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MERAC User Manual - Maine State Housing Authority

1. 0 83 TAGS cease eens EE ce eee eee ee 84 Y Car To D ate Statistics REDON sivectacteieataciaedan eer caine chalet Memetin tube 84 Cerner een neat a Mee nla eaantaee eb ine ne aaetneie oe et 86 Standard LIHEAP Ceri aAWlOn ena aveuacueamecvstees 86 IEUS lo leaeemeemnerner Serre nererrre re errr paren er rt ree rer Parte nt rt Sr rr Sereneer rt reese Peewee tere ere eeren ee re reer e 91 I Nom EoD E eena a a a 93 FCP A Oi e a a pce 95 bad al Le callo ooener eee ere en err ee Rer ners E nNT Retr ape E EE 96 INOFFER IDI oaea aren re omnme vr nt rune emp a a E ver tenner TT 98 Benefit NOUIICAGION 55 iscc0stai iis cos ccntreieviad coluashabeleen E 99 Administra noi 5 es Secs esa arse tates Bean Mee aed havens ee ee ve ae a te 102 LIHEA Pireos E talsauleatiaattactunieaeetiaisauiedieattciieaeetiats 102 ReOpew AppliCatiOn siressa saae a a T 102 S pplemendl Folow Up oree a cen and dens eet tedatameeencees 104 Vard Carret A ppl Cat O Neise E oes 106 DHHS Import Follow UPrenenr ce erate ronan A R A A eet 107 Export Ad Hoe Reporune Datasasceciiasesa a as Reeasanteen gue tenedacnsieiies 108 Maintenance Of Third Patties voxinvax soassauis vvscdenins n n encceantasondanabestetensasaaies 109 San 0 ohio atenrperetr er cree rrrererrer r Smarr nny eT ter on a tr 110 Addresa hred Laue wa dunate a a Ueelancdusta cota anetteue 110 Se hi eee ener em ere eee ee ee eee ee ee eee 110 B ro emer rere T arene Teen tr eran ere rar eer re
2. Tir we eR i AT h i MERAC Assistance User Manual Table of Contents Introduction and Purpose sists ace ieene eee 4 Hardware and Software Requirements cccccccccccccccccsssesseeecceeeeeaaeenseeeceeeeeaaas 5 Whats New OSR 3 oieee 6 Intake and Data E Wry sicscicieectaeeecei deo ei eee ede Oe 7 Cree NCW ADC Aline inst ert rieicend E ne re reais apiede ine ee 7 AT ELIE A E e ore mere mre ne rent ta Str metre anne Une rer yee Ton one spe seen A 7 ECT OTM Neena acannon ea nev eee ace ce etre eine ee teceae 14 Input Data Tor Applicant G ebenen ial alonsnctaiad ia a ee nunlaniadiai veined 27 SEAN UI SU aoe ey E E A A E A EA ions E A EAA E 27 SUNMA Ta Dea a reo EDtn Sra renee se toe vor Tent Serr res See rent nee 28 FOusenold Member Taberi a sumone 30 Add member s to household ec ceccceecceeecceeccenscesccescceseceeeceessceeceusseeeeees 31 Remove member s from household ceecceeecceeccescceecceecsessceesseesseeeeees 33 Chance Pronar ADDCIN eeri tne re Neste ean nt tine rl are Rea ity re Neste tan ar eter eer eee ete 34 Adda contaci MUMIOEH Cal Misia icee ots att is ae aetna a etn eieeeatetes 36 Delete a cOmtact mUMber Canal singer pewhaucpeiite tid wcea pide a wlewera tems 37 1D We a TAD ase chisie ssa dus Gos ca silo haatccas A susan tienandevabeahGuadonneiokes 38 Physical Address Chanos ttesisiece re inSxiea a taiuin ah abana aint aie aiaieiat ab tebnaeeeeiaaateo 39 Heatin Systems TaD
3. To make changes to a recurrence double click the appointment New Appointment l MERAC Do you want to modify all occurrences of this appointment Then click the button to modify all occurrences Next click the Recurrence button to go back to the recurrence window 120 Page Appointment Recurrence Stark Appointment time 1 30PM End 1 45PM Duration 15 minutes Recurrence pattern Recur every 1 weekisi on f Weekly Monthly Sunday Monday Tuesday wednesday Yearly W Thursday Friday Saturday Range of recurrence Start No end date aa Thu 3 29 2007 End after 10 occurrences End by Thu 5 31 2007 To remove the recurrence left click on the Remove Recurrence button and left click on the Save and Close button to finish Next if the worker would like to be reminded ahead of time that he she has an appointment Then left click the Reminder check box Reminder isms 0 minutes ail Motes Color o minutes Next left click into the drop box 10 minutes 15 minutes 30 minutes 1 hour 2 hours 3 hours Then select appropriate time to be reminded before appointment 121IPage If the worker would like to color coordinate appointments on the overview screen Reminder jis minutes Color Notes Custom eb System EA LightSkyBlue a ES SteelBlue C AliceBlue GS
4. Next the user must add the household member s income amount based on a 1 3 or 12 month period however the 1 month period is not allowed for a standard LiHEAP application it is only allowed for an ECIP Application If the applicant has provided proof of income for instance via pay stubs the Income Verified By box should be used NOTE Ifthe applicant hasn t provided proof of income the box is left unchanged INCOMPLETE Once all information has been completed the user must left click on the button 60 1Page Income Detail Pete TEst5 Soh Test Ernployer 2 bi INCOMPLETE To take no action please left click on the DEY button The wizard is to be repeated for all household members until all incomes have been reported NOTE Ifa household member claims zero income a zero income form must be printed and filled out by household member 61 Page Once the wizard is complete the user must then select the duration for the income amount s which was were inputted in the Income Detail wizard p ria Maine Energy Assistance and Conservation System File Benefits Reports Tools Security Help TestSmith John Room Per Month O 000 Board Per Month J 000 Utility Allowance 0 00 Mortgage Rent Per Month 700 00 Fuel Subsidy Allowance 0 00 Mobile Home Lot Per Month O ga 00 Zero Rent Reagan FO Landlord fT amp C PROPERTIES x O Addlandiord Income
5. e Cotact ile Once the Remove button has been clicked the Remove Household Member screen will appear Remove Household Member X To renweryve 4hOue sahc eo member atin hee Siihehousehoid wy ary ALON ervera The ui n Oasa heira nd CLII RE TIFE houcgohnii Through Dste cantor w NOTE The permanent removal of a household member should only be done if the household member was added in error In ALL other cases household members must be retired To retire a household member first set appropriate Through Date then left click the _ Retire button To permanently remove a household member left click on the Delete button To take no action left click on Cancel button 33lPage Change Primary Applicant HD To change primary applicant the user will first highlight the household member to be set as primary applicant by left clicking the Primary Applicant check box HE Maine Energy Assistance and Conservation Syste File Benefits Reports Tools Security Help TEst5 Pete HouseholdMenber Begining Tmouh J TEst5 Pete 0120172000 OO munununnnnnNNNNNNENENNANENNNNNNNENNNNNNNNENNNNANENANENNNNENNENNNNNENEENNNNENENNNENNNNNNENENENNNANENNNNNENENNNENENNNANENENNNANEENNNNENENANANENNNNNENNNNNANENANENENENANENENNNANENENNNENEENNENENENENENENENEN test Sue 017012000 LELLLLLELLLLLLLLLLLLLELLLLLLLLLLLLLLLLLLLLLLLLLLLELLLLLLLLLLLLLLLLLLLLLLLLLLLELLLLLLL
6. Ee pemi Rare Took seus eh 5 deno ss ath s watt RE 17 set a ME ARE eater Ferg ad a The new application is now ready for data entry to continue The No Option 1 Now left click ote button Has the Family Moved a 2 The following screen will appear intahe Type l Next enter the data and left click on the Continue button 78IPage 3 The Summary screen will appear and you can continue to enter the correct data l Eh dreth Repos Torte Gacy p OOOO O EA Ma e ver 4 o s gape PENNEK Ty 2 eee NOTE If you choose No on the Has the family changed screen the program will tell you that you cannot use New from Current and you will need to create a New Household Application because neither the family group nor the dwelling are the same This situation is essentially the same as that of a brand new client 79 Page Reporting Data Manipulation of General Population The user has the ability to perform reporting on the MERAC database general population this is done via the Reports menu Maine Energy Assistance and Conservation System Flle Benefits Reports Tools Security Help Currently Selected Local Vendors M Blank Consumption Override Worksheet Blank Denial Form Blank Income Worksheet Form Blank LIHEAP Application Blank Ode Income Form Blank Reminder Form Blark Self Employment Worksheet B
7. Gender fe Date of Birth f 2 Identification Type fe ss m E Identification Number ee E a Household Member Since fa required fields Cancel lt Back West Firts Next left click or tab to Gender drop down list and select applicant s gender Next left click or tab to Date of Birth drop down list and input applicant s date of birth Next left click or tab to Identification Type drop down list and select to use either applicant s Alien number if applicant is a legal alien or social security number Next left click or tab to Identification Number box and input appropriate number for applicant according to selection made in Identification Type Next left click or tab to Household Member Since box and input appropriate date Once all required fields have been entered either left click on or tab to the Next Z button and press Enter 16 Page HE New Household Application New Household Application Wizard Mailing Address 4tter completing the tields below click Finish to add the new Household and Application If the Mailing Address is the same as the Physical Address Check this box gt E Mailing Address Line 1 fa Mailing Address Line 2 Mailing Municipality XS required fields Cancel lt Back Hest Finish Next if the applicant s mailing address is the same as the address of the dwelling then left click the designate
8. If any member of household is receiving Food Stamps General Assistance Medicaid or Other This is used to indicate if at least one person in the household is receiving state aid 29 Page Household Member Tab The household member tab allows the user to add further members to household and hereunder be able to list whether a hypothermia risk exists or not determined by member being 1 Native American over age of 55 2 Over age of 65 or 3 Physician s note F Pv Ls ae The household members tab is grouped into five sections 30 1Page 1 Gives the user the ability to I Add member s to household IIT Remove member s from household and III Change Primary Applicant Add member s to household D To add member to household the user will left click on the o Add button seen on top of household member box Once the o Add button has been clicked the user will see the Add Household Member wizard appearing in form of a new window Add Household Member Add Household Member Wizard First Is the household member tobe addeda former household member nsss Cancel lt Back Next gt Finish First the user has to specify whether the newly added household member is to be added as a former household member or as a new one General guide YES Former members of household EXIST and is to be added NO New member of household is to be added Next the user is encouraged to
9. Room Per Month 0 00 Monthly Allowances Board Per Month 0 00 tility Allowance 0 00 Mortgage Rent Per Month 4700 00 blobile Home Lot Per Month 0 00 Zero Rent Reason Fuel Subsidy Allowance 0 00 Use 70 of Utility Allowance i If option B is chosen the user has to complete the Add New Landlord wizard as seen below E Add New Landlord olx Aiid New Landlord Wizard are 2 Won Organin Name Tepe ID Nunber The user is now required to type in the landlord s Organization Name Taxpayer ID Number and Activation Date If the landlord is classified as a 1099 company then this box should be checked If applicable the user can enter a description in the Description box this is however not required Once all information has been entered the user is encouraged to left click the Next button 52 Page NOTE To avoid any action to take place left click Cancel button at any time Next the user must fill in the landlord s mailing address and its activation date HT Add New Landlord Enter Address Details Address Address bina 1 E Address Line 2 Addrass Lins 3 City State Zip 0 Please Select a City T owr Activation Data E p r wB required Fields Next gt Once completed left click on button Add New Landlord ate Ed Enter Business Telephone A telephone number not necessary bat if entered the teghighte
10. Test Type Deductions E Add 3200 00 200 00 3000 00 0 00 3000 00 The household member s financial information should be added under the Gross Receipts or Sales box and the Costs of Goods Sold box Based on these two entries the application will then shown in the Calculations group box calculate both the Gross and Net Profits for the company If the company has any deductions to report then first check the Use Deductions checkbox and then left click on the d button in the Deductions group box Next left click on the Deduction Type dropdown list and select the appropriate deduction type to use Next left click in the Amount box and enter the appropriate amount for selected deduction type Deduction Type Amount Advertising Car and Truck Fuel Cleaning Bank Charges Insurance Interest Legal and Professional Services 56lPage To delete a deduction first highlight appropriate deduction and then left click on the __ Delete button Financial Information M Use Calculations M Use Deductions Gross acsipts or Sales J s__3 200 00 Cost of Goods Sold s 200 00 cao eeu ste Calculations Gross Profit 3 000 00 Total Deductions 150 00 Met Protit 2 850 00 Next to complete the deletion the user must left click on the to confirm deletion Confirm Deletion 2 Are you sure that you want to delete ty
11. 133 Page This will change the overview to the following NOTE to view remaining day selected use scroll bar Holiday Management This function is done at MaineHousing only and its functionality resides in the MERAC Management module 134 1Page User Controls The user controls available to the user is the ability to change the login password to the MERAC Assistance system Change Password To change the user s password left click on the Security menu and then select Change Password Maine Energy Assistance and Conservation System File Benefits Reports Tools Security Help Change Password Maine Energy Assistance and Conservation System Maine State Housing Authority Energy and Housing Services Once the user has selected this option a Reset Password info window will appear 135 1Page The user now needs to type in the old password first into the designated Old Password box Maine Energy Assistance and Conservation System File Benefits Reports Tools Security Help IA Reset Password Please enter and confirm the password information Old Password Mew Password fi Confirm Mew Password Next enter the new password into the designated New Password box Lastly confirm the new password by entering it into the Confirm New Password box The reason for this confirmation is to make sure that the user didn t mistype any part of the new passwor
