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1. No Merged Unit 140 Reserved for Elderly Only No Reserved for Handicap Only 140 Washer Dryer Connection Instructions Confirm the above values and click Finish to complete the task ons gt WinTen PHAS 2 6 2006 Edition Unit Management Page 38 Cancel Amenities Tab This tab contains a two column table The left Hint Why can t edit on this screen column shows a list of Available Amenities The right column Selected Amenities shows the amenities that have been selected for this unit If you are not running the Win Ten Tenant Accounts Receiv able program in the current data area you have full access to this tab If you are using Receivables however you can only view this data from PHAS To edit it you must use the Receiv ables program El Maintain Unit Information File Edit View Help Development 004 Rosemant Dev BuildingE ntrance 41 BL 415 LEXINGTON DRIVE 1 415 LEXINGTON DRIVE Unit Humber 284 Project 17061 POO Garden Acres Main Amenities Activity Log Lease History H Wool Available Amenities Selected Amenities Description 2 _ Amenity Description 2 gt Dishwasher Carpet E Dryer a Laundry Facilities El Fireplace E Fatio Porch Deck Garage or Carport a Range a Garbage Disposal E Refrigerator El Handicap Accessibility gt E Screens Owner Pays All Utilities R Storage Parking lt E Storm Windows El
2. T z INGTON DAME a7 LEAINGTON DRIVE LESINGTON DRIVE LESINGTON DRIVE LEAINGTON DRIVE LESINGTON DRIVE LESINGTON DRIVE LESINGTON DRIVE LESINGTON DRIVE LEAINGTON DRIVE LESINGTON DRIVE LESINGTON DRIVE LEAINGTON DRIVE LEAINGTON DRIVE LEAINGTON DRIVE LEAINGTON DRIVE LEAINGTON DRIVE LEAINGTON DRIVE LEAINGTON DRIVE LEAINGTON DRIVE LEAINGTON DRIVE LEAINGTON DRIVE WinTen PHAS 2 6 2006 Edition Unit Management Page 32 Browse Unit Information Screen Controls View This field allows you to view vacant units occupied units or all units Ordered By This field determines the order in which the unit records are displayed in the table Search For This field enables you to search for a specific unit record Enter the target of your search in this field and click the Go button The program searches whichever set of records you have selected with the View field and highlights the first record in the table that matches your search target Filter If you want to filter for a specific development select Development for this field Then select the development in the On field and click the Apply button The table displays only units in the selected development Add Icon Click this icon to add a new unit This starts the Add Unit Wizard which is described in more detail on the following pages Edit Icon Click this icon to review and or edit the currently selected unit This opens the Maintain Unit Inf
3. Clear All Values and Recalculate A message box opens asking if you want to con tinue with recalculation Click Yes to continue or No to abort the process sPHAS ecHe x re vou sure that you want to CLEAR all information For the Sub Indicators and RECALCULATE From the data Mo If you click Yes a second message box opens warning you of the length of time the process may take Click Yes to continue or No to abort the pro Cess sPHAS ecHe x This process may take several minutes Are you sure you want bo continue When the process is done a final message box opens telling you recalculation is complete Click the OK button G Recalculation is Complete WinTen PHAS 2 6 2006 Edition 50072 Submission Management Page 67 WinTen PHAS 2 6 2006 Edition 50072 Submission Management Page 68 APPENDIX A EVENTS STATUSES AND CONDITIONS The core purpose of the PHAS program is to collect and interpret unit vacancy data for submission to HUD The program accomplishes this through ana lyzing PHAS events which represent changes to the condition or status of units This chapter exam ines the theory and practice of PHAS conditions statuses and events Basic Principles of Event Tracking Every time a unit s condition or status changes in a manner that affects the units vacancy status a PHAS event occurs This includes old tenants moving out new tenants moving in or an unoc cup
4. WinTen PHAS 2 15 2006 Edition Winlen Basics Page 15 Maintain Notes Sub Screen The Maintain Notes sub screen opens when you click the Notes icon It contains all of the notes for Ky one selected record in a database Notes icon The very top of this sub screen identifies the record whose notes you are currently viewing The table in the middle of the sub screen lists all of the notes for that record in chronological order The bottom of the sub screen displays the date subject and contents of the currently selected note To add a new note click the Add icon Enter the date subject and content of the note then click the Save icon To edit an existing note select it in the table and click the Edit icon Make your changes then click the Save icon ih Maintain Notes 1071072001 Change Bedroom Size all records 9 19 2001 Remove from SECTION 8 LIST A BR 1 9417 2001 Add Applicant 10 10 2001 Change Bedroom Size all records Divorce finalized wife has custody of children Applicant now only needs 1601 unit WinTen PHAS 2 15 2006 Edition Winlen Basics Page l6 PROGRAM OVERVIEW The purpose of the WinTen Public Housing Assessment System PHAS program is to gather all data necessary for the preparation and print ing of Form HUD 50072 If your agency has the WinTen Tenant Accounts Receivable program data used to calculate Sub Indicators 1 and 4 of Indicator 3 through the WinTen
5. 2 6 2006 Edition Appendix B Glossary Page 75 Maintenance Time The number of days from the issuance of a VFW work order until the last VFW work order for the unit is completed Non emergency Work Order A work order with a PHAS code of MGN management generated non emergency work order RGN resident generated non emergency work order AIN annual inspection non emergency work order or SID system inspection deficiency work order PHAS Public Housing Assessment System The system used by HUD to measure the performance of public housing authorities Reportable Elapsed Days The number of days from the expiration of the current lease until the effective date of a new lease The lease expiration may have started in any fiscal year but all elapsed days are reported in the year in which the new lease takes effect Reportable Elapsed Days are the same as Turnaround days Turnaround Days The number of days from the expiration of the current lease on a unit until the effective date of a new lease Vacancy Days The number of days the unit is not under a lease These are reported in the fiscal year they actually occur and are reported even if there is no lease on the unit Vacant Unit A unit that has no current or active lease Vacant Unit Turnaround Time Sub Indicator 1 Measures the average number of days it takes a housing authority to re lease the unit after the last family s lease expired VFW Work
6. Any Vacancy Fix up Work Orders have been com pleted and the unit is ready for a new tenant to move in Days during which the unit falls under this condition are reported as Lease Up Time Resident Property in Unit The unit is unavailable for rental because the last resident left property in the unit This only applies if state law requires the property to remain in the unit and only applies for the time limit given by state law In most cases this is used when the unit has been sealed due to an eviction Days during which the unit falls under this condi tion are considered exempt from reporting even though they are still vacancy days Unit Deprogramming The unit is unavailable for rental because the unit has been added to an approved deprogramming plan This includes a plan to demolish or dispose of the unit Days during which the unit falls under this condi tion are considered exempt from reporting even though they are still vacancy days Unit Under Modernization Plan The unit is vacant as a result of action under an approved modernization plan This includes Comp Grant CIAP capital funds or other modernization plans Days during which the unit falls under this condi tion are considered exempt from reporting even though they are still vacancy days WinTen PHAS 2 6 2006 Edition Appendix A Events Statuses and Conditions Page 74 APPENDIX B GLOSSARY ACC Units The number of units that HUD has list
7. Executive Director Name James Mauch 0 00000 Date Signed 10 07 2005 L Add Form 50072 Submission Wizard Step 2 of 3 Select the Developments PHA AME Name Tenmast Housing Authority FY Ending Date 09 30 2005 Submission Date 10 07 2005 Board Resolution Number Board Resolution Date Executive Director Name Date Signed Developments 200510009 10 05 2005 James Mauch 10 07 2005 ommon 07 Lexington Apartments 008 Lexington Elderly Living 009 Lexington Housing 10 Venture Apartments KIKIRIKIKIRIRI KKK E 2 o a 3 Z Mark All Unmark All Click the Next button to continue ons 1 WinTen PHAS 2 6 2006 Edition 50072 Submission Management Page 54 Step 3 Confirmation PHA 7 AME Name Tenmast Housing Authority Step 3 allows you to confirm all of the information a a before you finish adding the submission The fields on this step are not editable al Hames Mauch If anything is incorrect press PageUp or click the Back button to go to the previous step s and cor rect it a M M M ooooo0coo0nD D 020 ol 00 If everything is correct press PageDown or click the Finish button to finish adding the submission record Instructions Confirm the above values a
8. missions button or press lt B gt at the Main Menu This opens the Browse 50072 Form Submissions screen El PHAS TEAMAST HOUSING AUTHORITY File Help i a PHAS PUBLIC ROUSING TRAINING 999 HOO 4 Submission Management Units Unit Management Ey Report Reports E 3210 Setup Options Exit nmast Software Making Your Job Easier WinTen PHAS 2 6 2006 Edition 50072 Submission Management Page 49 BROWSE 50072 FORM SUBMISSIONS SCREEN When you enter the Submission Management area of PHAS the first screen you see is the Browse 50072 Form Submissions screen which contains a table of your agency s submissions From this screen you can add a new submission or review and edit an existing submission record El Browse 50072 Form Submissions File Edit View Help Alt View Incomplete Ordered by Submission Date Search for Submission Date Fr End Date Board Resolution Number Board Resolution D ate 1005 2005 09 30 2005 10 05 2005 10 05 2005 Mo WinTen PHAS 2 6 2006 Edition 50072 Submission Management Page 50 Browse 50072 Form Submissions Screen Controls View This field allows you to view completed or incom plete submissions Ordered By This field determines the order in which the sub mission records are displayed in the table Search For This field enables you to search for a specific sub mission record Enter the target of your
9. nmast Software Making Your Job Easier Win Ten PHAS Preliminary User Manual User Manual Edition 2 15 2006 Your inside track for making your job easier Winters Tenmast Software 132 Venture Court Suite 1 Lexington KY 40511 nmast Software www tenmast com Making Your Job Easier Support 877 359 5492 support tenmast com Marketing 877 836 6278 info tenmast com Fax 859 367 7480 WinTen PHAS Preliminary User Manual User Manual Edition 2 15 2006 Copyright 2006 Tenmast Software All rights reserved This manual as well as the software described in it is furnished under license and may be used and or copied only in accordance with the terms of such license The content of this manual is furnished for informational use only is subject to change without notice and should not be construed as a commitment by Tenmast Software Tenmast Software assumes no liability for any errors or inaccuracies that may appear in this manual Except as permitted by such license no part of this publication may be reproduced stored in a retrieval system or transmitted in any form or by any means electronic mechanical recording or otherwise without the prior written permission of Tenmast Software Permission to produce copies for official use is expressly granted to organiza tions and individuals with a current Update and Support Agreement with Tenmast Soft ware for the maintenance and support of Ten
10. on the Activity Log tab and then click Calculate Vacancy Turnaround Enter the date range for which you want to see turnaround statistics x Cancel WinTen PHAS 2 6 2006 Edition Unit Management Page 45 View Unit Turnaround Screen The View Unit Turnaround screen contains a table of vacancy turnaround statistics that correspond to Sub indicator 1 Vacant Unit Turnaround Time of PHAS Indicator 3 Management Operations on Form HUD 50072 This screen is for informational purposes only Nothing on this screen is editable El iew Unit Turnaround File Help F Element Description Amount Element Description C CCSC sCSCSCi dS Amit Total Humber of turnaround days Total number of vacancy days exempted for Capital Funds Total number of vacancy days exempted for other reasons Total number of vacant units tured around and leased in the PHA s immediate past fiscal year Average number of calendar days units were in down time Average number of calendar days units were in makeready time Average number of calendar days units were in lease up time For information on unit turnaround calculations see Appendix A Events Statuses and Conditions You can also consult HUD s Instruction Guidebook for Completing Public Housing Assessment System Management Operations Certification Form HUD 50072 October 2001 See Sub Indicator 1 Vacant Unit Turnaround Time This document
