katrina disaster housing assistance program (kdhap) application
Contents
1. cac Hee Recens PHA reny mandas Rasane Ear Pit it PEE Chews sam Liter load ila Lxzcl Figure 26 Select the HA to Report on and Check Boxes for Fields in the Report 25 hips E mthmod 145 hud gcvplcibiessterAssistanzeExtrinal o et x ER f qe fee x raver eb CET Sabb z TH roUnneyb o Pai bear i ran 7 87 Trage ul atm eam kar OA OG Tin J 5 Lita r nsactianh eportssp Dplorzr a Toi Lu SI E A E Th E 1 P RE eh Hamz Dake zu X Ha a P mzr Tra 2 TAA amp Hanna Hoare ag IUI DC Le 2 EPA IMZbII hte 1 ums B RSS ee 1 Tznz4 Han rue Hearing ia HS d EX CUDLEL CE LI germ I LE aun EP MEAT ASRGA T 4987 F D 1245 n eM X ANA ACASHA 0 rn Mzuzlo Hy TIZEX EX Z Saeed 3 F A CIN m U ZU E ux IM uzu Ulp T5 quz EH A Y ET F 1 743 Hearst An _ EX OI M2 aL Hj ad 17 TOES SF 7 Sil E 1 47 CU LAL J lam zur wsm AE T4 13 LIEF2. Katrina ransactton liters ficat Internet Lxplorer ia Jub 4 O EEG Par groom d 8 Leo 0 cps A tien rgd d peue kriye ee a Ei ak ep i Non KDHAT Inventory Report ETHER TEMA TInrrienne Kotina THasnster Transaction Reparti Yera Tints Jor Tranca Fir Hain EE a d ES LM Recerving O View records for selected PHA i View records For ALL PHAS 1 Use the drop down fields to select the HA to report on See Figure 18 Me 2 Once the HA is selected Family Category check the desired boxes of the fields to view on the ca lahat Tas Cg a Tae reont data qay wile cuc Bis lee anter c roz Show ta 223 crc pirt vH Now Progam type report vu BISSN When all the fields that mer E Iu e Heth should be in the report are a sl O Eaman hatik si added click the Show Ua Co EIEM Report Button mau peni I uiis 4 Additionally an excel area Fn Daca Dr Eris Fs spreadsheet that is comprised of the data withn the report can be EL Poni me kariy PHA Fa viewed by clicking on mem T xis Download Excel See Figure ndun 26 Wanna Takel Firei Mime saml Acus a
3. amp TE peered es Les n d zn n antena Jin PAS co wa PL oss P CI slp perras de SENT Enter the User ID and password and clock Logon to PIC The PIC Main menu appears the menu choices vary depending on your individual access rights E PH Infor mari Dalai blii ranni Inierrel pence provid hy TE ee zB o Tan Span me ee ee Bab nb d IE 1 7 P yain a oe ii nee Bee pm bes DQHRCID ROAD ge icone Cecde Pe qa e ae bi 4 d E housinginmionmatien centen Release 5 7 PICTEETT E PIS HEADLIHES FAC razkmn EILLZB zpelI User Accaptanca Testing 7 7 D D MEARE a ura rug Inverts n Liar a Pe LALEM ae ir Uel clare Lad dal 191 ae m z Testing Cumplarad for 5 2 zx zsz n wl Form User Testing 0 6 2 n FATE Em diri ct aliua 3 067 FICHELF Information inne le db iras elini lies lua biel pna HHOH ahe A 4 H i ai an cami ies anra cH S n al n cn ir Hame Para suh H sae sae hea cul Fail 2 Ti Ham b duci Fiume nt ap or dn ahi n LABEL CQ C u X EEUU ll 5 dan anc mnc ual h x u x l ar no Ih PO men Taia n
4. Search by FEMA ID the Household is already assigned to a PHA FEMA 10 es e shown in last column for assistance mia Lir Lest Haec meme 5 Click on the SSN number link to edit the assistance Im nahien Bere SEP ve details Host amp i Temaj Bete sk Are rov Aaa ETI IAE Seer y bama tke nag cake beep bee thalie a Sau eevee ob WR Hal anla reese ela as many i barazia Deena Tial 9e ae indila abri vm d l8 e af a ar gle Chick here 40 view details ol already assigned iu PHA Notes Di an the 555 X A saree Poza Facerii maraa aka that the ae 10 beer garie aid it aczgrecc ta the 7 4 ereer Rocas rg 7 5 wow mac dzak ccibre 615 cxstre vecrd If a family cannot be found in the database confirm the following e They have the correct head of household information This is needed to access the 5 dame I raid Assisting SSH FEMA IT FirstHam Last Name Eirth i Old Address PHA AM Hes Plaate 0 cts CARMEN household information They have been processed by FEMA and por in Figure 5 Click on the SSN for the record to view edit the last 24 hours When receiving information from FEMA into KDHAP there is one day delay 11 STEP 4c 1 VIEWING EDITING FAMILY ASSISTANCE DETAILS Required Fields 1 The follo
