WinTen - Tenmast Software
Contents
1. amp Participants search Add Edit Participants Frint Reports N TN Reindex Pack Tables Setup Maintain Setup Data l Exit WinTen Shelter Plus Care 12 31 2002 Edition Reports Page 5 1 REPORTS SCREEN The Reports screen contains the report options for Shelter Plus Care The left side of the screen contains a set of radio buttons with which you can select a report to produce The right side of the screen contains the formatting and filtering options for the currently selected report Shelter Plus Care Reports WinTen Shelter Plus Care 12 31 2002 Edition Reports Page 5 2 Producing a Report To produce a report select its radio button Set all of the formatting options for the report then click the Print or Print Preview button If you click the Print button a standard WinTen print control dialog box opens Select the printing op tions for the report and click OK If you click the Print Preview button a print preview screen opens with the selected report Review the report from this screen and close it when you are finished Available Reports Participant List by Agency This report lists each outside agency in your Shel ter Plus Care database along with the participants who have received supportive services from it You can filter this report to include all participants or only current participants to include only par ticipants in a single project to include only a single2. This starts the Add Participant wizard which is de scribed in detail on the following pages Edit Review Button Click this button to review and or edit the currently selected participant This opens the Maintain Par ticipant screen on that applicants record This screen is described in more detail on the following pages WinTen Shelter Plus Care 12 31 2002 Edition Maintain Participants Page 4 3 Add Participant Wizard The Add Participant wizard controls the process for adding a new participant to the Shelter Plus Care participant database Step One oelect the tenant you are adding The Tenant Name drop down selection box contains a list of all tenants who are in the Occupancy and Rent Cal culation program s tenant database in the current data area When you select a tenant the program automati cally selects the correct project number for the ten ant if one is available lf the field remains blank select the correct project Click the Start button to proceed to Step Two Step Two The program defaults the tenant s recommended date the date on which the tenant was recom mended as a S C participant and start date the date on which the tenant entered your agency s S C program to the current system date If these dates are not correct change them Select the participants caseworker and status code if applicable Click the Next button to proceed to Step Three Add Participant Wizard Step 1
3. 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 host E o E 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 systems 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 Shelter Plus Care 12 31 2002 Edition Winlen Basics Page 1 14 Wizards In software terms a wizard is a part of a progr
4. see the remainder of this chapter Add Participant Wizard Step 3 of 5 Ba aha the Pes O Chrarie Substance Abuee OS8 E Substance Abuse Facity SO Enter the Participants Move In information and press the next button to continue Add Participant Wizard Step 4 of 5 Supplemental Security Income ocial Security Disability Income ocial Security eneral Public Assistance ANF mployment income Wages nemployment Benefits Medicare edicaid Food Stamps Other Enter the amount of income the participant was recieving at the time of move in Add Participant Wizard Step 5 of 5 15660 00 Confirm the above values and click Finish to complete the task WinTen Shelter Plus Care 12 31 2002 Edition Maintain Participants Page 4 5 MAINTAIN PARTICIPANT SCREEN The Maintain Participant screen contains the com plete data on one Shelter Plus Care participant It is divided into two tabs General and Match It al ways opens on the General tab as shown below General Tab The General tab contains the participants basic information that must be tracked for S C reporting It is divided into three sub tabs Participant Move In Move Out and Income This tab always opens on the Participant sub tab as shown below General Tab Controls Move Out Button The Move Out button starts the Terminate Partici pant wizard which controls the process for record ing the end of the participants S C p
5. 7 Software Public Housing Documentation h mkttemmktph amp Participants search Add Edit Participants Print Reports Reindex Pack Tables Setup Maintain Setup Data l Exit WinTen Shelter Plus Care 12 31 2002 Edition Reindex Page 6 1 When to Reindex Occasionally index files can become corrupted This means that such a file s data is no longer com plete and it may not be in a form that Shelter Plus Care can read The most common indicator of a corrupted index file comes when you search for a record that you know is present and the program does not find it Reindexing solves this problem by going through each database and rebuilding the index file for it CAUTION You must make sure that no one else is using Shelter Plus Care before using this feature Reindexing rewrites files which can cause damage to the data within those files if they are already open when Shelter Plus Care attempts to index them When to Pack While you are reindexing you also have the option to pack Shelter Plus Care s databases Packing is a process by which the program removes all blank or deleted entries from its databases thereby re ducing the size of the files CAUTION Tenmast recommends that you do not perform packing un less specifically instructed to do so by Tenmast Training amp Support personnel Packing permanently removes deleted records Once you have packed data that the packing proce