11. 4 and 5 also apply to HOPE VI and Vacancy Reduction Programs VRP Component 1 Sub Tab Sub Indicator 2 This component deals with grants and or programs awarded to your agency that are over three FFYs old and have not been fully expended El Maintain 50072 Form Submissions File Edit View Help WEA IRE PHAS Sub lndicator Number 2 Capital Fund Component Humber 1 Unexpended Funds Over Three Federal Fiscal ears FFrs Old CFIOO00 Do pou have any open Capital Fund programe e g CIAP CGP Hope vl LEPRA VAP ey Open any program that does not have a pre audit end date or that recenved a pre audit end date during the fecal year Component 1 and 2 0 CFIO050 Total funds authorized over 3 FF Y s old that do not have a pre audit end date or that recenved a pre audit end date during the fiacal year being assessed 10100 Total funds expended over 3 FF Y s old that do not have a pre audit end date or that recered a pre audit end date during the fiscal year being assessed CF10200 Unexpended funds to be recaptured 0 CF10300 Unexpended funds approved by HUD over 3 FF Y s old 00 CFI0400 Unexpended funds with time extensions due to reasons outside of PHA control Fg CF10500 Adjusted total unexpended funds Component 1 Components 2 and 3 Components 4 and 5 WinTen PHAS 2 6 2006 Edition 50072 Submission Management Page 57 Components 2 and 3 Sub Tab Sub Indicator 2 Component
12. 511450 The number of non HUD funded drug prevention andor crime reduction programs that the PHA requests to be assessed 00 511550 The number of documented program goals that are related to drug prevention and or crime reduction 511600 The number of goals the PHA can document it met under the implementation planla for any and all of these programs J 511700 Percentage of goals the PHA can document it met under the implementation planla for any and all of these programs Components 1 and2 Components 3 and 4 WinTen PHAS 2 6 2006 Edition 50072 Submission Management Page 64 Sub Indicator 6 Tab This sub indicator deals with the economic self suf ficiency programs that your agency administers El Maintain 50072 Form Submissions File Edit View Help 0 gt Sub lndicator Number 6 Economic Self Sufficiency 0 E0000 The number of HUC funded economic self sufficiency programs E0100 The number of non HUD funded economic self sufficiency programs that the PHA requests to be assessed E10200 The number of documented program goals that are related to economic self sufficiency O E0300 The number of goals the PHA can document it met under the implementation 013031 for any and all of these programs 0 E0400 Percentage of goals that the PHA can document it met under implementation planla for any and all of these programs WinTen PHAS 2 6 2006 Edition 50072 Submiss
13. Bedrooms Bathrooms Zz Square Footage Rent Information Flat Rent Utility Allowance 0 Accessibility None HUGO Unit Type SF Sinale Family Detached Utility Profile Hone Non dwelling Unit Merged Unit Unit Status Unit Reserved le Unit Occupied on 201 0 2006 i Yes Reserved for Elderly Only Last Activity Condition Reserved for Handicap Only Last Actyity Date WinTen PHAS 2 6 2006 Edition Unit Management Page 34 Main Tab Data Fields Unit Information Development This is the development to which the unit belongs Building Entrance This is the unit s building entrance This field displays the entrance number followed by the building street address For example 1 415 Lexington Drive refers to entrance 1 of the build ing at 415 Lexington Dr For information on maintaining building entrances please see the user manual for WinTen Tenant Accounts Receivable or contact Tenmast Project You cannot edit the Project field directly It is deter mined by the Building Entrance field Unit This is the unit s number as used by your agency HUD Unit This is the unit s official number as reported to HUD Apt and Door These are the units apartment number and door number if any Street and Name City State Zip You cannot edit the physical address fields directly They are determined by the Building Entrance field Ot
14. Morne paint Morne Release Unit to Rent Ready to Lease E Tenant Move in Move In Unit Occupied 1 Returned E Unit Placed under as Capital Fund budget Unit under Modernization Plan p Unit remains vacant through the assessed year Other Reasons Activity Description always flooding Event Description Market Conditions WinTen PHAS 2 6 2006 Edition Unit Management Page 44 Calculate Vacancy Turnaround Vacancy turnaround occurs when one tenant moves out of a unit and another tenant moves in HUD assesses vacancy turnaround time as part of your agency s PHAS score This information is reported to HUD under Sub indicator 1 Vacant Unit Turnaround Time of PHAS Indicator 3 Management Operations on Form HUD 50072 HUD defines vacancy turnaround time as the number of calendar days between 1 lease expiration or tenant move out whichever comes later and 2 the effective date of the new lease For information see Appendix A Events Statuses and Conditions You may wish to monitor vacancy turnaround for your units You will often use reports to gain this information most efficiently See the Reports chapter of this manual Calculate Vacancy Turnaround You can also view vacant unit turnaround information on screen for any unit by using the View Unit Turnaround Screen To open this Enter screen click the Tools icon drop down arrow _ ee STE noa cil ale
15. tion for your agency and allows you to change the color of screens in the program To use the Setup functions click the Setup button or press lt S gt at the Main Menu Then click the Settings button or press lt S gt on the PHAS Setup Menu screen lel PHAS TENMAST HOUSING AUTHORITY File Help 8 PUBLIC HOUSING TRAINING 999 N Submissions 50072 Submission Management Units Unit Management amp Report Reports PHAS Setup Menu x File Help Maintain Default Settings WinTen PHAS 2 6 2006 Edition Setup Page 2l DEFAULT SETTINGS SCREEN The Default Settings screen contains your agen cy s identifying and address information Use the standard WinTen toolbar icons to edit the data on this screen and save or cancel your changes El Phas Default Settings x File Edit Help H o Organization Name TENMAST HOUSING AUTHORITY 00 Address i32 Venture Ct Address 2 Bute City State Zip Lexington 00000 ky 10511 0 Phone 87713595492 Fax 85913677480 0 E mail JinfoeBtenmast com WinTen PHAS 2 6 2006 Edition Setup Page 22 Default Settings Screen Toolbar Icons Color Settings Icon Clicking this toolbar icon opens the Color dialog box By clicking on a color you can set the back ground color of the PHAS screens Note that some parts of some screens may remain unchanged so they remain readable a 00000 ERHETO 10000 A
16. 2 deals with the total amount of all grants authorized by HUD for all grants older than two federal fiscal years FFYs In 2001 this would deal with all grants from 1999 and earlier Component 3 Adequacy of Contract Administra tion measures your ability to adequately manage contract administration for funded programs It also encompasses progress in correcting findings in contract administration El Maintain 50072 Form Submissions File Edit View Help WEA VIRE gt PHAS Sub lidicator Number 2 Capital Fund Component Humber 2 Timeliness of Fund Obligation CF11100 Total funds authorized for grants older than 2 FF Y s CF11200 Total funds obligated over 2 FF Ys 0 11300 Unobligated funds approved by HUD aver 2 FFY s 0 CF11400 Unobligated funds with time extensions due to reasons outside the PHA s control 11504 Adjusted total unobligated funds Component Number 3 Adequacy of Contract Administration El CF11700 The date of the last HUD Army Corps of Engineers on site inspection andor audit related to contract administration include 4 133 Audit 0 CF11800 The number of findings related to contract administration O CF11500 The number of findings related to contract administration that have been corrected by the PHA 0 CF12000 The number of findings related to contract administration that the PHA is in the process of correcting Component 1 Components 2 and 3 Compo
17. BuildingE ntrance 41 BL 415 LEXINGTON DRIVE 1 415 LEXINGTON DRIVE Unit Number 284 Project 17061 POO2 Garden Acres Main Amenities Activity Lag Lease History Al EO So0 View fian Activity Date From 02 10 2006 E to 02 10 2006 El YE Apply Tenant 1171972000 Tenant Move In 40 2003 4 30 2003 TenantMove out Keys Retumed 0 00000 4 10 2003 Maintenance Unit Wake Ready 00000 a haz Event ae ove Out U nit Vacar l Move ln Unit Occup l Move Qut L rit Yaca Maintenance SS OOO eady to Lease Le 373072003 Release Unitto Rent 00000 9 17 2003 TenantMoveln 00 7 31 2005 7 20 2005 a Maintenance Unit Make Ready 0 Release Unit to Rent Move In Unit Occup Move Qut L rit Yaca Maintenance 9 1 2005 J Ready to Lease WinTen PHAS 2 6 2006 Edition Unit Management Page 40 Amenities Tab Data Fields Activity Date This is the effective date of the activity Lease Term This is the termination date of the lease if any that was in effect on the activity date Activity This is the name of the activity as defined by your agency You can define custom activities for your agency on the Maintain Unit Activity Types screen see below Tenant This is the name of the tenant if any who occupied the unit on the activity date Comments This field contains comments if any entered for the activity PHAS Event This is the HUD define
18. Inspections pro grams or through direct input into Tenant Accounts Receivable is automatically updated from there If your agency has the WinTen WorkOrder program data used to calculate Sub Indicator 4 of Indicator 3 is updated every time a user issues or completes a work order WinTen PHAS either separately or in conjunction with these programs acts as a man agement tool to review your agency s status and estimate your possible PHAS score so you can take action in any area needed to improve your final score For the Unit Turnaround Annual Inspection and Work Order indicators the program keeps the data needed to calculate scores in cumulative records You can review or print these cumulative totals at any point in time to see your agency s current status with respect to PHAS requirements You can also print an interim Form HUD 50072 which pro vides you with information on what your agency s PHAS scores would be if you were to submit the 90072 at that time WinTen PHAS 2 6 2006 Edition Program Overview Page 1 PHAS PROCESS HUD requires you to submit Form HUD 50072 after the end of the fiscal year If your developments do not all have the same fiscal year end you must submit it after each development or group of devel opments ends its fiscal year Here is a typical PHAS reporting process for most agencies Your process may vary slightly depend ing on your agency s polices Enter Unit Activity Record
19. Signed 10 05 2005 E Assigned Identifier 21 Revision Number Version of 50072 Form 05 01 2005 Development Number Development Hame Developments Tenmast Towers 0 Happy Actes 0 Westmorland Estates O06 Wildcat Commons Lexington Apartments 08 Lexington Elderly Living L ooa Lexinaton Housing 10 Venture Apartments WinTen PHAS 2 6 2006 Edition 50072 Submission Management Page 52 Main Tab Controls The tools icon gives you access to the Recalculate All Sub Indicator Totals function and the Clear All Values and Recalculate function Both functions are described in detail at the end of this chapter Main Tab Data Fields PHA AME Name This is the name of the Public Housing Authority or Alternative Management Entity submitting the 50072 FY Ending Date This is the fiscal year ending date for the develop ments included in the submission Submission Date This is the effective date of the 50072 submission to HUD Board Resolution Number and Date These fields identify the number of the board resolution approving the 50072 and the date of that resolution Executive Director Name This is the name of the PHA s Executive Director ED Date Signed This is the date the ED signed the printed 50072 for submission to HUD Revision Number This is the revision number of the submission Zero represents the original version Developments This non editable field lists the developments included in the
20. Unit and Merged Unit oe These checkboxes identify whether the unit is non Uso dwelling and whether it is a merged unit Rent Information Flat Rent This is the amount of the flat rent for this unit A newly housed tenant in this unit would have the choice of paying this flat rent or an income based rent Flat rent is your best estimate of the amount for which you could rent a comparable unit on the private open market Some agencies base their flat rent determinations on the Fair Market Rent FMR values published by HUD for their localities If your agency pays utilities for this unit include utility costs in the flat rent If your agency does not pay utilities do not include them Utility Allowance This is the amount if any of the utility allowance for this unit Unit Status Is Unit Occupied on current date This field identifies whether the unit is occupied as of today s date Last Activity Condition and Last Activity Date These fields display the description and date of the most recent unit activity The information comes from the Activity Log tab of this screen Unit Reserved Reserved for Elderly Only and Reserved for Handicapped Only These fields identify whether the unit is reserved for elderly and or handicapped tenants WinTen PHAS 2 6 2006 Edition Unit Management Page 36 Add Units The Add Unit Wizard allows you to add a unit record To start this w