5. ATAF il R12 Hanis Consy soe ZU 72 M J PAZ LRA it UI e TE 15 SSeS KEL Vo NRE iF A danza Fad 275 5855 My it ZU LI LI zl gt M20 ESSE Pee RS F ENE zar RA n EX J IIzuzla7 sar Hi a5 AEZ TIS SR TANT A m Hu Zu MAX CAMPI S Dd ACE IEEE Hy AT AKCE D A mn n 21 ZI REX IES HOLZCH zj GANT ete 24 Fa HIERIE 2 REN 2 ELKEN EX DUI 1 We IL 6i I Jj 27 Lalu ax Ta Sete nee FTE 2 zi JUREN EX zu H I I L sw Mee J IAZ _ L kuzlar HIzuzing Aun Ae Aa FEE MED Hanc n ei anina F i Cana n zu KAX 1 J z LAT Lv vii IW 32 TO XEM nm pz 3024078 M a TAR Tznz4 H u sIi An HS EX TUE LLMs Jj uzu IIzuzla Aan Tr TT F TA H T IRER REX A L L Iac iu EPIS H Ta MESIAL iar F 7 Ri Hanis ne Hy KotrinaFEMATiansactlonRepart 27 a bce Jan Figure 27 Downloaded Excel spreadsheet 4 The generated report will open 5 6 in a new Browser Print Save or Copy the report as required To go back to the KDHAP system cl
6. Rights 1 3 What You Need To Use the System a Anunderstanding of Katrina Disaster Housing Assistance Program Interim Operating Requirements b A User ID in the PIC IMS PICTEST system C Access to be granted to the KDHAP Application See Appendix A 1 4 Who Can Be Processed By the System Families are eligible to receive assistance through this program if they fit into the following criteria immediately prior to Hurricane Katrina The criterion 1 as follows a Families receiving HUD housing assistance b Families were homeless Additionally under the KDHAP program families who will receive benefits must have a Already been processed by FEMA and have a FEMA ID HA and HUD Users can modify lease information where as Guest users do not have access to the Lease information part of the form 1V b Prior housing is unavailable as certified by FEMA c Families are with or have available to them information that identifies their head of household 2 USING THE KDHAP SYSTEM yi STEP 1a b LOGON Step 1 1 Open a browser window Internet Explorer and go to the following URL https pictest hud gov Be sure to include the s at the end of https 2 If you receive a security window as illustrated in Figure la you must click Yes to proceed into the system This is normal and for security purposes 3 If you do not receive this window proceed to Step Ib Step1b 1 Type in you
7. appropriate role from the pull down list see the chart above Select Security Type HQ Division for contractors Field Office HA for HA users Highlight the Division Public and Indian Housing for contractors Select the appropriate Hub from the pull down list Select the appropriate Field office af there is a pull down list some do not have one Select the Field Office HA public housing authority from the pull down list To highlight more than one HA hold down the lt Ctrl gt key while clicking the HA Code Click Save to complete adding the role Repeat for any remaining roles and submodules that are needed To remove a role put a check mark in the box under Remove then click Remove role and confirm it when asked How can I remove a user from PIC Note Once users have been added to PIC for accountability reasons they may not be deleted Instead they are made inactive which completely removes their access to data Select PIC Maintenance and Security Administration select View Division User FO HA User as appropriate For a contractor e Navigate to the REACS division Select the appropriate Hub from the pull down list For HA Users e Select the appropriate Hub from the pull down list e Select the appropriate Field office if there 1s a pull down list some do not have one e Select the Field Office HA from the pull down list Click t