12. 67 Page 4 Left click on Comment Field and enter in comment 0 00 Comments ID fees __ ID Comment r fear Comment Date Date z MSA002 7935 This ig a test MSAQOZ7903 O 540027903 ci k Test rmith Jo ee ah Testorith Te oa TAT AM 5 When done type comment left click on DGGHEW button to save comment and exit back to main tab Delete a comment To delete a comment simply follow the following guidelines 1 Right click on tab 2 Highlight area needed for comment and left click Household Comments Dwelling Comments Review All Comments 68 Page 3 Highlight Comment Row to delete by left clicking on black arrow Room Per Month 0 00 M Monthly Allowances 1 Board Per h h amp a l ilur i Mortgage Rent Per b LIHEAF Comments Mobile Home Lot Per t Zera Rent Re Application ID Household ID ae Comment Comment D ate a ae IE ee H E fe TestSrnith Te Household Income Annualized Inco The household is inco 4 Left click on _Delete button Confirm Deletion 2 Are you sure that you want to delete this comment 5 Next to complete the deletion the user must left click on the button to confirm deletion NOTE To take no action left click the ow button 6 To exit Comment Window and return on Tab view left click on DONE button 69 Page Printing of Blank Forms The user has the ability to print blank forms needed
13. AN Are you sure you want to delete this appointment il button 128 Page Find Inquiry Appointment To find an inquiry appointment in the scheduler left click on the ___ Find InquiryAppt__ button Next the Inquiry Appointment Search info window will appear Inquiry Appointment Search Please Enter Search Critena First Name Last Mame Next enter in the First and or Last name of applicant NOTE User can either type in the full spelling or only type in partial spelling The system will simply list all appointments with specified spelling criteria Inquiry Appointment Search Please Enter Search Critena First Name Last Mame il _tearcriteria searen caner Next left click on the o Seach button to start search Next the Search Results window will appear with searches that match the specified search criteria entered by user a Shae Pad Ae oinirents Die of Birth 129 Page Next if the wished appointment is found during search then this appointment can be opened by first highlighting the appointment and next left clicking on the button If the wished appointment is not listed then left click on the ___BackToSearchCriteia__ button to return to the Inquiry Appointment Search info window OR Left click the CancelSearch button to return to the Scheduler overview NOTE Ifa search performed doesn t list any appointments the
14. NOTE A telephone record should only be deleted if it was entered in error Confirm Deletion 2 The Business Telephone for number 5551455 should be deleted only if it was entered in error If this telephone number was never valid click OK to delete Otherwise click Cancel and use the Through Date to inactivate the telephone number Once the Delete button has been clicked left click on the 2 button to confirm that number was entered in error To take no action left click the we button To DELETE an E Mail address follow the same procedure 37 Page Dwelling Tab The dwelling tab is used to further specify an applicant s dwelling information As can be seen from the screenshot below the dwelling tab consists of two grouped sections Location and Dwelling Information Maine Ertrgy Assittante atl Conard on Syshenn Fle ferefits Reports Took ecuity Test Lila M Locion Physical Address Change Che leer dress Line 1 123 Test Line 1 Line 2 Line 2 B unicipali y Skowhegan HE M75 P salg Information Danership Type lon o Total Acoma o s5 Erwanig Typa Single Famiy Ling Aianrn a Wall Insulated Unknown Drwvelling Ags PO Eadroame 2 Aic Insulated Unknow Dwelling Condition Pe Dining Roonrs a Water Heater Ina ulated inknn 54 Footage Living Space Kitchens a Water Heater Foal Other Rooms o List Other Aoorns Date Weathenzed Location group seen on top pa
15. New Household Application Wizard Application Details Application Gate fig fy The application date must fall on or between F 1 2006 and 6 30 2007 Application Type g Intake Type fg W required fields Cancel Hinis Please note that the entered information from the scheduler will automatically transfer over HE New Household Application Iof x New Household Application Wizard Dwelling Please enter information about tha physical location Dwelling Type single Family Physical Address Line 1 123 Test Rd Physical Address Line 2 PE Physical Municipality Skowhegan ME 04976 T Mobile Home Built Before 1976 Home CGwnership Type wh wE required fields 127 Page Delete Appointment To delete an appointment first highlight appointment to delete HE Maine Energy Assistance and Conservation System Bile Benefits Reports Toole Security Help Scheduler Silke Thursday April 26 JAlan Test Site Avallability Patar Tasker Amanda Tasker I 4 April 2007 o MT WTF 5 Miller Poul Epp Then click on the __Delete Appointment _ button The user can also delete an appointment by double clicking on the appointment and then left clicking on the Delete button Next the system will prompt the user to confirm deletion Appointment Dialog
16. Months 500 00 15 660 00 119 00 ee imam 65 Page Right Click Option The user has the ability to add comments to the applicant s application by Right Clicking the mouse button and then choosing the appropriate comment type Each tab provides access to different comments For instance if the user Right Clicks on the Summary Tab then the user will have the access to the following LIHEAP App Household Dwelling or Review All Comments Maine Energy Assistance and Conservation System File X fi T a a ity iej L pater us TT The following tabs provide access to the following comments Household Members Tab Heating Systems Tab LIHEAP App Household Person LIHEAP App Household Dwelling and Dwelling Comments and Heating System Comments Dwelling Tab Income Expense Tab LIHEAP App Household and LIHEAP App Household and Dwelling Comments Dwelling Comments 66 1Page Add a comment To add a comment into any of the above mentioned comments simply follow the following guidelines 1 Right click on tab 2 Select appropriate comment type and left click Household Comments Dwelling Comments Review All Comments 3 Left click on Add button 0 00 Comments Application ID Household ID Comment Comment Date H E k TestSmith Jo a TestSrmith Te umma Household Members Dwelling Heating Systems Certification Benefit History ECIP
17. Application OLX bd Application Date loina2oo7 gt Application Time edy Application Type o J Hea Application Purpose oo T Sytem i Inoperable Next left click or tab to the Application Time box and input time of application 18 Page Next left click or tab to the Application Type drop down box and select appropriate type of application Utility Disconnect Emergen Application Date low ofzooy Lil Applicaton Time 11 25 A M edy Application Type E CIF A Hea Application Purpose erpgp E Syster is Inoperable If ECIP A is chosen Utility Dis connect Emergen HE Add ECIP Application ojx Application Date Jaw oto Lil Application Time 11 25 A M edy Application Type JECIP A Hea Applicaton Purpose bi Fuel 3 Furnace Repair fMinar Utility Disconnect B System 1 Inoperable Next left click or tab to the Application Purpose drop down list box and select appropriate purpose for application 19 Page If ECIP B 1s chosen Utility Disconnect Emergen HE Add ECIP Application EHR Application Date os o2007 Lil Application Time 11 25 A M edy Application Type ECIP B Hea 4o plication Purpose tst itsi B System i Inoperable Next left click or tab to the Application Purpose drop down list box and select appropriate purpose for application To complete adding ECIP application left
18. a S Maine Energy This will open up a wizard that will guide the user through the creation of a new application 7 Page New Household Application Wizard The following wizard consists of four windows that will ask the user to input basic data about the new applicant Window 1 The user is in the first window encouraged to enter the required data as seen below NOTE Date must fall into the timeframe specified in the red note seen at the right of the screen Once the proper date has been entered the red note will disappear Bie Benet Repot Took Security Het SSS O e abt a nee as st lone SESE Next fill in the Application Type Type S for Standard LIHEAP or select from the drop down box Now enter the Intake Type type N for New Paper App or select New Paper App from the drop down box 8 lPage vo Mh Leslee Ear year la xj Eib Bereim Reporte Took Seciwite Heip Mai EEEE Aew hotewetteatel Appir ation Wirer i Mph binw i Leet ange ster Dete ADAMON Tepo fotandard LIHEAP E intake Type lew Pamer AL Start G ae A 48 3 Internet Exp Memory Test sc sti Maine Energy A W New Homeho EROS 1534 AM Once all fields have been completed click the Next gt button for the following screen to be displayed Window 2 The second window summons data about applicant s dwelling type and address le xi Cie Dewa Repot Tack Density
19. following info window will appear No Matches Found Mo records were Found that match the search criteria Do you want to refine the search criteria Next left click on the info window OR Left click on the ot button to return to the Scheduler overview 130 1Page Print Scheduler To print the scheduler click the ___PrintSchedule button on the overview screen Next the Scheduler Printing Options window will appear Color Start Date 9 9007 End Date 3 29 2007 Max Pages 10 Color Style W Use Header amp Footer IM Include Date Header Include Notes Preview Pim cose Blank l Lined This options window allows the user to specify Print and Color styles Print Style Daily Daily Color Style Weekly Monthly Start Date Yearly Start and End Dates Start Date End Date Max Pages Previ Max amount of pages Max Pages 10 The user can also specify Color Style Color Color Start Date GrayS cale Monochrome C anA Mi mk Merge Calendar Slots W Use Header amp Footer IM Include Date Header 1 Page Include Hotes Blank Lined 1 To have the calendar slots merged 2 Whether or not to use a header amp footer 3 Whether or not to include a Date header To preview the selected options left click on the __ Preview button Print preview D 00888 In
20. for completeness Summary Household Members Dwelling Heating Systems Income Expense Certification Benefit History If applicable ae a II Verify that the correct number of Household members are listed Ill Verify A All sources of income are present and B Attached to the income worksheet OR Attach a written statement by intake worker stating that he she saw proof of the documentation needed C As applicable calculate the utility allowance and place the figure in the utility allowance box NOTE The certifier signs the form indicating the utility information provided has been review D If applicant claims zero income all the zero income forms must be completed and documented in the physical file IV Certification Requirements A The following items must be complete on the application for certification 86 1Page Tab Benefit Determination Method needs to be selected Heat Load Subsidized Intake Worker Required Summary Cenifier Required Summary Number of rooms gt 0 nnn Dwelling Prccypenon methane steer Members Nerat ome SSN or Alien Members Must have an Electric Vendor If an Has Electricity Heating Account is checked at Systems top of heating systems tab UNKNOWN ne eoe o pa UNKNOWN an E Expense Income row must be Verified If SSI or SSD Income Income IncomeTypeID 13 or Expense 14 Heating Vendor is required Unless Heating HomeOwnershipType R Systems ent with Heat or HomeOwnersh
21. for completing various tasks these tasks include 1 Consumption Override 2 Denial of application 3 Income worksheet filled out by applicant 4 LIHEAP Application filled out by applicant 5 Odd Income filled out by applicant Maine Cnergy Assistanc and Cons Bile Benefits Recor cols security Help Currently Activa Vendors Labels Lists i Blank Denial Form Blank Income Worksheet Form _Blark LIHEAP Application _Blark Odd Income Form Blark Reminder Form _Blark Subsidized Housing Form Brak dar income Form ervation 5y stem 6 Reminder 7 Self Employment filled out by applicant 8 Subsidized Housing filled out by applicant 9 Zero Income filled out by applicant 40 This section will only examine the blank forms in relation to an individual applicant For all other forms please see the Reporting section 70 1Page Each blank form to be printed needs to follow the same guidelines 1 Choose appropriate form to print from the Reports drop down menu 2 To print left click on amp icon 3 To exit left click on icon Maine Energy Assistance and Conservation System File Benefits Reports Tools Security Help e rn De eE w DA Martlepon MAINE STATE HOUSING AUTHORITY HOME ENERGY ASSISTANCE PROGRAM HEAP ENERGY ASSISTANCE PROGRAMS CONSUMPTION OVERRIDE WORKSHEET Appicant s Name Application Date Comsemption Overide Ressons C Chent used a non reportng vendor for t
22. has the ability to either 1 Add a new vendor or 2 Delete an existing vendor Add a new vendor To add a new vendor the user has to click on the oMa button Fuel Yendors NE we See _ Delete Is Mame on Account Deceased Spouse E Wood Type Account Number Requested Vendor E Utilities Onky E __Edit Wood Type Next complete the Add Fuel Vendor wizard as seen below by selecting an existing energy vendor already listed in the drop down list and then to finally select the fuel type appropriate for applicant s heating system HE Add Fuel Vendor Energy Vendor Fuel Type Cancel If the user wishes to add this selected vendor click then button to finalize wizard Otherwise click _ e button to take no action If the applicant already has a vendor which he she would like to continue using the user can check the Requested Vendor box Also if the applicant already has a vendor the Name On Account box should be filled in along with the Account Number box NOTE When a fuel vendor is added the Name on Account and Account Number boxes are required to be entered If not this could cause problems during payments later on 48 Page When adding a wood vendor the user has to specify Wood Type needed this is accomplished by left clicking the drop down list s arrow and selecting appropriate wood type Requested LIAP a UAF Venial W
23. hee Mai SES ee _ lO xj New Howeehold Appioation Wieert Owellieuy Pisces psr rors on aces tha phaca becoteem i Dento Tee japa trae apy tree Oo Pir Ack owe Lirw 1 a S O Outi 2 ee Horea Phys Actors u J 4 Arar Ptwsita Muriapaity rt wee Fere Corci rere pina TEZ gt prempemi Metts start EG 83 eret Exp Memory Test Se ei Maine Energy A New Houscho IAS 29AM Again the user is required to enter the requested data Click the Dwelling Type drop down arrow and select a Dwelling Type The user is here given the options between Apartment Condo Co Owned Duplex Mobile Home Single Family Single Family Condo or Unknown 9 Page The latter option is used in case the applicant s data is unavailable at the time but needs to be filled in later in the process Next left click into the Physical Address Line 1 box and enter the physical address for the dwelling NOTE This has to be the dwelling address and NOT the mailing address Next left click into the Physical Municipality box and type the first letter of the town you are looking for OR Left click the arrow to display list of Town names Example used Hallowell i AR D i IRA aiM Once all required fields have been entered either left click on or tab to the next gt button and press Enter 10 Page Window 3 The third window summons data about the applicant s personal data Bile Bene