21. agency s leasable units both dwelling and non dwelling Each unit record contains a variety of data most of which is required by HUD The PHAS program shares unit information with the Tenant Accounts Receivable program An employee with proper security clearance can access and maintain your unit information from either program This information appears in PHAS primarily so you can enter verify and or edit unit activities on the Activity Log tab of the Maintain Unit Information screen See Activity Log Tab in this chapter To enter the Unit Management area click the Units button or press lt U gt at the Main Menu El PHAS TEAMAST HOUSING AUTHORITY File Help Li a PHAS PUBLIC ROUSING TRAINING 999 a Submissions 000 9 Submission Management Unit Management B Report Reports E SetUp setup Options F Exit nmast Software Making Your Job Easier WinTen PHAS 2 6 2006 Edition Unit Management Page 31 BROWSE UNIT INFORMATION SCREEN When you enter the Unit Management area of PHAS the first screen you see is the Browse Unit Information screen which contains a table of your agency s units From this screen you can add a new unit or review and edit an existing unit s record El Browse Unit Information File Edit View Help t a Nh view Ordered by Unit Search for Filter Mone as oe 20020
22. field with a small black downward pointing triangle to its immediate right Clicking on this triangle opens a small list of pre set options for that data field s contents This is known as a drop down selection box Click an option to select it Calendar Boxes Some data screens require you to enter dates The data field for the date has a small button next to it that depicts a calendar page Clicking the button opens a calendar box The current system date is circled in red The currently selected date has a gray oval over it To move between months click the left and right pointing arrows at the top of the calendar box To select a day click on it To change years click on the displayed year It becomes highlighted and two small buttons with up and down pointing arrows will appear next to it Click the appropriate arrow to move the year forward or backward Check Boxes A small white box like the one shown to the right is a check box Click in the box to check or un check it Check boxes are used just like check boxes on pencil and paper forms they are simple yes no conditions In the example at right Receiv ables and Payables are checked and Payroll is unchecked Radio Buttons A cluster of small white circles each with a label is a set of radio buttons They have this name be cause they work in a manner similar to the preset station buttons on your car radio you can only have one radio station or one
23. left side of the screen has a set of radio but tons that allow you to select a report to generate The right side of the screen shows the formatting options for the currently selected report El PHAS Reports f S D General HUC Form 50072 a HUD Form 50072 Master Unit Listing Submission Date Unit Actions Log Unit Vacancy Turnaround Vacancy Days Cumulative Unit Vacancy Turmaround Vacancy Days Unit Reportable Elapsed Days eo 4 4 Cumulative Unit Reportable Elapsed Days C Work Order Status Worksheet Summan PHAS WinTen PHAS 2 6 2006 Edition Reports Page 26 Available Reports HUD Form 50072 This is the current version of the PHAS reporting form For information on the sub indicators that appear on this report see the 50072 Submission Management chapter of this manual as well as the official Form HUD 50072 Instruction Guidebook Master Unit Listing The Master Unit Listing report shows the unit number current condition and status number of bedrooms and applicable dates for moves and inspections for every unit You can print this report for every unit or for units in selected developments You can also choose to filter by bedroom size Unit Actions Log This report includes unit actions as they appear on the Activity Log tab of the Maintain Unit Informa tion screen You can filter it by date bedroom size and or type of action For more information on unit a
24. radio button se lected ata time To select a radio button click on it and a black dot will appear in the circle Radio but tons are used when you have two or more choices but only one of those choices applies at any given time 1072371997 4 October 1997 Sun Mon Tue Wed Thu Fri 1 2 3 5 E 8 J 14 12 13 14 15 16 17 19 20 21 22 000 24 eh 2f 20 29 30 ool eA Today 0571172000 Recerwables Payroll Payables WinTen PHAS 2 15 2006 Edition Winlen Basics Page 10 Sal 4 11 18 29 Scrollbars Many times a table of records holds more re L CIRCLE tht ah Ah cords than the program can fit on the screen The scrollbar is found on the right edge of the table To NGTON HEIGH move up or down through the table click on the ALLEY 3445 small black triangles at the top and bottom of the CHESTER STREET125 scrollbar The small box between the triangles is a rough indicator of where you are within the table BRIDGE AUAD think of it as being similar to an elevator s display ONC A ao that shows how close to the top or bottom of the IOSBUAG BO 123 building the car is T CIRCLE 142 some tables also have horizontal scrollbars if they contain more information than will fit across the TREET screen Use the small black triangles at the bottom HILL AVE 36 left and right corners of the table to move from side B LANE 111 to side within it WENUE NOTE Some drop down selection boxes have vert
25. search in this field and click the Go button The program searches whichever set of records you have selected with the View field and highlights the first record in the table that matches your search target Add Icon Click this icon to add a new submission This starts the Add Form 50072 Submission Wizard which is described in detail on the following pages Edit Icon Click this icon to review and or edit the currently selected record This opens the Maintain 50072 Form Submissions screen which is also described in detail on the following pages WinTen PHAS 2 6 2006 Edition 50072 Submission Management Page 51 MAINTAIN 50072 FORM SUBMISSIONS SCREEN The Maintain 50072 Form Submissions screen contains the detailed information for a single sub mission This screen has seven tabs Main and Sub Indicator 1 through Sub Indicator 6 It always opens on the Main tab as shown below Main Tab The Master Unit Main tab contains general infor mation on the location and condition of the selected unit Use the standard WinTen toolbar icons to edit the data on this tab and save or cancel your changes El Maintain 50072 Form Submissions File Edit View Tools Help Ale EO S0 F A PHA AMEName TenmastTowets 0 0 0 0 0 00000 FY Ending Date 09 30 2005 E Submission Date 10 05 2005 E Board Resolution Humber 20051 0009 Board Resolution Date 10 05 2006 E Executive Director Hame James Mauch Date
26. AS program hereafter referred to as PHAS Version Information This is a preliminary user manual written as of 2 15 2006 Some sections of this manual may be incomplete in regard to the program released as of that date Some sections may be inaccurate in regard to later versions of the program It does not apply to previous versions of the program includ ing MS DOS based ones When Tenmast issues an update to a piece of soft ware we post a documentation update on our Web site at www tenmast com If you have a current Update amp Support Agreement for PHAS you may download both the updated program and the up dated documentation at no charge See the Client Service Area of our Web site for detailed instruc tions Getting Help Although we have made every effort to make this manual as comprehensive as possible no docu ment can cover all contingencies If you encounter problems with PHAS please call the Tenmast Train ing amp Support Department toll free at 877 359 5492 or send e mail to support tenmast com Revisions To better serve our clients we constantly update our manuals just as we constantly make im provements in our programs If you find an error or omission in this documentation or have a sug gestion for improving it please call the Tenmast Marketing Communication Services Department toll free at 877 836 6278 or send e mail to info tenmast com WinTen PHAS 2 15 2006 Edition Introduction P
27. Order Vacancy Fix up Work Order A work order specifically defined as fixing up the unit between occupancy The work must be done in order for the unit to be re leased WinTen PHAS 2 6 2006 Edition Appendix B Glossary Page 70
28. Playground E Washer Dryer Connection a User Amenity 10 a User Amenity 4 a User Amenity 5 a User Amenity B a User Amenity 7 a User Amenity 3 a User Amenity 9 Washer a Wood Stove Amenities Tab Controls Click the Edit icon or press lt Ctrl E gt to enter edit mode then use these two button to add or remove amenities Add Amenity Button To add an amenity select it on the left and click the Add Amenity button gt Remove Amenity Button To remove an amenity select it on the right and click the Remove Amenity button E WinTen PHAS 2 6 2006 Edition Unit Management Page 39 Activity Log Tab You can view and maintain unit PHAS actions on the Activity Log tab If your agency uses the WinTen Tenant Accounts Receivable WorkOrder and Public Housing Inspections programs those programs automati cally create unit activity records for inspections tenant move outs vacancy fix ups and tenant move ins Under normal circumstances you do not have to enter this information manually You must enter unit activities manually to record units with exempt conditions or statuses Examples include a unit under a modernization plan or that is vacant for reasons beyond your agency s control For information on exempt conditions and sta tuses please see Appendix A Events Statuses and Conditions El Maintain Unit Information File Edit view Tools Help Development 004 Rosemant Dev
29. The unit is being used for purposes other than housing such as a maintenance shop a police sub station or a day care facility Conditions The PHAS program supports ten possible condi tions for a unit Each condition corresponds to a PHAS reportable event CAUTION Some conditions have complicated definitions and require HUD approval before being used This is because most of these conditions are exempt from vacancy totals and thus can affect your agency s PHAS scores Be sure you refer to the applicable regulations and obtain proper approval where necessary Legal Conditions The unit is vacant due to legal conditions that do not directly involve an insurance claim insurance claims and related legal action are covered under the Other Reasons condition This may be due to litigation that directly involves the unit such as a court order It also applies if a government agency has sealed the unit for example a police crime scene seal This code also covers units that are vacant because they are in conditions that make habitation illegal Such conditions include high or unsafe levels of hazardous or toxic materials or structural decay or damage that renders the unit uninhabitable Finally this code also includes specific orders from a legally empowered government agency such as the local health department or the Environmental Protection Agency Days during which the unit falls under this condi tion are considered exemp
30. a summary of the data you have entered in all previous steps Review it to make sure it is correct Click the Back button to return to the previous step the Cancel button to cancel the wizard s task and close the wizard or the Finish button to save all of the data you have entered and complete the wizard s task ih Apply to Waiting List Step 1 of 4 x Select Wating List Social Security 45219 4294 Applicant Name JIOHNTBABCOCK waiting List SECTIONS LISTA sd Application Date 9472001 Application Time 13 34 00 Instruction Select the waiting list and enter the application date time Start gt Cancel ih Apply to Waiting List Step 2 of 4 Enter Bedrooms Social Security 49219 4294 Applicant Name JKOHNTBABCOCK Waiting List SECTION LISTA 00000 Application Date JosFv2001 Application Time 133400 Application Number 000000007 Bedrooms Instruction Enter the application number and number of bedrooms Back Cancel ih Apply to Waiting List Step 4 of 4 Contirm Wating List Data Social Security 45219 4294 Applicant Name onn T BABCOCK Wwalting List SECTION a LIST A Application Date 09472001 Application Time fia3400 Application Humber 0000007 Bedrooms P Preference Weight le press Back to view or change the selected preferences Instruction Confirm the above values and click Finish to complete the task amp Back Finish gt Cancel