8. on One of The Links To View Records Assigned to a PHA 18 STEP HA USER ONLY To view or edit the number of Non KDHAP units available click on the Non KDHAP Inventory link from the main screen EDITING AVAILABLE NON KDHAP UNITS Katrina Hurricane Henn RET CD El Ech xm 1205 xm 42 L3 MLB d rise gor 05 TI ae zn acchdzuzzbo d tB Sean hirekin TTMA Tinerienne Katrina Thisnster 1 Assistnnec Iac nam Search far details Search by 35H Luyoll Help ES ure Click on Non KDHAP EE Inventory to view and edit available Non KDHAP units SAS Tbe Toe Pina ap lie te ibe tees Il mas 140 14 1 dui ga ibe esis Caster plae prava ey eae seas pee Dal Scarch by Information eb cerent Lost Hacc z iraq rad Ho Ld Desc otar raiye ma praz ard aasian record for S44 L A HA Task Same ROMER RS Glick here to view update details of houscholds already assigned to PHA E 8 orcs Figure 20 Click on Non KDHAP Inventory to View Edit Non KDHAP Units 19 STEP 5b HA USERS ONLY UPDATING AVAILABLE NON KDHAP UNITS 1 To update the number of Non KDHAP units available Update the fields in the
9. you may have fewer or more options on the menu on the left 2 On the left menu bar as in Figure 2 click on PIH Information From the appearing submenu select the fifth item titled KKDHAP o Back e ix a Search Favorites amp PIH Information Center Microsoft Internet Explorer File Edit View Favorites Tools Help Jii ana dnan nous mgintormation centern Release 5 7 PICTEST1 BI BL PIC Maintenance PIH Information Housing Inventory Event Tracking System SEMAP PIC HEADLINES Risk Assessment User Acceptance Testing for 7 7 0 0 7 10 2005 PICTEST engaged for UAT for release 7 7 0 0 July 11 22 full text Testing Completed for 5 6 2 6 9 2005 Open the KDHAP submodule sting headlines full text User Testing for Release 5 6 2 6 5 2005 DNA UAT on Friday June 3 full text PIC Downloads UlY DTM Browse all PIC Headlines Executive Summary 4 Drug Elimination Rep Mgmt Reports e KDHAP Form 50058 E PICHELP Information IF you require any assistance please send an email describing the issue along with your Name Phone Number Housing Authority Number and Field Office Name where applicable to_pichelp hud_qov or telephone the PICHelp Call Center at 1 800 366 6827 between 8 00am and 8 00pm EST on all business days Please go to the PIC Home Page for mare information Includes the following submodules Event Tracking Sys
10. Button Notes Search When Searching by Information Last name and one of the following is required First name Date of birth Sex System Access System security is role based so some functions may not be available to you For a detailed explanation please see Section 1 Who Should Use the System Functionality When family is found KDHAP may be used to record information about that family including Updated family information assignment to a PHA and recording a family s lease for HUD reimbursement Figure 4 Search for Household Details A LM Katrina llurricane Housing Internet Lxplorer a Cebogan Cub Tw Wi Hg P990 3 38 90933 dale Diener remm n onte nhe 5 B ak D rr E AU FEIEF EIER FAG Rudra Maple Mun Balil TEMA Tlnrrienne Katrina Thisnster Tansine Assistoned Ver 2 0 ME Arie I 1L Huiri Luuuli arch far amp priri a nh aranh Erw Search Ho arah Ira Sareti Initial H nae 4 Set i satan il Hae ale 7 wer F hes i Hi d ene ED4e EczrzaTE 5 heres Do mas long dec to pete remit ac zel Set rmen Ta
11. EHLAH Inventary FEMA Hurricane Disaster Homing Assistance Ver 2 5 PI vine Adhd dippers New Huasehukl mL Ain Ace la e oz Firei Figure 23 Adding new households for HUD users 22 1 Upon completion of approval click on the Approve button 2 Lui katina Wstartar Internet Explorer uerba Jub 4 Lm me Tow is f n gt Tenet ga 5 i B e ag i a hlas FS bod mec p r de are pied 7 mol 1 I1c Hain Luyell Hely Eel Ta sale nrrarr 7 a i sar ran Eu Indicates that household In XXE XMX 0CEG AMMA 2634 totii e za AN A AGE HHN FEIEF Last First Middi Birth tr cc Ic 3 crac 1271 DOO TISA H rH formation already cxtzt in miele KDHAT table APAR felines 1 FEMA Hurricane Disaster Housing Assilamce Ver 2 5 Approve Kew Old Family Housing old Category Authority Address Clty el Date of 10200422000 lezeaza iu 2000 7 43r 4 ES SCARCE BLOT e SLL Aab i Did Contact Purpo
