE Client Program Fiscal Y ManagementY Reports Help v VV 1 E Search version 3 0 4T Agency Program View APC Program Vendor r Program Info User Kit Name BASIC TRAINING Code BCT14 Type LOCAL Agency TEST Shared N a Start Date 10 01 2013 End Date 09 30 2014 W View Edit r Income Qualifications Income Qualification No SSN Verify N Age Verify N Edit Program Payment Variables re fr ooo soos fr de r ee p pepe e we Di F _ ZEN n ESSEN EE EXT Check all Delete Oregon Housing and Community Services Data Classification 1 Figure 7 4B Program View Screen Next set up the programs payments variables This is the type of pay2. Kit Se ae Start Date End Date 09 30 2014 APC New Sub APC to View Sub APC s Edit Data Classification 1 Oregon Housing and Community Services Figure 7 7C Parent APC View screen To create a Child APC follow the same steps as used for building a Parent APC listed above The Child APC created after the Parent APC is in fact the Parent agency recreated but with a designated county Enter all appropriate information and click Save reference Figure 7 7D The APC View screen will appear reference Figure 7 7E 2 S Agency OHCS User TESTUSER Timeout 18 49 Energy Assistance Log Out A T Housing nd Community fvices Client Program Fiscal v Management Y Reports v Help v Search Version 3 0 4T Agency APC New APC Program Vendor APC Agency Program County Aase eec DIOS m Sub Agency to and County is filled E in to c lete a Child APC idum Sub Agency to OHCS LP14 LIHEAP 2014 New County MARION v ES Program LP14 mx Grant LIHEAP20140H0S gt Start Date 10 01 2013 kmm dd yyyy End Date 09 30 2014 Lkmm dd yyyy Save Data Classification 1 Oregon Housing and Community Services Figure 7 7D APC New Child screen ENERGY ASSISTANCE OPUS User Manual 254 Section 7 M3 Local Program Tree Structure Creating and APC Data Classification 2 9 5 S Agency OHCS User TESTUSER Ti
3. 1 Q Program APC o o Agency OHCS User TESTUSER Timeout 19 56 Log Out Client Program Fiscal Y Management Reports Help Y S h Client Version 3 0 4T Message of the Day Livery A Housing and Commun sity Seavieks i Program Edit Your User WELCOME To start OPUS Click Search Client Account System Issue Contact us opushelp amp hcs state or F 5511 option 6 Qualifying Tables Tables 09 17 2013 THIS IS OPUS TEST E mail opushelp hcs state or us TESTING ONLY USE OPUS i Ir aTEaSE COMaLT OD Figure 7 1 Management Agency Dropdown Using the Agency Search screen enter the acronym of the agency or the agency name and click the Search button reference Figure 7 1A ENERGY ASSISTANCE OPUS User Manual 239 Section 7 M3 Local Program Tree Structure Creating and APC Data Classification 2 User TESTUSER ON Timeout 19 59 Energy Assistance Log Out Oreton x Agency OHCS Client v Housing ang Community Services Search Agency APC Program Vendor User Kit Agency New View Agency Search Enter Search Parameters results limited to 500 rows Agency Name Abbreviation JOHCS Address Phone sd Program Fiscal v ManagementY Reports v Help v Version 3 0 4T s About Results Click Agency Name to View Agency screen If no results you can create a Add Agency Search Results e PTORE
4. 247 Section 7 M3 Local Program Tree Structure Creating and APC Data Classification 2 Working with the County branch of the APC is next Counties in the OPUS System Since all counties have been initially created in the OPUS database agencies don t need to complete this step A County drop down list is provided on all screens as you need to access them The next step is to create the Grant that the APC s will use for the program assistance funds Create a Grant A grant funding source must be created in OPUS in order to draw down funds for a Parent agency level or for the Child agency level to complete client assistance payments Oe 1 Using the Main Menu scroll the mouse over Fiscal down to Search and in the menu click Grant reference Figure 7 6A The Grant Allocation Search screen will appear ENERGY ASSISTANCE OPUS User Manual 248 Section 7 M3 Local Program Tree Structure Creating and APC Data Classification 2 OPUS Agency TEST User TESTUSER Timeout 10 33 Energy Assistance Log Out gi M R SS r LS Housing MN Services Client Program Fiscal FETT Reports Help Y hanes Program View Program User Kit Name BASIC A pes Type LOCAL Agency TEST Shared N Figure 7 6A Fiscal Search Grant Dropdown Note Complete a search for the grant name prior to creating a new grant to ensure the grant is not duplicated 2 En
5. Managementv Reports v Help v APC Allocation Version 3 0 4T Search Grant New View New Summary Housing an ang Community vices Grant Information Fields marked with are required Grant 1 Search m View Contract Start Date nm dd yyyy End Date EI CSltmm dd yyyy Closed LIEAP OEA PP Authorize Batch Payment q Batch Vendor Batch Summary Paid Agency Paid Summary Data Classification 1 Oregon Housing and Community Services Figure 7 6C Grant New Screen OPUS Agency TEST User TESTUSER a Timeout 1 shee A Energy Assistance Or gi On N Housing S rvices Client Program Fiscal Y ManagementY Reports v Help v APC Allocation Version 3 0 4T Pet Grant Allocation View View New Summa Li Grant Info Grant Search Grant QONOS Agency TEST View Contract NA Edit Start Date 10 01 2013 New End Date 09 30 2014 Closed N LIEAP OEA PP Authorize Batch APCG Batch Vendor Paid Agency E Paid Summary Grant to from APC Transfer New Allocation To Edit Click Amount row to edit The Grant Allocation Edit screen will appear next amount Allocation bate insertoate ue Grant APC Transfers Data Classification 2 Oregon Housing and Community Services Figure 7 6D Grant Allocation View Screen ENERGY ASSISTANCE OPUS User Manual 250 Section 7 M3 Local Program Tree Structure Creating and APC Data Classification 2 Creating an APC N
