AIS Housing - Cowichan Tribes
Contents
1. Smoke Detectors Number Required 1 Number Installed 1 Insured Value 50 000 00 STEP 1 Select the OCCUPANTS tab as shown below Figure 11 Step 1 Housing Occupants Information File Edit Help HIN 100 Bi Level Occupied White Bear Trail aJ Find Record H 1 General Components f Fim narina Ime I Rent amp Charges Reno Apps Maintenance Pictures Il Documents STEP 1 Select Existing or New Occupant STEP 2 Enter View Change Information f Occupants STEP 2 Click L Mew STEP 3 Enter all information about the occupant s as shown in the example below Figure 12 Housing Occupants Information d ES LX File Edit Help HIN 100 Bi Level Occupied White Bear Trail aJ Find Record 1 General I Components zm i B Rent amp Charges Reno Apps Maintenance It Pictures Documents Occupants Ea 1 Select Existing or New Occupant STEP 2 Enter View Change Information Click NEW button to add a new Occupant On Move IN Date g 01 2002 orice ew OR l Move OUT Date 2 Select existing Occupant from list below l PP a Move QUT Primary Occupant Pruden Ron ad 01 01 02 Pruden Ron 3 of Occupants 3 Gross Family Income Month 3 000 00 Annual Income 136 000 00 Important D ates Next Income Verification 047 01 2005 Tenancy Agreement g 0142002 Notes T EE2. Ownership Model Year Built foo lo Status Condition 5 Year oo lo 3 Year oo 0 r Identification CMHC Land Titles Financial Construction Cost 0 00 Replacement Cost 0 00 Current Value 0 00 2J Find l ENDO ll Fire Insurance Il Occupants Owners If Rent amp Charges Il Reno Apps Maintenance If Pictures f Documents General C New Record tt Location v C C 3 D House 4 Address Community l Country PO Province Postal Code GPS Location Land Location Lot Block Plan PID Front Door Orient Space Outbuildings fo Lenath 00 Floors o Width loo Bedrooms oo G J Bathrooms oo Area loo mcos MR STEP 2 Click the NEW k E button at the top right hand side STEP 3 Enter all information about the housing unit with as much detail as you have as shown in the example below Figure 6 Occupied lt not entered gt See NOTE below JHROFIUHEOOSU 7958764 SKJDFH8 964765 80 000 00 80 000 00 90 000 00 STEP 4 SAVE the information you have entered by clicking the button on the bottom right hand side as illustrated above NOTE Special Purpose Deleted or Plumbing Required if the unit is to be reported as such to INAC on the Annual HAIRS report Campaigns Campaigns refer to mass projects For example if your department will be c
3. This section has been divided into 3 sections similar to that of a paper application and the information collected STEP 1 From the AIS Command Center select HOUSING gt APPLICATIONS You will then see the following window m Housing SUPE 11 22 2004 Approved ADAMS HEAVEN LEE AA a ae pO EE NENNEN a E a ENS E gt Lo NN INN PEO IES a MEE PEO RAY EAS a 0 4 NEN NENNEN a AO IO STEP 2 While viewing the APPLICATION Tab enter the date of the application NOTE The default Application Status will be PENDING for all new applications STEP 3 Click 99 at the end of the Name field You will then see the following pop up window 26 Figure 32 Browse Citizen Mame Cancel um Y First N ation l Id Numbers Surname STEP 4 STEP 5 STEP 6 STEP 7 STEP 8 STEP 9 STEP 10 STEP 11 STEP 12 Given Initials Enter the first few letters of the applicant s last name in the Surname field You can also enter the first few letters of the applicant s first name in the Given field to narrow down the list of search results cie E In the list of results click on the applicant s name to highlight it E Click Di You will be returned to the APPLICATION window Select the appropriate Applicant Type from the drop down list Select the appropriate location from the dro
4. Vinyl Siding Furnace Natural Gas Y enai Shingles Chimney E l Crawl Space mn o Electrical Bsmt Developed Fully ind Electric Source Breakers v Dutbuildings Shed v Panel Box Breakers v Disabilities me sss Insulation Skirting lt none gt hei Ceiling Fibre Glass rl Blocking lt none gt W alls RbeGlss S Seismic none y Basement Fibre Glass e Plumbing Floor FibreGlass 1 rJ Water Deive mr Wentilation Sewage Servicing Lagoon ds Central Exhaust knot entered e Sewage Effluent k none gt hd Heat Recovery cnotentered gt sss Water Quality Drinking Quality M Baroo Fan Knoteneed 0 v Hot Water Electric Heater v Kitchen Fan knot entered vx Water Softener Installed y Fresh Air Intake cnotentered gt tis SY Perimiter Drain lt none gt m Mold A vx Last Pump Out ff E Save STEP 3 ci Messe STEP 1 Select the FIRE INSURANCE tab as shown below Figure 9 Step 1 i Housing Fire Safety Insurance Informatiori File Edit Help HIN 100 Bi Level Occupied White Bear Tfail T idad j Components j 2J Find Record 1 Docupanis Owners Rent amp Charges Reno Apps Maintenance Pictures dl Documents _ i Fire Insurance STEP2 Enter all information about the fire components