12. Figure 29 Non KDHAP Inventory Report 28 STEP 74 RUNNING NEW HOUSEHOLDS STATUS REPORT To view the status of Newly CENA Gn Added Households Transaction Report Non KDHAP Inventory Report Select appropriate view to list FEMA Hurricane Katrina Disaster New Households Status the records Select View Approved Records View Report Select Report Type _ Approved Records Rejected Records Pending Records Head of me Household Sex Disabled Family Initial PHA Address Name Category UNEEE 57 Heinz LINCOLN te Presented PARISH Pkwy 86 rent invoice Approved Records Contact Number Harvey 2 Wallbanger POLICE Goober LA August 200 JURY Some reaso asdasdfdf se dfsdfs dfsff Canaan Street New Orleans LA TAOOS X du Hous ton a ues B MC nur Figure 30 New Households Status report Irrigation Caroline gation oe 4 7 amp iam 4 ina 29 APPENDIX KDHAP SECURITY ADMINISTRATION Q amp A Setting up users in KDHAP Users accounts are set up in KDHAP by users who are designated as Security Administrators in PIC and PICTEST If you are a Security Administrator you will have a PICTEST menu option under PIC Maintenance called Security Administration If you do not have such a menu choice this appendix does not apply to you Introduction There are two steps to setting up a user in PICTESTI to work on KDHAP A user account must be created For
13. KDHAP all user accounts will be created as Guest users in the REACS Division of headquarters Always logon to PICTEST using https pictest hud gov PIC Logon userlogon asp You will be asked to authorize a certificate Click Yes Security Alert x Information you exchange with this site cannot be viewed b changed by others However there is a problem with the site s security certificate e The security certificate is from a trusted certitying authority The security certificate date is valid The name the security certificate is invalid or does not match the name of the site Do you want ta proceed Ho View Certificate The PICTEST1 Logon screen appears next 30 Ara FHH Gi 1 wm Pr ant a er gta Pat ee E LB aa m Eli p jw mr ra T RI jee Ei n CE re ijt Za Ba usi poke Lern pri F 1m rmt HM PE Information Center 2 PTCTESTI Er L lim ia inet FIF ok PUPELP Be oy 27 unas zara diac La uU Jil rra pou Powe gue rey d rizaranz F aH CA fe bare she s app ag Ee skh pd par er Hara i FEH CM Cue ro vai doe oT Fara llr sre ar par Feria ha anna han be age Ir reor r crrre al en
14. LS eee e eee 12 STEP 4c 2 ASSIGNING PHA LATER SEARCH FOR PHA ecce 13 STEP 4c 4 SEARCHING FOR A PHA BY NAME eee eee eee eee e neue eee esee esset eese esee eessssssosoee 14 STEP 4c 5 HA USER ONLY NEW LEASE INFORMATION eee 16 STEP 4c 6 SUBMITTIN FIXING INPUT ERRORS IN THE ASSISTANCE DETAILS FORN II 16 STEP 4c 7 FIXING INPUT ERRORS IN THE ASSISTANCE DETAILS FORM 17 STEP 5a HA USER ONLY EDITING AVAILABLE NON KDHAP UNITS 19 STEP 55 HA USERS ONLY UPDATING AVAILABLE NON KDHAP UNITS 20 STEP 6b ADDING AND APPROVNG NEW HOUSHOLDS FOR HUD USERS 22 STEP 7a OPENING THE REPORT SCREEN eee e eee ee eee eto ooo o eee esee esso osse sette eeeeeos sese eene 24 STEP 7b RUNNING TRANSACTION REPORT ee eeee eee eene neues eee eee enas osse 25 STEP 7c RUNNING NON KDHAP INVENTORY REPORT ecce eee eee e eee ette eae eee eno 28 STEP 7d RUNNING NEW HOUSEHOLDS STATUS REPORT ee eeee eese e ee eerte e eaae 29 APPENDIX A KDHAP SECURITY ADMINISTRATION amp A eee 30 1 READ BEFORE USING THE SYSTEM iii 1 1 Overview This document is designed to assist users with the u