6. don t list program you re searching for you can creat a New Program No matches Data Classification 1 Oregon Housing and Community Services Figure 7 3 Program Search Screen New Link and New Program button Using the Left Nav Bar under Program click the New link or the New Program button reference Figure 7 3 ENERGY ASSISTANCE OPUS User Manual 243 Section 7 M3 Local Program Tree Structure Creating and APC Data Classification 2 The Program New screen will appear reference Figure 7 4A Enter or Select the following Program Name Program Code Program Type Set to Local if you wish it to mirror LIHEAP contact OPUS Helpdesk Effective Program Start Date Effective Program End Date Shared selection allows other agencies to edit the program Income Qualification Type Decide if you want the local program to have the household income qualified e Income Qualification Percent What percentage or lower do you want for the household to qualify Income Qualification Year pick what income year chart do you wish for qualification SSN Verify leave unchecked Age Verify leave unchecked After all information has been enter or selected click Save button Agency TEST User TESTUSER Timeout 19 55 Log Out Client Program Fiscal Y ManagementY Reports v Help v Services Search Version 3 0 4T pimus Proeram New APC Program Vendor Program User
7. 0 00 CSC LP14 LIN LIHEAP 2014 BLH LH 50 000 00 CSC LP14 LNC LIHEAP 2014 ENERGY ASSISTANCE OPUS User Manual Section 7 M3 Local Program Tree Structure Creating and APC Data Classification 2 260 2 The Grant Allocation New screen will appear reference Figure 7 10A The New Grant Allocation New screen allows funds to be added or subtracted from a grant and the allocation date When complete click Save Allocation OPUS Agency OHCS User TESTUSER Aes EON Timeout 19 39 AG Energy Assistance Log Out h Ct ARS Housing ang Community Services Client v Program Y Fiscal Y ManagementY Reports Help Y APC Allocation Version 3 0 4T Search Grant Allocation New View New Summary r Fields marked with an are required Grant Search Grant LIHEAP 2014 View Amount Select or C 5555 55 Edit Fon sestign Date 11 12 2013 ESlmm dd yyyy Save Allocation LIEAP OEA PP NW Authorize Batch APCG Batch Payment Batch Vendor Batch Summary Paid Agency Paid Summary Data Classification 2 Oregon Housing and Community Services Figure 7 10A Grant Allocation New Screen The Grant Allocation View screen will appear reference Figure 7 10B Confirmation of the allocation will be displayed under Allocations section Note the initials of the user completing the allocation adjustment will appear with the new entry reference Figure 7 10B OPU
8. Allocation View New APC Agency Program Coun Name CINA LP14 LIHEAP 2014 View Parent APC Grant Name Allocation LIHEAP 2014 4 Grant Name 50 000 00 Allocations 50 000 00 Available 50 000 00 Version 3 0 4T Parent APC Total Spent 0 00 Sub APC s Click Agency name to View APC Allocation avency Alocatons available allocate netto gauian 234 00 000000 Fike tims TT ia je sn0n00 Eiko tiem Saamea je 000 00 keer tm ed Thom Data Classification 2 Oregon Housing and Community Services Figure 7 12C APC Allocation View New Child Screen 265 ENERGY ASSISTANCE OPUS User Manual Section 7 M3 Local Program Tree Structure Creating and APC Data Classification 2 On the APC Allocation View New screen above the Grant Name the Parent APC is displayed showing the allocation that was just completed If the initial APC family was built correctly the following information the Parent APC listed at top CINA LP14 LIHEAP 2014 no county and it s associated Child s APC CINA LP14 MAL LIHEAP 2014 and APC HCSC LP14 HAR LIHEAP 2014 are listed To complete an APC moves enter the Allocation Date the New Allocation Amount and click the S Save button Click on View History and the APC Allocation History View screen will appear The history view screen is used for historical purpo
9. C pr MWWCAAY LIHEAP 2014 MES LIHEAP 2014 09 01 2013 09 30 2014 MW VCAA LIHEAP 2014 MARION LIHEAP 2014 09 01 2013 09 30 2014 MWWCAA LIHEAP 2014 LIHEAP 2014 09 01 2013 09 30 2014 Oregon Housing and Community Services Figure 7 8B APC Search with Search Results Screen Data Classification 1 The agency MWVCAA and the Program LP14 were selected for a search In the Search Results section the Parent APC with no county and two Child APCs are displayed Note Child APCs display a County This process distinguishes the difference from a Parent and Child APC Grant allocations are ready for this program and issued to the Child Level APC s ENERGY ASSISTANCE OPUS User Manual 297 Section 7 M3 Local Program Tree Structure Creating and APC Data Classification 2 Grant Allocation Grant Allocations to agencies are funds assigned to a Parent APC and then are allocated the Child APC s or County level agencies 1 From the Main Menu to Fiscal to Search click on Grant reference Figure 7 9 The Grant Search screen will appear Enter the Grant name and click Search reference Figure 7 9A The grant should appear in Search Results OPUS Energy Assistance Search Agency APC Program Vendor User Kit APC Search Agency OHCS Client Program Fiscal Management v Sear