31. age WinTen Basics The WinTen modules are designed to provide quick and easy access to commands and data throughout Tenmast s programs In WinTen mod ules the mouse is the primary navigation tool The WinTen system consists of more than 20 in dependent data management programs that are capable of sharing data with one another Though each program has its own unique functions and features they all share certain common ones The following WinTen introduction explains these com mon functions and features and how to use them Navigation Mouse Actions In many instances this manual instructs you to click something in order to give the program a command This refers to executing a command with your mouse There are four different ways in which you may need to click to execute a com mand Click or Point and Click Position the mouse pointer over the indicated ob ject on the screen then quickly press and release the left mouse button once Double Click Position the mouse pointer over the indicated ob ject on the screen then quickly press and release the left mouse button twice Right Click Position the mouse pointer over the indicated ob ject on the screen then quickly press and release the right mouse button once Drag and Drop Position the mouse pointer over the indicated ob ject on the screen then press and hold down the left mouse button While still holding down the but ton move the mouse pointer
32. ate a 50072 Submission record in the PHAS program See the 50072 Submission Management chapter of this manual Print a Board Copy of Form HUD 50072 Print a copy of form 50072 for submission to your agency s board Again see the Reports chapter of this manual Your board must approve the form before you can submit it to HUD Board Approval Obtain a board resolution approving the 50072 Update the Submission Record Edit the 50072 Submission record to enter the board resolution number Verify the remaining information and update it if necessary Again see the 50072 Submission Management chapter of this manual Print and Mail Form HUD 50072 Print a final copy of form 50072 to be signed and dated by your Executive Director and mailed to HUD Again see the Reports chapter of this manual WinTen PHAS 2 6 2006 Edition Program Overview Page 10 MAIN MENU The Main Menu 16 the starting point for using each function of the PHAS program This manual details each of these functions in its respective chapter El PHAS TEAMAST HOUSING AUTHORITY File Help i a PUBLIC ROUSING TRAINING 999 me Submissions 50079 Submission Management Units Unit Management Reports SetUp setup Options Ten nmast yp Softw Making Your fa re WinTen PHAS 2 6 2006 Edition Main Menu Page 19 WinTen PHAS 2 6 2006 Edition Main Menu Page 20 SETUP PHAS Setup contains name and address informa
33. base After you click the Add icon the program allows you to enter the ap propriate information for the record that you are adding In some cases this icon starts a wizard described later for adding a new record to the database Information WinTen PHAS 2 15 2006 Edition Winlen Basics Page 5 Delete Icon The Delete icon is a minus sign This icon deletes the currently selected record from the database In most cases the program prompts you to confirm your intent to delete that record This is a safe guard to prevent accidental loss of data Once you have deleted a record you cannot bring it back there is no undo feature in WinTen programs Edit Icon The Edit icon is a pencil eraser in action Many data screens in WinTen programs are locked when you first open them They display data but do not respond to any attempt to change it This is a safeguard to prevent accidental loss of data The Edit icon unlocks the currently selected record and allows you to enter updates or changes Save Icon The Save icon is a floppy disk After editing or en tering data click this icon to save your work on the currently selected record to the database Cancel Icon The Cancel icon is a circle with a line through it This icon allows you to abandon any changes you have made to the currently selected record In many cases the program will prompt you to confirm your cancellation This is a safe
34. button has text on it On the Reports button shown to the right this would be lt R gt Standard Buttons Several buttons are standard in all WinTen pro grams This means they always have the same function regardless of the program in which they appear Main Menu Buttons These standard buttons are found on the Main Menu screen Change Password Button This button opens the Change Password dialog box To change your WinTen password you must first enter your old password to confirm your iden tity Then type your new password in two separate fields which keeps you from accidentally mistyping your new password and setting it to something oth er than what you intended The OK button remains disabled until you have the same thing in both new password fields NOTE The Change Password button is not visible if you do not have Tenmast Security activated Change Directories Button This button opens the Program Directories dialog box shown at far right This dialog box allows you to change the data area in which you are working Click the desired data area to select it then click the OK button NOTE The Change Directories button is not visible if the program only has one data area in which to work Program Directories PUBLIC HOUSING SECTION 8 CERTIFICATES WinTen PHAS 2 15 2006 Edition Winlen Basics Page 4 Version Button This button opens a dialog box shown at far right that displays th
35. ccessibility HUD Unit Type WWU Walkup Multifamily Apt Utility Profile Non dwelling Unit Carpet Dishwasher ryer Fireplace Laundry Facilities Owner Pays All U arki a M Choose the Amenities No Merged Unit No Reserved for Elderly Only No Reserved for Handicap Only No Garage or Carport Garbage Disposal Handicap Accessibility tilities tking Patio Porch Deck Playground Range Refrigerator Screens Storage Storm Windows User Amenity 10 User Amenity 4 User Amenity 5 User Amenity 6 User Amenity 7 Z Mark All o Unmark Al Instructions Enter the Unit Amenities and click the Start button to continue amp Back Next Cancel Add Unit Wizard Step 5 of 5 Confirmation Development Building Entrance Unit Number 13005 HUD Unit Number 1006113005 Street Name 1006 MAIN ST Att Door 00000 City State Zip LEXINGTON ky 40510 Bedrooms 2 Bathrooms 200 Square Footage bo Accessibility Re F HUD Unit Type wU Walkup Multitamily Apt Utility Profile Non dwelling Unit Garbage Disposal Parking Patio Porch Deck Range Refrigerator Screens Selected Amenities 002 Garden Acres 1006M 1006 MAIN ST 1 1006 MAIN ST Project 17081 P002 Garden Actes
36. 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 a user can tell at a glance what data area he s cur rently using Ej m m E lle BEES l EEREN ll HERENT NEER nn nn i Default Settings Screen Data Fields Organization Name This is your agency s name as it should appear on official submissions to HUD Address 1 amp 2 City State and Zip This is your agency s mailing address Phone This is your agency s phone number Fax This is your agency s fax number E Mail This is your agency s e mail address WinTen PHAS 2 6 2006 Edition Setup Page 23 WinTen PHAS 2 6 2006 Edition Setup Page 24 REPORTS Information needs to be summarized and presented in an easy to understand form so the reader can make informed decisions The Reports screen is where PHAS turns all of its raw data into meaning ful reports To enter this screen click the Reports button or press lt R gt at the Main Menu El PHAS TENMAST HOUSING AUTHORITY File Help Li a PUBLIC ROUSING TRAINING 999 a Submissions 000 Submission Management Units Unit Management E Setup Setup Options Exit Ten nmast G Softw Making Your fa re WinTen PHAS 2 6 2006 Edition Reports Page 25 REPORTS SCREEN The Reports screen is divided into two sections The
37. ctions please see Activity Log Tab in the Unit Management chapter of this manual as well as Appendix A Events Sta tuses and Conditions Report Options Submission Date Development Tenmast Towers Garden Acres Happy Acres Rosemont Dey Westmorland Estates Wildcat Commons Lexington Apartments Lexington Elderly Living Lexington Housing Venture Apartments Z Mark Al O Unmark Al Bedroom size fien Order By Unit tt Development Tenmast Towers Garden Acres Happy Acres Rosemont Dey Westmorland Estates Wildcat Commons Lexington Apartments Lexington Elderly Living Lexington Housing Venture Apartments Z Mark All O Unmark All Start Date 02 01 2006 E End Date 02 28 2006 El Bedroom size fiam Unit Action Type fian Order By Unit WinTen PHAS 2 6 2006 Edition Reports Page 2 Vacancy Day Reports These two reports show total vacancy days per development for the selected range of dates They show total vacancy calendar days and total turnaround days as well as days for down time maintenance time lease up time and exempt time Unit Vacancy Turnaround Vacancy Days This report is grouped and subtotaled by develop ment but also includes each unit that had vacancy days during the selected date range Cumulative Unit Vacancy Turnaround Vacancy Days This report shows only summary informati
38. d PHAS event if any to which this activity corresponds WinTen PHAS 2 6 2006 Edition Unit Management Page 41 Add or Edit Unit Activity Records You will use the Add Unit Activity Log wizard to add unit actions manually and or to edit unit actions To add an activity click the Add icon on the Activity Log tab To edit an activity select the activity you want to edit then click the Edit icon Add Unit Activity Log Wizard The Add Unit Activity Log Wizard contains two steps Step 1 Select Activity Types 0 ee This step allows you to enter all the information Unit 007 needed to add or edit the action Enter the data as aS Tenant Name John Doe then press PageDown or click the Start button E Step 1 contains five editable data fields Activity Type Tenant Name Activity Date Lease Terminate Date and Comments Activity Type and Activity Date are required The non editable Unit ID field identifies the current unit Use it to verify that you are adding or e diting an a ction for the C 0 rre ct unit Select Activity Type Tenant Name Date Comments Click the Start button to continue Star Cancel The non editable Event Description field displays the HUD defined PHAS event if any that corresponds to the selected Activity Type Activity Type Select the appropriate action This field offers your agency defined list of unit activity types w
39. e version date of the program Click the OK button to close this dialog box Reports Button The Reports button opens the program s Reports screen The specific reports you can view and print from this screen vary depending on the program in question See the appropriate chapter of this manual for details Index Button The Index button allows you to re index and or pack the program s databases See the appropri ate chapter of this manual for details Setup Button The Setup button opens the program s Setup screen This screen allows you to change the ba sic information that the program uses to generate reports and or track and present data See the ap propriate chapter of this manual for details Exit Button The Exit button shuts down the program and closes all associated windows Toolbar Icons Many screens in the WinTen programs contain a toolbar at the top of the screen The toolbar con tains the icons used to execute commands specific to that screen The example below is the standard toolbar found in many Add and Edit screens The following icons are standard in every WinTen program and most toolbars contain some or all of them Blt BO GS amp B Exit Icon The Exit icon is a doorway This icon closes the current screen or window and returns you to the program s Main Menu screen or to the previous screen or window Add Icon The Add icon is a plus sign This icon adds a new record to the current data
40. ed on your Annual Contributions Contract ACC AME Alternative Management Entity This is the management company if a development was contracted to a management company for operational functions Board Resolution Number The number the board assigns a PHAS submission after approving it CGW Cyclically Generated Work Order Any work order issued to maintain the cleanliness and appearance of common areas and that 15 done on a routine repetitive basis Days Exempted The number of days the unit was exempted DFM Work Order Deferred for Modernization Work Order Any work order where the work being performed is paid for from the Capital Fund Down Time The number of days from the lease expiration date until the VFW work order begins Emergency Work Order A work order with a PHAS code of MGE management generated emergency work order RGE resident generated emergency work order or AIE annual inspection emergency work order Exempted Units Units where the ability to turn the unit and re lease to a new family is restricted by something or some agency that is outside of the housing authority s control namely damage to the unit where an insurance claim is pending resident property left in the unit where state law requires the property to remain in the unit or declared catastrophe such as hurricane damage Lease Up Time The amount of days from the work order completion until a new lease takes effect WinTen PHAS