24. may have been saved by another user and not yet visible on the calendar Would you like to create a new appointment in this slot anyway Next to avoid creating a new appointment in this slot left click on the button and try another timeslot Next if there is no existing appointment in the timeslot selected then the appointment window will show 117 Page 1 Untitled Appointment File Edit Subject Client Temm Attach Inquiry Information Primary Applicant Start Thu 03 29 2007 1 30 PM First D Midde ER Suffix End i45 PM Thu o3f2o 2007 Gender ka ID Type dl All Day Event Recurrence Date of Birth ID Number 3 Household Member Since I Reminder jis minutes Dwelling Color oH Blue Type Mailing Address Notes a Address 1 Address 1 Address 2 Address 2 Mobile H Built Bet T aoe aia Address 3 EE Municipality Municipality x Telephone 4rea Code Mumber Ext Comment Add Recurrence If the appointment is to be set for a subject or new client with no existing application info then type in the client s name or subject into the Subject Client box Next verify that the start and end date and times are correct a Thuosi2zq2007 w 1 30 PM If needed to be changed Left click into appropriate drop down box End Thu 0329 2007 x 1 45 PM If the appointment is
25. so notified from external source i e MaineHousing To view the Supplement Follow Up for an applicant the LIHEAP administrator must left click on the Tools menu and select Supplemental Follow Up Maine Energy Assistance and Conservation System File Benefits Reports Security Help Maintenance Export 4d Hoc Reporting Data Supplemental Follow Up Supplemental Notification Report DHHS Import Follow Up Next the LIHEAP administrator must re process each listed applicant on the Supplemental Errors tab HE Maine Energy Assistance and Conservation System File Benefits Reports Tools Security Help Supplemental Errors Sp ALLesmith Aetsy J StateINB 2007 Unable to determine the correct Payee for this application ASSesmith JobP State TB2007 Unable to determine the correct Payee for this application Baiesmith Aetsy Fo State NB2007 Unable to determine the correct Payee for this application BAResmith MobW State NB2007 Unable to determine the correct Payee for this application BAYesmith LobP State NB2007 Unable to determine the correct Payee for this application BEesmith Fob W State1A6 2007 Unable to determine the correct Payee for this application BEResmith Detsy J State NB2007 Unable to determine the correct Payee for this application BlCesmith KetsyL State1A6 2007 Unable to determine the correct Payee for this application
26. the change in colors eit Peter Taster Amanda Tester 1 The dark color pa specifies time set outside working hours kad m The light color specifies time set within working hours s To exit the setup window left click on the Close button Loading of Appointments after a Certain Date By default the Scheduler only loads appointments scheduled 3 months prior to the present date To change this date left click into the date box that suits your need BH Maine Energy Assistance and Conservation System gt File Benefits Reports Tools Security Help Scheduler Load appointments that are after 04072008 Site test site Availability 116 Page Add Appointment To add an appointment to the scheduler either 1 Double left click onto desired time slot 2 Left click onto desired time slot and then left click the button NOTE When clicking a field the field will automatically highlight in blue eee po CC O E Next the Scheduler will automatically refresh check to see if another appointment has been created in the same timeslot If such an appointment exists then you will see the following window appear Conflicting appointment found ES LY There is a conflicting appointment in this slot it
27. type in the new household member s First Last name Suffix and Middle name if any Date of Birth Gender and identification number typically social security number 311Page Add Household Member Add New Person Enter details then click WEXT to add General Information ie Ee First Name Last Mame Suti a oe fis Male Middle Harme Date Of Birth Gender Identification X required Fields a Cancel lt Back Next Eimish Once all required fields have been entered either left click on or tab to the Next gt button and press Enter Next the user has to state the beginning date of added member to household This information is used when calculating application s benefits Once all required fields have been entered either left click on or tab to the o Enish button and press Enter This will bring the user back to the household member screen with the new household member added The newly added information in the wizard will show up in the general information group box 32lPage Remove member s from household ID To remove a member from the household the user will first highlight the household member by left clicking to the left of the household member s name and then left clicking on the button I Maine Energy Assistance and Conservation System File Berefits Reports Tools Security Help Abdverrerdfy Act te Fae O e aean Menber
28. 1 All Applications Lists All Certified Eligible Apps By Town M Blank Consumption Override Worksheet All Denied Applications Bik Denial Form Home Owners Blank Income Worksheet Form Hypothermia Risk Blank LIHEAP Application Blank Odd Income Form Blank Reminder Form Blank Self Empioyment Worksheet Blank Subsidized Housing Form Blak Zero Income Form Year To Date Statistics Report All Applications The All Applications report offers the user the ability to print all applications received for a certain year To open the All Applications report the user must first follow above mentioned procedure and then left click on the All Applications report 82 1Page Next the user must to enter the Program Year which applies for the requested report I button Once the year in has been entered left click on the Report Criteria Please enter the Program Year Program Year s007 NOTE To cancel entering the report left click on the _ Cancel button If the user clicked the Js OK button the report will open in a new window The user will be able to print this report by left clicking on the icon As seen in example with Currently Selected Local Vendors All Certified Eligible Apps by Town through Hypothermia Risk The procedure for obtaining reports on All Certified Eligible Applications by Town through Hypothermia Risk follows the sam
29. Account Own Electric Meter Has Energy Cost Own Tank Outside Tank and Tank Size Known If the Tank size is check the user must enter the actual tank size in the box below tility Information All Utilities Included Own Electric hleter Outside Tank Electricity Included Has Energy Cost Has Electricity Account Own Tank Requested LIAP LIAP Denial Date Furthermore if the applicant gets denied the date must be entered into the LIAP Denial Date box by the intake worker 2 The Heating Systems The user has the ability to Add Remove and or Re Instate a dwelling s heating system and specify the system s priority and working condition The user can furthermore also select whether the system and or chimney have been cleaned during the year Add a new or existing heating system When adding a new or existing heating system the user is to click the button and is then to complete the Add New Heating Systems wizard as seen below Heating Systems nl System Type Fuel Type Install Date Retire Date ada Reinstate System Cleaned This Year E EREE x Stema tainta Cac nain Chimney Cleaned This Year E The user now has to fill out four requirements in order to add the new heating system System Type Fuel Type System Priority and Install Date 44 Page equeste W US Oi ANY 8 Adc New Heating MMIBIE System Type Fuel Type Install Da System Type Fuel Type System Pri
30. Applioaton Next the LIHEAP Application Search Window appears Now search for applicant LIHEAP Application Search Please Enter Search Critena The greater number of criteria entered the more specc the result set First Mame Last Mame Date of Birth garesmith oo Identification Type Identification Mumber S52 etc r Address Line 1 City State Zip Telephone irf digits 124 Page When the appropriate applicant is located Search Results J 2006 GAResmith Metsy 12 05 1925 523 71 5952 Eligible Standard LIHEAP 33 East Street Old Orch E 2006 GAResmith Mob 014124952 522 03 7438 Eligible Standard LIHEAP 18 East Street Glenburn J 2006 GAResmith Mob 08 09 1995 523 439 8193 Eligible Standard LIHEAP Milo ME E 2006 GAR esmith Mob 12 19 1970 560 02 1522 Eligible Standard LIHEAF 16 East Street Old Orch E 006 GAResmith Mob 09 02 1955 65 06 6374 Et Standard LIHEAP 22 East Street Kennebu 2006 GAResmith Mob 08204 1957 5222 07 3342 Denied Standard LIHEAP 22 East Street Old Orch E 2006 GAResmith Mob 0771071949 ADD 99 6388 Standard LIHEAP 32 East Street Warren h E 2006 04 17 1923 522 61 5611 Eligible Standard LIHEAP 14 East Street Disfield b E 2006 GAResmith Dob 1o 2972005 523 564 1118 Standard LIHEAP 76 East Street Linneus E 2006 GAResmith Petsy 01 02 1966 555 01 9298 Standard LIHEAP 35 East Street Smyrna b B 2006 GAResmith Petsy 04 24 1954 522 05 7225
31. BiCesmith LetsyL State NB2007 Unable to determine the correct Payee for this application BlSesmith Pob H State NB2007 Unable to determine the correct Payee for this application BOAesmith Rob G State NB2007 Unable to determine the correct Payee for this application Bouesmith Rob State NB2007 Unable to determine the correct Payee for this application Breesmith Jetsy L Unable to determine the correct Payee for this application BUBesmith Eetsy L State1A6 2007 Unable to determine the correct Payee for this application CAResmith Betsy State NB2007 Unable to determine the correct Payee for this application CASesmith RobL State TB2007 Unable to determine the correct Payee for this application CHAesmith EetsyE State NB2007 Unable to determine the correct Payee for this application F 104 Page NOTE Supplement errors occur for the following reasons Unable to determine the correct Payee most are in this category l 2 3 4 5 Unable to determine Benefit Determination Method very few Unable to obtain an Application Lock very few Unable to determine Primary Fuel Type very few The vendor who passes all of the above is no longer an approved vendor very few To reprocess an applicant the LIHEAP administrator must first highlight appropriate applicant and then left click on the SEE button A Maine Energy Assistance and Conservation System Reports T
32. Eligible Standard LIHESP 40 East Street Solon Mi a 2006 GAResmith Petsy 09703 1928 524 7040386 Eligible Standard LIHEAP 7 EastSteet Winslow 2006 Garesmith Petsy 08 021 964 A422 9915 Eligible Standard LIHEAP 89 East Street Eo H _ Oven Selected Application _ __Cancel Search Then left click on the OpenSelected Application _ button Next a window will come up to confirm selection of applicant Select Primary Applicant Select Primary 4ppbcart GAResmth Setsy DOB 74 1951 Former Primary cancel To continue adding information from application to scheduler left click on the Po aon 125 Page The appointment window will next populate with the appropriate information from the selected application Hei New Appointment Appointment File Edit Subject Client Garesmith Setsy W Attach Inquiry Information Primary Applicant Start Thu osf2a 2007 w 1 30PM 0 OF First Setsy Middle Last GaResmith Suffix Y End Female Thu alzoo ka 1 45 PI ka Gender Female F ID Type Social Security k a All Day Event Recurrence Date of Birth 07 04 1951 ID Number 521 990 6775 j Household Member Since 02 02 2004 Reminder fis minutes Dwelling Color W amp S J Blue ig ingle amity Address 1 22 East Street Address 1 PO West Street Address 2 Address 2 Mobile H Built BeF a cna aS Address 3
33. IHEAP Credit Available To complete the ECIP application see ECIP Certification 23 Page 2 Utility Disconnect Left click on Utility Vendor to select applicant s vendor Bangor Hydro Electric Co Central Maine Power Eastern Maine Electric CoOperative Inc Fox Islands Electric Co Operative Inc Houlton Water Company Kennebunk Light amp Power District Madison Electric Works Maine Public Serice Presque Isle Next left click or tab to Utility Contact Name and input appropriate name Central Maine Power os Allan Testhlann Next left click or tab to Disconnect Date to enter disconnect date informed by Utility vendor Next left click or tab to Disconnect Amount to enter amount reported by Utility vendor 24 Page Next left click or tab to the appropriate check boxes to indicate whether 66 Heating will fail c6 ECIP will remedy 66 Broken Payment Arrangements z207 l Y ef o 00 To complete the ECIP application see ECIP Certification 25 Page 3 Furnace Repair Left click on System Vendor drop down list box to select appropriate vendor A amp T Fuel A Avery Fuel Oils Ire 46 Rarmedell Co Ine 4E Robinson Co IncDester AE Robinson Co lnc P amp RENT A E Robinson Oil Co Inc DoverFoxcrott A E Robinson Oil Co Greenville Acadia Fuel Next left click on appropriate check boxes August
34. LLLLLLELLLLLLLLLLLLLELLLLLLLLLLLLLLLLLLLLLLLLLLLELLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLE 34 Page 2 The user now has the ability to select and add further information about applicant s by first highlighting household member Maine Energy Assistance and Conservation System File Benefits Reports Tools Security Help O ee E E E a L N al al 5i Un m f nene T Social Security SJA 111155444 The user can now based on selected household member change name date of birth and or gender in case of mistyping during intake NOTE Once application has been certified these fields will be locked 3 The user can also based on the selected household member add information about member Marital Status ID Type ID Number and Health Insurance and Education Level via drop down boxes Citizen Native American Physician s Note Disabled via check boxes 35 1Page 4 Lastly the user has the ability to Add a contact number or Delete a contact number of every household member listed Add a contact number e mail To add a contact number first highlight household member and then left click on button TE Pete Teepe sd Contact Role Foe To gt General Informeton l Pete TES hd 3 First Name Last Nene Suffix J 90101 1955 Male bad Middle Name Date Ot Birth Gender Once o add button has been chosen left click on drop down list