10. Contract NA Start Date 10 01 2013 End Date 09 30 2014 Agency OREGON HOUSING AND COMMUNITY SERVICES Closed N LIEAP OEA PP Authorize Batch APCG Batch Payment Edit Grant Batch Vendor Batch Summary Paid Agency Total Grant Transferred Total Total Remaining Grant to from APC Transfer New Allocation Allocations Paid Summary To Edit Click Amount row to edit The Grant Allocation Edit screen will appear next No Allocations Grant APC Transfers 09 16 2015 09 16 2013 09 16 2013 09 16 2013 50 000 00 CINA FP LP14 MAL LIHEAP 2014 50 000 00 KLCAS LP14 KLA LIHEAP 2014 50 000 00 CAPECO LP14 MOR LIHEAP 2014 50 000 00 CAPECO LP14 GIL LIHEAP 2014 50 000 00 CAPECO LP14 UMA LIHEAP 2014 50 000 00 CAPECO LP14 WHE LIHEAP 2014 50 000 00 NIMPACT LP14 LIHEAP 2014 50 000 00 NIMPACT LP14 JEF LIHEAP 2014 09 16 2013 09 16 2013 09 16 2013 09 16 2013 50 000 00 NIMPACT LP14 DES LIHEAP 2014 09 16 2013 09 16 2013 50 000 00 NIMPACT LP14 CRO LIHEAP 2014 09 16 2013 B 50 000 00 CSC LP14 BEN LIHEAP 2014 09 16 2013 09 16 2013 Figure 7 10 Grant Allocation View Screen New Allocation 50 000 00 MCCAC LP14 LIHEAP 2014 50 000 00 MCCAC LP14 HOO LIHEAP 2014 50 000 00 MCCAC LP14 SHE LIHEAP 2014 50 000 00 MCCAC LP14 WAS LIHEAP 2014 50 000 00 CSC LP14 LIHEAP 2014 BLH BLH BLH BLH BLH BLH BLH BLH BLH BLH BLH BLH BLH BLH BLH 50 00
11. GON HOUSING AND COMMUNITY SERVICES T gHCs E pines B 503 986 2000 S i Data Classification 1 Oregon Housing and Community Services Figure 7 1A Agency Search with Results Screen If the agency exists the Agency name will appear in Search Results Click on the Agency Name under the link The Agency View screen will appear reference Figure 7 1B User TESTUSER 9 529N Timeout 19 55 rs Energy Assistance Log Out Or CLONER Housing and Community rvices Agency OHCS Client v Program Y Fiscal ManagementY Reports Help v Gamle mE Version 3 0 4T Agency Agency View APC Program Vendor Agency Info I Name OREGON HOUSING AND COMMUNITY SERVICES Tax Id 5452323 Abbreviation OHCS ra Subgrantee N Mail Code View Entity Type 9 Vendor 2 Edit EditAge Contact Info Phone 503 986 2000 Fax 503 986 2020 Physical Address 725 SUMMER ST NE STE 5 SALEM OR 97301 4246 Mailing Address 725 SUMMER ST NE STE 5 SALEM OR 97301 4246 Data Classification 1 Oregon Housing and Community Services Figure 7 1B Agency View Screen Edit Agency To edit an agency s information use the Edit Agency button reference Figure 7 1B ENERGY ASSISTANCE OPUS User Manual 240 Section 7 M3 Local Program Tree Structure Creating and APC Data Classification 2 Agency OHCS User TESTUSER Timeout 19 56 M Log Out Cto Ks 7 7 Hous
12. IHEAP 2014 09 16 2013 09 16 2013 Figure 7 9B Grant Allocation View Screen The button labeled Grant to from APC Transfer allows funds to be transferred down to Parent and Child APC levels Reference Figure 7 9B In some cases the Grant to from APC Transfer allows transferring funds back up to the grant level As funds are transferred down to the Parent and Child APC levels the section labeled Grant APC Transfers will display a history of transfers as they occur ENERGY ASSISTANCE OPUS User Manual 259 Section 7 M3 Local Program Tree Structure Creating and APC Data Classification 2 New Grant Allocation The purpose of the New Grant Allocation is to set up grant funds to be distributed to sub agencies Child APCs On the Grant Allocation View screen under the Allocations section the funding amount is displayed The Allocations section will display a list of current and future allocations given to or subtracted from a grant 1 On the Grant View screen click the button New Allocation reference Figure 7 10 Agency OHCS User TESTUSER Timeout 15 51 Log Out Help v OPUS Energy Assistance 0 4 CT x Housing and Commun Client Program Fiscal Management Reports v APC Allocation Version 3 0 4T Search View New Summary Grant Allocation View r Grant Info Grant Search View Edit New Grant LIHEAP 2014
13. M3 Section Seven How To Setup A Local Program Local Program Tree Structure Creating the APC Setting Up a Local Program The Local Program tree structure is created with an Agency Program County and Grant developing the APC After the tree structure is created then the manager can create a grant and allocate the grant funds to the APC branches which include the Parent Level agency and the County Level agencies or sub agencies Note For all agencies and or programs created LIHEAP OEAP Energy programs can be viewed by all agencies delivering LIHEAP OEAP Energy services Creating a Local Program Tree Structure 238 Create an Agency 230 Create a Program 241 Counties in the OPUS System 248 Create a Grant 248 Creating an APC 25 APC Tree Structure 25 Creating an APC Parent and Child 252 Verifying the APC Structure 246 Grant Allocation 248 New Grant Allocation 250 Move Grant APC 264 Program Funds Available for Payment Assistance 268 ENERGY ASSISTANCE OPUS User Manual 237 Section 7 M3 Local Program Tree Structure Creating and APC Data Classification 2 Creating a Local Program A Local Program tree structure is created with 1 Agency 2 Program 3 County and 4 Grant The tree structure includes the necessary components to be able to allocate funds from the grant level to the agency level and to make funds available for client assistance The structure produces ob