6. Eg z z z z izizizik ooo O O 0 0 iR 2117 001 al Winlen Shelter Plus Care 12 31 2002 Edition Winlen Basics Page Other Standard Buttons The following buttons appear throughout the WinT en programs They allow you to make choices 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 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 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 button is grayed out because you have not made any Save button grayed out changes that need to be saved Once you click the Edit button and edit the data
7. Sun Man Tue Wed Thu Fri 1 2 3 2 b f 8 3 JU i2 13 14 15 16 17 19 20 21 22 kh 24 eh 2 28 23 3U ool J Today 0571172000 Hecervables Payroll Payables e Winlen Basics Page 1 10 Sat 4 11 18 2h Scrollbars Many times a table of records holds more re L CIRCLE PU PUPA cords than the program can fit on the screen The scrollbar is found on the right edge of the table To NB TUN HEIBH move up or down through the table click on the ALLEY 3445 small black triangles at the top and bottom of the CHESTER STREET 125 scrollbar The small box between the triangles is a rough indicator of where you are within the table BRIDGE ROSAL think of it as being similar to an elevator s display ONC RD ao that shows how close to the top or bottom of the IDSBLIRG RD 123 building the car is T CIRCLE 147 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 NV EMNLUE NOTE Some drop down selection boxes have vertical 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 WinT
8. 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 to where you want to place the object and then release the button t the mouse pointer WinTen Shelter Plus Care 12 31 2002 Edition WinTen Basics Page 12 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 spec
9. are currently in the database while the bottom portion of the sub screen contains the detailed information for the currently selected caseworker Shelter Plus Care shares its caseworker data with Win Ten Applicant List Any changes you make in either program Will affect the caseworker records in both programs Edit the data on this sub screen and save or cancel your changes with the standard WinTen controls ANS uL A A ES DO DD I ETT td 10 DABNEY KATHY J LEWIS MARK TE fiz RICHARD SYRCLE B59 455 8061 249 BE K SMITH 3 MRS JAME ZIMMER a ANM MCGUIRE EE BE MARK n HOLLY GODSEY a TODD HAMILTON Bia KIM ZE4H B59 455 8061 235 Lucas LUCAS DIRRAL B59 455 8061 262 Caseworker Code e First amp Last Mame TRAVERS D Work Phone 1 Extension EM Mobile Phone 1 Pager Phone fi Home Phone fi E mail Address WinTen Shelter Plus Care 12 31 2002 Edition Setup Page 3 8 Maintain Caseworkers Sub Screen Controls Change Caseworker Code Button This button opens the Change Caseworker Code dialog box This dialog box enables you to edit the selected waiting list s unique identifying code When you change a caseworker code the program updates its databases changing that waiting list code to its new value in every record associated with that code Maintain Caseworkers Sub Screen Data Fields Caseworker Code This is the caseworker s unique ide
10. comparison this is like using Shift to capitalize the letter a while doing word processing If you pressed and held lt A gt before pressing Shift you d type something like aaaaaaaA However if you pressed and held Shift first you d just type A The same holds true for issuing commands with key combinations that include Alt or Ctrl WinTen Shelter Plus Care 12 31 2002 Edition Winlen Basics Page 1 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 Enter 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 button has text on it On the Reports button shown to the right this would be R 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
11. currently selected record from the data base In most cases the program prompts you to confirm your intent to delete that record This is a safeguard 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 Button The Edit button 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 button unlocks the currently selected record and allows you to enter updates or changes Save Button The Save button is a floppy disk After editing or entering data click this button to save your work on the currently selected record to the database Cancel Button The Cancel button is a circle with a line through it This button 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 safeguard to prevent accidental loss of data Previous Button The Previous button is a left pointing arrow Click ing on this button takes you to the previous record in the current database Next Button The Next button is a right pointing arrow Clicking on this button takes you to the next record in the current database Print Button The Print button is a picture of a printer If
12. of 5 PLOSKIN DANIEL 832 83 2852 PINEBROOK Select a tenant from the Occupancy and Rent program than press Next to continue Add Participant Wizard Step 2 of 5 12 30 2000 E 12 3 2000 E DIRRAL LUCAS ER Enter participnat information and press Next to continue WinTen Shelter Plus Care 12 31 2002 Edition Maintain Participants Page 4 4 Step Three The program defaults the participants move in date to the current system date If this date is not correct change it If the participant is a veteran check the Veteran Dox Select the participants referral source problem code and current living situation Click the Next button to proceed to Step Four Step Four In the table of income types enter the amount of income that the participant is receiving from each source as of the date of entry to the S C program Click the Next button to proceed to Step Five Step Five The wizard displays all of the data you ve entered for the participant Review it If you need to make any changes click the Back button to go back to the appropriate step and make those changes If everything shown in Step Five is correct click the Finish button to complete the participant addition process and save the data in a new participant record If you click the Finish button the Add Participant wizard closes and the Maintain Participant screen opens on the new participant record For more in formation on this screen