35. Mell Energy Assistance and Conservation System le Benefits Reports Toots Security Help ihe a l New Household Application Oren Trea Aplications exit Landlords Employers Intake Sites Maine Energy Pisorstamneccamecurscrvan0n System Maine State Housing Authority Energy and Housing Services Next input appropriate search criteria s in one and more of the following options First Name Last Name Date of birth Identification Type Identification Number Address Line 1 City State and Zip and or Telephone no Once search criteria have been entered left click or tab to Search button Search Results Progen Yew hone Dee wewn Mabe Stam Appkcatoe Tae PipmoalAdiere Oly 7 z t imini Diet See i oy AG Tawa hasy abrab aocbetaal E ighis Goe eee e N db fiwkice Put h 44 Cent Sone j gt B f ee cy F k G gt y gt gt ry poy oa ay CS p P nom gt rT A lt ars i NE PRT ne TSS We psc tiaras lt 5 5 2 5 t irat 3 Gtewied Lada R gt i 5 Ter i 2 Tiia HEEF 7 Emi Soss ian i gt Next highlight wished applicant and left click on the Open Selected Application button to complete search 73 Page Benefit History To view an applicant s benefit history left click on the Benefit History Tab summary Household Members Dwelling Heating systems Income Expense Certific
36. Monthly Allowances Use 70 of Utility Allowance L Household Member Total Feriod Income E amp TestSrith John 3 215 00 u TestSmith Teresa 1 670 00 Household Income for 3 hdanths is 4 885 00 Deductibles for this period 0 00 Annualized Income 19 540 00 Percentage of Poverty 149 00 The household is income eligible inthe 126 150 range E oem bekte Once the household income period has been selected the Annualized Income will automatically be listed Directly under the Annualized Income box the household s income eligibility will be shown based on the State of Maine s poverty range this range is used to calculate the benefit amount 62 Page Once all household members incomes have been added the user can left click on the sign to the left of the household member s name to get a detailed list of all of that household member s incomes 0 00 0 00 700 00 0 00 T amp C PROPERTIES Income Household Member Total Period Income 4 415 00 Income Type Income Source or Employer Period Income Household Member Total Period Income Pal TestSmith Teresa 1 670 00 1 000 00 20 340 00 155 00 63lPage Edit a household member s income To edit a household member s income the user must first select the household member s appropriate income in the list and then left click the Ei button Household Member Total Period Income
37. PO Municipality fod Orchard Beach ME Municipality a Orchard Beach ME Telephone Area Code 207 Number 5268209 To print the application left click on the _Print Application button If the applicant is new and not listed in the MERAC database then the worker can manually type in known information into the Attach Inquiry Information section Bi GAResmith Setsy Appointment Ble Edit Primary Applicant Mailing Address Motes This is where the worker enters the a note Skart Thu o3s 29 2007 T 1 30 PM T First Foul Middle Last Miller Suffix T End Thu o3 29 2007 S 1 45 PM bai Gender Male T ID Type Social Security T All Day Event Recurrence Date of Birth 01 01 1944 ID Number 123 55 5555 O Reminder fis mnes Sw Dwelling Household Member Since 01 01 1999 Color O CE Type Singe Family Mailing Address Address 1 123 Test Rd Address 1 123 Test Rd ddress 2 Po Address 2 E e Home Built Bekare Address 3 o Municipality 5kowhegan ME 04976 Municipality Skowhegan ME 0497 Telephone Area Code 207 Number 555 1234 Ext Comment Test Motes This is where the worker enters the note To process the inquiry left click on the _ Process Inauiy button This will take the user to the New Household Application wizard HE New Household Application Op
38. Receiving Assistance i e TANF then the user has to check the appropriate checkbox As seen below Assistance Sources Once the box is checked the user will be required to write in the source s of the given assistance Finally the user has to document how the household member s Necessities have been met by filling out the appropriate boxes Mecessities Document how the following necessities have been met Food PO Heating FO Shelter o Taxes o Electricity FO Transportation Po Other Needs FO Once the worksheet has been completed the user must left click on the button to the save information and to get back to the Income Detail screen When the income types SSI and Social Security SSD are chosen MERAC requires these two incomes to be verified before the application can be certified This verification is done via the DHHS income verification process in MERAC Management Based on the relevance of the Income Type drop down list the user should next select the household member s Income Source Employer If household member s employer is not listed in the drop down list then the user must add employer by left clicking on the OOO Mneme button 59 Page INCOMPLETE After left clicking on the Add employer button the Add New Employer wizard will appear This wizard is identical in execution as the Add Landlord wizard mention under the Expense group
39. S Dodger Blue ES SlateGray DS LightSlateGray E LightSteelBlue Then that can be achieved by selecting the wished color from the Color drop down list ES CornflowerBlue GS FoyalBlue E MidnightBlue L Lavender E iy B CarkBlue Cancel B MediumBlue If the worker wishes to add a note to the appointment 7 Reminder lis minutes Then left click into the Notes text box to enter note Color Blue F This is where kthe worker enters the a note Hotes Next to finish creating the appointment left click on the button The appointment will now show up on the overview screen under the selected worker and for the specified time 122 Page To edit the appointment double click on the appointment box New Sopoinkment 123 Page Attachment of Inquiry Information To attach inquiry information from an existing applicant M Attach Inquiry Information __Eind Previous Application Primary Applicant First Middle asst Sui fw Gender so ID Type E Date of Birth x l ID Humber ee j Household Member Since Dwelling Type w Mailing Address Mobile H Built Ber D o OE aa R Address 3 po Municipality x Municipality al Telephone 4rea Code Number Ext Comment First check the Iw Attach Inquiry Information check box and then left the _EindPrevious
40. Testimith John 4 415 00 Income Type Income Source or Employer Period Income en s Variety Household Member Total Period Income Ht TestSmith Teresa 1 670 00 Household Incame for E Months is 6 095 00 Deductibles for this period 1 000 00 Annualized Income 20 340 00 Percentage of Poverty 155 00 The household iz income ineligible Does the household have deductible teris which have not been entered o ad o Eit __Detete This action will take the user back to the Income Detail wizard Delete a household member s income To delete a household member s income the user must first select the household member s appropriate income in list and then left click on _Delete button Next to complete the deletion the user must left click on the button to confirm deletion Confirm Deletion LY Are you sure that you want to delete income for TEst5 Pete in the amount of 2300 00 NOTE To take no action left click the ow button 641 Page 4 Deductibles The amount of deductibles relevant must be entered into the appropriate box labeled Deductibles for this period NOTE Amount entered must be equal to period specified in household income for drop down list 0 00 134 00 17 660 00 Once amount has been entered the Annualized Income amount will change and thereby change the basis for the applicant s eligibility
41. a Fuel Company nd _ To complete the ECIP application see ECIP Certification 26 Page Input Data for Applicant s In the following sections the input data for applicant will be discussed based on the following tabs shown These can be seen on the bottom part of the screen Saving Current Before we start looking at the individual tabs it is important for the user to learn how to save entered data at any time during intake While working on any tab the user has the ability to save current information by following procedure File Save Current W Maine Energy Assistance and Conservation System File Benefits Reports Tools Security Help New Household Application Mew From Current i dd _ Dete Telephone Open gt Close Current iHEAP Save Current p Home Telephone 12 26 2006 a PE es mi o ao ooo oo00 Jooo Exit Mailing ddress Line 1 173 TestHill Rd 21 Page Summary Tab The first tab which we are going to examine is the summary tab which provides the user with a brief overview of the application a Maine Energy Assistance and Conservation System gt File Benefits Reports Tools Security Help Test Lilla Application and Contact Info Eee Application Date 01012008 MERAC Application ID 0000181433 o Aia Delete 1 Application Type Standard LIHEAP Intake Worker Rob Andesmith l Agency MSA Mailing Address Lin
42. an all day event then please check the i cnet box Next 1f the appointment is to recur over a set time interval then click the _Becurrence button This will bring up the Appointment Recurrence window 118 Page Appointment Recurrence Aopointment time Start 1 30 PM x End 1 45 PM Duration 15 minutes Recurrence pattern nunnnnnnnnnnnnn Recur every 1 week s on f Weekly Monthly Sunday Monday Tuesday wednesday C Yearly Jf Thursday Friday Saturday Range of recurrence Start 07 Mo end date ae Thu 3f29 200F End after id Occurrences End by The S31 2007 ox _Bomove Recurrence To specify the recurrence pattern Recurrence pattern Daily Recur every E week s on f Weekly C Monthly Sunday Monday Tuesday Wednesday Yearly jw Thursday Friday Saturday Please select appropriate pattern under the Recurrence pattern section Next to set the range of the recurrence Range of recurrence Start Mo end date Thu sf2oyr2007 End after T Occurrences End by Thu ers f2oo7 Select appropriate start and end date 1f any Then click oo button to setup recurrence 119 Page To exit the recurrence window without adding a recurrence left click the Cancel button The recurrence will show up on the overview screen by having an t gt icon next to the appointment
43. ate HE Add Fuel Vendor Heating Systems 0i Boiler or Fumace fou fe Erara Vendor E C Bary amp Son Ez P woodstoe w i wood Fuel Type Delivery Town Hallowell ME 04347 Wood Type gt Seasoned 2tt unsplit Seasoned 1f unsplit Seasoned ft split Seasoned 16 18iIn split Seasoned 1f split Green2 unsplit Green Tf unsplit Green ett split Name on Account John TestSmith Deceased Spouse a Account Murnber Requested Vendor E System Priority Secondary Fuel Vendors Vendor Name Augusta Fuel Company After a wood type has been selected the user later has the ability to change type To change left click _ Edit Wood Type_ button This button will only appear when a wood vendor is selected Fuel Vendors EN scr u ane _ Delete z Mame on Account I Deceased Spouse E Wood Type Account Number Requested Vendor E Wtilities Only E NOTE Ifthe user enters a wood vendor that doesn t deliver to the dwelling s physical location an info box will appear Vendor Delivery Error amp 9 The selected energy vendor does not have a wood price group that includes the delivery town 49 Page Delete an existing vendor To delete an existing vendor the user must first highlight the appropriate vendor and then left click on the Delete button Fuel Yendars A T gt A E Robinson Co Inc Dexter Qil E Central Maine Power Delete z E Mame on Accou
44. ation Benefit Histon ECIP Next left click on the appropriate amp icon located to the left of the benefit type column to view the appropriate benefit history In the following example the Benefit Type LIHEAP was chosen Benefit Type EE Date Benetit Transaction Amount Recipient Document IO Comments 0103 2008 Certification at 01103 2008 PostasPayable 8 00 CN Brown Co Augusta Heati 0118 2008 Recognize Benefit 420 00 CNBrown Co Augusta Heati 1 24 2006 Approve tor Payment 420 00 CNBrown Co Augusta Heati OE Benefit Type 4pp Date Benetit Payee Amount Current Status Signed P ECIP A OVOX2006 CN Brown Codugusta Heating Gil 299 86 Paid o O Mo LIHEAP Benefit Benetit Paid 0 00 fs 74 Page New from Current To create a New from Current application the user must first open an already existing application File Open LiHEAP Application HE Maine Energy Assistance and Conservation System File Benefits Reports Tools Security Help New Household Application Exit Landlords Employers Intake Sites o o o scheduler Maine Energy n Next the LIHEAP Application Search screen will appear and the user must fill in the name to search for and then left click the L2 amp 3 _J button LIHEAP Application Search Please Enter Search Critena The greater number of criteria entered the more specific the result set First Mame Last Name Date of Bi
45. ck on Run Batch of Benefit Notifications im i Maine Energy Assistance and Conservation System File Benefits Reports Tools Security Help Purchase Orders gt Run Batch of Benefit Notifications _ Batch Notification Report Maine Energy Assistance and Conservation System Maine State Housing Authority Energy and Housing Services Next set start and end date and click on the button i Maine Energy Assistance and Conservation System if HE Report Criteria fia Fo Please choose a date range Start Date h 2 01 2006 End Date 91 16 2007 Conservation System Cancel Energy and Housing Services NOTE To take no action left click on or tab to the Cancel button and hit Enter The user will now be able to view and print benefit notification batch See Benefit Notification section for further instruction 1011Page Administration LIHEAP This section examines how the LIHEAP administrator performs his her daily tasks Re Open Application To re open an application which has been certified the LIHEAP administrator must first load the appropriate application and then left click on the Tools menu and select Reopen Request 15 HA Maine Energy Assistance and Conservation System gt File Benefits Reports Tools Security Help ABBesmith Aob Maintenance Applicatian and Conte Export 4d Hoc Reporting Data Applic Supplemental Follow Up MERAC Applicatio
46. click or tab to Enter To take no action left click or tab to Testh ann Allan ECIP Applications App Date Type Purpose A o 0170 2007 11 25AM ECIF A Utility Disconnect Once the adding of the ECIP application is complete the application will show up in the ECIP Applications section as can be seen in the above example 20 Page Next left click on Benefit Amount box to input benefit amount needed for applicant Application Status ECIPStatus Pending Benefit Amount 22500 ECIP Certifier Bob Audesmih Certification Date E Next left click or tab to ECIP Certifier drop down list box and select name of Certifier Next complete the appropriate section for application If user chose purpose Fuel 1 If user chose purpose Utility Disconnect 2 If user chose purpose Furnace Repair 3 hte iia ae te EGIP Status E CIP App catons op time Type l Pupow Benefit Amount l er p an p 0171072007 tLJISAM LEOPRS Jt Decowect Ee ECIP Cacar gt Cemhcanan Daie P x Fun Emergency Vtrlity Des connect Eenerguncy Last Delwery Primary Fil up j Uttity Vendor nts Delrered Days of Fuel Lett Usirty Contect Name Proce Ces Unit Fuel Let in Tan reconnect Date l a Heating Wil Fail Last Delrery Secondary l Secondary Can Hest p Disconmect Amount t 900 GP Will Remedy Energy Vendor gt Broten Payment Arrangernents Fus Tye l H i