14. New screen will appear reference Figure 7 7B ENERGY ASSISTANCE OPUS User Manual 252 Section 7 M3 Local Program Tree Structure Creating and APC Data Classification 2 3 Complete all required information Agency Name Program Grant Start Date End Date OPUS Agency TEST User TESTUSER BE Timeout 19 16 0 G Energy Assistance Log Out Ct XL INS Housing and Community Services Client v Program Fiscal ManagementY Reports v Help v Search Agency AP C New APC Program Vendor r APC Agency Program County User Kit Agency Name TEST v eave Blank for Parent APC Sub Agency to v APC New County h r Program BCT14 Grant QONOS TEST v Start Date i 0 01 2013 Lakmm dd yyyy End Date 09 30 2014 mm dd yyyy Version 3 0 4T Data Classification 1 Oregon Housing and Community Services Figure 7 7B APC New Parent screen Click the Save button The APC View screen will appear reference Figure 7 7C Verify that the information in the APC is correct Figure 7 7C 1s the Parent APC ENERGY ASSISTANCE OPUS User Manual 253 Section 7 M3 Local Program Tree Structure Creating and APC Data Classification 2 6 S Agency TEST User TESTUSER Timeout 19 52 Energy Assistance Client Program Fiscal Y Management v Reports Help v Search E Version 3 0 4T Agency APC View APC Program APC Agency Prog ran Vendor
15. S Agency OHCS User TESTUSER CER Timeout 19 49 RIS Energy Assistance Log Out A CT Us Housing and Community Services Client v Program Fiscal ManagementY Reports v Help Y APC Allocation S Version 3 0 4T Saai Grant Allocation View View New Summary r Grant Info rao Grant LIHEAP 2014 Agency OREGON HOUSING AND COMMUNITY SERVICES View Contract NA Start Date 10 01 2013 y End Date 09 30 2014 Closed N LIEAP OEA PP Authorize Batch APCG Batch Vendor Batch Summary 5 555 55 4 150 000 00 Paid A E P Or Grant to from APC Transfer n Sm Allocations To Edit Click Amount row to edit The Grant Allocation Edit screen will appear next ms Figure 7 10B Grant Allocation View Screen ENERGY ASSISTANCE OPUS User Manual 261 Section 7 M3 Local Program Tree Structure Creating and APC Data Classification 2 The Amount is a link indicated in blue and underlined reference Figure 7 10B If the amount needs to be edited click the actual dollar amount and the Grant Allocation Edit screen will appear reference Figure 7 10C The funding can be edited to be added or subtracted from a grant and the allocation date can be edited When complete click Save Changes 6 IS Agency OHCS User TESTUSER LER Timeout 18 58 R I Energy Assistance Log Out h 41 Ke Housing ang Community Services Client Program Fiscal ManagementY Reports Hel
16. arch for the program First Steps which Search Results indicates No Matches ENERGY ASSISTANCE OPUS User Manual 241 Section 7 M3 Local Program Tree Structure Creating and APC Data Classification 2 S Agency OHCS User TESTUSER Timeout 19 56 Energy Assistance Log Out Client v Program Fiscal v ManagementY Reports v Help v Search Client l Version 3 0 4T P Message of the Day Housing an ag Communi vices CT Edit Your User WELCOME To start OPUS Click Search Client Account System Issue Contact us amp opushelp amp hcs state or Kit 5511 option 6 Daily Notices lea aa OPUS Help 09 17 2013 THIS IS OPUS TEST E mail opushelp hcs state or us TESTING ONLY USE OPUS i ase COMdct OL Figure 7 2 Management Program Dioner OPT S Agency TEST User TESTUSER Timeout 19 56 Energy Assistance Log Out Housing an ang Community Tvices Client Program Fiscal Y ManagementY Reports v Help v Search Version 3 0 4T Agency Program Search View APC Program Vendor Program Parameters mg Program Nafe BASIC TRAINING e g LIEAP 2001 Code D Start Date gt dd yyyy View End Date Fa mm dd yyyy Edit Click Program Code or Program Name to view Program Edit Screen If results don t list program you re searching for you can create a New Program ge Name PProgramName NW code Start Date End Date Data Classification 1 Oregon H
17. ce Client v Fiscal v APC Search Program Y Search Agency APC Program User TESTUSER Timeout 19 39 Log Out Ore me Housing an MN Servi 1085 Management v Reports Y Version 3 0 4T r Enter Search Parameters Agency MWVCAA Program LP14 Vendor User Kit APC New View Edit County Start Date El mm dd vyyy End Date F mm dd yyyy Search Grant Data Classification 1 Oregon Housing and Community Services Figure 7 8A APC Search Screen 2 Using only the drop down menus select the Agency and Program reference Figure 7 8A These options will display an APC o reference Figure 7 8B r multiple APCs using the specifications chosen ENERGY ASSISTANCE OPUS User Manual Section 7 M3 Local Program Tree Structure Creating and APC Data Classification 2 256 User TESTUSER Agency OHCS 9 249N Timeout 19 53 es za Energy Assistance Log Out Y ETON AN 7 7 7 Housing ang Community p AMA Client Program Fiscal Y Management Y Reports v Help v S h Fates APC Search APC Program Vendor r Enter Search Parameters E Agency MWVCAA Program LP14 County Version 3 0 4T APC New Edit Start Date 8 mm dd yyyy End Date El mm dd yyyy About Results Click Agency to View APC screen Parent APC No County If no results you can create a New APC Child APC shown with County sunn ee C
18. ch gt Enter Search Parameters Batch Agency mwvcaa E Paid P Program P14 v Figure 7 9 Fiscal Search Grant Dropdown OPUS Energy Assistance APC Allocation Search View New Summary Grant Search View Edit New LIEAP OEA PP Authorize Batch APCG Batch Payment Batch Vendor Batch Summary Paid Agency Paid Summary Agency OHCS Client Program Fiscal Y Management v Grant Allocation Search Timeout 11 10 Reports Y Damus fo D b User TESTUSER Oram S Housing ang Community Services Log Out Help v Version 3 0 4T User TESTUSER Timeout 19 54 Log Out Help v AG ED Ore I Housing and Community Services Reports Y Version 3 0 4T r Enter Search Parameters Grant Name LIHEAP 2014 eD LIEAP 2000 Contra s Start Date El mm dd yyyy End Date El mm dd yyyy Search About Results Click Grant Name to View Grant screen If no results you can create a ew Grant Search Results OREGON NA HOUSING AND COMMUNITY SERVICES A 10 01 2013 09 30 2014 09 16 2013 jn fe OREGON HOUSING AND LIHEAP 2014 KTRIBE N COMMUNITY SERVICES 10 01 2013 09 30 2014 09 16 2013 en fe Data Classification 1 Oregon Housing and Community Services Figure 7 9A Grant Allocation Search Screen with results 2 The Grant Allocation Search screen will display with Search Results There are times when agencies can have mo