15. MENT KATRINA DISASTER HOUSING ASSISTANCE PROGRAM KDHAP APPLICATION USER GUIDE U S DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT October 2005 Revision Sheet Release No Revision Description O Z gt O KDHAP APPLICATION USER MANUAL TABLE OF CONTENTS 1 KEAD BEFORE USING THE SYS VE Mi so setea catina alea dea de bad saicusseentensestetaaiebcecsasetssdaunsbietennedialacs lil 1 1 MVE VIC Wy soca iv 1 2 Who Should Use This Manual need dove iv 1 3 What You Need To Use the iis iv 1 4 Who Can Be Processed By the System eee ee eere eee ee eee eee ee eoo h eee e ee epe oe ene e eee eee eaae iv 2 THE A vi SIEF CES MESES S dud 6 STEP 1c NEW USERS FEMA ONLY UPDATE USER PROFILE ecce e eee eee eeeee 7 STEP 2 NAVIGATE TO KDHAP APPLICATION eee eee eee eee eee eee esses 8 STEP 3 PRIVACY ACT WARNING AND ACCEPTANCE e eee eee eee eee eee teen nona aseo eee 9 STEP 4a FINDING A RECORD BY HEAD OF HOUSEHOLD INFORMATION 10 STEP 4b 1 SELECTING THE CORRECT HOUSEHOLD RECORD ecce eene 11 STEP 4c 1 VIEWING EDITING FAMILY ASSISTANCE DETAI
16. Office HA public housing authority from the pull down list Select Create New PIC User Select HA User for HA staff members Enter user information Last name First name Middle Name or Initial User ID system generated first initial middle initial or and first six 32 or less letters of user s last name in lower case If the same User ID is already in use the system will add 01 or next sequential number to ID when saving e If user does not have an e mail address or you do not know what it is enter none email com because it is a required field The user can change it later in User Profile e Initial password should ALWAYS be Passwordl note upper lower case Note Once the user account has been created regardless of user type the Security Administrator must grant access rights in individual PIC submodules before the user can access any useful information or do work in PIC We will grant the following rights to users TAC Staff User Type Guest User PIC Maintenance Security HA Security HQ Division Administration Admin PIH Information KDHAP Submit Modify HQ Division Guest Executive Executive HA General Read HQ Division Summary Summary Non HUD Contractors e g NELROD User Type Guest User Module Sub module module Roe Security Maintenance not not a Administration PIH Information KDHAP Submit Modify HQ Divis
17. a bd SPAS 390 Bim ERI Hara rerom ATE LSI TE ETT NT Tome dim 1 7 TOP TOM bomi m ae mb rides Bb i b IM sr DE TII Ha VERRI haii ah H runt LUC ET LUE CU cd TENTE Lm cag OW m Vibo Pap imo ihm idw um wg mbar 1e lep im de HELEN Gu Wo Cone ere Pe A PPan i a acr Figure 13 A List of PHAs with Names Matching The Search Text Receiving PHA Information 9 Assign PHA now Assign PHA later HQ Office PO Field operations Hub 6HFTW Fort Worth Hub Field Office Seni REM PROGRAM CENTER Housing Authority 15 Houston Housin State Figure 14 PHA details populated back in the Details page 15 STEP 4c 5 HA USER ONLY NEW LEASE INFORMATION This part of the form is not shown to Guest users New Unit Lease Information FEMA contractors etc Figure 15 shows a New Lease Information Section located at the bottom of the Submit Data without Lease Information form This section is m m i a available only to HA and fie Lease Rent MII Utility Deposit HUD users This Section lr atten d can be used to record the i EXER E En v TS Date lease assistance provided by Py State Zip Lease Effective Date LLLI a PHA to the Household Owner Name FEMA Id and FEMA Lease Termination Date End of FEMA Eligibility Date Eligibil