5. Ll LIIEI Ih J H Standard Monthly Charge tor this HIN is Ma E Pad E 50 00 STEP 3 Enter the total monthly charge STEP 4 Click Add New Payer STEP 1 STEP 2 STEP 3 STEP 4 STEP 5 STEP 6 Select L Select the category the payer falls into ie Member First Nation or Other Click the 9M at the end of the Name field Search for the Person First Nation Select the appropriate description type from the drop down list Enter the effective date for the charge Refer to the example below Figure 17 ll Housing Rent Charges Information PAZO E T Oo Step 1 04 01 2005 3550247003 ADAMS HEAVEN LEE 04 13 2005 Rent for 03 01 05 04 13 2005 Rent Payment Enter data or press ESC to end ABOUT RENT AND PAYMENT HISTORY Rental Charges and Payments are entered and recorded under the Payments and Charges menu option under Housing on the AIS Command Center This screen only provides the details as read only and cannot be modified here For more information please refer to the section titled Payments and Charges in this User Manual 10 250 00 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 Renovation Applications OVERVIEW Reno Applications differ from a maintenance or service call in that it follows the process should an individual wish to cosmetically modify the housing unit they reside in Thi
6. Ll Save STEP 4 ci hl Owners STEP 1 Select the OWNERS tab as shown below Figure 13 Step 1 ll Housing Owners Information Sle He Edt Heb le radit ED E m L Po srEp2 click L New STEP 3 Enter all information about the owner s in the right frame of the window as shown in the example below Figure 14 E Housing Owners Information TL tal qa i HCIL o Step 3 123456 Lac La Ronge Indian Band ooon Unkown ETE Step 4 STEP 4 NOTE Depending on which category of owner you select Member First Nation or Other will determine which browse table will appear when you select the browse button at the end of the Name field More than one owner can be added however ALL must total 100 ownership Rent and Charges OVERVIEW This screen is used in three ways 1 To determine the total of rent and a breakdown of all charges included in the rental charges 2 To maintain the name of the individual or organization responsible for rental payments 3 To provide a read only summary of rental charges payments received and any outstanding balances Setting the Monthly Rental Charge Default STEP 1 Select the RENT CHARGES tab as shown below Figure 15 Step 1 lll Housing Rent Charges Information pS K STEP 2 Select the 2 MY maras Figure 16 Description ff Standard Monthly Charge ae TEE
7. Service calls a Quality Assurance checklist is available to ensure that all tasks pertaining to the Work Order have been completed STEP1 Ciok 9 STEP 2 Check applicable item s STEP3 Click hs 23 Purchase Orders STEP 1 Select the PURCHASE ORDERS Tab at the top You will then see the following window Figure 31 lll Housing Maintenance Purchase Orders STEP 2 Click STEP 3 Enter the date of Purchase Order The default status will be OPEN STEP 4 Click 9M at the end of the field labeled HIN and find the housing unit STEP 5 Enter a brief description for the PO STEP 6 Click A at the end of the field labeled Contractor Supplier STEP 7 Enter the Amount of the PO STEP 8 If the amount will be charged back click 2 and locate the party individual STEP 9 Enter the details for the PO STEP 10 Click e 24 Quality Assurance Checklist As with Maintenance Service calls a Quality Assurance checklist is available to ensure that all tasks pertaining to the Purchase Order have been completed STEP 1 Cicek STEP 2 Check applicable item s STEP 3 Click hs 25 A action ts riolisindg Aoolicutior OVERVIEW This section describes how to manage housing applications including historical information and statuses Reports based in this information can be generated to assist with the decision making process