13. outside agencies such as job skill training transportation and medi cal services At the end of each fiscal year your agency must submit an Annual Progress Report to HUD This report shows the amount of rent subsidy that each tenant received along with the corresponding supportive services The WinTen Shelter Plus Care SPC program enables you to track these supportive services by tenant and agency providing you with all the data required to produce the Annual Progress Report The program draws tenant data from the WinTen Occupancy and Rent Calculation program to com pile a separate database of S C participants It also maintains its own database of outside sup portive service agencies You can record individual instances of supportive services for each tenant in the participant database Hint S C vs SPC In this manual S C refers to the HUD program or your agency s program while SPC refers to the WinTen soft ware WinTen Shelter Plus Care 12 31 2002 Edition Program Overview Page 2 1 WinTen Shelter Plus Care 12 31 2002 Edition Program Overview Page 2 2 Man MENU The Main Menu is the starting point for using each function of the Shelter Plus Care program This manual details each of these functions in its re spective chapter 2 0 x File Help nmast Software Public Housing Documentation h mkttemrmktph search Add Edit Participants Frint Reports gne Reindex Pac
14. outside agency and or to include only participants who were active within a certain range of dates Participant List by Project This report lists participants in your Shelter Plus Care database grouped by project You can filter this report to include only partici pants in a single project and or to include only participants who were active within a certain range of dates Housing Assistance Listing This report lists participants in your Shelter Plus Care database who were active in your agency s SPC program as of the last day of the previous fis cal year You can filter this report to include only partici pants in a single project and or to include only participants who were active within a certain range of dates ALL PROJECT HAMES 7 WinTen Shelter Plus Care 12 31 2002 Edition Reports Page 5 3 Referral Source Listing This report lists participants in your Shelter Plus Care database grouped by referral source You can filter this report to include only participants in a single project to include only participants with a specific referral source and or to include only participants who moved in within a certain range of dates Age Gender Race Listing This report provides a statistical breakdown of the name age gender and race of all participants in your Shelter Plus Care database who were active within a selected range of dates You can filter this report to include only participants in a single p
15. to include only participants in a single project and or to include only partici pants who were active within a selected range of dates Income Source Listing Project Selection SLL PAOJECT NAMES Date Hang Dates From To H Income Source Mowve n C Move Out Report Type Summary Detail Length of Stay Listing Project Selectio SLL PROJECT NAMES Date Hang Dates From EA El To Lj Report T vp Summary C Detail Reason For Living Listing Project Selection SLL PROJECT NAMES Y Reason For Leavin amp LL REASON FOR LEAVING Date Hang Dates From FEN E To E Report Type Summary Detail Destination Listing Project Selection ALL PROJECT HAMES Move Out Destination Selectia Date Rang Report Type Veterans Listing Fraject Selection Date Hange WinTen Shelter Plus Care 12 31 2002 Edition Reports Page 5 5 WinTen Shelter Plus Care 12 31 2002 Edition Reports Page 5 6 REINDEX This function rebuilds the indexes that Shelter Plus Care uses to search for specific records within its databases Index file are similar to a library s card catalog they tell the computer the location of the data for which you are searching Indexing data bases is safe to do at any time it does not need to be done at a specific time of the month or the year To initiate the reindexing process click the Reindex button or press lt I gt from the Main Menu She s l nmast
16. using a bookmark or jump to another help screen by click ing the underlined keywords F9 Key Change Password Pressing F9 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 Shelter Plus Care 12 31 2002 Edition Winlen Basics Page 1 12 Print Dialog Box pam 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 ost E on 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 print 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 selec
17. you are in the Reports screen of a program this but ton opens the Print Report dialog box to print the currently selected report If you are in any other screen this button opens a drop down menu that allows you to select and print a report that is rel evant to that screen Print Preview Button The Print Preview button is a sheet of paper with a starburst behind it This button 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 Shelter Plus Care 12 31 2002 Edition Winlen Basics Page 1 6 Search Button The Search button 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 desired record instead of scrolling through records one at a time with the Previous and Next icons Report Generator Button The Report Generator button is an open book This icon accesses the user defined data fields for the current database For more information see the Tenmast Custom Report Generator manual If your agency does not use th