41. ed record instead of scrolling through records one at a time with the Previous and Next icons Report Generator Icon The Report Generator icon is an open book This icon accesses the user defined data fields for the current database For more information see the Tenmast Report Generator manual If your agency does not use this program this icon has no effect Other Functions Icon The Other Functions icon is a set of tools This icon opens a drop down menu of additional com mands that are specific to the screen on which it is located If a screen has the Other Functions icon these commands will be described under the Oth er Functions or Tasks header for that screen Typically the Other Functions menu allows you to use one or more wizards described later in this chapter Notes Icon The Notes icon is a musical note It appears on ap screens that contain one record in a database This icon opens the Maintain Notes sub screen described later which allows you to add review and edit notes on the selected record Show Hide Icon The Show Hide icon is a window shade It appears on screens which have both large tables and data fields This icon hides the data field portion of such a screen allowing you to view the table in the full area of the screen If the data fields have already been hidden clicking the Show Hide icon again brings them back into view See t
42. ems when printing to dot matrix printers For more information on this option please refer to the Fast Draft Printing Implementation Guide available on our Web site WinTen PHAS 2 15 2006 Edition WinTen Basics Page 14 Wizards In software terms a wizard is a part of a program that guides you through the sequence of specific tasks that make up a procedure In the WinTen programs Tenmast uses wizards for specific data processing tasks that require a step by step ap proach such as processing checks or moving an applicant into a vacant unit Step One When you start a wizard it opens as a dialog box as shown at right The top of the wizard s dialog box summarizes the current step which is always Step One The main area has data fields and con trols for you to review and or enter required data The bottom of the tab has a brief set of instructions and a set of buttons Click the Start button to begin the wizard s task and move to Step Two Click the Cancel button to cancel the wizard s task and close the wizard Intermediate Steps When you continue to the next step the wizard changes to show the data fields and controls for that step Enter any data that is needed Click the Next button to move to the next step the Back button to return to the previous step or the Cancel button to cancel the wizard s task and close the wizard Last Step When you continue to the last step the wizard changes to show
43. ening procedures that reflect the One Strike crtena 510700 PHA can document that current screening procedures result in successtully denying admission to applicants who meet the C 0 510800 The total number of applicants denied who met the One Strike criteria Components 1 and 2 Components 3 and 4 WinTen PHAS 2 6 2006 Edition 50072 Submission Management Page 63 Component 3 and 4 540 120 Sub Indicator 5 Component 3 evaluates whether your agency has formally adopted policies for evicting residents who display criminal behavior Component 4 examines your agency s manage ment of HUD funded programs related to this sub indicator El Maintain 50072 Form Submissions File Edit View Help E a Uol gt Sub lndicator Humber 5 Security Component Number 3 Lease Enforcement Ei 5109500 The date that the PHA Board adopted curent eviction policies that reflect the One Strike criteria E 511000 The date that the FHA implemented the current eviction procedures that reflect the One Strike criteria 511100 PHA can document that current eviction screening procedures result in the eviction of residents who meet the Qne Strike criteria 0 511200 The total number of evictions as a result of the One Strike criteria Component Humber 4 Drug prevention crime reduction and or economic self sufficiency program goals 511350 The number of HUD funded drug prevention andor crime reduction programs
44. er 2005 but Maintenance doesn t finish with it until January 2006 the entire make ready time total for that period is reported for your agency s 2006 fiscal year Time that the unit spends under a capital funds plan or another exemption is not counted as make ready time Occupancy or Lease Up Time Occupancy or lease up time is the total number of days that a unit is vacant from the date that Main tenance completed repairs on it the ending date of the units make ready time to the actual move in date of the next tenant Occupancy or lease up time is only counted in a reporting year if the unit is reoccupied during that year If a unit is not reoccupied until a later year all occupancy or lease up time is counted against the year in which the unit was reoccupied For exam ple if Maintenance finishes with a unit in December 2005 but a new tenant doesn t move in until Janu ary 2006 the entire occupancy or lease up time total for that period is reported for your agency s 2006 fiscal year Time that the unit spends under a capital funds plan or another exemption is not counted as occu pancy or lease up time WinTen PHAS 2 6 2006 Edition Appendix A Events Statuses and Conditions Page Statuses HUD recognizes four possible statuses for a unit Vacant The unit is not occupied Occupied The unit is occupied Employee Occupied Unit The unit is occupied by an employee of your agency Non Dwelling Unit
45. fiscal pear being assessed Component 1 Components 2 and 3 Components 4 and 5 WinTen PHAS 2 6 2006 Edition 50072 Submission Management Page 59 Sub Indicator 3 Tab This sub indicator examines your agency s perfor mance in completing maintenance work Component 1 deals with emergency work orders rate of completion PHAS considers work orders emergencies if they have codes of AIE Annual Inspection Emergency MGE Maintenance Gen erated Emergency or RGE Resident Generated Emergency Component 2 deals with non emergency work orders rate of completion El Maintain 50072 Form Submissions File Edit view Help 0 PHAS Indicator Humber 3 Work Orders Cumulative Data Component Number 1 Emergency Work Orders Emergency Work Orders FHAS Codes AIE MGE AGE 42 10000 Total number of emergency work orders 5 10100 Total number of emergency work orders completed abated within 24 hours 17 9 W10200 Percentage of emergency work orders completed abated within 24 hours Component Number 2 Non Emergency Work Orders Non Emergency Work Orders PHAS Codes AIN MGN 7 AGN W10500 Total number of non emergency work orders 126056 W10600 Total number of calendar days it took to complete non emergency work orders 0 WOOO Average number of days PHA has reduced the time it takes to complete non emergency work orders over the pas
46. g box for the program Help is context sensitive the Help infor mation shown corresponds to the current field or screen in the program The WinTen programs use the standard Windows based help system With this type of help you can search for any help topic print the current topic mark a specific topic using a bookmark or jump to another help screen by click ing the underlined keywords F9 Key Change Password Pressing lt F9 gt is equivalent to clicking the Change Password button This only works when you are at the Main Menu of a program in which Tenmast Security is active WinTen PHAS 2 15 2006 Edition Winlen Basics Page 12 Print Dialog Box a Because of the way in which the Windows family of operating systems handles printing on various types of printers WinTen programs use a print dialog box that differs from the standard one you may be used to seeing in other Windows based programs The following print dialog box appears whenever you print from a WinTen program Print Dialog Box Features and Options fuoseect 00000 or z Printer The Printer options allow you to select the printer to which you want to send the material you are print ing and to specify the font that it will use Many of these settings cannot be changed they are deter mined by the report that you have chosen to print Ei Name This drop down selection box lists the system names of every printer that your computer can pr
47. guard to prevent accidental loss of data Previous Icon The Previous icon is a left pointing arrow Clicking on this icon takes you to the previous record in the current database Next Icon The Next icon is a right pointing arrow Clicking on this icon takes you to the next record in the current database Print Icon The Print icon is a picture of a printer If you are in the Reports screen of a program this icon opens the Print Report dialog box to print the currently selected report If you are in any other screen this icon opens a drop down menu that allows you to select and print a report that is relevant to that screen Print Preview Icon The Print Preview icon is a sheet of paper with a starburst behind it This icon opens a screen that shows you what your document would look like if you chose to print it This feature allows you to make sure that your print job is correct without us ing paper for a test print run Hint Edit Mode and View Mode When a record is editable usually after you click the Edit icon it is in edit mode When it is not editable before you click the Edit icon or after you edit data and click the Save icon it is in view mode j WinTen PHAS 2 15 2006 Edition WinTen Basics Page 6 Search Icon The Search icon is a flashlight It saves you time by opening a Search screen which contains a table of all the records in the current database Use this Search screen to find the desir
48. he two screen images below for an example of this icon in action 2 Setup Income Deductions and Taxes Ledger G F 2 Setup Income Deductions and Taxes Ledger G F State 2117 003 OASDI 2117 002 Medicare 2117 002 Lexington 2117 004 Pension 2117 005 Health Ins 2117 006 United Way 2117 008 2117 003 2117 002 Medicare 2117 002 Lexington 2117 004 2117 001 PI WinTen PHAS 2 15 2006 Edition Winlen Basics Page Other Standard Buttons The following buttons appear throughout the WinTen programs They allow you to make choic es on screens and in dialog boxes OK and Yes Buttons Click the OK or Yes button if you want to accept the data presented or continue the action you started Some dialog boxes those that only display infor mation without giving you command options have OK buttons that close them when clicked Cancel and No Buttons Click the Cancel or No button if you want to aban don the current screen or the action you started Grayed Out Options Some controls buttons or data fields may appear light gray rather than appearing with their normal full color images these buttons are colorized in the WinTen programs even though they may appear in black and white in this manual We refer to this condition as grayed out This indicates that those options are disabled and cannot be accessed at the present time Grayed out options return to their normal colors and become accessible again once
49. her Unit Information Bedrooms Bathrooms and Square Footage These are the number of bedrooms and bathrooms in this unit and the unit s square footage Accessibility This field identifies whether the unit has any fea tures that make it more accessible for disabled and or handicapped residents HUD Unit Type This is the type of unit as used for HUD reporting purposes WinTen PHAS 2 6 2006 Edition Unit Management Page 35 Utility Profile File Edit View Help This is the units utility profile It iS based on the Development 004 Rosemont Dev Building Entrance 415 415 LEXINGTON DRIVE 1 415 LEXINGTON DRIVE 4J Unit Number 284 Project KY061P002 Garden Actes unit s location and contains information on the cost n e of every utility available to units in that area DE ili i ttt RE En Project KY061P002 Garden Acres Your agency maintains your utility profiles in the setup area of the Occupancy and Rent Calcula Steet Nane 415 LEMNGTON DAVE anf Dow City State Zip LEXINGTON KY 40510 tion program For information please see the user Bedrooms Bathrooms Flat Rent manual for Win Ten Occupancy and Rent Calcula Square Footage Utiity Allowance Accessibilty None tion or contact Tenmast 0 Utility Profile N one 7 Non Dwelling
50. hich you maintain on the Maintain Unit Activity Types screen See below Tenant Name Enter the name of the tenant if any who occupied the unit at the time of the action for example the tenant moving out or the tenant moving in Activity Date Enter the effective date of the action This field defaults to today s date You can change this default if necessary Lease Terminate Date If a lease was in effect at the time of the action enter the termination date of that lease Comments Enter any comments that might be helpful for your agency WinTen PHAS 2 6 2006 Edition Unit Management Page 42 Step 2 Confirmation Step 2 allows you to confirm all of the information before you finish adding or editing an activity The fields on this step are not editable If anything is incorrect press PageUp or click the Back button to go to the previous step and correct it If everything is correct press PageDown or click the Finish button to finish adding or editing the activity Activity Type Left property Event Description Resident property in Unit Tenant Name John Doe Activity Date 08 31 2005 Lease Terminate Date 08 31 2005 Comments Instructions Confirm the above values and click Finish to complete the task WinTen PHAS 2 6 2006 Edition Unit Management Page 43 Maintain Unit Activity Types Screen Unit activity types allow your agency to Activity Type Da