19. ch Payment Batch Vendor Batch Summary Paid Agency Paid Summary Data Classification 1 Oregon Housing and Community Services Figure 7 11 Grant Edit Screen Click Save Changes the Grant Allocation View screen will appear reference Figure 7 114 next page Note Funding amounts cannot be edited in this field Oo S Agency OHCS User TESTUSER Timeout 19 56 Energy Assistance Log Out Housing ng Community vices Client Program Y Fiscal Y Management Y Reports v Help v APC All ti Version 3 0 4T search Grant Allocation View View New Summary Grant Info ee Grant LIHEAP 2014 Agency OREGON HOUSING AND COMMUNITY SERVICES View Contract NA Ted Start Date 10 01 2013 End Date 09 30 2014 Closed N LIEAP OEA PP Authorize Batch APCG Batch Vendor Paid Agency E Paid Summary Grant to from APC Transfer New Allocation Allocations To Edit Click Amount row to edit The Grant Allocation Edit screen will appear next 5 000 00 11 12 2013 11 12 2013 Grant APC Transfers Figure 7 11A Grant Allocation View Screen ENERGY ASSISTANCE OPUS User Manual 263 Section 7 M3 Local Program Tree Structure Creating and APC Data Classification 2 Move Grant APC To allocate grant funds down to the Parent APC level no county so specific amounts can be drawn down to the Child APC s level for program assistance payments funds must be mov
20. ed Using the Grant Allocation View click on Grant to from APC Transfer button reference Figure 7 12A Agency OHCS User TESTUSER Timeout 14 39 Log Out Client v Program Fiscal Managementv Reports Help v APC Allocati e Version 3 0 4T serch Grant Allocation View View New Summary r Grant Info Lm Grant LIHEAP 2014 Agency OREGON HOUSING AND COMMUNITY SERVICES View Contract NA Edit Start Date 10 01 2013 New End Date 09 30 2014 Closed N LIEAP OEA PP Authorize Batch APCG i Batch Vendor Paid Agency 7 Paid Summary Grant to from APC Transfer New Allocation Allocations To Edit Click Amount row to edit The Grant Allocation Edit screen will appear next 5 000 00 11 12 2013 11 12 2013 Grant APC Transfers Figure 7 12A Grant Allocation View Screen Grant to from APC Transfer screen To allocate to the Parent APC click the button labeled Grant to from APC Transfer The Move Grant APC screen will appear In the Move Grant APC section enter the following Select the appropriate APC using the drop down menu Enter the funding amount that will be moved Enter the date Select the appropriate Transfer Type Click on Move button to complete the transfer reference Figure 7 12B ENERGY ASSISTANCE OPUS User Manual 264 Section 7 M3 Local Program Tree Structure Creating and APC Data Classification 2 ORK Ag
21. ency OHCS User TESTUSER Timeout 19 22 Y ayo Energy Assistance Log Out ret OH NE V Housing ng Community TVices Client Program Fiscal Y Managementv Reports v Help Y ll i Seach Move Grant APC View New Summary Version 3 0 4T APC Agency Program County Grant Search View 1 Select APC Fields marked are required Edit New To Authorize Enter dollar amount and date 2 3 Select one transfer option 4 LIEAP OEA PP Authorize Batch APCG Grant LIHEAP 2014 Batch Payment apc CINA LP14 LIHEAP 2014 Batch Vendor Batch Summary Apc Available 50 000 00 Paid Agency Amount 1000 00 Paid Summary Date 11 12 2013 CS tmm dd vyyy hoose ONE transfer type below Ce Transfer Grant to APC C Transfer APC to Gra Move Click Move button Data Classification 2 Oregon Housing and Community Services Figure 7 12B Move Grant APC Screen Grant to from APC Transfer The Grant Allocation View New screen will appear Transfers should be reviewed and verified and can be done using the APC Allocation View screen 9 5 S Agency OHCS User TESTUSER Timeout 19 25 Energy Assistance Log Out APC Allocation Search View New Summary Grant Search View Edit New LIEAP OEA PP Authorize Batch APCG Batch Payment Batch Vendor Batch Summary Paid Agency Paid Summary Child APC Client Program Fiscal Managementv Reports v Help v APC
22. ersion 3 0 4T Data Classification 1 Oregon Housing and Community Services Figure 7 5A One Time Payment OPUS Energy Assistance Search Agency APC Program Vendor User Kit Program New View Edit Agency TEST Client Program Fiscal Y Management Y Payment Variables New Payment Variables Info Payment Type Standard Reg v Use Liheap Calculation E Tier z Payment Min 50 Payment Max 50 Payment Total Max 99999 Payment Total Count 12 User TESTUSER Ce Timeout 19 33 ne 7 een Mogon UP CLOS Housing n GUN Tvices Reports Help v Version 3 0 4T Data Classification 1 Oregon Housing and Community Services Figure 7 5B Reoccurring Payment 246 ENERGY ASSISTANCE OPUS User Manual Section 7 M3 Local Program Tree Structure Creating and APC Data Classification 2 Agency TEST User TESTUSER ON Timeout 19 38 Energy Assistance Log Out Client Program Y Fiscal Y Management Reports v Help v Search Version 3 0 4T Agency Payment Variables New APC Program i Vendor Payment Variables Info User Kit Payment Type Special v Program New View Use Liheap Calculation E Payment Min 1 Edit Payment Max 100 Payment Total Max 1000 Payment Total Count 99 Save Data Classification 1 Oregon Housing and Community Services Figure 7 5C Total Maximum Payment ENERGY ASSISTANCE OPUS User Manual