18. you to track the supportive services that your agency s SPC participants re ceive The top portion of this sub screen contains a table of all outside agencies in the database while the bottom portion contains the detailed infor mation for the currently selected agency Edit the data on this sub screen and save or cancel your changes with the standard WinTen controls s Maintain Outside Agencies Dutside Agency Name Outside Agency Mame LL Contact LL Street Address NENNEN S amp smekzo a Telephone 1 Extension Fax Humber 1 E mail Address NEN Web AddressUAL LL WinTen Shelter Plus Care 12 31 2002 Edition Setup Page 3 4 Maintain Outside Agencies Sub Screen Data Fields Outside Agency Name This is the name of the agency Contact This is your agency s primary point of contact at the outside agency Street Address This is the agency s street address City State amp Zip This is the agency s city state and zip code Telephone This is the agency s phone number Fax This is the agency s fax number E mail Address This is the agency s email address Web Address URL This is the agency s Web address WinTen Shelter Plus Care 12 31 2002 Edition Setup Page 3 5 Maintain Status Codes Sub Screen Each participant in Shelter Plus Care s database can have a single status code assigned Status codes are user defined codes that enable you to fil ter reports
19. 132 Venture Court Suite 1 n m da st Lexington KY 40511 S f t http www tenmast com Wa re Support 877 359 5492 Because Software Should Be Simple support tenmast com Marketing 877 836 6278 info tenmast com Fax 859 367 7480 WINTEN SHELTER PLUS CARE User Manuat Version 12 31 2002 For Program Version 12 31 2002 AND LATER 2002 Tenmast SOFTWARE 02002 Tenmast Software All rights reserved WinTen Shelter Plus Care User Manual 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 commit ment by Tenmast Software Tenmast Software as sumes 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 retrival 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 organizations and individuals with a current Update and Support Agreement with Tenmast Software for the mainte nance and support of Tenmast Software s WinTen Shelter Plus Care program Any references to company housing a
20. a table of all of the Shelter Care S C participants in Shelter Plus Care s database From this screen you can add a new participant or review and edit an existing participant s record Browse Active Participants 1 1 gs pM LastName FirstName MI SSN PCHARSKI JULIANA G 83488 3282 None Hag LAURA s 05 99 4204 No OO ross so 0082203 No O Lao NN Non O eoemsoN Ropy 8449994 None seANaLER RICHARD 95825 9255 None WinTen Shelter Plus Care 12 31 2002 Edition Maintain Participants Page 4 2 Browse Participants Screen Controls Active and Inactive Buttons This pair of buttons enables you select the partici pant database with which you want to work Active participants are those who are currently receiving Shelter Care S C supportive services lnac tive participants are those who were involved in the program at one time but no longer are Sort By This set of radio buttons determines the order in which the participant records are displayed in the table Search For This data field enables you to search for a specific participant record Enter the target of your search in this data field and click the Go button The pro gram searches whichever set of fields you have selected with the Search By radio buttons and highlights the first record in the table that matches your search target Add Button Click this button to add a new participant
21. am 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 or pesss Page Down 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 or press Page Down to move to the next step click the Back button or press Page Up to return to the previous step or click the Can cel 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 a summary of the data you have entered in all previous steps Review it to make sure it is correct Click the Back button or press Page Up to return to the previous step click the Cancel button to cancel the wizard
22. articipation For more information on this wizard see the end of this chapter Participant 832 832852 General Supportive Services flit se 5 ox oe First MI Last Name DANIEL jo ROsKN Care OF Street 1559 ARMSTRONG MILLARD City State zip LEXINGTON KY 40517 Praject PPREBROOK gj Hecommeded Date 2 30 2002 E Program Start Date 2 30 2002 E Case Worker DIRRAL LUCAS M Status Mone Participant Information Move lns Move Uuts Income Detal WinTen Shelter Plus Care 12 31 2002 Edition Maintain Participants Page 4 6 Participant Sub Tab This sub tab contains the identifying and program participation information for the participant Use the standard WinTen controls to edit the data on this sub tab and save or cancel your changes Participant Sub Tab Data Fields First MI Last Name This is the participants name Care Of This is the individual to whose care mail to the par ticipant should be sent Street This is the participant s street address City State Zip This is the participant s city state and zip code Project Number This is the participants project number Recommended Date This is the date on which the participant was rec ommended to your agency s S C program Program Start Date This is the date on which the participant enrolled in your agency s S C program Caseworker This is the caseworker assigned to the pa
23. en 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 HELKLEMTER Head SSN 544 171 5645 Effective Date 05 31 2001 amp v CEOs AG SSN 544 11 5649 Unit Head First Name MURRAY Building Entrance WinTen Shelter Plus Care 12 31 2002 Edition WinTen Basics Page 1 11 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 o ol ol Allowance Excess Charge for Excess NNNM Function Keys Across the top of your keyboard is a set of twelve keys designated F1 through F12 These are the function keys Currently only F1 and F9 have functions in the WinTen programs F1 Key Help Pressing F1 opens a Help dialog 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
24. en you click the Notes button It contains all of the notes K Notes button for one selected record in a database 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 button Enter the date subject and content of the note then click the Save button To edit an existing note select it in the table and click the Edit button Make your changes then click the Save button ik Maintain Notes 1071072001 Change Bedroom Size all records 8 9 2001 Remove from SECTION 8 LIST amp BR 1 87 2001 Add Applicant 10 10 2001 E Change Bedroom Size all records Divorce finalized wife has custody of children Applicant now only needs TBA unit WinTen Shelter Plus Care 12 31 2002 Edition Winlen Basics Page 1 16 PROGRAM OVERVIEW Shelter Plus Care S C is a HUD program de signed to provide funding for homeless people with disabilities Specifically S C targets home less who are mentally disabled or living with AIDS Your agency can use the funding to subsidize rent for Public Housing Section 8 and even TRACS housing but the program manager must match the S C housing subsidy shelter with equal dollars in supportive services care from