8. click OPEN STEP7 Click hd 328 15 OVERVIEW You can add documentation that is either scanned or in a readable format to any housing unit record STEP 1 Select the DOCUMENTS Tab at the top as shown below Figure 24 Sep MM Housing Documents Fille Edit Help HIN 100 Bungalow Occupied aJ Find Record 1 General Components Fire Insurance Occupants Owners Rent amp Charges Reno Apps Maintenance Pictues l Documents STEP 1 Select Existing or New Document STEP 2 Enter View Change Information You will then see the following screen Figure 25 otep 2 MM Housing Documents ajaja File Edit Help HIN 100 Bungalow Occupied aJ Find Record 1 General Components Fire Insurance Occupants Owners Rent amp Charges Reno Apps Maintenance n Pons STEP 1 Select Existing or New Document STEP 2 Enter View Change Information Click NEW button to add a new Document File Location C amp I5S Documents Lease Agreement doc gt Browse ns otep 5 Select existing Document from list below Date 04 13 2005 p i Type Rental Agreement Y T Subject Lease from Jan 2005 Jan 2006 ep Summary St ep 7 Documents S tep 3 EE View Document A Delete Step 8 Enter data or press ESC to end STEP 2 Click DO LIB STEP 3 Click amp Browse at the end of the field named File Location You will then see the Windows Browse window as
9. shown below 16 Figure 26 Choose image C Corel User Files MGI ie My Data Sources My eBooks my Music 5 my Pictures My Received Files My Documents My Computer File name STEP 4 STEP 5 STEP 6 STEP 7 STEP 8 Files of type image Files bmp jpg gif Locate the filename and click OPEN Enter the date Select the appropriate document type from the drop down list Enter a descriptive title in the Subject field Click hid Seve Once a document has been added to a record you can view the document direct from the record as described below Viewing a Document Added to a Record STEP 1 STEP 2 STEP 3 STEP 4 Select the DOCUMENTS Tab at the top Click on the document description on the left that you wish to view to highlight it View Document Ciok SE view Document The applicable document format will launch the appropriate application and the document will be displayed 17 aerorn 3 Nlelntenanea OVERVIEW There are 4 types of requests and orders that can be entered and maintained on multiple units from this one screen o Service Requests o Inspection Orders o Work Orders o Purchase Orders Service Calls can be left open throughout the day and as calls are received data entry can be made regardless of the housing unit because the detail of the maintenance call includes which house the call is on All entries made from this screen are recorded and
10. ancial reports based on a per unit query THIS SECTION IS CURRENTLY UNDER DEVELOPMENT AND WILL BE SENT TO YOU AS SOON AS POSSIBLE 35 Ta n P r 2 a Secor 9i ri200 3 OVERVIEW The housing reports are categorized as follows House List Renovation Applications Waiting List Maintenance Reports Financial Reports O O OOO The following sections describe each category in detail of the type of information you can collect based on your records Regardless of the category you will always see a print preview on screen before actually printing the report so you can make sure you are printing the information you want When the report is on screen in preview mode you will see a print toolbar at the top as shown below lll Report Preview amp ho 1 ofi d Following describes the print toolbar buttons Advance to Page 1 Stop Loading After selecting the icon you will then see the PRINT MANAGER WINDOW as shown below Printer System Printer PAADS ROUTE OK 8000 PCL Cancel Copies 1 Pages From 1 Ta if Collate Copies 36 OVERVIEW This report will provide a list of all housing units with the following information included Housing Unit Number Type Ownership Year Built Occupancy Status Address Location Details O O O O O 00 How to Print this report STEP 1 From the AIS Command Center select HOUSING gt REPORTS gt HOUSE LIST STEP 2 The Report