23. ervices Log Out Reports v Help v Version 3 0 4T r APC Agency Program County Name CINA LP14 LIHEAP 206 View Parent APC b Grant Name jCation LIHEAP 2014 50 000 00 Allocations 50 000 00 Available 50 000 00 Allocated 0 00 Spent 0 00 View History Total Spent 0 00 r Sub APC s Click Agency name to View APC Allocation faacney Aocatons availabe Allocate nemner Ed NN 300000 msn fF fcimmirienascunesr 2006 eooo 23000000 mms fcimmirienacioesr aois eooo ssoooooof msn fF csederenaauamene zis sooo fenomen maer Data Classification 2 Oregon Housing and Community Services Figure 7 14 APC Allocation View New Screen View History The APC Allocation View New screen will appear In the upper portion of the screen is the information on the Parent APC This view screen is used for historical purposes reference Figure 7 15 ENERGY ASSISTANCE OPUS User Manual Section 7 M3 Local Program Tree Structure Creating and APC Data Classification 2 267 Agency OHCS User TESTUSER Timeout 15 14 Log Out Or Cto Ke dese i j Housing and Community Services p BA Client v Program Fiscal Y Managementv Reports Help v aoe oon APC Allocation View New View New Summary Version 3 0 4T r APC Agency Program County Grant Search Name A View Parent APC View Edit Mew LIHEAP 2014 Allocations 50 000 00 LIEAP OEA PF Au
24. h screen will appear reference Figure 7 7A QIN Agency TEST User TESTUSER Timeout 16 05 0 RE Energy Assistance Log Out h E TON NS Housing an S dh Client Program Fiscal v ManagementY Reports Help v APC AII ti gt Version 3 0 4T serch Grant Allocation View View New Summary r Grant Info Grant Search Grant QONOS Agency TEST View Contract NA Edit Start Date 10 01 2013 New End Date 09 30 2014 Closed N LIEAP OEA PP Authorize Batch APCG Batch Payment Figure 7 7 Management APC Dropdown 9 5 S Agency TEST User TESTUSER Timeout 19 57 Energy Assistance og Out Client Program Fiscal Y ManagementY Reports v Help Y S h Version 3 0 4T Pim APC Search APC Program Vendor Enter Search Parameters Agency TEST Program BCT14 v County Grant v Start Date 10 01 2013 Lkmm dd yyyy End Date 09 30 2014 amp tmm dd yyyy Ne 0 Housing MN Services About Results Click Agency to View APC screas If no results you can creata Search Results Cfo matches gt Data Classification 1 Oregon Housing and Community Services Figure 7 7A APC Search Screen No Matches If the Search Results indicates No Matches a new APC can be created reference Figure 7 7A 2 Using the Left Nav Bar under APC click the New link or the New APC button located in the About Results sction The APC
25. ing and Community Services amp PONE pa Client Program Fiscal Management Reports v Help v Search Version 3 0 4T Agency Agency Search APC xi Program Vendor r Enter Search Parameters results limited to 500 rows gd Agency Name Abbreviation KDF Agency Address New View Phone et About Results Click Agency Name to View Aqgex If no results you can createfa Add Agency Search Results Data Classification 1 Oregon Housing and Community Services Figure 7 1C Agency View Screen Add Agency To create a new agency use the Add Agency button located above the Search Results section reference Figure 7 10 If the Program hasn t been created yet the next step is creating the program Create a Program Once an agency has been created the Program tree is ready to be completed From the Main Menu scroll the mouse over Management and click Program reference Figure 7 2 The Program Search screen appears referenced Figure 7 2A 1 Search for the program name before creating a new program to ensure the program is not duplicated 2 Search for the code name before creating a new program to ensure the program is not duplicated NOTE Do these searches individually DO NOT COMBINE THESE SEARCHES If either are in use you will need to modify either your program name or code and search again As shown below there was a se
26. jects called an APC After the tree structure is created a manager can allocate grant funds from a Parent Level APC to a Child Level agency or sub agencies to be used for local program payments Local Program Tree Structure Note A Grant must be created before the APC can be completed OG G Program APC Grant Allocations 5 9 APC Allocations Scenario 1 Scenario 2 Parent Agency without Parent Agency Sub agencies with Sub agencies The first step to Creating a Local Program is to create the Agency branch of the tree Reference Create an Agency ENERGY ASSISTANCE OPUS User Manual 238 Section 7 M3 Local Program Tree Structure Creating and APC Data Classification 2 Create an Agency Agencies using OPUS will most likely have their agency initially built by OHCS The agency Manager role has the ability to edit and update agency information i e address and phone numbers as needed If an agency needs to create another agency sub agency it can be built by the main agency CAP who receives the initial funding When an agency creates a sub agency in OPUS it is viewed by other Community Action Agencies CAA within the same module s Before creating a new agency or sub agency standard operating procedure SOP is to conduct a search for a specific APC A search for an agency is done by using the Main Menu gt Management gt Agency reference Figure 7