25. every effort to make this manual as comprehensive as possible no docu ment can cover all contingencies If you encounter problems with Shelter Plus Care call the Tenmast Training amp Support Department toll free at 877 359 5492 or send email to support tenmast com Revisions To better serve our clients we constantly update our manuals just as we constantly make improvements in our programs If you find an error or omission in this documentation or have a suggestion for improv ing it call the Tenmast Marketing Communication Services Department toll free at 877 836 6278 or send email to info tenmast com Hint Downloading Manuals You can find the current version of this manual in the Client Service Area of our Web site at htto www tenmast com All manuals are available in PDF file format You must have version 4 0 or newer of Adobe Acrobat Reader to open and print manuals You can also order printed copies of the manual through our Marketing Communication Services Department WinTen Shelter Plus Care 12 31 2002 Edition Introduction Page l l WinTen Basics The WinTen programs are designed to provide quick and easy access to commands and data throughout Tenmast s programs In WinTen pro grams 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
26. 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 available 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 available if the program only has one data area in which to work Program Directories PUBLIC HOUSING SECTION 8 CERTIFICATES WinTen Shelter Plus Care 12 31 2002 Edition Winlen Basics Page 1 4 Version Button This button opens a dialog box shown at far right that displays the version date of the program Click the OK button to close this dialog box Information 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 cha
27. for individuals who fit a certain criterion The Maintain Status Codes sub screen enables you to edit the statuses that Shelter Plus Care rec ognizes for individual participant records Edit the data on this sub screen and save or cancel your changes with the standard WinTen controls Bs 7 E as er SE Status Cade Status Code Description WinTen Shelter Plus Care 12 31 2002 Edition Setup Page 3 6 Maintain Status Codes Sub Screen Controls Change Status Code Button This button opens the Change Status Code dialog box This dialog box enables you to edit the se lected status unique identifying code When you change a status code the program updates its da tabases changing that status code to its new value in every applicant record that has that status Maintain Status Codes Sub Screen Data Fields Status Code This is the unique identifier for the selected status up to 10 characters Description This is the short description of the selected status up to 40 characters WinTen Shelter Plus Care 12 31 2002 Edition Setup Page 3 7 Maintain Caseworkers Sub Screen The Maintain Caseworkers sub screen enables you to add edit and delete caseworker records Caseworker records enable you to associate a specific caseworker with each participant in Shelter Hint These caseworkers look familiar Plus Care s database The top portion of this sub screen contains a table of all caseworkers who
28. h the participant left your agency s S C program You cannot edit this field the program fills it in automatically when you run the Terminate Participant wizard WinTen Shelter Plus Care 12 31 2002 Edition Maintain Participants Page 4 9 Income Detail Sub Tab This sub tab contains a table of all income cat egories that must be recorded when a participant enters and leaves S C Use the standard WinTen controls to edit the data on this sub tab and save or cancel your changes 5 Shelter Plus Care X 932 803 2852 PLOGKIM DAHIEL O E T Social Securty Disabiity Income SSC SocalSecuty OOOO 00 O00 General Puble Asma OOOO o o TA SSC DIC HN E Meteransbeneits TS 00 Employmentincome Wages o 000 UrembymenBendit O OOOO o O00 Meam o S o Medicaid Food Stamps ther WinTen Shelter Plus Care 12 31 2002 Edition Maintain Participants Page 4 10 Supportive Services Tab The Supportive Services tab enables you to record every instance of supportive service that the S C participant receives The main area of this tab contains a table of every supportive service The bottom area contains the detailed information on the currently selected service Use the standard WinTen controls to edit the data on this tab add or delete service records and save or cancel your changes Shelter Plus Care EX 932 803 2852 PLOGKIM DAHIEL O 12 30 2002 LOMIPREHENSIVE LARE CEP 165 00 Initial evaluatio
29. ific key by enclosing it in less than and greater than signs For example Enter 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 Enter 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 Alt Alternate or Ctrl Control key The manual abbreviates these commands in the format lt keytkey gt For example a command that you give by pressing lt AlttX gt is performed by holding down Alt and pressing X The Ctrl and lt Alt gt keys are keys that modify the way that the computer interprets other keys much like Shift 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