47. corrective action would to verify the incorrect information with the client 4 SVES returned SSD but it was not listed on the application or was incorrectly listed as SSI The corrective action would be to add an SSD record for the individual 5 SVES returned SSI but it was not listed on the application or was incorrectly listed as SSD The corrective action would be to add an SSI record for the individual Rule of thumb The corrective action would be to verify the incorrect information with the client Using the correct information provided by SSA as a reference 107 Page Export Ad Hoc Reporting Data This function provides each CAA with the ability to automatically produce database views for ad hoc reporting The export ad hoc reporting data function is only available to users that have admin rights and it can be found by going to Tools gt gt Export Ad Hoc Reporting Data RO Ad hoc Reporting Data Export Utility The ad hoc reporting data will be exported into a user designated directory and the export files will be in the csv format To select where the export files are to be exported click the button and select a path to export the files Once the export directory has been selected click on the _ExportFiles button to begin the export The ad hoc reporting data export utility will export ad hoc reports according to the user s designated agency Meaning a KVCAP user will only export ad hoc reports concern
48. d NOTE Make sure to select a strong password consisting of both lower and uppercase letters as well as numbers 136 Page
49. d Dwelling Fleas enter Inbormation about the physical location Dwelling Type Apartmant Conda Prysieal S lelress Lire i D Co Cwned Duplex Mabie Herre Physical Sdedress Line 2 Single Farrily Single Family Coma Physical Municipality ae Unknown Mobile Home Built Before 1976 w required fetes Back hert finish Next left click or tab to the Physical Address Line box and input applicant s address New Household Application New Household Application Wizard Dwelling Please enter intarrnation about the physical location Dwellng Type Single Family Physical Adaress Line 1 18 Testers Ave Physical Address Line 2 Physical Municipality Abbot Village ME 04406 Abbotts Mill ME 04219 ACTON Ma O1720 ACTON ME Acton ME pgd Adamstown ME 03579 Addison ME 04606 3 required fields Admiralty Village ME 03904 cancel z Back Halst Next left click on the Physical Municipality drop down box and select appropriate municipality for applicant Once all required fields have been entered either left click on or tab to the Next gt 2 button and press Enter I5 Page Next left click on the appropriate name boxes to input applicant s full name HE New Household Application Mee New Household Application Wizard Primary Applicant Please enter the Following information about the Primary 4pplicant soe she IM a First Name Middle Mame Last Mame
50. d s leading software provider Building in the NET Framework reduces the risk that the software platform will become obsolete as Microsoft has committed the corporation to this NET path with great SUCCESS JAI Software Inc assembled a team of experienced computer systems designers and programmers with the appropriate skills to design and build the integrated system The first major task was the development of the application shell designed to provide the security communications and relational database structure This application shell was designed with the dual purpose of supporting the LIHEAP user interface and the Weatherization user interface The system was deployed in July of 2005 and took intake for over 50 000 clients making 108 000 payments in the first year The purpose of the MERAC system is to offer a custom programming service that integrates with MH s existing systems rather than a pre packaged stand alone product Although the MERAC system was initially developed for MH it can easily be adjusted for use in other governmental agencies nationwide due to its ability to interface with other database applications running on Microsoft s SQL Server and other accounting applications Ultimately the MERAC Assistance system supports a Client Server environment that currently utilizes Citrix to publish the application to remote users The system runs on either Windows 2000 Professional or Windows XP Professional and is written usin
51. d check box If the applicant s mailing address is different than the address of the dwelling then left click the appropriate address boxes available Once all required fields have been entered either left click on or tab to the Finish button and press Enter When the wizard has been successfully completed the user will be taken to the summary screen Next complete tabs Summary Dwelling Heating Systems and Income Expense as seen in Input Data for Applicant s section 17 Page Elle Berefits Reports Tools Security Melb 4 ie l pplinat n arvi riari bhin Appliussan Date fi a32 2007 a Dee Unila D H i ap otiogteen Tepe E i ai T ehoqrtenver mae Comvaect Mote fron fo i gt q epoecatian Darse jing Heed abe Wiar tow Ayaro r Mating Adiress Line 1 18 tectere vu i I Mlumorpneatty Numbar of towsetinid t eenbers whn ars Pesio Armen on in hiwa oid l Elleri T Hepatus Flat DOusteed Lindar Ape 2 Ai tessi one parton w thee b4oudcehald ts pecamnge j Pood Stamps lnr al Ge steterwe T tubeiliowed Uet Dl areetd Piiemoty tor __ Next left click on the Add button to start ECIP application Income Tennes Hmuahokt Merba Hessing Syatenc Next left click on the ECIP tab to continue Next left click on the Application Date drop down box and input the date of application Utility Disconnect Emergen HE Add ECIP
52. d heide are reparat Courtiry Cock raa Codo Tephone Nuber m msm H 2 Extonsacr 04 07 2007 Achy stion Date a baned reids The user is now required to enter the new landlord s telephone number by left clicking into the appropriate boxes and entering Country Code if applicable Area Code Telephone Number Extension if applicable and Activation Date NOTE The Country Code is only entered 1f the landlord lives outside the US Once completed left click on the landlord button to finish adding new 53 1Page 2 Allowance The applicant s monthly allowances should be entered into the Monthly Allowances group These should be listed in the appropriate allocated boxes 0 00 0 00 700 00 0 00 T amp G PROPERTIES hat If 70 of utility allowance is used for calculation then the user should check the appropriate box 3 Income The income group is used to add all of the household members income based either on a 1 3 or 12 month period however the 1 month period is not allowed for a standard LIHEAP application it is only allowed for an ECIP Application Add a household member s income To add a household member s income the user must left click on the _ Add button on the lower part of the screen Once the user has clicked the omu button the Income Detail wizard will appear Income Detail eee ee 54 Pag
53. ddress by left clicking in appropriate boxes Eje Berwetiee Raperin Took Security Mew a Once all required fields have been entered either left click on or tab to the _ Binish button and press Enter CONGRATULATIONS A New Application has now been created 13 Page ECIP only To open an ECIPonly application Left click on menu File and then select New Household Application i Maine Energy Assistance and Conservation S Ells Berefts Reports Toots Security Heip New Household Application Oper gt Exit Maine Energy Assistance and Conservation System Maine State Housing Authority Energy and Housing Services Next left click on Application Date drop down box to input application date Then left click on Application Type and select ECIPOnly 11 New Household Application New Household Application Wizard Application Details Application Gate b1 o2 2o007 r 4ppliestian Type ECPN ECIPOnly Intake Type Stancdara LIHEAP gr required fields Cancel j Finish Now left click on the Intake Type drop down box to select Intake type Once all required fields have been entered either left click on or tab to the Next gt 2 button and press Enter 14 Page Now left click on the Dwelling Type drop down box and select appropriate dwelling type for applicant TE New Household Application New Household Application Wizar
54. e First the user must left click on the drop down list for Household Member The user here selects the person already added to the household from the Household Members Tab for whom the income is to be specified Next the user must left click on the drop down list for Income Type for selected household member to select one of the following options Alimony Child Support Dividends Foster Care Interest Other Pension Railroad unemployment Rental Income Retirement Insurance and Ann Self Employment Social Security SSD SSI TANF In State TANF Out of State Unemployment In State Unemployment Out of State Veterans Benefits Wages Worker Compensation or Zero Income When the Income Type Rental Income or Self Employment has been selected the button o Income Detail will appear directly under the Household Member Pete TEst5 Income Type Rental Income Income Source f Employer Income Amount dog Income Yertied By INCOMPLETE NOTE When selecting either of the two income types the user is required to left click the button and to complete the worksheet The user is must now enter the Business Name and Type for the selected household member and furthermore state the Time Period of the business operating time It is also required that the user places his or her name in the preparer box as seen below 55 Page Self Employment Worksheet
55. e 1 423 Test ue Municipality Skowhegan ME 04976 Z Humber of Household Members who are Native American 0 In Household 1 Elderly 0 a T Disabled 0 Under 4ge 2 0 At least one person in the Household is recenving l Food Stamps l General Assistance Medicaid Other The summary tab consists of three grouped boxes 1 Application and contact info group state On the LEFT side Date application was submitted Type of application Standard LIHEAP or ECIP Status of Application Pending or Eligible Name of intake worker CAP Agency handling case example KVCAP On the RIGHT side MERAC Application ID Telephone information for applicant With the ability to add or delete new role of contact Hereunder Home and Message telephone no with FROM and TO dates to specify during what dates applicant can be reached 28 Page 2 Number of Household Members who are group state On the LEFT side Gives following overview of household member Native American In Household Elderly Disabled Under Age 2 On the RIGHT side Hypothermia Risk box is checked automatically when Under Age 2 Elderly and or if persons who are listed as part of household has a physicians note as specified under the Household Members Tab The information gathered in this section can only be changed under the Household Members Tab 3 At least one person in the household is receiving group states
56. e equal to or after the Application date of 1 10 2007 ECIF Indicate Eligibility O IF the application is to be denied leave the check box unchecked The denial reason will be selected on the next page Back ext Finish If Eligible Next indicate Eligibility by check off appropriate check boxes Then left click on the __ __ button NOTE If applicant is not eligible then please see the If Non Eligible section 96 Page ECIP Certification Set Benefit Payee The Benefit will be paid to the household s System Vendor as shown below If this is not correct click Cancel to correct Benefit Payee augusta Fuel Company Augusta Fuel Company Cancel lt Back Hest Finish Next verify that the Benefit Payee listed 1s correct Finish Then left click or tab to the button and hit Enter NOTE Once certification process is complete the application will lock CONGRATULATIONS Your Application is now certified 97 Page If Non Eligible Next the certifier must left click on the Denial Reason drop down list box and select appropriate reason for denial ECIP Certification Select a Denial Reason When selecting the Other denial reason a comment of explanation is required Denial Reason x Lack of Documentation Comment Other Uver Income Cancel Back Wext Finish Then left click on the button to finish NOTE If reason Oth
57. e eran 111 Landords and TUKES tes anae A a A diem ected metcenty 112 SS DE SLT S E E E AE E E E A A I E A E A E A S E 112 Selection of Siteand Setup PUNCHON assesses uE E E 113 Loading of Appointments after a Certain Date sssoeesssessssseerrsssssssecrrrsssssssees 116 AOT APPONI Obei A hee gi Seca eee ha hetero 117 PAGING CUMDCNC Es suae T dius tasetnaten ge E O 118 Attachment of Inquiry Information ceecccccccccccceeeseeeeceeeceeeeaeeseeeceeeeeeaaeeenees 124 Dert Appo csincay doe teerd Sates mete rishanda a eee 128 Pine Inquiry APPONI toscsiecrtact env diundal nan aareseertac ena thanlal moeaaeaiecmaec eu ie 129 Pont VS NC tae te les See rr eae ct ieee escent es eae 131 Rere rT ONION secre a a a 133 Chanse View Ob Schedule e a emcuuamarates 133 Holiday Mi aiaie erie 0s semecniiet aan S 134 User Go ONEROUS ose cassie sa eshte ses icine to va go nonin Sea cavete a evedeeeuisa oes 135 Chanse Pass W Old E AE es eet ait ee eee at ata eons 135 Introduction and Purpose In February 2003 JAI Software Inc formerly Joseph Associates Inc began the process of designing MERAC with the Microsoft Net Framework as the runtime environment technology and Microsoft s SQL Server as the database technology This platform provides for excellent support from Microsoft Corporation and the numerous partners who are designing software that is compatible with this system The choice gives the client the assurances of continued support from the worl
58. e procedure as described in All Applications example 83lPage Lists In the Lists submenu the user has the ability to obtain detailed reporting based on program year The reports are obtained by left clicking on the Reports menu and then left clicking on the Lists submenu JS Maine Energy Assistance and Conservation System File Benefits Reports Tools Security Help Currently Selected Local Vendors Labels gt Lists All Applications Biank Consumption Override Worksheet All Apoticatians With County Mi Blank Genial Form All Apps By Fuel Type and Status Blank Income Worksheet Form All Apps By Stabs Blank LIHEAP Application All Certified Eligible By Town Blank Odd Income Form All Home Owners Blank Reminder Form All Qutstanaing ECIP POs Blank Self Employment Worksheet All Outstanding POs Blank Subsidized Housing Form All Outstanding Wood POs Biank Zero Income Form All Benefits By Town Year To Date Statistics Report All Clients By Age All ECIP Benefits All Five Dollar Benefits All Households Served By Vendor All Hypothermia Risk Apps All Apps with Nom Supplemental Benefits A This will give the user the options shown on the above shown screen print The procedure for printing any of these lists is the same as the one described in the Labels All Applications example Please see this section for further instruction Year To Date Statistics Report The Year To Date Statistics Report give