51. ical scrollbars if they have more options WOOD DR than will fit in the selection box when it is open These function in exactly the same manner as the scrollbars on tables of records Tabs Some screens have large amounts of information that must be divided so that it is easier to track and access In the WinTen programs these screens are divided into tabs which are so named because they resemble the index tabs on file folders Click ing on a tab changes the data displayed on the screen and the toolbar options available Tenant Detail Head Name MURRAY HELKLEMYER Head SSN 544 171 5645 Effective Date 05 31 2001 B gt CEOs AG SSN 544 11 5649 Unit Head First Name MURRAY Building Entrance WinTen PHAS 2 15 2006 Edition Winlen Basics Page II Sub Tabs Some tabs also have large amounts of information that must be divided so that it is easier to track and access These tabs have a second row of tabs known as sub tabs along their bottom edge Click ing on a Sub tab changes the data displayed on the tab and thus changes the data available on that screen jo Allowance Excess Charge for Excess i Function Keys Across the top of your keyboard is a set of twelve keys designated lt F1 gt through lt F12 gt These are the function keys Currently only lt F1 gt and lt F9 gt have functions in the WinTen programs F1 Key Help Pressing lt F1 gt opens a Help dialo
52. ied unit undergoing maintenance or being used for a purpose other than tenant habitation The end result of all of this record keeping is a set of reports that your agency submits to HUD to show HUD how long units are remaining vacant before new tenants move into them and why that vacancy time is occurring Naturally because HUD is paying your agency to run these units HUD likes to see as little vacancy time as possible This ensures that the federal government is getting its money s worth from your agency s funding The PHAS program uses unit activity records to identify PHAS events A complete set of activity records that begins with a tenant moving out and ends with a tenant moving in is a unit turnaround cycle WinTen PHAS 2 6 2006 Edition Appendix A Events Statuses and Conditions Page 69 Event Terminology Vacancy Days Vacancy days are the total days in your agency s fiscal year in which a unit is not Under Lease HUD calculates total vacant days from the actual move out date or legal expiration date of the immediate past lease whichever is later to the date that the next tenant s lease takes effect If the unit is not leased as of the last day of the reporting fiscal year the total vacant days are calculated from the actual move out date or legal expiration date of the immediate past lease whichever is later to the last day of the reporting fiscal year Legal Expiration of the Lease This assumes a mo
53. information before you finish adding a unit The fields on this step are not editable If anything is incorrect press PageUp or click the Back button to go to the previous step s and cor rect it If everything is correct press PageDown or click the Finish button to add the unit EL Add Unit Wizard Step 3 of 5 Enter Rent Information Development Building Entrance Unit Number Street Name City State Zip Bedrooms HUD Unit Type Non dwelling Unit 002 Garden Acres 1006M 1006 MAIN ST 1 1006 MAIN ST 3005 HUD Unit Number 1006M3005 1006 MAIN ST LEXINGTON J Bathrooms 2 00 WU Walkup Multifamily Apt No Merged Unit No Square F ky 40510 Project 7061 P002 Garden Acres Apt Door 0 396 900 Accessibility Utility Profile Reserved for Elderly Only No Reserved for Handicap Only 140 Rent Information Flat Rent 85 00 Utility Allowance 000 Instructions Enter the Rent Information and click the Start button to continue amp Back Next Cancel Add Unit Wizard Step 4 of 5 Unit Amenities Development 002 Garden Acres Building Entrance Unit Number Street Name 1006M 1006 MAIN ST 1 1006 MAIN ST 3005 HUD Unit Number 1000113005 1006 MAIN ST Project 17081 P002 Garden Actes Apt Door City State Zip LEXINGTON ky 40510 Bedrooms al Bathrooms 2 00 Square Footage 900 A
54. int to Use this drop down box to select the printer to which the report should be sent Type This is the make and model of the selected printer This data field changes depending on the printer that you have chosen with the Name drop down selection box Where This is the network location of the selected printer This data field changes depending on the printer that you have chosen with the Name drop down selection box Font Name This drop down selection box lists every font that you can use 10 print the selected report When the Print dialog box opens this field is set to the default font of the selected report Paper Orientation This data field tells whether the report will print in portrait or landscape orientation You cannot change this setting it is pre set by your report se lection Paper Size This is the size of the paper on which the report will be printed You cannot change this setting it is pre set by your report selection WinTen PHAS 2 15 2006 Edition Winlen Basics Page 13 Draft This check box is only available if you are sending a report that supports fast draft printing to a dot matrix printer In such a case you may check this box to print the report in fast draft mode If you do not check this box the report will print in letter qual ity mode which will look better but take significantly longer Restore Report Font Button Click this button to set the Font Name field to the defa
55. ion Management Page 65 Recalculate All Sub Indicator Totals The Recalculate All Sub Indicator Totals function Recalculate ALL Sub Indicator Totals recalculates only the totals on the Sub Indicator 1 tab through the Sub Indicator 6 tab based on the values that are currently on those tabs This function will not replace any values entered manually on any of these six tabs You will not lose any changes you entered To recalculate sub indicator totals click the Tools icon drop down arrow on the Main tab then click Recalculate All Sub Indicator Totals WinTen PHAS 2 6 2006 Edition 50072 Submission Management Page 66 Clear All Values and Recalculate The Clear All Values and Recalculate function recalculates all values on the Sub Indicator 1 tab through the Sub Indicator 6 tab based on current information in the WinTen PHAS Tenant Accounts Receivable WorkOrder and Public Housing Inspections programs CAUTION If you have entered any values manually on the Sub Indica tor 1 tab through the Sub Indicator 6 tab this function will replace those values You will lose all changes you entered on any of these six tabs The recalculation process may take from a few sec onds to several minutes depending on the speed of your computer and the amount of information the program must process To recalculate all values click the Tools icon drop down arrow on the Main tab then click Clear All Values and Recalculate
56. is available from HUD s Web site at the following address http www hud gov offices reac pdf guidebook_oct01 pdf WinTen PHAS 2 6 2006 Edition Unit Management Page 46 Lease History Tab The Lease History tab contains a table of every lease that is or has been in effect for the selected unit This tab is for informational purposes only Nothing on this tab is editable El Maintain Unit Information File View Help Development 004 Rosemant Dev BuildingE ntrance 41 BL 415 LEXINGTON DRIVE 1 415 LEXINGTON DRIVE Unit Humber 284 Project 17061 POO Garden Acres Main Amenities Activity Log Lease History H ee SSN TIN Effective Date 5000000003 Mykytuk Thomas 321 714321 12 1 2004 12 16 2004 LSOO000025 Owens Matting 84 76 2486 3 14 2005 WinTen PHAS 2 6 2006 Edition Unit Management Page 47 WinTen PHAS 2 6 2006 Edition Unit Management Page 48 50072 SUBMISSION MANAGEMENT You will maintain one Submission record in the PHAS program for each 50072 you submit to HUD You must create a Submission record before you can print a copy of the 50072 for submission to your board After your board approves the 50072 update this Submission record to enter the board resolution number Verify the remaining information and update it if necessary Then print a final 50072 to be signed and dated by your Executive Director and mailed to HUD To maintain Submission records click the Sub
57. is sub indicator evaluates your agency s per formance in tracking crime related problems in its developments reporting crimes to local law enforcement agencies and implementation of crime reduction policies and procedures Component 1 and 2 Sub Tab Sub Indicator 5 Component 1 deals with your agency s perfor mance in tracking crime and crime related prob lems and reporting crimes to local police Component 2 evaluates whether your agency has formally adopted applicant screening policies and procedures El Maintain 50072 Form Submissions File Edit View Help WEA VIRE Sub lndicator Humber 5 Security Component Humber 1 Tracking and Reporting Crime Related Problems E 510000 The date that the Board adopted current policies to track crime and crime related problems E 510100 The date that the PHA implemented the current procedures to track crime and crime related problems E 510200 The date that the PHA implemented 3 curent cooperative system for tracking and reporting crime to local police authorities 0 510300 The number of crimes that the PHA can document it reported to local police authorities O 510400 Percentage of developments where PHA can document it tracks crime and crime related problems Component Number 2 Screening of Applicants E 510500 The date that the Board adopted curent screening policies that reflect the One Strike criteria E 510600 The date that the PHA implemented the curent scre
58. izard click the Add icon on the Browse Unit Information screen or on the Main tab of the Maintain Unit Information screen Add Unit Wizard The Add Manual Check Wizard contains five steps Step 1 Enter Unit Information Step 1 allows you to enter the units development building entrance unit number HUD unit number apartment number and door number Enter the data then press PageDown or click the Start button The fields on this step correspond to the Unit Infor mation section on the Main tab of the Maintain Unit Information screen For information on these fields see Unit Information in the previous section Step 2 Other Unit Information Step 2 allows you to enter information on the unit s bedrooms bathrooms square footage acces sibility unit type utility profile and status Enter the data then press PageDown or click the Next button The fields on this step correspond to the Other Unit Information section on the Main tab of the Maintain Unit Information screen For information on these fields see Other Unit Information in the previous section EL Add Unit Wizard Step 1 of 5 Enter Unit Information Development 002 Garden Acres Building Entrance 1006M 1006 MAIN ST 1 1006MAINST Project KYOBI PO002 Garden Acres Unit Number 2005 HUD Unit Number 10013005 Apt Door Street Name 1 006 MAIN ST City State Zip LEXINGTON KY 40510 Instructions Ente
59. mast Software s Win Ten PHAS program Any references to company housing authority or individual names or identities in exam ples or screen images are for demonstration purposes only and are not intended to refer to any actual organization or person CONTENTS Introduction Version Information Getting Help Revisions WinTen Basics Program Overview PHAS Process Main Menu Setup Default Settings Screen Reports Reports Screen Unit Management Browse Unit Information Screen Maintain Unit Information Screen Main Tab Add Units Amenities Tab Activity Log Tab Add or Edit Unit Activity Records Maintain Unit Activity Types Screen Calculate Vacancy Turnaround Lease History Tab 50072 Submission Management Browse 50072 Form Submissions Screen Maintain 50072 Form Submissions Screen Main Tab Add Submission Records Sub Indicator 1 Tab Sub Indicator 2 Tab Sub Indicator 3 Tab Sub Indicator 4 Tab Sub Indicator 5 Tab Sub Indicator 6 Tab Recalculate All Sub Indicator Totals Clear All Values and Recalculate Appendix A Events Statuses and Conditions Appendix B Glossary INTRODUCTION The WinTen PHAS program is designed for use on computers running the Windows NT 2000 or XP operating system The interface is designed in a Windows environment and includes point and click mouse actions pull down menus and Windows based help functions This manual contains all of the information you need to use the WinTen PH
60. nd click Finish to complete the task Back Finish gt Cancel WinTen PHAS 2 6 2006 Edition 50072 Submission Management Page 55 Sub Indicator 1 Tab This sub indicator deals with the length of time that each unit spent vacant between residents El Maintain 50072 Form Submissions File Edit View Help 0 FHAS Sub lndicatar Number 1 Vacancy Unit Turn Around 14920 12400 Total number of turnaround days 0 12500 Total number of vacancy days exempted for Captial Fund 0 1 500 Total number of vacancy days exempted for Other Reasons f4 72700 Total number of vacant units turned around and leased in the PH4 s immediate past fiscal pear 24 12800 Average number of calendar days units were in Down Time 101 58 2900 Average number of calendar days units were in Make Ready Time orara 13000 Average number of calendar days units were in Lease Up Time Y13100 Average Unit Turnaround Days WinTen PHAS 2 6 2006 Edition 50072 Submission Management Page 56 Sub Indicator 2 Tab Sub Indicator 2 Capital Fund assesses perfor mance under your modernization now known as Capital Fund programs All of its components apply to the following programs Comprehensive Grant Program CGP Comprehensive Improvements Assistance Pro gram CIAP Lead Based Paint Risk Assessment LBPRA funding granted in Federal Fiscal Years FFYs 1992 95 Components 3