11. and Center select HOUSING gt REPORTS gt MAINTENANCE REPORTS You will then see the following window MM Housing Maintenance Reports File Edit Help Print E mit Select a Report to Print Report Mame AA if Filter Options Status amp Open C Closed t Cancelled Select repor to be printed 38 STEP 2 Select one of the 4 reports from the drop down list STEP 3 Select the appropriate Status open closed or cancelled STEP4 Click L il The report will then be previewed on screen STEP 5 Choose the icon to print the report OVERVIEW This category has the following pre formatted report styles for your convenience o Outstanding Rent amp Charges o Monthly Rent amp Charges Actual Changes Made o Payments amp Adjustments Register How to Print STEP 1 From the AIS Command Center select HOUSING gt REPORTS gt FINANCIAL REPORTS You will then see the following window Ill Housing Financial Reports Sel File Edit Help Select a Report to Print Report M ame Outstanding Rent amp Charges Filter Options From P3 Ta Enter data or press ESC to end STEP2 Select one of the 3 reports from the drop down list STEP 3 Select the appropriate date range STEP4 Click L jj The report will then be previewed on screen STEP 5 Choose the er icon to print the report 39
12. displayed in the read only screen called Maintenance under the specific unit Entering a New Service Call STEP 1 From the AIS Command Center select HOUSING gt MAINTENANCE You will then see the following screen Figure 27 siepe lll Housing Maintenance Service Requests Step 3 Step 4 Step 5 Step 9 Step 10 Step 11 STEP2 Click STEP 3 Enter the date of the call NOTE The default status is OPEN 18 STEP 4 Click EN at the end of the field named HIN You will then see the BROWSE HOUSES window as shown below Figure 28 Browse Houses Decupant HIN HIN STEP 5 Type the first few numbers of the housing unit as the search criteria STEP 6 Click fra A list of search results will appear STEP 7 Inthe list of results click on the unit to highlight it OF You will be returned to the MAINTENANCE window STEP 8 Click STEP 9 Select the appropriate Service Call Type from the drop down list STEP 10 Enter a brief description of the call in the field labeled Caller Says STEP 11 Click h The call will now be listed on the left side of the window Once the call has been resolved change the status of the call to closed or cancelled and add additional information pertaining to the action taken as described below STEP 1 Click on the call in the list on the left side of the window to highlight it The details entered wil
13. e first PREVIEWED to print the report or select to exit the print preview without printing You will then see the following message Figure 37 Information Press HELP to view stack trace i All monthly rent charges for April 2005 have been created A report of all charges that were created will now be displayed Page 1 of 1 Peter Ballantyne a j Monthly Rent amp Charges Actual Charges Made Report it ji For the date range 04 01 2005 to 04 30 2005 Treaty Name H LN Date Description Charge 3550247003 ADAMS HEAVEN LEE 100 4 1 2005 Rent 250 00 Total 1 250 00 31 action 92 Payments rares OVERVIEW Once the monthly charges have been processed payments can be applied to the charges Payments will be applied to the oldest charges first This feature has 2 windows one where payment and adjustment transactions are entered the other is a read only charge history listing and cannot be modified Payment Adjustment STEP 1 From the AIS Command Center select HOUSING PAYMENTS amp CHARGES You will then see the following window Figure 38 ll Housing Payments Adjustments STEP 5 Click aJ Find You will then see the BROWSE HOUSES window as shown below 32 Figure 39 Browse Houses Cancel Occupant HIN HIN t STEP 6 Type the first few numbers of the housing unit as the search criteria STEP 7 Click Find A list of search results
14. ekor mags p yO Ye EM Aboriginal Information Systems ces E Business Complete T Solutions ced DataSystems Ltd Copyright Information 2005 Advanced DataSystems Ltd All Rights Reserved Reproduction adaptations or translation without prior written permission is prohibited except as allowed under copyright laws HS 4 6 0 February 13 Notice The information contained in this document is subject to change without notice Advanced DataSystems Ltd makes no warranty of any kind with respect to this information Advanced DataSystems Ltd specifically disclaims the implied warranty of merchantability and fitness for a particular purpose Advanced DataSystems Ltd shall not be liable for any direct indirect incidental consequential or other damage alleged in connection with the furnishing or use of this information No part of this document may be photocopied reproduced or translated to another language without the prior written consent of Advanced DataSystems Ltd TABLE OF CONTENTS Section GENNA CAIUS ii E a a E a 1 Logging A 1 Secton 2 Aa UM m 2 Adding a New Housmg UMT ee aa rola 2 Camp GNS oarn E E E 4 COMPONENES Eia E E E S 5 Fire INSUTAN CO centnm 6 Adding an OCCUPANT morose E a ace oup E ea a AEE EE EE 7 OWTIGIS iib acad cei O A A O 8 R ntand Charges cnan E Ea E 9 Setting the Monthly Rental Charge Default cccccssssssseeeeeeeenseeeseeenseeeseoean