59. elected Local Vendors Report Currentstatu Energy vendor Mame Address Inactive A amp T Fuel 12 West Street Topsham ME 04086 Active A Avery Fuel Oils Inc T Vest Street Westbrook ME 04092 Active A B Rarmsdell Co Inc 21 Vest Street Eastport ME 04631 Active A E Robinson Co Inc Dexter 4 Vest Street Dexter ME 04930 Active A E Robinson Co Inc PARENT 10 West Street P O Box 167 Dover Foxcrot I Active A E Robinson Oil Co Inc Dover Foxcrott 10 West Street PO Box 167 Dover Foxcrot M Active A E Robinson Oil Co Greenville P West Street Greenville ME 04441 Inactive A Pinette amp San Inc 33 West Street Westbrook ME 04092 Active Acadia Fuel ff Vest Street P O Box 656 Southwest Hark Active Acadian Acres 45 Vest Street P O Box 395 For Kent MEL Active Ace Oil Corporation 6 Vest Street Scarborough ME 0407 4 Inactive Action Dil PO Wrest Street Auburn ME 04211 Active Adrian Batson Bo vest Street Addison ME 04606 Active Advanced Enerqy 61 West Street sebec ME 04451 8l Page Labels The user has the ability to print out label reports related to a certain reporting year The Labels submenu is located under the Reports menu The Labels submenu consists of the following All Applications All Certified Apps by Town All Denied Applications Home Owners and Hypothermia Risk Maine Energy Assistance and Conservation System File Benefits Reports Toots Security Help Currently Selected Local Vendors
60. elow and UIE RETIREE 4 Heating system should only be deleted ifitwas entered in error In other words delete the system only iiit was newer a valid Heating System forthis dwelling and household iis Mele ie Retirement Date O4f07 2007 The user has two choices for removing a heating system This function is used when an existing system is no longer in use in dwelling The user has to enter the Retirement Date in the allocated box This function should ONLY be used if heating system was entered in error NOTE A heating system should only be deleted if it was entered in error NOTE Left click on the button to take no action 46 Page Re Instate a retired heating system To re instate a retired heating system first highlight the system to be re instated and then click the Re Instate button Heating Systems Femne voore cercou R Oil Boiler or Furnace fol 1011988 O i Mood Sike Wood ovo 0101 2007 O Remove __Renstate System Cleaned This Year E System Priority Secondary Working Condition working Well Chimney Cleaned This Year E Next the user must click the button to complete re instatement of selected heating system Confirm Re Instate Action 3 This will remove the Retire Date from the selected Heating System Do vou want to continue NOTE To take no action left click the ow button 47 Page Fuel Vendors The user
61. er is chosen a comment must be entered into the Comment box 98 Page Benefit Notification The following section will illustrate how the user handles Benefit Notifications First left click on the Benefits menu and then select Batch Notification Report to obtain a summary of a given periods payments HE Maine Energy Assistance and Conservation System File Benefits Reports Tools Security Help Purchase Orders Run Batch of Benefit Notifications Batch Notification Report Maine Energy Assistance and Conservation System Maine State Housing Authority Energy and Housing Services Next the user 1s required to select the Start and End date for payment report Left click on each date box to input appropriate dates then left click or tab to ok button and hit Enter Maine Energy Assistance and Conservation System BRE Report Criteria im BS Please choose a date range Start Date h 2101 2006 End Date 01116 2007 Conservation System Energy and Housing Services NOTE To take no action left click on or tab to Cancel button and hit Enter 99 Page The user will now be able to view and print the selected payment report Maing Energy Assistance and Conservation System File Benefits Reports Tools Security Help 44 F K 3 GE ee ws Payment Report Maine State Payment Dates 1232006 through Wao Housing Authority Ls stance Program LIHEAP Fuj Sasi P
62. esian ses ozm eesmine Jozo iresi New O foroa Eesm Dos ozo Deces Bes ozo If nothing has changed click the J button to continue if not assert the Through Date for members who no longer belong to the household 76 Page Overview of the New From Current Functionality Program will question does the family still live at the physical address If yes it will create a new application from the current one without any more questions If no it will ask Is the family group essentially the same as listed below If yes a new wizard will pop up to allow you to enter the new dwelling information Complete the wizard Program will create a new application If you say no the program will tell you that you cannot use New from Current and you will need to create a New Household Application because neither the family group nor the dwelling are the same This situation is essentially the same as that of a brand new client The Yes option 1 The following screen will appear Has the Family Moved dd 2 Does the dient still reside at the following physical address 22 East Street Old Orchard Beach ME 04064 Left click Pre Application Info New Apphcatom ppicstion Date m The ne _ poopy ot balvas Sppbcafion Type f O brtake Type oOo O O _Seneet_ 2 Enter the data and then left click Lx Qmtimue 77 Page 3 The following screen appears i fa i i i y mg i
63. f t wood Type System Vendor ECIP Purchase Units l System it Dangerous Needs Repsi elven Charge l Bateri Metunctioning l Needs Reoiscenrent LIHEAP Credit amp vailadie l Syrien is lee rate ECIF A Raem ring i ECIP B Remering e NOTE Amount available for an ECIP A application is 300 and The amount available for an ECIP B application is 2 500 21 Page 1 Fuel Left click on Last Delivery Primary to input Last Delivery date to primary heating system Next left click or tab to Units Delivered box and input the amount of gallons delivered at last delivery to primary heating system Next left click or tab to Price per Unit box and input the appropriate amount Next if applicable indicate Last Delivery for Secondary heating system by left clicking or tabbing to appropriate box Next if Secondary Heating is present and functional left click Secondary Can Heat check box Next left click or tab to Energy Vendor drop down list and select appropriate vendor Augusta Fuel Company Oil Augusta Fuel Company Oil 22 Paee Once the appropriate Energy Vendor has been selected the Fuel Type will automatically show up either in the Fuel Type Box or in the Wood Type Box depending on primary heating system 11 01 2006 100 2 395 Augusta Fuel Company Ol 222222 Next if applicable enter in the appropriate ECIP Purchase Units Delivery Charge and L
64. fication Date o4Fi1ofzoo7 Indicate Eligibility LIHE4P ECIP HIP LIGP RESCH LIHEAP We DOE We APR meu C C C C C a C IF the application is to be denied leave the check boxes unchecked The denial reason will be selected on the next page Back Mext gt If Eligible Next indicate Eligibility by check off appropriate check boxes NOTE If applicant is eligible for all left click on the Al button Then left click on the __ __ button NOTE If applicant is not eligible then please see the If Non Eligible section 911Page Application Certification The requested vendor is selected in the box below If this is not correct you may select another of those listed Please note that one of the possible selections is the Primary Applicant Benefit Payee Augusta Fuel Company Oil Y Augusta Fuel Company Gil TestHall John Cancel lt Back Hext Finish Next the certifier must select the Benefit Payee in the appropriate box by left clicking on the x icon NOTE Primary Applicant is preferably never chosen as benefit payee nies button and hit Enter Next left click or tab to the NOTE Once certification process is complete the application will lock CONGRATULATIONS Your Application is now certified Ies bim 92IPage If Non Eligible Next the certifier must left click on the Denial Reason drop down list box and select appropriate reason
65. fits Report Took Security Help Wistar e First enter the applicant s full name First and Last names are required Then select the applicant s gender either by left clicking the drop down list s arrow and selecting gender OR by typing F for female or M for male in drop down box Next the Date of Birth must be entered to assure that the person is at least 18 years old Then the Identification Type and Number needs to be entered this is typically the applicant s Social Security number however an Alien Number can also be used Lastly the Household Member Since field must be entered NOTE Date must be equal to or prior to the Application Date l1l1lPage In the following can be seen an example applicant Ricky Hallowell Male DoB 01 01 1955 Soc Sec 001 11 1111 Household member since 01 10 1999 Nes we te eee Le TAL oS yt Viagra I a a S O m m i a CS P lt 2 o s Pat its Reports Took Seriy He Once all required fields have been entered either left click on or tab to the next gt button and press Enter I2 Page Window 4 In the last window for the wizard the user is encouraged to either A Confirm that the dwellings physical address is the same as the applicant s mailing address by left clicking check box OR B Type in the applicant s mailing address if different from the dwelling s physical a
66. for denial Certification of a Reopened Application 7 fefect a Denial Reaeen When seing tre Otter Snia remm e comeeert of epinatin a requeed Darin bapan Laa of Deourerv ator Com Over Income Next the certifier must left click on the Comment box and cite the application section of the Rule which is the basis for the denial Then left click on the __ Next button to continue Certification of a Reopened Application Sadect Benefit Payers The Apico hes been weldsted Click Fresti to commpicte the certiicabon process 93 1Page Next the certifier must left click on the Reports menu and select Print Denial Form TE 5 Pete Currently Selected Local Yendors Labels i R i Lists Certification Blank Consumption Override Worksheet Blank Denial Form Blank Income Worksheet Form Blank LIHEAP Application Consumption Blank Odd Income Form Client used Blank Reminder Form I Clientdidng Blank Self Employment Worksheet Client share T Client heats Blank Subsidized Housing Form Blank Zero Income Form E Heating evs Mo fear To Date Statistics Report M Other Print Pre Application Print Denial Form 7 Print Income Worksheet Eligible Print Odd Income Form Print Reminder Form Denial Reas Print Self Employment Worksheet Print Subsidized Housing Form Denial Reversal Da Print Zero Income Form Next the certifier must verify that the form contains the appropriate i
67. g Microsoft Visual Studio Net 2005 Visual Basic The system is also using Infragistics to provide additional user controls and Raptier to assist with the data connection layer of the application 4 Page Hardware and Software Requirements The minimum requirements for the SQL Server are as follows v Dual processor 2 4GHz or greater v 2GBRAM v 5 GB disk space for data v Windows 2000 Server or greater Y SQL Server 2000 SP4 or greater The specifications on the Citrix Server will depend greatly on the number of people that will add to the Citrix gateway The estimate recommended for the MERAC software on the Citrix Server is SOMb per user 5 Page What s Newr What s New in SR 13 MERAC Assistance V2 SR 13 offers the following new feature 6 Page Intake and Data Entry The following section will describe how the user sets up new applicants and how these applicants data can be adjusted based on new information relating to changes in criteria 1 e change in income change in address change of number in household etc The chapter will also describe how the user can perform reporting based on applicant s data via reporting Two methods 1 Create New Application or 2 New from Current Create New Application Standard LIHEAP The first part that we are going to examine is the intake of a new applicant The user is to left click menu File and select New Household Application est Se fe
68. he pnmary fual Caent dd not reside here contiemcusly from Octobar 1 2004 to Apri 30 2005 E Cheni shares heating system with other unts of a mukhunt welding _ Cent heats non residential area such ss a garage a Heating system replaced with one using dflerert fuel type Clicet mplaced the dwelling Exaepia bought a new ralan Other 711Page Application History Tracking To view an application s history click on the Application History tab Maine Energy Assistance and Conservation System gt File Benefits Reports Tools Security Help Test Ulla 07027 2008 Application Created MERAC will track the following on the new Application History tab for an application in MERAC Assistance when A new household application is created Application Created A New From Current is done Application Created A Certification has been done Application Certified A Recertification has been done Application Recertified A Bill Posting has been done Benefit Paid A Wire Posting had been done Benefit Paid An application has been reopened Application Reopened O O O O Q0 O O NOTE This function is not backward compatible and will only work for newly added applications 72 Page Open Existing Application To open an existing application left click on menu File Open and then select LIHEAP Application a
69. ing KVCAP clients and a CCI user will only export ad hoc reports concerning CCI clients 108 Page Maintenance of Third Parties This section will examine how the user can add edit and delete employers landlords and intake sites The procedures of adding editing and deleting are all relatively the same as discussed in the Add Landlord wizard from the Income Expense tab First the user is to select File Open Landlord Employers Intake Sites to gain access to the appropriate screen HE Maine Energy Assistance and Conservation System File Benefits Reports Tools Security Help Mew Household Application per LIHEAP Application Exit Landlords Employers Intake Sites Scheduler Maine Energy ryssrsvarrecamme Cunservarron Sj er _ ms m Next the user must left click on the Select Role drop down list by left clicking on the icon to choose between Client Employer Intake Sites or Landlord HE Maine Energy Assistance and Conservation File Benefits Reports Tools Security Help Edit Landlords E mployvers Intake Sites Party Seach Select Role Client Employer Organization Marne Client Employer Landlord Sites Organization Mame Activation Date J osia7v2008 ee E eee Mm m m e e e 1 Party Details 109 Page Employer Add To add a new employer the user is encouraged to left click on the Aa button this will in term take the user t