61. nent 2 WinTen PHAS 2 6 2006 Edition 50072 Submission Management Page 6l Component 2 Sub Tab Sub Indicator 4 This component deals with your agency s annual inspection of non dwelling units common areas and all other physical facilities not covered by the previous component El Maintain 50072 Form Submissions File Edit View Help WEA EIRE gt FHAS Sub lndicatar Number 4 Annual Inspection of Units and Systemes Component Number 2 Annual Inspection of Systeme including Common Areas and Non Dwelling Space fo ATTIO0 Total number of sites 00 4117200 Total number of sites exernpted from the inspection of systerns fo 11300 The total number of sites where all systems were inspected in accordance with UPCS J 9 8114001 Total number of buildings 11500 Total number of buildings 22 1 020 from the inspection of systems 99 411600 The total number of buildings where all systems were inspected in accordance with the UPCS 0 11700 The number of buildings and sites where necessary repairs were completed to comply with Unitorn Physical Conditions Standards either during the inspection ued work orders for the repairs or referred to deficiency to the current year s or nest year s Capital Funds program 1 118500 Percentage of sites inspected 1 A119500 Percentage of buildings inspected Component 1 Component 2 WinTen PHAS 2 6 2006 Edition 50072 Submission Management Page 62 Sub Indicator 5 Tab Th
62. nents 4 and 5 WinTen PHAS 2 6 2006 Edition 50072 Submission Management Page 58 Components 4 and 5 Sub Tab Sub Indicator 2 Component 4 evaluates the quality of the physical work performed for funded programs Component 5 evaluates the adequacy of your budget controls for funded programs El Maintain 50072 Form Submissions File Edit View Help WEA VIRE PHAS Sub lndicator Number 2 Capital Fund Component Humber 4 Quality of Physical Work E CF12200 The date of the last HUD Army Corps of Engineers on site inspection andor audit related to the quality of physical work O CF12300 The number of findings related to the quality of physical work 0 CF12400 The number of findings related to the quality of physical work that have been cormected by the PHA O CF12500 The number of findings related to the quality of physical work that the PHA is in the process of correcting Component Number 5 Adequacy of Budget Controls O CF12700 Total amount of capital funds expended during the PHA fiscal year being assessed O CFIZS00 Amount of capital funds expended on approved work tems not subject to budget revisions during the PHA fiscal year being assessed O CF12900 Amount of capital fund espended under budget revisions with pror HUD approval during the PHA fiscal year being assessed 0 CFVSO00 Amount of capital funds expended under budget revisions not requiring pror HUD approval during the PHA
63. nges is counted as a day for the condi tion to which the unit is changing The one exception to this rule is a day for which a lease is in effect on the unit Confused Us too Try using these simple rules of thumb If your agency could legally charge someone rent for that day it doesnt count as a vacancy day This includes every day up to and including the day on which the old tenant s lease expires This also includes every day on and after the new tenant s lease takes effect e Assuming that a day is a legal vacancy day a lease isn t in effect at any time during that day use the condition in which the unit was in when your office closed for the day to determine what its condition is If a unit is sent to mainte nance on June 1 it doesn t matter if maintenance got the work order at 8 01 a m or 4 59 p m if the unit was in maintenance at the end of business on that day June 7 counts as a maintenance day WinTen PHAS 2 6 2006 Edition Appendix A Events Statuses and Conditions Page 70 ending date of the unit s down time to the time that Maintenance reported that repairs were completed and the unit was ready for occupancy again Make ready time is only counted in a reporting year if the unit is reoccupied during that year If a unit is not reoccupied until a later year all make ready time is counted against the year in which the unit was reoccupied For example if a unit is referred to Maintenance in Decemb
64. nth to month lease and is by default no later than the last day of the cur rent month If your agency is not using a month to month lease this is the date the unit became vacant or the date your agency became aware of the unit becoming vacant This is defined in HUD 7460 5G page 2 13 Down Time Down time is the total number of days that a unit is vacant from the actual move out date or legal expiration date of the immediate past lease whichever is later to the date that your agency refers the unit to your Maintenance department for repair of any deficiencies that were found during the move out inspection Down time is only counted in a reporting year if the unit is reoccupied during that year If a unit is not reoccupied until a later year all down time days are counted against the year in which the unit was reoccupied For example if a tenant moves out in December 2005 but the unit isn t referred to Main tenance until January 2006 the entire down time total for that period is reported for your agency s 2006 fiscal year Time that the unit spends under a capital funds plan or another exemption is not counted as down time Make Ready Time Maintenance Time Make ready time also Known as maintenance time is the total number of days that a unit is vacant from the date the unit was referred to Maintenance the Hint What does today count as For the purposes of the PHAS program any day that a unit s condition cha
65. ntly occu pied In the PHAS event world this almost always indicates that the unit is available for rental Move Out Unit Vacant The tenant has moved out Other Reasons The unit is vacant due to other reasons outside your agency s control These include natural disas ters flood tornado hurricane earthquake volca nic eruption plague of locusts comet striking the planet casualty damage or any litigation or court orders that directly involve an insurance claim For purposes of this condition a natural disaster only applies to an area where the president or gov ernor has issued a declaration or proclamation of the disaster and its time frame is limited to the one specified in the declaration or proclamation if the declaration proclamation ends so does this condi tion Likewise Casualty damage is limited to the time an insurance claim is pending as soon as the insur ance company agrees to pay the Other Reasons condition ends even if your agency hasn t actually received the check yet Days during which the unit falls under this condi tion are considered exempt from reporting even though they are still vacancy days Hint What is casualty damage Casualty damage is any insurance claim on the unit that doesnt involve a presidential or governor s declaration or proclamation of a natural disaster WinTen PHAS 2 6 2006 Edition Appendix A Events Statuses and Conditions Page 73 Ready to Lease
66. on for each selected development It does not include information on individual units Reportable Elapsed Day Reports These two reports show total reportable elapsed days per development for the selected range of dates They show total vacancy calendar days and total turnaround days as well as days for down time maintenance time lease up time and exempt time Unit Reportable Elapsed Days This report is grouped and subtotaled by develop ment but also includes each unit that had vacancy days during the selected date range Cumulative Unit Reportable Elapsed Days This report shows only summary information for each selected development It does not include information on individual units Developments Tenmast Towers Garden Acres Happy Acres Rosemont Dey Westmorland Estates Wildcat Commons Lexington Apartments Lesington Elderly Living Lexington Housing Venture Apartments Mark All Unmark Aut Report Date Start Date 01 01 2005 E End Date 12 31 2005 E Hint Vacancy days and reportable elapsed days Vacancy day reports show actual calendar days Report able elapsed day reports show days as they must be reported to HUD For more information see Appendix A Events Statuses and Conditions Developments Tenmast Towers Garden Acres Happy Acres Rosemont Dey Westmorland Estates Wildcat Commons Lexington Apartments Lesington Elderly Living Le
67. or mation screen on that unit s record This screen is also described in more detail on the following pages Maintain Building The Tools icon drop down arrow gives you access to the Maintain Building Entrance function For information on this function please see the user manual for WinTen Tenant Accounts Receivable or contact Tenmast Maintain Building WinTen PHAS 2 6 2006 Edition Unit Management Page 33 MAINTAIN UNIT INFORMATION SCREEN The Maintain Unit Information screen contains the detailed information for a single unit This screen has four tabs Main Amenities Activity Log and Lease History It always opens on the Main tab as shown below Main Tab The Master Unit Main tab contains general infor mation on the location and condition of the selected unit Use the standard WinTen toolbar icons to edit the data on this tab and save or cancel your changes El Maintain Unit Information File Edit View Help Development 004 Rosemant Dev Building Entrance 41 BL 415 LEXINGTON DRIVE 1 415 LEXINGTON DRIVE Unit Humber 284 Project 17061 POO Garden Acres Main Amenities Activity Log Lease History Al O v r Unit Information Development ME EA Building Entrance 415 415 LEXINGTON DRIVE 1 415 LEXINGTON DAYE Project KY061P002 Garden Acres 0000 Unit Number 284 0 HUDUritNof Street 48061415 O LEXINGTONDRIVE Apja Dorf City Other Unit Information
68. r the Unit Information Click the Start button to continue Cancel Add Unit Wizard Step 2 of 5 Other Unit Information Development 002 Garden Actes Building Entrance 1006M 1006 MAIN ST 1 1006 MAIN ST Project K Y061P002 Garden Acres Unit Number 3005 HUD Unit Number 1006M3005 Street Name 1006 MAIN ST 008 City State Zip LEXINGTON ky 40510 Bedrooms 2 Bathrooms 1200 Square Footage jo Accessibility None ad HUD Unit Type WU Walkup Multfamily Apt Utility Profile 10 Non dwelling Unit Merged Unit Reserved for Elderly Only Reserved for Handicap Only Instructions Enter the Other Unit Information and click the Next button to continue amp Back net gt Cancel WinTen PHAS 2 6 2006 Edition Unit Management Page 37 Step 3 Enter Rent Information Step 3 allows you to enter the unit s flat rent and utility allowance Enter the data then press PageDown or click the Next button The fields on this step are in the Rent Information section on the Main tab of the Maintain Unit Infor mation screen For information on these fields see Rent Information in the previous section Step 4 Enter Rent Information Step 4 allows you to identify the unit s amenities Check each amenity the unit has then press PageDown or click the Next button Step 5 Confirmation Step 5 allows you to confirm all of the
69. s as Needed Throughout the year enter unit activities manually to record units with exempt conditions or statuses For information on exempt conditions and sta tuses please see Appendix A Events Statuses and Conditions For help on entering unit activity records see Activity Log Tab in the Unit Manage ment chapter of this manual If your agency uses the WinTen Tenant Accounts Receivable WorkOrder and Public Housing Inspections programs PHAS automatically tracks information related to inspections tenant move outs vacancy fix ups and tenant move ins as well as completion times for emergency and non emer gency work orders Under normal circumstances you do not have to enter this information manually Print amp Verify Reports Immediately after the end of the fiscal year print and verify the Cumulative Unit Vacancy Turn around Vacancy Days report and the Work Order Status Worksheet Summary PHAS report See the Reports chapter of this manual Correct Unit Activity Records as Needed If you find any errors or discrepancies in the reports correct them by editing the work orders and or the activity records for the affected units For help on editing unit activity records again see Activity Log Tab in the Unit Management chapter of this manual For help on editing work orders please see the user manual for WinTen WorkOrder Create a Submission Record After all errors have been corrected cre