30. is program this icon has no effect Other Functions Button The Other Functions button 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 button these commands will be described under the Other Functions or Tasks header for that screen Typically the Other Functions menu en ables you to use one or more wizards described later in this chapter Notes Button The Notes button is a musical note It appears on screens that contain one record in a database This button opens the Maintain Notes sub screen described later which allows you to add review and edit notes on the selected record Show Hide Button The Show Hide button is a window shade It ap E pears on screens which have both large tables and data fields This button 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 but ton again brings them back into view See the two screen images below for an example of this icon in action 2 Setup Income Deductions and Taxes Ledger G F d 2 Z Z 2Z Z e oo 0 0 0 0 o gs 2117 003 2117 002 2117 002 2117 004 ension 2117 005 Health Ins 2117 006 United Way 2117 008 z zi amp zizizizb oOo Oli O O O Ogy z z lt z z z z zz zz zz zh O O O O O o o
31. k Tables Setup Maintain Setup Data l Exit WinTen Shelter Plus Care 12 31 2002 Edition Program Overview Page 2 3 WinTen Shelter Plus Care 12 31 2002 Edition Program Overview Page 2 4 SETUP The first time you run Shelter Plus Care the first option you should select from the Main Menu is Setup All WinTen programs have Setup func tions The settings in the Setup screen control the program environment and you can change many aspects of the program s operation through these settings Be careful to enter the proper information as inaccurate settings can cause Shelter Plus Care to function in an unexpected manner The individual in charge of your WinTen programs should periodically review each program s Setup to ensure that it is still correct Access to the Setup screen should be restricted through the Tenmast Security program after the initial settings have been entered in order to prevent accidental changes to the settings To use the Setup functions click the Setup button or press S at the Main Menu Femmass R Software Public Housing Documentation h mkttemmktph amp Participants search Add Edit Participants B Frint Reports E Reindex Pack Tables A HE Setup Maintain Setup Data l Exit WinTen Shelter Plus Care 12 31 2002 Edition Setup Page 3 1 SETUP SCREEN The Setup screen contains the general identify ing information for your agency Use the
32. ld 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 radio button se lected at a 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 WinTen Shelter Plus Care 12 31 2002 Edition 10 23 1987 E 4 October 1997
33. n enor B COMPREHENSIVE CARECENTER F PER Initial evaluation WinTen Shelter Plus Care 12 31 2002 Edition Maintain Participants Page 4 11 n Shelter Plus Care Supportive Services Tab Data Fields TTE PLOSKIN DANIEL 0 Service Date peig This is the date on which the participant received or began receiving the service 12 30 2002 COMPREHENSIVE CARE CEP 165 00 Initial evaluation Agency Name This is the outside agency from which the partici pant received the service Project Number This is the housing project in which the tenant was COMPREHENSVECARECENTER E PINEBROOK 5 Bg housed at the time he received the service 85 00 Match Amount This is the value of the service Comments This is a free form text field in which you can enter details about the service including its specific na ture WinTen Shelter Plus Care 12 31 2002 Edition Maintain Participants Page 4 12 Terminate Participant Wizard The Terminate Participant wizard controls the pro cess for moving a participant out of your agency s Shelter Plus Care program Step One The program enters the current system date as the move out date If this is not correct enter the cor rect move out date select the participants reason for moving out and inati WrayDep E his destination Voluntary Depart Fomins OOOO O Click the Start button to proceed to Step Two Ente
34. ng Situation Listing Project 5electio ALL PROJECT NAMES Prior Living Situation Selection Date Hang Report Type Income Listing Project Selection Date Hang Monthly Income at Report Type WinTen Shelter Plus Care 12 31 2002 Edition Reports Page 5 4 Income Source Listing This report provides a statistical breakdown of the move in or move out income sources of all partici pants in your Shelter Plus Care database You can filter this report to include only participants in a single project and or to only include partici pants who moved in or moved out within a selected range of dates Length of Stay Listing This report provides a statistical breakdown of the length of SPC participation of all participants who moved out within a certain range of dates You can filter this report to include only participants in a single project Reason For Leaving Listing This report provides a statistical breakdown of the reason for leaving of all participants who moved out within a certain range of dates You can filter this report to include only participants in a single project Destination Listing This report provides a statistical breakdown of the move out destination of all participants who moved out within a certain range of dates You can filter this report to include only participants in a single project Veterans Listing This report lists all participants who are veterans You can filter this report
35. ntifying code It can be up to 10 characters long You cannot edit this field normally to change it click the Change Caseworker Code button First amp Last Name These fields are the caseworker s first and last name Work Phone This is the caseworker s work phone number Mobile Phone This is the caseworker s cellular phone number Pager Phone This is the caseworker s pager number Home Phone This is the caseworker s home phone number E mail Address This is the caseworker s e mail address WinTen Shelter Plus Care 12 31 2002 Edition Setup Page 3 9 WinTen Shelter Plus Care 12 31 2002 Edition Setup Page 3 10 MAINTAIN PARTICIPANTS The primary purpose of the Shelter Plus Care program is to track the supportive services that individual S C participants receive from outside agencies You manage this data in the Maintain Participants area of the program To enter this area click the Participants button or press lt P gt at the Main Menu She ioj x File Help nmast Software Public Housing Documentation h mkttemmktph search Add Edit Participants Prnt Reports lind Reindex Pack Tables Setup Maintain Setup Data l Exit WinTen Shelter Plus Care 12 31 2002 Edition Maintain Participants Page 4 1 Browse PARTICIPANTS SCREEN The first screen that appears when you enter the Maintain Participants area is the Browse Partici pants screen This screen contains