15. hat appears here is entered and or modified on the MAINTENANCE section of the Housing Module Refer to the section titled MAINTENANCE in this User Manual for information on how to enter and modify Maintenance details This screen allows you to quickly view all Service Calls Inspection Orders and Work Orders entered on behalf of a particular housing unit STEP 1 Select the MAINTENANCE Tab at the top as shown below Step 1 Figure 19 lll Housing Maintenance Information File Edit Help HIN 100 Bungalow Occupied aJ Find Record 1 General i Components If Fire Insurance Il Occupants Owners Il Rent amp Charges Reo raus N Documents Maintenance NOTE d is a VIEW sin screen New entries must be entered under Housing Maintenance FP slo ot hia nm mm abu ah ta MAPLE FACTAM O 566 1 cid A at STEP2 Select the options to include exclude the maintenance types and statuses you wish to see listed as shown in the example below Figure 20 lll Housing Maintenance Information PEE File Edit Help HIN 100 Bungalow Occupied aJ Find Record 1 General Components Fire Insurance If Occupants f Owners Rent amp Charges Reim T naues Documents aintenance NOTE This is a VIEW ONLY screen New entries must be entered under Housing Maintenance Select Maintenance Activity to View VIEW DETAILS of Selected Activity Service Requests Inspection Orders C Work Orders Purcha
16. i 37 o a 38 Maintenance Reports PAP o D ODDS LL 38 gini Repor tS CELL LLL LU 39 UN Section J G STEP 1 Double click the shortcut on your desktop Figure 1 Step 1 gt pf You will then see the AIS Login Screen Figure 2 W Aboriginal Information Systems Aboriginal Information System slad Step 3 Step 2 User ads Password oda Cancel AIS Version 4 5 0 c Advanced DataSystems Ltd 1999 STEP 2 Enter your USER ID and PASSWORD STEP 3 Click OK When you have successfully logged in you will see the AIS COMMAND CENTER as shown below Figure 3 Ill AIS Aboriginal Information System File Citizen SA Applications PostSec Housing ICFS Fee For Service Disbursements Nominal Roll Case Management Setup Admin Help BET Es STEP 1 below Figure 4 r AIS Aboriginal Information System File Citizen 54 Applications Post Sec Housing Setup Admin Help Case Management ICFS Fee For Service Disbursements From the AIS COMMAND CENTER select HOUSING then Housing Information as shown ES Nominal Poll General Information Applications Maintenance Payments amp Charges Create Monthly Charges Suppliers Community Information Reports You will then see the Housing General Information as shown below Step 2 Figure 5 Housing General Information Sex File Edit Help Profile HIN l Unit Type Attachments Funding
17. l be displayed on the right side of the window STEP 2 Select the appropriate status closed or cancelled from the drop down list in the field labeled Status STEP 3 Enter notes about the action s taken in the field labeled Action Taken 19 STEP 4 Enter the date completed or cancelled STEP 5 Select the name of the person who completed the call from the drop down list OPTIONAL You can attach a document to the call by selecting Es STEP 6 Click ld to save your changes Quality Assurance Checklist To ensure that all tasks pertaining to the call have been completed a checklist has been added STEP 1 ClickL__ A pop up window will appear with a list as shown below EM Housing Maintenance Service Requests High Priority Frozen water pipes Sy Ea m r press ESC to end STEP 2 Check applicable item s STEP 3 ick AH sw 20 Inspection Orders STEP 1 Select the INSPECTION ORDERS Tab You will then see the following window Step 2 Figure 29 lil Housing Maintenance Inspection Orders Step 3 Step 4 Step 5 open 05 02 2005 Health Inspection P ealth Inspecta si Step 6 LA O S PASO IESO IESO FEA A Step 7 MU NEED UN NS OOOO ak ll Yoo gt A ee ee ee A SC A SC A SC AAA SA AAA PAS 4 4 i ok o Yo MANN Eo NU INN Oooo IESO IESO FEO E ee eee eee Step 8 I Se Sp Raa VEA Enter data or press ESC to end STEP 2 Click STEP 3 Ente