27. ments your program will make All programs must have at one payment variable to be able to make a payment To create payment variables complete the following 1 Select Add button under payment variables 2 Payment Variables New Screen A Select Payment Type B Use LIHEAP Calculation checkbox leave unchecked C Select Tier 4 from dropdown for local programs D Enter payment minimum for each payment instance if is fixed amount enter same value for minimum and maximum E Enter payment maximum for each payment instance if is fixed amount enter same value for minimum and maximum F Payment Total Max for all payments of this type for one household what is the maximum total value of benefits that can be received G Payment Total Count how many of these payments can a household receive ENERGY ASSISTANCE OPUS User Manual 245 Section 7 M3 Local Program Tree Structure Creating and APC Data Classification 2 OPUS Energy Assistance Search Agency APC Program Vendor User Kit Program New View Edit Agency TEST Client v Program Fiscal v Management Y Payment Variables New Payment Variables Info Payment Type Crisis v Use Liheap Calculation E Tier 4 z Payment Min 1 Payment Max 500 Payment Total Max 500 Payment en Count e n The following three figures reference 6 5A through 6 5C are examples of different payment types User TESTUSER Timeout 19 26 V
28. meout 19 48 Energy Assistance Log Out Client Program Fiscal Y Management Y Reports Help v Search Version 3 0 4T Agency AP C View APC Program APC Agency Program Coun Vendor APC OHCS LP14 MAR LIHEAP 2014 User Kit Start Date End Date 09 30 2014 APC New Sub APC to View Sub APC s Edit Child Level Data Classification 1 Oregon Housing and Community Services Figure 7 7E APC View Child APC screen ENERGY ASSISTANCE OPUS User Manual 255 Section 7 M3 Local Program Tree Structure Creating and APC Data Classification 2 Verifying the APC Structure Verifying an APC structure can be done by using the APC Search screen 1 On the Main Menu scroll the mouse over Management and click APC The APC Search screen will appear reference Figure 7 8 User TESTUSER Timeout 16 05 tegen OPUS Agency TEST Energy Assistance l4 ANY 74 Orente dj A Housing n AN Services Client Fiscal Y ManagementY Reports Y Program Y APC Allocation Version 3 0 4T Search View New Summary Grant Allocation View r Grant Info Qualifying Tables Grant Search View Edit New Grant QONOS Contract NA Start Date 10 01 2015 End Date 09 30 2014 Agency TEST Closed N LIEAP OEA PP Authorize Batch APCG Batch Payment Total Grant Transferred Total Figure 7 8 Management APC Search QIN Agency OHCS Energy Assistan
29. otice Before a grant can be used the APC structure needs to be completed Complete a search for any APC combination with the agency and or program name created to ensure the grant is not duplicated Agencies can or will have Local Programs Local Programs are programs not funded through OHCS A Parent APC is required to be created first to be the starting point to draw grant funds Every Community Action Agency CAA is the Parent agency The subgrantee s or known as sub agency Sub agencies are the Child agency or agencies A Parent agency can have one sub agency or multiple sub agencies Agencies can within itself be the only agency who can be the Parent and Child with a county Note Agencies who receive funding from OHCS will not build an APC The APC will be created by OHCS Staff To better understand a Parent APC versus a Child agency see the diagram below APC Tree Structure Gla o G G mem Omg O em Building the Agency Program County 1f applicable and the Grant together the APC is completed Below the screen shots show how the structure is completed ENERGY ASSISTANCE OPUS User Manual 251 Section 7 M3 Local Program Tree Structure Creating and APC Data Classification 2 Creating an APC Parent and Child 1 Using the Main Menu scroll the mouse over Management and click the item APC reference Figure 7 7 The APC Searc
30. ousing and Community Services Figure 7 2A Program Search Screen by Program Name with No Matches ENERGY ASSISTANCE OPUS User Manual 242 Section 7 M3 Local Program Tree Structure Creating and APC Data Classification 2 OPUS Energy Assistance User TESTUSER Timeout 18 16 Log Out Client Program Fiscal Managementv Reports Help v Agency TEST Housing and Community Services Search Agency APC Program Vendor User Kit Program New View Edit Version 3 0 4T Program Search View Program Parameters Program Name Code Start Date T8l mm dd yyyy End Date aoM dd yyyy Search Click Program Code or Program Name to view Program Edit Screen e g LIEAP 2001 If results don t list program you re searching for you can create a New Program No matches Data Classification 1 Oregon Housing and Community Services Figure 7 2B Program Search Screen by Code with No Matches OPUS Agency TEST User TESTUSER Timeout 17 13 Energy Assistance Log Out Client v Program Fiscal Y Management Reports v Help v Search Agency APC Program Vendor User Kit Version 3 0 4T Program Search View Program Parameters Program Name BASIC TRAINING e g LIEAP 2001 Code Start Date El mm dd vyyy End Date Fe mm dd yyyy Search Search Results Click Program Code or Program Name to view Program Edit Scress If results
31. p v APC Allocation Version 3 0 4T Search Grant Allocation Edit View New Summary r Fields marked with an are required Grant Search Grant LIHEAP 2014 View Amount Select or 5000 00 9 C Allocation Date 11 12 2013 F8l mm dd yyyy Save Changes LIEAP OEA PP Authorize Batch APCG Batch Payment Batch Vendor Batch Summary Paid Agency Paid Summary Data Classification 2 Oregon Housing and Community Services Figure 7 10C Grant Allocation Edit Screen If the grant information needs to be edited complete the following steps Click on the Edit Grant button or use the Left Nav Bar under Grant and click on Edit reference Figure 7 11 The grant name contract number start and end date and agency can be edited ENERGY ASSISTANCE OPUS User Manual 262 Section 7 M3 Local Program Tree Structure Creating and APC Data Classification 2 9 5 S Agency OHCS User TESTUSER Timeout 19 57 Energy Assistance Log Out Client Program Fiscal Y ManagementY Reports v Help v APC Allocation Search Grant Edit View New Summary Housing ng Community rvices Version 3 0 4T Grant Information Fields marked with are required Grant Search Name LIHEAP 2014 View Contract INA Start Date 10 01 2013 mm dd yyyy End Date 09 30 2014 El mm dd yyyy Closed I LIEAP OEA PP Agency forts JE Batch APCG Save Changes Bat