36. on the screen the Save button becomes active returning to full or e color You can then use the Save button to save Save button active your changes WinTen Shelter Plus Care 12 31 2002 Edition Winlen Basics Page 1 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 Alt T 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 mouse click on them You can also use the key board to access the menu options in two ways 1 Use the up arrow and down arrow keys to move focus to the desired option then press Enter to execute it 2 Some commands have a keyboard shortcut shown to the right of the menu option see Keyboard Shortcut
37. pter 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 Buttons Many screens in the WinTen programs contain a toolbar at the top of the screen The toolbar contains the buttons used to execute commands specific to that screen The example below is the standard toolbar found in many Add and Edit screens The following buttons are standard in every WinTen program and most toolbars contain some or all of them KWKIl i W olo DB5 Exit Button FH The Exit button is a doorway This button closes the current screen or window and returns you to the program s Main Menu screen or to the previous screen or window Add Button The Add button is a plus sign This button adds a new record to the current database After you click the Add button the program allows you to enter the appropriate information for the record that you are adding In some cases this button starts a wizard de scribed later for adding a new record to the data base ase WinTen Shelter Plus Care 12 31 2002 Edition WinTen Basics Page 1 5 Delete Button The Delete button is a minus sign This button deletes the
38. r the Move out Information and press Next to continue Step Two ss 00 In the table of income types enter the amount of bw ft income that the participant is receiving from each source as of the date of exit from the S C pro g ra m aenea Public Assistance Click the Next button to proceed to Step Three Vers Unemployment Benefits T Step Three The wizard displays all of the data you ve entered for the participant Review it If you need to make any changes click the Back button to go back to the appropriate step and make those changed If everything shown in Step Three is correct click the Finish button to complete the move out process and record the move out If you click the Finish button the Terminate Partici pant wizard closes and the program returns to the Maintain Participant screen to nn emen WinTen Shelter Plus Care 12 31 2002 Edition Maintain Participants Page 4 13 WinTen Shelter Plus Care 12 31 2002 Edition Maintain Participants Page 4 14 REPORTS Information needs to be summarized and present ed in an easy to understand form so the reader can make informed decisions The Reports screen is where Shelter Plus Care turns all of its data into meaningful reports To enter this screen click the Reports button or press lt R gt at the Main Menu E Bil File Help nmast Software Public Housing Documentation h mkttemrmktph
39. roject Primary Disability Listing This report provides a statistical breakdown of the primary disability type if any of all participants in your Shelter Plus Care database who were active within a selected range of dates You can filter this report to include only participants in a single project Prior Living Situation Listing This report provides a statistical breakdown of the prior living situation of all participants in your Shelter Plus Care database who moved in within a selected range of dates You can filter this report to include only participants in a single project Monthly Income Listing This report provides a statistical breakdown of the move in or move out income amounts of all partici pants in your Shelter Plus Care database You can filter this report to include only participants in a single project and or to only include partici pants who moved in or moved out within a selected range of dates Referal Source Listing Project Selection ALL PROJECT NAMES Referal Selectia SLL RERERRAL SOURCES Date Hang Dates From A E To al Report Type Summary Detail Age Gender H ace Listing Project Selection ALL PROJECT NAMES Date Range Dates From zs E Ta El Report Typ Summary Detail Primary Disability Listing Project Selection ALL PROJECT NAMES Disability 5 electio ALL PROBLEMS Date Hang Dates From A El To al Report Type Summary C Detail Prior Livi
40. rticipant Status This is the participant s status code WinTen Shelter Plus Care 12 31 2002 Edition Maintain Participants Page 4 7 Move In Move Out Sub Tab The Move In Move Out sub tab contains data on the participants move into a S C unit If the par ticipant has ended his participation in the program this sub tab also contains data on his move out of the program Use the standard WinTen controls to edit the data on this sub tab and save or cancel your changes 5 Shelter Plus Care X 932 803 2852 PLOGKIM DAHIEL O Alcohol Other Drug Prog Chronic Substance Abusel CSA Substance Abuse Facility WinTen Shelter Plus Care 12 31 2002 Edition Maintain Participants Page 4 8 Move In Move Out Sub Tab Data Fields Move In Information Date This is the date on which the participant moved in Referral Source This is the source that referred the tenant to your agency s S C program Problem This is the problem that led to the participant enter ing your agency s S C program Situation This is the participants living situation prior to en tering your agency s S C program Move Out Information Date This is the date on which the participant moved out Reason This is the reason the participant left your agency s S C program You cannot edit this field the pro gram fills it in automatically when you run the Ter minate Participant wizard Destination This is the destination for whic