18. ngly as described in the following section Modifying Application Status STEP 1 From the AIS Command Center select HOUSING APPLICATIONS STEP2 Locate the Applicants name in the list on the left side of the window and click on it to highlight it STEP 3 Change the Application Status field accordingly STEP 4 ci dl 29 Section 5i Ganerathig Montnly Creare OVERVIEW Charges must first be generated before payments can be entered STEP 1 From the AIS Command Center select HOUSING gt PAYMENTS amp CHARGES You will then see the following window Figure 35 ll Process Payments Sel File Edit Help Select the Month to Create Monthly Charges For Month April 2005 e o PUT HESWEN LEE Preview STEP 2 Select the Month to be generated from the drop down list STEP 3 Click __ A report will be previewed on your screen as shown below Figure 36 lll Report Preview A o o eb Peter Ballantyne Monthly Rent amp Charges Preview Report For the Date Range 04 01 2005 to 04 30 2005 Treaty Name Supplier H LN Date Description Charge 3550247003 ADAMS HEAVEN LEE 100 4 1 2005 Rent 250 00 Total 1 250 00 30 STEP 4 Carefully review this report to ensure that all charges that should be generated are listed PRINT OPTIONS Select STEP 5 If all charges are listed correctly select Process NOTE The PROCESS button will NOT be available until the charges ar
19. onducting a blanket water test and you want to include this house in the test you can add it by doing the following STEP 1 While viewing the General tab of a Unit click the CAMPAIGN button next to the SAVE button at the bottom IOOTs lt SN IOUT pau uu homs 4 Calculate Enter homs f 5 Area fi 000 00 A Campaigns a Save Housing Campaigns El HIM 100 included in the following ave O amp sbestose Removal O Mold Removal O Water Test SI STEP 2 Check the items you wish to include STEP 3 Click ld 9 STEP 1 Click the COMPONENTS tab as shown below Figure 7 Step 1 Housing Components Information Aa File Edit Help HIM 100 Bi Level Occupled White Bear Trail aJ Find Record 1 remm COUTE Occupants Owners Il Rent amp Charges Reno Apps Maintenance Pictures Il Documents Components Lonstructio i rH eating i STEP 2 Enter all information about the housing unit components with as much detail as you have as shown in the example below Figure 8 Housing Components Information mie x File Edit Help HIN 100 Bi Level Occupied White Bear Trail aJ Find Record 1 General a I Occupants Owners Il Rent amp Charges Reno Apps f Maintenance Il Pictures f Documents D Components Construction Heating Foundation Cement had Primary Natural Gas Y Basement Cement Y Secondary k none gt M Exterior
20. p down list Enter the number of people who will be residing in the housing unit cic Mel sae The Applicant s name will appear in the list on the left side of the window Click on the Applicants name and select the INCOME Tab as shown below 27 Figure 33 Ill Housing Application Income E mployment 200 00 First Nations Department of Health 2 500 00 ra First Nations Administration STEP 13 Select the applicant s Source of Income from the drop down list STEP 14 Enter the applicant s Monthly Income STEP 15 if the applicant s income source has been verified STEP 16 Enter the name of the applicant s employer STEP 17 Enter income information for a spouse STEP 18 Click ad 5 STEP 19 Select the PRESENT SITUATION Tab at the top You will then see the following window 28 Figure 34 MM Housing Application Present Situation File Edit Help Application Income f IE Present Situation Application 1 Mame ADAMS HEAVEN LEE Present Situation Information Location 1n Community i ON Reserve t ON Settlement Land Remote t OFF Reserve t OFF Settlement Land Type Rental Monthly Cost 1500 00 Condition of Present Home not entered in Household 3 mj Save STEP 20 Set and enter all details in the applicable fields according to the Application STEP 21 Click ld 5e After the decision process has been completed set the status of the application accordi