32. re than one grant The desired grant will need to be selected To view the appropriate grant click on the Grant link under Search Results reference Figure 7 9A ENERGY ASSISTANCE OPUS User Manual Section 7 M3 Local Program Tree Structure Creating and APC Data Classification 2 258 The Grant Allocation View screen will display The view screen allows verification of the designated amount of a grant allocated funds down to the associated APC agencies The Total Grant Transferred Total Total Remaining and dates are displayed reference Figure 7 9B Agency OHCS User TESTUSER CEES 9 Timeout 15 51 NN Log Out Or 41 A as Housing and Community Services A Client Program Fiscal v Management Reports Help v APC All ti gt 7 Version 3 0 4T search Grant Allocation View View New Summary r Grant Info cried Grant LIHEAP 2014 Agency OREGON HOUSING AND COMMUNITY SERVICES View Contract NA Fund Start Date 10 01 2013 V End Date 03 30 2014 Closed N LIEAP OEA PP Authorize Batch APCG Batch Payment Total Grant Transferred Total Total Remaining Batch Vendor Batch Summary pA 4 150 000 00 4 150 000 00 ca oy sekst AA Grant to from APC Transfer New Allocation Allocations To Edit Click Amount row to edit The Grant Allocation Edit screen will appear next No Allocations arcane OOO poveva imsemtome Juss 50 000 00 MCCAC LP14 HOO L
33. ses reference Figure 7 13 Agency OHCS User TESTUSER At ANS Timeout 19 58 M SN Log Out 41 X NND P Housing and Community Services Client v Program Y Fiscal Y Management Reports Help v en APC Allocation History View View New Summary APC Agency Program County Name CINA LP14 LIHEAP 2014 Version 3 0 4T Grant Search Allocation Histo Edit New 9 999 99 11 12 2013 HCSC LP14 HAR LIHEAP 2014 11 12 2013 04 00 PM 10 000 00 11 12 2013 CINA LP14 MAL LIHEAP 2014 11 12 2013 03 59 PM LIEAP OEA PP 10 000 00 Authorize Batch APCG Batch Payment Batch Vendor Batch Summary Paid Agency Paid Summary Data Classification 2 Oregon Housing and Community Services Figure 7 13 APC Allocation History View Screen Click on View Parent APC and the APC Allocation View New screen will appear Select the appropriate Parent APC by clicking on the Sub APC Agency link reference Figure 7 14 ENERGY ASSISTANCE OPUS User Manual 266 Section 7 M3 Local Program Tree Structure Creating and APC Data Classification 2 User TESTUSER Timeout 19 54 Agency OHCS v OPUS Energy Assistance APC Allocation Search View New Summary Grant Search View Edit New LIEAP OEA PP Authorize Batch APCG Batch Payment Batch Vendor Batch Summary Paid Agency Paid Summary Client Fiscal v Management v APC Allocation View New Program vY Oreos Housing ging Community S
34. ter the Grant Name and click Search Once it has been determined the grant does not exist in the database reference Figure 7 6B click the New Grant button or in the Left Nav Bar under Grant click the New link The Grant New screen will appear OPUS Agency TEST User TESTUSER F Timeout 19 49 0 Energy Assistance Log Out ret ONES fe Housing a he Commas Services Client Program Fiscal v ManagementY Reports v Help v APC All ti Version 3 0 4T Gud a Grant Allocation Search View New Summary r Enter Search Parameters E Grant Name QONOS e g LIEAP 2000 View Contract Start Date C Sltmm dd yyyy i End Date FSlrmm dd vyyy LIEAP OEA PP Authorize Batch APCG Batch Payment About Results l bn Click Grant Name to View G Teen Paid Summary Search Results ears nae contac NEN EET ure Data Classification 1 Oregon Housing and Community Services Figure 7 6B Grant Allocation Search Screen New Grant 3 Enter all the information Fields with a red Asterisk are required reference Figure 7 6C Click the Save button and the Grant Allocation View screen will appear reference Figure 7 6D ENERGY ASSISTANCE OPUS User Manual 249 Section 7 M3 Local Program Tree Structure Creating and APC Data Classification 2 OPT S Agency TEST User TESTUSER Timeout 19 58 Energy Assistance Log Out Client v Program Y Fiscal v
35. thorize Available 30 000 01 Batch APCG Allocated 19 999 99 Batch Payment B Batch Vendor Spent 0 00 Total Spent 0 00 Batch Summary Paid Agency Paid Summary r Sub APC s Click Agency name to View APC Allocation a aocations Avaiale Allocate reva cernens o em E mensen fom fenomen crecen i fom no e E peer mn nee em Data Classification 2 Oregon Housing and Community Services Figure 7 15 APC Allocation View New Screen View Parent APC Program Funds Available for Payment Assistance Once the Grant and APC tree structure is completed and grant funds allocated down to the Child APC level the funds will be able to be used on the OPUS New Payment screen for client payment assistance After an intake worker has processed a household through the OPUS system the intake worker will be able to select the Child APC from a drop down menu on the New Payment screen Reference Section 2 Client Intake New Steps have been completed for creating a Local Program ENERGY ASSISTANCE OPUS User Manual 268 Section 7 M3 Local Program Tree Structure Creating and APC Data Classification 2
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