41. s 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 Ctrl B Mest Item Ctrl Previous Item Ctrl F Change Social Security Number Fet Deposit Transter Herund Security Deposit ranster Hefund Move Out Transfer Special Message Promssory ate Aqreenment Betoachve Rent aqreement Print Stork Wrder Bill Posh Work Arder Unpost Work Wrder Mark Tenant tor Deletion Unmak Tenant rar Deletion Search Confirm 2 Are you sure you want to bandon these changes WinTen Shelter Plus Care 12 31 2002 Edition Winlen Basics Page 1 9 Drop Down Selection Boxes oome screens have a data entry 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 oome data screens require you to enter dates The data fie
42. s task and close the wizard or click the Finish button or press Page Down to save all of the data you have en tered and complete the wizard s task th Apply to Waiting List Step 1 of 4 Ei Select Wating List Social Security 45219 4294 Applicant Name D HNTBABEDEK waiting List SECTION 8 LISTA pg Application Date 09 17 2001 E Application Time 12 34 00 Instructian Select the waiting list and enter the application date time Start 3 Cancel ik Apply to Waiting List Step 2 of Enter Bedrooms Social Security 49219 4294 Applicant Name JKOHNTBABCOCK Waiting List SECTION LISTA o Application Date o917 2001 Applicatian Time 3 amp 0 Application Number oooononnnz 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 Waiting List SECTION 8 LIST A Application Date Jos7 2001 Application Time fia3400 Application Number io00000007 Bedrooms hoc 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 WinTen Shelter Plus Care 12 31 2002 Edition WinTen Basics Page 1 15 Maintain Notes Sub Screen The Maintain Notes sub screen opens wh
43. ss erases Will be irrevocably gone WinTen Shelter Plus Care 12 31 2002 Edition Reindex Page 6 2 Reorganize Shelter Plus Care Files Dialog Box When you begin the reindexing process the Reor ganize Shelter Plus Care dialog box opens This dialog box has a pair of check boxes that determine whether you will reindex pack or perform both procedures on them Check the boxes that corre spond to the actions you wish to perform Make your selections and click the OK button to continue the process Click the Cancel button to return to the Main Menu If you click the OK button a confirmation dialog box opens Click Yes to continue or No to return to the Reorganize Shelter Plus Care dialog box If you click Yes indexing packing begins A prog ress dialog box appears which shows you a rough estimate of the process completion in graphical terms Once this is complete all associated dialog boxes close and the program returns to the Main Menu Heorganize Shelter Plus Care Files He Indexing Application Data WinTen Shelter Plus Care 12 31 2002 Edition Reindex Page 6 3 WinTen Shelter Plus Care 12 31 2002 Edition Reindex Page 6 4
44. standard WinTen controls to edit the data on this screen and save or cancel your changes f Setup Shelter Plus Care a Z WinTen Shelter Plus Care 12 31 2002 Edition Setup Page 3 2 Setup Screen Controls Color Button The Color button opens the Color dialog box Click on a color to set the background color of the Shel ter Plus Care screens to that color some parts of some screens may remain un changed so they remain readable Setup Screen Data Fields Organization Name This is the name of your agency as it should appear on official reports sent to HUD Street Address This is your agency s street address City State and Zip These three fields are your agency s city state and zip code Telephone This is your agency s phone number Fax This is your agency s fax number E mail Address This is your agency s email address Version This is the current program version of Shelter Plus Care that you are running You cannot edit this field Hint Color Settings A color setting like any other setting is only applied to the current data area Many agencies use this feature to color code their data areas so users can tell at a glance what data area they re currently using WinTen Shelter Plus Care 12 31 2002 Edition Setup Page 3 3 Maintain Outside Agencies Sub Screen The Maintain Outside Agencies sub screen en ables you to add edit and delete agency records Agency records enable
45. ted 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 to 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 Shelter Plus Care 12 31 2002 Edition Winlen Basics Page 1 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 default 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 lf you select the Pages radio button the From and To data fields next to it become available Enter the starting and ending
46. uthority or individual names or identities in examples or screen images are for demonstration purposes only and are not intended to refer to any actual organization or person INTRODUCTION The WinTen Shelter Plus Care program is a data management program designed for use on com puters running the Windows 95 98 ME NT 2000 or XP operating system The interface is designed for use 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 Shelter Plus Care program hereafter re ferred to as Shelter Plus Care or SPC Version Information This manual is written for the DATE release of Shelter Plus Care It does not apply to previous versions of the program including MS DOS based ones and some sections may be inaccurate with regards to later versions Whenever Tenmast issues an update to this pro gram we will notify your agency through email If you have a current Update amp Support Agreement for this program you may download and install the update through the Tenmast Update Manager program During the download and installation process Update Manager will notify you of the changes to the program We periodically update this manual to reflect signif icant changes to the program You may download this updated documentation from our Web site at no charge Getting Help Though we have made
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