21. r the date of the scheduled Inspection STEP 4 Select OPEN in the Status field The default status will be OPEN STEP 5 Click aj at the end of the field labeled HIN and find the housing unit STEP 6 Select the applicable Inspection Type from the drop down list STEP 7 Select the Inspector from the drop down list STEP 8 21 Quality Assurance Checklist As with Maintenance Service calls a Quality Assurance checklist is available to ensure that all tasks pertaining to the inspection have been completed STEP 1 ClickL 4 9 STEP2 Check applicable item s STEP 3 Work Orders STEP 1 Select the WORK ORDERS Tab at the top You will then see the following window Step 2 Figure 30 ll Housing Maintenance Work Orders Be Edt Hep OOOO Step 3 Step 4 Step 5 Step 6 Replace Front Window Step 7 Step 10 STEP 2 Click STEP 3 Enter the date of work is scheduled to be done 22 STEP 4 Select the appropriate status The default status will be OPEN STEP 5 Click EN at the end of the field labeled HIN and find the housing unit STEP 6 Enter a brief description STEP 7 Select the name of the individual who will be performing the work intended STEP 8 Select the applicable Inspection Type from the drop down list STEP 9 Select the Inspector from the drop down list STEP 10 Click see Quality Assurance Checklist As with Maintenance
22. s screen allows you to process the request STEP 1 Select the RENO APPS Tab at the top as shown below Step 1 Figure 18 You will then see the following screen ll Housing Renovation Applications Information dit Hep Step 3 Step 2 Step 4 J 04 01 2005 Pending Step 5 Hour Step 6 Replace kitchen cabinets and flooring St ep 7 Step 8 Step 9 CX NCC STEP2 Select to begin a new application STEP 3 Enter the date of the application STEP 4 Setthe Application Status field to PENDING STEP 5 Enter the estimated amount of the renovations 11 STEP 6 Select the appropriate System from the drop down list STEP 7 Select the appropriate Funding Source from the drop down list STEP 8 Enter more details of the request if available STEP9 Click see Once the approval process has been completed you will then need to enter a decision on the application simply by doing the following Updating A Reno Application Status STEP 1 Find the HOUSING UNIT record and select the Reno Apps Tab STEP2 Click on the pending application listed on the left side of the screen STEP 3 Select the appropriate decision from the drop down list in the field named App Status STEP 4 Click save to save your change 12 Step 2 OVERVIEW This is a READ ONLY screen You cannot enter or modify the details on this screen The information t
23. se Orders Request E Show Service Requests that are Y Open Closed Cancelled Date Opened 04 02 2005 HIN 1100 04 02 2005 1 High Priority Status lopen Call Type High Priority Caller Says DES ActionT aken E LL Date Finished Finished By Merry McCallum View File Y GA Enter date with MMDDYYYY format or choose the button for calend STEP 3 Click on the item in the list on the left to highlight it Details of the request will be displayed in the fields on the right 13 Adding Photos OVERVIEW Digital photos can be added to a Housing Unit record STEP 1 Select the PICTURES Tab at the top as shown below Step 1 Figure 21 ll Housing Pictures You will then see the following screen Figure 22 otep 2 lll Housing Pictures Be Edt Hep Step 3 t fo D otep 4 04 13 2005 Exterior Lr X AEN Lo NENNEN i id NEED NN GENE J _ ids NENNEN ae at im MENENS Step 7 STEP2 Click New STEP 3 Enter the date of the Photo STEP 4 Enter a descriptive title in the subject field 14 STEP 5 Double click anywhere in the field labeled Picture You will then see the Windows Browse window as shown below Figure 23 Choose image C Corel User Files Mal i My Data Sources My eBooks my Music 5 my Pictures My Received Files my Shapes STEP 6 Locate the digital photo and
24. seeeseoenseeeeseoenseeessooenss 9 PG INCW Paver RE ETE omm 10 R novation ADPIICAlIONS c n 11 Updating A Reno Application Status 111 ee e lieeeeee ee ieeeeeene ise e enne nnn nnne nnn n anna 12 MAINTENANCE INTORMALION Pese Les 13 Adding PROTOS siiani e 14 Adding DO CUMEAS ete 16 Viewing a Document Added to a Record 11 esee ei ieeeee eei ieeeeenn eene n nennen nnn nnne nnn n nnn 17 Section a MMaltenance peel 18 Entering a New Service Cal a 18 Quality Assurance CheckliSt ioiuiuiiiiiaii eels 20 INSPecllon Ode Socia in 21 Quality Assurance Checklist ei eee RR nannan nananana 22 WV GPK ORC GES ER EE TRU PT 22 Quality Assurance CheckliSt iii A nananman 23 PUFCNASO Dd Sii 24 Quality Assurance Checklist 0000 id 25 Section 4 Housing ADDIICaITTIO D onere ais 26 Modifying Application SEalls iaa 29 Section 5 Generating Monthly Ch atQ8s Lecco coeno cec do Yee o as Ee o eva oaa ce cmo suy Ro ere cENEE 30 Section 6 Payments amp Chargas oni ee cnini cepas aae caos 32 PAVINGN TE Adjustment cian 32 Charg HISTORY qub eat iace 34 Section 7 Supplier INVOICE Payments isinccnaiiiia lana 35 SECTIONING RODIN Sion td lia 36 House LIST ROO ir 37 Renovations Applications HepoLLt eee norunt a i