70. ion in this section is only done through deactivation l1lllPage Landlords and Intake Sites The procedure of adding editing and deleting either landlords or intake sites is the same procedure described in the Employer section Scheduler To open the Scheduler left click on menu File Open and then select Scheduler Maine Energy Assistance and Conservation System Benefits Reporta Jools Security Hep amin E Naw roa Next the Scheduler will open and provide an overview of the current date s appointments Since this is the first time we are opening the Scheduler the overview will be blank 1121 Page Selection of Site and Setup Function To select the appropriate Site left click on the drop down list to select desired site Site Alan Test Site Next to setup the general properties for the site hereunder adding the names of intake workers to the calendar left click on the Setup button This will open up the Calendar Setu p Calendar Setup window Name of Site Site Alan Test Site Calendar Slots To setup time interval for appointments Time Interval 15 minutes CER To add names of intake workers to calendar To delete name s of intake workers from calendar Calendar Working D ays and Hours Sunday wer i To setup Start and End time lM Monday tat osonam of site s hours W Tuesday End 05 00 PM M Wednesday M Thursday To setup days
71. ipT ype R oom Board Requested Vendor is required Unless Heating HomeOwnershipType R Systems ent with Heat or HomeOwnershipT ype R oom Board or BenefitDeterminationMe thod Subsidized Must have an active heating system Active being No Retire Heating Date Systems Must have a heating system for each Vendor Except for Electric Heating Fuel Type Vendors if Utility Systems Only is checked Must have Income Period of 1 3 or 12 Income months Expense Must have Home Ownership Type ee Dwelling FuelSubsidyAllowance is required If HomeOwnershipType Income Subsidized Expense 87 Page Item Comment Application Tab Utility Allowance is required If HomeOwnershipType Income Subsidized Expense 88 Page V Complete Certification Tab Left click on Certifier drop down list box and select your name Next left click on the Calculation Method drop down list box and choose appropriate calculation method Consumption OR Design Heat Load wall at sibla Lote Certihier Boh Auchesrrvt Elects Certhosion Daie l Oensuenphoan Override Reacars V Ohent used a non eportng vendor for the prenary fuel Dient did not reeds here continuously from October t 2005 to Ape 30 2008 en shares heating asian wath other wets of a muani Gveling Chert heat non renmcdecntel area tuch are gage J Neahing cystem replaced wiih one unng 6 Gtererd tuel ype Ghent replaced the dweling i Example bougt
72. lank Subsidized Housing Farm Blank Zero Incame Form Year To Date Statistics Report onservation System Reporting concerning general population numbers are split up into the following sections 1 Currently Selected Local Vendors 2 Labels 3 Lists 4 Printing of Blank Forms 5 Year To Date Statistics Report 801 Page Currently Selected Local Vendors The first type of reporting which we are going to examine is the Currently Selected Local Vendors report This type is of reporting is used to provide the user with a list of vendors which are currently available To access this report the user has to first left click on the Reports menu and then select Currently Selected Local Vendors a Maine Energy Assistance and Conservation System File Benefits Reports Toolse Security Help Currently Selected Local Vendors Labels Lists Blank Consumption Override Worksheet 4 i l onservatic Blank Denial Form Blank Income Worksheet Farm Blank LIHEAP Application a Next the user will receive a full report on all currently selected local vendors This report will appear in its own window and the user will from the window be able to send this report to print To print the full report the user must left click on the amp icon HE Maine Energy Assistance and Conservation System File Benefits Rep rts Tools Security Help Active Vendor Report 4 ban eX amp fe SEAS Currently S
73. ling Information Ownership Type Subsidized Dwelling Type MobileHome w Dwelling 4ge Dwelling Condition aooo ti sti Y Sq Footage Living Space r Mobile Home Size 0 rr Mobile Home Additian Size J Pre 1 976 Mobile Home Total Rooms Living Roam Bedrooms Dining Rooms Kitchens Other Rooms List Other Roorns Date Weatherized Walls Insulated fes w Attic Insulated fres Water Heater Insulated ves Water Heater Fuel Electric LLLLL Bathroom 3 Date of Weatherization is entered if applicable 4 Dwelling s insulation of Walls Attic and Water Heater are populated via drop down boxes User can choose between following options N A No Unknown or Yes 5 Lastly Water Heater Fuel is selected via drop down box User can choose between following options Coal Electric Kerosene LP Gas Natural Gas Oil Other or Wood 42 Page Heating Systems Tab The heating systems tab is used to specify the heating source for the applicant s The screen consists of three grouped boxes 1 Utility information 2 Heating Systems and 3 Fuel Vendors Maine Energy Assistance and Conservation System an te BAO kai 43 Page 1 Utility information The user is encouraged to check applicable checkboxes based on applicant s information during intake The user has the following options available to checkmark All Utilities Included Electricity Included Has Electric
74. n ID gnr Supplemental Notification Report l DHHS Import Follow Up Applica a Void Current App p Prime nta Reopen Request View Re Open History a Once the administrator has clicked the Reopen Request he she must fill in a reason for reopen in Reason for Request box Details For Reopen Request Reason for Request Next to complete request the LIHEAP administrator must left click or tab to the button and hit Enter NOTE To take no action left click or tab to the Cancel button and hit Enter 102IPage Next the LIHEAP administrator must left click on the Details For Reopen Request Reason for Request Verify Details Listed Below Application ID KVCON383 74 Application Date 8 3 2006 Application Status Eligible Primary Applicant Petsy M ABBesmith F Y Request Application Reopen Reason for Request Test Next to complete the process the LIHEAP administrator must send an email to MaineHousing by filling in the following Email Control Request 4pplicstion Reopen ApplicstionID EVCOOIBAT4 Application Cate Sfaf2008 Application Status Eligible Friman Applicant Petey bi AbBesmith Reason tor Request Teast 103 Page Supplemental Follow Up To initiate a supplemental follow up a supplement run has to have been executed on the MERAC Management side So it is only relevant for the LIHEAP administrator to use the supplemental follow up option when
75. nformation and the print it out Lastly the certifier must mail the original copy to the client within 10 working days of the denial and keep a copy in the applicant s physical file 94 Page ECIP Certification NOTE A household is eligible for ECIP if it is experiencing 1 An Energy Crisis persists or 2 its members lives are threatened by an Energy Crisis situation AND meets the following criteria The Household is income eligible for one of the following time periods or is eligible for HEAP whichever allows income eligibility l The 12 calendar months immediately preceding the Date of Application for ECIP 2 The 3 calendar months immediately preceding the Date of Application for ECIP 3 The calendar month immediately preceding the Date of Application for ECIP 4 The 30 days immediately preceding the Date of Application for ECIP Once ECIP application has been added the certifier must left click on the button Test ann Allan Certification ia _ Derete ECIF Applications 7 App Date App Time Type Purpose A 1 ae e 0171072007 12 15 FP M ECIP A Furnace Repair Minor 95 Page Next left click on Certification Date box and change date if different from default NOTE Certification date must be equal to or after the Application date ECIP Certification Please Enter Certification Data Certification Date fon 1 2007 F The Certification Date is Required and must b
76. nt Test Deceased Spouse a Account Number 123456 Requested Vendor a 2 button to Next to complete the deletion the user must left click on the confirm deletion Confirm Deletion 2 Are you sure that you want to delete A E Robinson Co Inc Dexter for tuel type Oil NOTE To take no action left click the ow button 5SO0 Page Income Expense Tab The income expense tab is used to report a household member s income and expenses to calculate the applicant s eligibility for benefits The screen 1s divided up into four sections 1 Expenses Room Board Mortgage Rent Mobile Home Lot per Month 2 Allowance Utility and Fuel 3 Income Add Edit or Delete household member s income 4 Deductibles To be subtracted from total household s income Maine Energy Assistance and Conservation System File Benefits Reports Tools Security Help 1 Expense The user must type in the household s monthly amount of expenses related to renting or owning dwelling If the household pays no rent an explanation has to be typed into the Zero Rent Reason box 511Page Add Landlord If the applicant is renting the name of the landlord should be either A Added from Landlord drop down list this is accomplished by left clicking drop down list s arrow and selecting the landlord s name OR If landlord is not listed in list be B Added by left clicking the __Addtandiord button
77. o the earlier mentioned Add Employer wizard which is identical to the Add Landlord wizard Edit To edit an existing employer the user is encouraged to the left click on the Organization Name drop down list s icon to choose employer HE Maine Energy Assistance and Conservation System File Benefits Reports Tools Security Help Edit Landlords Employers Intake Sites Party Seach Select Role Client Employer Organization Mame E D BESSEYA SON Party Details SOUTH AMERICAN SIDE TOQ work Personnel Organization Name Giwork Personnel fits ate seas 1 test Activation Date 03272005 a Deactivation Date 03272005 Tat Perdtroleum Services 20M CLUB Taxpayer ID Number 1099 Company E Description NOTE Names of employers are listed in alphabetical order To find sought employer either A Type in first letter of employers name in drop down box or B Use scroll function to seek Once appropriate employer has been found left click on name to access employer information 110 Page The user can now edit any needed information by left clicking in any box s f i E aa t ae Delete To delete an employer the user is encouraged to first pull up employer s information as described in the Edit section Next the user is encouraged to enter Deactivation date in the Deactivation Date box by left clicking on the box s icon NOTE Delet
78. of site s I Friday operation Saturday Close To Exit 113 Page To setup the time interval for appointments Calendar Setup Site Alan Test Site First left click on the drop down box Calendar Slots Time Interval 15 minutes B minutes B minutes 12 minutes 15 minutes 20 minutes 30 minutes BO minutes Next select appropriate interval Calendar Working D ays and Hous Sunday W Monday MM Tuesday End Uo 00 PM Then left click on close to MW Wednesday I Thursday Iw Friday T Saturday _ Cose Start 08 00 At return to calendar overview To add a slot name to the calendar left click on the __ Add Stot button Calendar Slots Then type in name of worker in Time Interval fis minutes m eo Name o B Pow rome Amanda Tester Ill 1141Page To delete a slot name from the calendar Calendar Slots Time Interval 15 minutes Slot Name Osco gt MRE BE Amanda Tester II First highlight appropriate Then left click on the _ Delete Slot button To change working days for site Calendar Working D aps and Hous T Sunday osam M Monday E Check and or uncheck F Tuesday Eni sM appropriate check boxes M Wednesday ma M Friday D Saturday _ Close Start To change working hours for site left click into sauce and End 05 00PM fields 115 Page The change of working days and hours can be seen on the overview screen of the Scheduler by
79. ools Security Melb File Benefits f Jipoerret m ie Urabis to Gecerrwee the coneit Papaa for das appitaton Tan Nini T Lvadde io cheter wares tha content Papoa for dee poieton linatia to datarrune the conert Puree to fur appir adorn Tati ac DAveareh Let P See WIS Unable no derqrmave the coiteir Payee for dee ane ator BEAearah Fob W yee 1200 Ureble to dutmreave the conort Pepes fr fas ctr aton HtReerah Demy J Teas 175007 Unable jo diterrane the comect Peyee bor tee appicaton Presta Fatry L Sees ITO covert Pepes tur ther arie ston to daterte the lt on ab m na Bilearan Larp L eee EOC Ureble to decerrane the conen Pupae for fas appir aton Deets Hob M See WIS Labis to Gener Pere then cantons Pepee foe tee sppleaben Daraan i BOAemndh Rob G Sss 180007 Unable to datervens the conast Pares tor tes quieason foveeran Pot See WT Unable ro dacerrave ha coatet Payee for dee anole anon i Bresette iet L Sha 182007 Labbe to datarea the correct Pepee lo dee euoteaton ili BuBearath atap L ALA Uratie io deerme the coneit Pepee fo ter appi ato CAReseah Dewy See TO Umcabde 6 chat deere thee ccerect Payee few tee aie etnies l CASesrah Pob L Tam inea tas to deerne the conen Payee for dur spoit eoon ChAeerah Carce See 1S Laais jo Geterrwee he comet Pepee for tee anoke anor Next select appropriate vendor for payment and left click on the _Continue button LA Maine Energy As
80. ority em Cleaned This Year Work Install Date ney Cleaned This Year Under the System Type check list the user has the following options A Electric Baseboard B Gas Boiler or Furnace C Oil Burner or Furnace D Oil Gas Heater E Other F Wood or Coal Furnace or G Wood Stove Under the Fuel Type check list the user has the following options based on selection of System Type A Electric B Natural Gas or LP Gas C Kerosene or Oil D Oil Natural Gas LP Gas Kerosene or Other E Kerosene Oil Natural Gas LP Gas Coal or Wood F Coal or Wood G Wood Under the System Priority check list the user has the following options Primary Secondary Second Backup or Third Backup Lastly the user 1s required to state the Install Date of the new heating system 45 Page Remove an existing heating system When removing an existing heating system the user must first highlight the system to be removed and then click the button Heating Systems _ System Type Fuel Type Install Date Retire Date a Oo ad mr 5 Oil Boiler or Furnace Oil o1oi9e8s v Retnstate System Cleaned This Year E System Priority Primary Working Condition working Well Chimney Cleaned This Year i Next the user must complete the Remove Heating System wizard as seen below Remove Heating System ue es Toretire aheating system enter a retirement date b
81. pe Cleaning in the amount of 25 NOTE To take no action left click the ow button Once all deductions have been listed the application will calculate the business Net Profit which will be used in conjunction with all other incomes listed for household to determine applicant s eligibility NOTE The Total Deductions are listed under the Calculations group box and subtracted from the gross total to calculate the business net profit When the worksheet is completed the user must left click the __ Close button 57 Page When the income type Zero Income is chosen the button will appear under the Add employer button Income Detail Household Member Fete TESS Income Type Tero Income Income Source Employer Income Amount o oo Income Yertied By INCOMPLETE When selecting this income type the user 1s required to click the button and to complete the worksheet Next the user is encouraged to enter the Reason For Zero Income and if known the Last Income Date and Employer Zero Income Worksheet Household Member Pete TEst5 Last Incame Date fg F Reason For Zero Income Last Employer Employment End Date Assistance Received Assistance Necessities Document how the following necessities have been met Food Heating Shelter Taxes Electricity Transportation Other Needs 58 Page If the household member is