70. submission Assigned Identifier The PHAS program uses this non editable number to identify the submission record It is for internal use only Version of 50072 Form This non editable field identifies the version date of the 50072 used for the submission Recalculate ALL Sub Indicator Totals Clear All Values and Recalculate WinTen PHAS 2 6 2006 Edition 50072 Submission Management Page 53 Add Submission Records The Add Form 50072 Submission Wizard allows you to add a submission record To start this wizard click the Add icon on the Main tab Add Form 50072 Submission Wizard The Add Form 50072 Submission Wizard contains three steps Step 1 Enter Submission Information Step 1 allows you to enter all the general sub mission information except developments Enter the data then press PageDown or click the Start button The fields on this step correspond to the fields on the Main tab For information see Main Tab Data Fields above Step 2 Select the Developments Step 2 allows you to select the developments for the submission Check all developments you want to include then press PageDown or click the Next button L Add Form 50072 Submission Wizard Step 1 of 3 Enter Submission Information PHA AME Name Tenmast Housing Authority FY Ending Date 03 30 2005 Submission Date 1070772005 Board Resolution Number 20051009 Board Resolution Date 10 05 2005
71. t Alt X gt is performed by holding down lt Alt gt and pressing lt X gt The lt Ctrl gt and lt Alt gt keys are keys that modify the way that the computer interprets other keys much like lt Shift gt does When a key combination includes one of these keys it s best to press and hold the modifying key before pressing the other key in the combination because the modifying key won t type anything To continue the previous comparison this is like using lt Shift gt to capitalize the letter a while doing word processing If you pressed and held lt A gt before pressing lt Shift gt you d type something like aaaaaaaA However if you pressed and held lt Shift gt first you d just type A The same holds true for issuing commands with key combinations that include lt Alt gt or lt Ctrl gt WinTen PHAS 2 15 2006 Edition WinTen Basics Page 3 with focus without focus Buttons In all WinTen programs the screens contain but tons to access functions Buttons are square or rectangular and may contain pictures text or both This manual indicates a button with its name the Reports button and or a picture as shown at right You can use buttons in three ways 1 Point and click 2 Move focus to the button and press lt Enter gt remember you move focus with lt Tab gt or the arrow keys 3 Press the key that corresponds to the under lined letter on the button if the
72. t from reporting even though they are still vacancy days Hint Exempt from Reporting Vacancy days that are exempt from reporting are days that HUD won t penalize your agency for Six of the conditions indicate exempt vacancy days Generally speaking if the unit is vacant because of legal or physical reasons beyond your agency s control HUD understands this considers it an exempt day and won t penalize your agency for it WinTen PHAS 2 6 2006 Edition Appendix A Events Statuses and Conditions Page 72 Maintenance Your maintenance department is performing one or more Vacancy Fix up Work Orders on the unit Days during which the unit falls under this condition are reported as Maintenance Time Market Conditions The unit is vacant due to changing market con ditions HUD 7460 5G page 2 10 paragraph 3 defines this as HA s in communities that are undergoing dramatic population loss or economic dislocations that experience resulting vacancies The Form WHUD 50072 Instruction Guidebook defines changing market conditions as related to declining population no waiting list competitive housing stock or particular problems matching a certain bedroom size with a segment of the avail able population Days during which the unit falls under this condi tion are considered exempt from reporting even though they are still vacancy days Move In Unit Occupied The unit is available for rental or is curre
73. t three bears enter average number of days 2206 71 W10800 Average completion days WinTen PHAS 2 6 2006 Edition 50072 Submission Management Page 60 Sub Indicator 4 Tab This sub indicator covers your agency s annual inspection of its units under the Uniform Physical Condition Standards UPCS Component 1 Sub Tab Sub Indicator 4 This component deals with your agency s annual inspection of dwelling units El Maintain 50072 Form Submissions File Edit View Help WEA IRE PHAS Sub lndicatar Number 4 Annual Inspection of Units and Systemes Component Humber 1 Annual Inspection of Dwelling Units 240 A10000 The total number of ACC units 10100 The sum of the units exempted where the PHA made two documented attempts to inspect and is enforcing the lease A1O200 Vacant units exempted for Capital Fund modernization A103300 Vacant units exempted for other reasons 982 A110400 Total number of units inspected using the Uniform Physical Condition Standards UPCS 0 AT0550 Total number of units inspected that did not require repairs 623 ATOBO0 The number of units where necessary repairs were completed to comply with Uniform Physical Conditions Standards either during the inspection sued work orders for the repairs or refered the deficiency to the current year s or nest year s Capital Funds program 240 A107000 Adjusted units available 4 09 A10800 Percent of units inspected by PHA Component 1 Compo
74. ta Fields create custom events Most activity types will corresponds to HUD defined PHAS events but A unit activity type contains two data fields this is not required Activity Description and Event Description After you have set up your activity types you can Both are required assign them to specific unit activity records See Activity Description above This is a short text description to identify your You can use the Maintain Unit Activity Types agen gt CUStOMmac ny pe screen to enter and maintain unit activity types Event Description To open this screen click the Tools icon drop This field offers HUD s ten possible PHAS events down arrow on the Activity Log tab and then click Each of your activity types can correspond to one Maintain Activity Type of these events or to none Maintain Activity Type El Maintain Unit Activity Type File Edit View Help Ale Wole e m _ Activity Description 2 00 0 Market Conditions g Always flooding Cannot be rented Market Conditions Combining with other unit Unit Deprogranirning Constuction completed and contractor signs over unit Ready to Lease Employee Occupied Unit None E Insurance claim water fire etc Other Reasons Left property Resident property in Unit al Maintenance Unit Make Ready Maintenance New Lease effective for the Unit Move ln Unit Occupied Non divelling Unit
75. the program reaches a set of conditions that allows the option to work again For example when you initially enter an Edit Review screen to review data the Save icon is grayed out because you have not made any changes that need to be saved Once you click the Edit icon and edit the data on the screen the Save icon be comes active returning to full color You can then use the Save icon to save your changes Bo Save icon grayed out if ld Save icon active WinTen PHAS 2 15 2006 Edition Winlen Basics Page 8 Pull Down Menus Pull down menus are located above the toolbar and consist of one or more words each with one letter underlined A pull down menu is another way to access the functions on the toolbar and some pull down menus contain additional options that are explained in each program s documentation To open a pull down menu either click the word or press lt Alt the underlined letter of the word gt For example to open the Tools menu shown to the right you would press lt Alt T gt When the menu opens it displays a list of commands that you can execute as shown to the right The open pull down menu to the right contains standard options such as Next Item Previous Item and Search It also contains additional commands that are specific to the Tenant Accounts Receivable program the program in which this particular pull down menu appears To execute pull down menu commands with the mo
76. to where you want to place the object and then release the button rs the mouse pointer WinTen PHAS 2 15 2006 Edition Winlen Basics Page 2 Keyboard Actions There are many ways to issue commands in the WinTen programs with your keyboard When this manual instructs you to press a key or keys it refers to the keys on your keyboard The manual indicates a specific key by enclosing it in less than and greater than signs For example lt Enter gt means the Enter key Moving Focus When you first enter a screen focus is on a par ticular button or data field The program shows fo cus with a dotted line around the inside of a button as shown at right or a flashing cursor in a data field When a button has focus you can activate it by pressing lt Enter gt which has the same effect as if you had clicked on it When a data field has fo cus you can type data into it You can move focus in either situation by pressing lt Tab gt If you are on a menu of buttons you can also move focus by us ing the arrow keys Keyboard Shortcuts Some commands have keyboard shortcuts This means you can execute the command through a combination of keys Keyboard shortcuts use a combination of a letter or number key plus either the lt Alt gt Alternate or lt Ctrl gt Control key The manual abbreviates these commands in the format lt key key gt For example a command that you give by pressing l
77. ult font for the selected report Print Range The Print Range set of radio buttons allows you to specify whether to print all pages of the report or just a selected range If you select the Pages radio button the From and To data fields next to it become available Enter the starting and ending page numbers of the range of pages you want to print in these data fields Copies Number of Copies This data field allows you to specify how many copies of the report you want to print This field is always set to 1 when the dialog box first opens Collate If you have chosen to print more than one copy of the report and the printer to which you are send ing the report supports multiple copy collation this check box becomes available Check this check box if you want the copies to be collated Output Options Paper Source This drop down selection box allows you to select the paper source that the printer will use for the paper on which the report will be printed Duplex If the printer support duplex both sides of the pa per printing this drop down selection box is avail able You can use it to select no duplexing duplex ing along the long side of the paper or duplexing along the short side of the paper Print Report rosea T or Ei Hint Fast Draft Printing Fast draft printing is a function that Tenmast has incorpo rated into this program to overcome the speed limitations of the Windows operating syst
78. use click on them You can also use the key board to access the menu options in two ways 1 Use the lt up arrow gt and lt down arrow gt keys to move focus to the desired option then press lt Enter gt to execute it 2 Some commands have a keyboard shortcut shown to the right of the menu option see Keyboard Shortcuts above These keyboard shortcuts can be used at any time even if the pull down menu is not open Note that many of the options that have keyboard shortcuts have corresponding toolbar buttons Dialog Boxes Occasionally a small window appears on top of the screen in which you re currently working This is called a dialog box The contents of dialog boxes vary Some contain pertinent information and have a single button which makes them disappear while others allow you to specify options for a procedure that you ve told the program to perform Tools Big Gen Mest bern Ctrl Previous bem Ctrl F Change Social Secunty Humber Fet Deposit Transter Aefurnd Security Deposit Transter Refund Move Out Transter Special Message Promssory Hote qreement Betoachve Rent amp Aqreement Print Stork 91961 Bill Posh Work Arder Unpost Work 8 Mark Tenant tor Deletion 1210 Tenant for Deletion Search Confirm Q Are you sure you want to Abandon these changes WinTen PHAS 2 15 2006 Edition WinTen Basics e Page 9 Drop Down Selection Boxes Some screens have a data entry
79. xington Housing Venture Apartments Mark all Unmark Al Report Date Start Date 01 01 2005 El End Date 12 31 2005 E WinTen PHAS 2 6 2006 Edition Reports Page 28 Work Order Status Worksheet Summary PHAS Developments This report is a detailed listing of all work orders aT enma Towers submitted and or completed during the selected a 0 reporting period sorted by PHAS classifications C 004 Rosemont Dev It shows each individual work order sorted by cat Z 00E ideat Commons gt 0 r Lesington Apartments 5991 008 Lesington Elderly Living 009 Lexington Housi When you select this report the lower right corner ar A aera of the screen displays a set of check boxes that T Mark All C Unmark All correspond to the different versions of this work sheet Each box you check will preview and print Date Filte ea eee Gia ae Empty PHAS Code in Work Orders Outstanding System Deficiency 0 SID Completed System Deficiency WO SID Emergency WO Outstanding Not Completed 24 hra Completed Emergency ork Orders Outstanding Non Emergency Work Orders Completed Non Emergency ork Orders Excluded PHAS Work Orders Suramary Z Mark Al WinTen PHAS 2 6 2006 Edition Reports Page 29 WinTen PHAS 2 6 2006 Edition Reports Page 30 UNIT MANAGEMENT The Unit Management area of PHAS contains one record for each of your

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