25. will appear STEP 8 Inthe list of results click on the unit to highlight it K E STEP 9 Click NECEM You will be returned to the Payments Adjustments window STEP 10 Click Du STEP 11 Enter the date of the transaction STEP 12 Select the transaction type from the drop down list STEP 13 Enter the amount of the transaction STEP 14 Click E 59 Once you have saved this information the field labeled Amount Owing is now updated 33 Charge History Select the CHARGE HISTORY Tab at the top You will then see the following window which displays a history of all charges and payments No information can be modified here It is for at a glance information purposes only Figure 40 l Housing Charge History EIE 04 26 2005 Rent for 04 01 05 v Enter date with MMDDYYYY format or choose the button for calend 34 OVERVIEW Vendor supplier invoices that you receive are usually broken down in two parts the top half of the paper invoice provides their invoicing and billing details for their administrative purposes such as date of invoice invoice number and date payment is due The bottom half of an invoice then details work performed and or parts and materials purchased and for which house the work was completed on This is the same format that payment details are entered into AIS which then creates the payment and payment details you will be processing This information will also provide details in the fin
26. will then be previewed on screen STEP 3 Choose the icon to print the report OVERVIEW This report will provide a list of all applications made for renovations with the following information included Application Statuses Housing Unit Number Application Number Date of Application Occupant Name of Applicant System Housing Component Description Estimated Cost of Renovation O O O O O0 0 OQ How to Print this report STEP 1 From the AIS Command Center select HOUSING gt REPORTS gt RENOVATIONS APPLICATIONS STEP 2 The Report will then be previewed on screen STEP 3 Choose the icon to print the report 37 OVERVIEW This report will provide a list of all applications for residency with the following information included Application Number Date of Application Application Status Applicant Name Requested Location Type ie Rental Applicant s Source of Income of People who will be residing in the home of Prior Applications on file for the Applicant O 00000000 How to Print this report STEP 1 From the AIS Command Center select HOUSING gt REPORTS gt WAITING LISTS STEP 2 The Report will then be previewed on screen STEP 3 Choose the icon to print the report OVERVIEW This category has the following pre formatted report styles for your convenience Service Requests Inspection Orders Work Orders Purchase Orders O O O How to Print STEP 1 From the AIS Comm
27. with as much detail as you have including information about the Fire Insurance Policies as shown in the example below Figure 10 i Housing Fire Safety Insurance Information fal Ed File Edit Help HIN 100 Bi Level Occupied White Bear Trail aJ Find Record 1 General l Camon Dedna Ju Owners Rent amp Charges Reno Apps Maintenance Pictures Documents f Fire Insurance Fire Protection Fire Insurance Fire Services First Nation Fire Deparment v Policy 876 345 098 Contact Info fu Henderson Insurer Eagle Insurance KMs to Fire Service 2 0 Contact Info Terry Heimbecker Meters to Hydrant 200 0 Insured Value 120 000 00 Fire Extinguishers Expiry Date g 02 2006 Number Required fi 3 Contents Insurance Number Installed v Same as Fire Insurance Expiry Date A Policy 876 345 098 ee rer Insurer Eagle Insurance Smoke Detectors Number Flequred i Contact Info Ten Heimbecker Number Installed fi Insured Value 50 000 00 Expiry Date o1 0242006 lal Save STEP 3 Click hd 328 NOTE By entering the REQUIRED number of Fire Extinguishers and Smoke Detectors you are setting a default If the Number Installed is less than this number a DEFICIENCY warning will appear as shown below HIS v adiac p lOw www ww Expiry Date 04 01 2006 Fire Extinguishers Number Required 1 Number Installed Deficiency Expiry Date ff
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