WinTen² Shelter Plus Care User Manual
Contents
1. 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 2 Click i on the toolbar in the window that appears enter the short code description that will represent the full caseworker record 3 Click OK and then enter the caseworker s first amp last name email address and all known phone numbers 4 Click ki to save and apply your changes The new caseworker now displays in the table Shelter Plus Care Copyright Tenmast Software 2010 Page 3 of 10 Version 2 2010 Editing Caseworkers if I To edit the short code description that represents the caseworker record select and highlight To edit the caseworker record select and highlight it in the table and then click o itin the table and then click 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 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 partici2. 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 Add to Custom Colors 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 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 crite rion The Maintain Status Codes screen enables you to edit the statuses that Shelter Plus Care rec ognizes 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 2 Click i on the toolbar in the window that appears enter the short code description that 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 ki to save and apply your changes The new status code now displays in the table Shelter Plus Care Copyright Tenmast Software 2010 Page 2 of 10 Version 2 2010 Edi
3. through the pages 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 Shelter Plus Care Copyright Tenmast Software 2010 Page 8 of 10 Version 2 2010 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 refer ralsource 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 r
4. 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 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 print ing 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 D on the toolbar Bo to preview the report in a separate window Or click to print a hard copy of the report Note On the Print Preview screen you can click to save the report to your files click E to load the report and use the Zoom icons to zoom in or out to your preference If the report has multiple pages use the arrows ees to navigate
5. 985 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 Shelter Plus Care Copyright Tenmast Software 2010 Version 2 2010 Page 10 of 10
6. WinTen Shelter Plus Care User Manual This user manual is meant to provide guidance on the WinTen Shelter Plus Care S C pro gram Shelter Plus Care S C isa 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 trans portation 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 WinTen Shelter Plus Care SPC program enables you to track these supportive services by tenant and agency providing you with allthe data required to produce the Annual Progress Report The program draws tenant data from the WinTen Occupancy and Rent Calculation pro gram 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 Setup Participant Management Reports Setup Overview AllWinTen programs have a variety of Setup options tha
7. ange 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 par ticipants who moved out within a certain range of dates You can filt
8. ch the criteria is highlighted in the table Highlight the participant record you want to work with and double click or click if The Maintain Current Participants screen opens with the General tab selected 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 Click if 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 E Click to save and apply your changes Hint You can also terminate a tenant s participation in S C on this tab using the icon on the toolbar See Moving Out Participants on page 7 Moving Out Participants Use the Move Out Participants wizard to record the end of a tenant s S C participation This wiz ard 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 partici
9. er 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 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 Youcan 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 Youcan filter this report to include Shelter Plus Care Copyright Tenmast Software 2010 Page 9 of 10 Version 2 2010 only participants in a single project and or to only include participants who moved in or moved out within a selected range of dates About Tenmast Software Company Information Tenmastis 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 main tenance activities performing unit inspections and producing standard HUD and agency spe cific reports and data reporting files We have been automating housing authorities across the United States since 1
10. lable 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 Shelter Plus Care Copyright Tenmast Software 2010 Page 5 of 10 Version 2 2010 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 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 uf The Highlight the participant record you want to work with and double click or click Maintain Current Participants screen opens with the General tab selected Select the Supportive Services tab All supportive service information entered for the participant displays in a table To add a supportive service record click i OR To edit an existing supportive service
11. pant record you want to work with and double click or click if The Maintain Current Participants screen opens with the General tab selected 4 Click on the toolbar of any sub tab of the General tab the Move Out Participants Wizard is initiated Specify the participant s move out date default s to today s date Select the participant s move out reason and their destination for which the participant left your agency s S C program Click START to continue 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 Shelter Plus Care Copyright Tenmast Software 2010 Page 7 of 10 Version 2 2010 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
12. pants displayed in a table 2 Click i 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 Ql Awindow 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 Ql 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 Shelter Plus Care Copyright Tenmast Software 2010 Page 4 of 10 Version 2 2010 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 par
13. 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 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 3 Select the project number This is the housing project in which the tenant was housed at the time they received the service Enter the match amount value of the service and then enter any additional comments or details about the service if necessary 10 Click ki to save and apply your changes 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 Shelter Plus Care Copyright Tenmast Software 2010 Page 6 of 10 Version 2 2010 6 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 mat
14. t 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 WinTen programs should review your Setup options atleast annually Agency and Color Settings Status Codes Outside Agencies Caseworkers Agency and Color Settings On the Default Settings screen you can enter your agency s contact or return address infor mation and set the program s interface color Shelter Plus Care Copyright Tenmast Software 2010 Page 1 of 10 Version 2 2010 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 if on the toolbar 3 Enter your organization name address and contact information in the available fields 4 Click ki to save and apply your changes Color Settings The color you select here changes the interface of the program Click Ll on the toolbar and the Color window appears Select the box of the color you want 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 P ne Custom Colors gt gt
15. ticipant 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 3 and See Status Codes on page 2 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 itas necessary 10 If the participant is a veteran check the checkbox 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 avai
16. ting Status Codes To edit the full status code description click To edit the short code description that represents the full text status code click 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 Click on the toolbar 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 ki to save and apply your changes The new outside agency now displays in the table Z To edit an outside agency select and highlight it in the table and click 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
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