82. ra Primary Appl cant ery eho Pda ved Fua Tips Amani Cob AL Ba amih Cob SLB iarih 280 00 Cetay E craiamiih Daad Arai Ca Bru reach Od rH Fob Hspesmih Desi Riar Do Brrr ck Od TALEE E Eita BROgemih kla iniga c a koah iai Kairi iii EE D Aetsy GLGescaih Aale BL Be emith i 00 Job BL Ges mith king i lore esgan LP Gas 5 00 dob Bites rreih Ai gucha Fial Conn parry LP Gers Mio oo Erb CLeemith Wo dl eaghs Ire Hairan Od 50 Kitiy Ge Rig orn ih adagis lret Chmlis Cosh Fudd Fag fee eiii EED Tetay MO Uasmith Wadi ai gis Ire Halal Od ED John Hereirni Auquets Fuel Compar Od 00 doh Perez A guia Fil C cari paii Od he Hetsy PELesmih Wadietahe inc Charlies Cash Fuel Kerns ene 00 00 Hetsy PELesmih Wadlaghe Inc Chadies Cash Fuel Kerosene 0000 Petay Skt amih Paicy C Akka omith EE D To print report left click on the To Exit left click on the icon a ds Mes laskar Fn a la Gib aih Tek Sy F ah a tes EEE Eie IRAN oe eee v ee Pores A Lad gt Neyran Raper Maine State PupentOule 12 12008 J iua 1 107 Housing Authority LOE Fed Azuis Oreg or Pria hopes wot si Tope Aner H Di pd Kaie IP Sy Hot cd Wath pe lnc Chation Corts Far Wa Sa po leo Hed owe Aavarta Pet Oar cow Kereta Piet Cowes AaB Pe rates Cah fae Avante im Onrar Comm Pum Petry C AMD reas POS 235005 3283 S35 IRRBRR IESER 100 Page Next to run the batch of benefit notification left click on the menu item Benefits and left cli
83. renea ine e a 43 Add a new or existing heating system sssssseeeeeesssssssseeerssssssseeteressssssseeerrssss 44 Remove an existing heatine systeMerirerisirera ne E T 46 Re Instate a retired heating systemi seren EET EE 47 Adda NeW NVENdO nasien a a a 48 Delete dle x1S te Vendor raan a N 50 Tie OLS EX SS TaD a 51 Add Emdi dese ea ieee ait Neto ah ieee eee tore to 92 Add a household member s 1nCOMe cccccccccccssssssssessseseeeeecceeeeeeeeeeeeaaeaeesssseeeees 54 Edit a household member s INCOME c cc ccccccccccccceceaeessssseeseeeeeeeeeeeeeeeeeeeeeeeaaaaas 64 Delete a household member SINCE seisi eee andes 64 KECK EODION snaa E tah ceca eta abe eto tao 66 Adda COMM 8 Bompa nna NS er ae MD REO NTS RC rene eon eee eC re etre er an ee 67 Deleted COMMMENE 152 ccc05 eri wine chee A roe 68 Printing Of Bink POPS axccovsieeracxcerctaceatevuacudercnerdsaveracxcenctadsstaveaantenaneadahieuaceeamecvetiee 70 Application Fustory Trackin osin a T2 Open Existis Apphcat oist sra a a e 73 Bone EESTO eras rs phe te ree chee ts Sia a esc ae acres hat acta pa oars ad cet onesie ee 74 NS es O Ula ic 0 Eeeee eee nr ne tate Re venevennne E ert retire nm eter ae ecrnrr nan er 75 2 Page Currently Selected Local Vendors sciecicasesueia sated a aa a E neS 81 DADE US rete h N ES EE cee te cnet ea canteen tect A 82 ALAND OI CAUONS aieri en a erty ace wa tus 82 All Certified Eligible Apps by Town through Hypothermia Risk
84. rop down box which allows user to choose from Apartment Condo Co Owned Duplex Mobile Home Single Family Single Family Condo or Unknown If Apartment type is selected the user has further to fill in Number of Apartments Subsidized ye p s i E El Bathroom 40 Page Tf Mobile Home is selected the user has to further fill in Mobil Home Size Mobile Home Addition Size if applicable and click checkbox if Mobile Home was manufactured Pre to 1976 Subsidized Mobile Home Bathroom x xUnknown is used if dwelling type is unknown during intake however this must be filled in before application can be certificated and processed for payment 3 Dwelling Age User is to type in dwelling s age 4 Dwelling Condition Drop down box which allows user to choose from Good Fair or Poor 5 Square Footage Space User is to type in dwelling s size in square footage if known If box is left empty Mobile Home Assumed 12 x 60 in total size All other Listed by the intake worker if available 41 Page On the RIGHT side the user has the ability to enter 1 Amount of Rooms based on list Living Rooms Bedrooms Dining Rooms Kitchens Other Rooms If Other Rooms box contains a number then a description must be typed in the box below 2 Total Rooms box on top cannot be edited by user but is updated automatically as list of rooms is completed Dwel
85. rt Shows the applicant s 1 Physical address on the LEFT as determined through the new application wizard NOTE The physical address can be changed by clicking the Change button This functionality is only available to users with EHS admin role assigned See Physical Address Change section on next page for further instructions 38 Page 2 Delivery address on the RIGHT optional entry used if delivery address is different than physical address NOTE Specific delivery instructions for the fuel vendor i e directions to dwelling or storage unit can be entered by clicking the button Physical Address Change To change the physical address first click the __ Change button and then type fill in the next physical address He Physical Adress Change New Physical Address Line 2 PO Municipality Skowhegan ME04976 tt i Reason For Adress Change NOTE A reason for the address change is required before the physical address can be changed 39 Page Dwelling Information group seen on bottom part On the LEFT side the user has the ability to set 1 Ownership Type Drop down box which allows user to choose from Own Rent Rent with Heat Room Board Subsidized or Subsidized with Heat The latter two automatically sets max benefit for applicant to 5 00 The others are used in conjunction with the income tab to determine amount of benefit available for applicant s 2 Dwelling Type D
86. rt 0000214929 Telephone El p Primary Home Telephone 12 14 2005 Lo Area Code i 207 7355056 oO DHHS Import Follow Up Reopen Request View Re Open History The application has now been voided Standard LIHEAP void ES Es 123 Test Rd fp _____rreee r Abbot Village ME 04406 106 Page DHHS Import Follow Up y To initiate an DHHS Import follow up an import from DHHS has to have been executed on the MERAC Management side So it is only relevant for the LIHEAP administrator to use the DHHS Import follow up option when so notified from external source i e MaineHousing To view the DHHS Import Follow Up the LIHEAP administrator must left click on the Tools menu and select DHHS Import Follow Up a Maine Energy Assistance and Conservation System gt File Benefits Reports Tools Security Help Maintenance Export 4d Hoc Reporting Data Supplemental Follow Up Supplemental Notification Report Next the LIHEAP administrator must re process each listed applicant on the DHHS Import Errors tab This process is identical to the Supplemental Follow Up For further instructions please Supplemental Follow Up NOTE DHHS import errors can occur for the following reasons 1 SSN mismatch or transposition 2 DOB mismatch or transposition The corrective action would to verify the incorrect information with the client 3 Generic name or DOB mismatch The
87. rth Betsy Garesmith _ f Identification Type Identification Murmber S82 etc Address Line 1 City State Zip Telephone 7 digits Next highlight the appropriate application from the previous program year to open and left click the button After the application has opened the user must verify that the correct application was loaded 75 1Page Once this has been verified the user must left click the File menu and select New From Current E Maine Energy Assistance and File Benefits Reports Tools Security New Household Application New Fram Current Open Close Current Print Current Exit Soercs art Next the user must verify if the household member ship is still the same as from most recent application HE NOTE If the household membership has changed to the MEE Please verify that the persons listed in the grid below are current household members for the purposes of the new LIHEAP S EGIF application If one or more of the people no longer live in the home enter the date they left in the Through date colurnn The Through date must be before the application date of the new application but after the date of the most recent application 2 2 2006 NOTE ifthe household membership has changed extensively such that a new household should be created click Cancel and use the New Household Application wizard to create the new household and application er
88. s arrow to choose type of Contact Role the user has the choice between Business Telephone Cell Phone or Fax Line F Maine Energy Assistance and Conservation System File Benefits Reports Tools Security Help re fh Pete Pomoc i p TEst5 Pete OL D1l ooo a e nd General Wlarmation Pete TEst amp hd z Fert Name Lact Name Suti Once the Contact Role has been chosen left click From box to enter the start date from when contact role can be reached at selected number the user can also enter an end date in the To box The From and To dates are typically used together to deactivate an existing number 36 Page Household Member Begriwyg tTeatSmath John 01 01 2008 d i 12 26 2006 Mogh Teegrare Contact Role Fm To re Cel Phore Area Code Meumioet Oc ELE 1 fi au 985 1 2849 Lastly the user needs to enter the appropriate number selected for household member This is done by left click the Number box and then entering the number To ADD ANOTHER contact number for addition household members follow the same procedure To ADD AN E MAIL ADDRESS follow the same procedure Delete a contact number e mail To delete a contact number first highlight the household member TEst5 Pete I Primary 4pplicant ada Houser Menter Bemi Though d TEst5 Pete 0101 2000 Ee Next left click on the Delete button
89. s the user the ability to print a detailed report on all activities occurred from the beginning of the year up to present date To obtain a print out left click on the Reports menu and the left click on the Y ear to Date Statistics Report menu item 84 1Page HE Maine Energy Assistance and Conservation System File Benefits Reports Tools Security Help Currently Selected Local vendors Labels Lists Blank Consumption Override Worksheet onservatl Blank Denial Form Blank Income Worksheet Form Blank LIHEAP Application Blank Odd Income Form Blank Reminder Form Blank Self Employment Worksheet Blank Subsidized Housing Form Blank zero Income Form Year To Date Statistics Report This will generate a crystal report which procedure for printing is the same as the one described under the Labels All Applications section 85 Page Certifier Standard LIHEAP Certification The certification process has to be handled by the certifier and the time frame for certifying a LIHEAP application is 20 working days from the origin of the application To certify an applicant s application the certifier must perform the following steps I Review the applicant s data entered during intake process to assure that everything is filled out Summan Household Members Dwelling Heating Systems IncomevExpense Certification Benefit History ECIP Left click on all of the following tabs to check
90. sistance an Conserva tio Fille Benefits Reports Tools Security Helg SUpplerrveribal E rears Select Vendor For Payment LL AS Sarmith Saladi the vender whe should receive the payment Balesmith E EEA ALLesmith Aetsy E Akbb miiP yaks BAresmith Dage Oil Cormparyt Presque late Oil EE ermith BEResmith ble to den bl to dates he to chara ble bo date Ble oo chao bl to date bie to date _ Ible to dete El Caamith BlGm mith Leerey l Sra Taso State 1716 2007 BlSaarnith Fab H Unable to dara Urabla ta d ta NOTE If it is unclear who is to be receive payment left click on the _ Cancel button and left click on the RSs button to review case 105 Page Once the appropriate vendor has been selected and the LIHEAP administrator has left clicked on the _ 2Mtinue button the selected application will be process for supplement Next repeat same procedure until all applications have been processed Void Current Application To void a pending application the LIHEAP administrator must first load the appropriate application and then left click on the Tools menu and select Void Current App S Maine Energy Assistance and Conservation System gt File Benefits Reports Tools Security Help Maintenance Export 4d Hoc Reporting Data Supplemental Follow Up Supplemental Notification Repo
91. t new Yailer Other LUXE A EOP LHP Lee REACH Lie AP W7 Ebgtee r j 4 j Lel Dereal Reesor Denial Reversal Dale 7 Comsurpton Figure li Consumptan maurt Saiculston Method Design Meat Load j Other OQvernde Reason DOE Wl APH UMEAP Benefit Benet Paid Denial Corn treet If applicable check appropriate check boxes for Consumption Override Reasons NOTE If Reason Other is chosen please state reason in Other Override Reason box Next left click on View Calculation box to verify LIHEAP benefit amount Shown in LIHEAP Benefit Box 89 Page In the following can be seen an example of the Design Heat Load Calculation Design Heat Load Calculation x 92 897 17 19 2 457 00 2 457 00 0 00 0 00 2 457 00 mano 655 00 VI The certifier must sign and date the physical application and check the appropriate box identifying the Household s eligibility or non eligibility for LIHEAP assistance and all other programs 1 e ECIP Weatherization and CHIP VII Next the certifier is to left click on the Full Certification button to complete the certification process Bob Audesmith Ja 90 Page Next the user is to left click on Certification Date box and change the date if different from default NOTE Certification date must be equal to or after the Application date Application Certification Full Certification Please Enter Certification Data Certi
92. take Schedule for Alan Test Site February 26 2007 March 04 2007 Next to print the calendar either 1 Click the amp icon from the print preview or 2 Click the Print button from the Scheduler Printing Options window 132 1Page Refresh Option Since the scheduler is used by multiple users the scheduler allows the user to refresh itsel meaning updating all new information entered by all users by the click of the button The Scheduler will however automatically refresh itself 2 seconds after 1 An Appointment has been created 2 An appointment has been moved by dragging it from one location to another Lastly the Scheduler will check the database when the user first attempts to create a new appointment In this way the Scheduler will attempt to avoid appointments being created into the same timeslot Change View of Scheduler The user has the ability to see more than one day at a time on the overview screen 4 March 2007 r 5S M T WTF amp J et 0 Ff 0 1 456 68 4 SS 17 J0 DJ 11 12 13 1 18 19 20 2 29 26 April 2007 cM Tw TFS To achieve this the user must click and drag and thereby highlighting wished days to be viewed on the monthly overview part of the screen l O 1 4 15 16 1 1 22 23 2 D t iT mm E J O hi s LN 0o bi Wom oo md ha ba O oo ha ha oo tf co 3 Ti J Lo nll CI ta t

MERAC User Manual - Maine State Housing Authority

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