18. an in n fare iy Ls FIH za fiw Apr 31 How can I add new contractor user in PIC First the user account must be created if it does not already exist Select PIC Maintenance and Security Administration Select View Division User For contractors select HQ Office REACS bottom of pull down list Select Create New PIC User Select Guest User for all non HUD contacts and contractors Enter user information Last name First name Middle Name or Initial User ID system generated first initial middle initial or and first six or less letters of user s last name in lower case If the same User ID is already in use the system will add 01 or next sequential number to ID when saving If user does not have an e mail address or you do not know what it 1 enter none email com because it is a required field The user can change it later in User Profile Initial password should ALWAYS be Password1 note upper lower case How can I add a new HA User in PIC First the user account must be created if it does not already exist Select PIC Maintenance and Security Administration Select View FO HA User Select the appropriate Hub from the pull down list select the appropriate Field office if there 1s a pull down list some do not have one Select the Field
19. cet kete perse price az cage ters of st nu and ar clog wih Gots ab Orb ond 220327 Click here to view update details of houscholds already assigned to PHA Cheer de ii ek on via Race Dear e Hae Pan nele marce inr a Pial che cere peor ery 8e leer ari ii Dim ELA leac redes Menor BoM First Last Name Date ot Birth Sex Od Address Assisting ue le E E AAR SDAA 185 Sd OXIME EMITE F 307 clei Sheet 3072 Carien 20046 a T b DENTS 10 STEP 4b 1 SELECTING THE CORRECT HOUSEHOLD RECORD FEMA Katrina Hurricane Housing Assistance Microsoft Intemet Explorer Idle le WAG grams 2 5 S 3d Mp imer bazal esc alear pa bate eres re m enne Kran f eat no 1 Search results appear in a table at the bottom of the screen See Figure 5 HUC HOHE PA VOCAL SEARCH RDO 2 Review the list to find the correct record sii 4 Assistance Detalls Non KDHAP Inventory ET linn FEMA Hurricane Disaster Housing Assistance A Tatal 225 menuet Purl Please dara 3 When you find the record click its SSN which D MOM TUI View Jar Bagichak Aranin is the first field at the left of the table Lini a DEN _ EG 4 An asterisk next to an SSN number indicates that
20. een Alternately you can also select the link Assistance Details located at the top to view list of Households assisted by a PHA Figure 18 Assistance Details Non KDHAP Inventory Add Households FEMA Hurricane Katrina Disaster Housing Assistance Ver 2 5 Search for Household Assistance details Search by SSN Search by FEMA ID FEMA ID Search by Information Last Name required First Name Sex Date of Birth mmy dds yy yy Searching by information may take long time to retrieve results as it may match several last names To get the results faster please provide as many characters of Last name and first name as possible along with Date of birth and gender Figure 18 Click on One of The Links To View Records Assigned to a PHA 17 2 Upon entering the screen the ae PHA information will be Search Households Non KDHAP Inventory Add Households displayed empty Search and FEMA Hurricane Katrina Disaster Housing Assistance Ver 2 5 Select a PHA using Search for HQ Office PO Field operations PHA information button Hub 6HFTW Fort Worth Hub Select SSN from the list Field Office 6EPH HOUSTON PROGRAM CENTER displayed to view edit the Housing Authority TX005 Houston Housing Authority details of assistance State TX Program Type Combined Click here to Search for PHA Information Sex Date of Birth e ans 5 XX TREI 0 3 19 Figure 19 Click
21. he User ID to select the user 35 e Click Modify User upper right e Under User Details click the No button beside Active Indicator This makes the User s account inactive The process can be reversed by changing it back to Yes to make the user active again A user can also be made inactive by changing the Expiration Date to a date before today s date This can also be reversed by changing the Expiration Date to a date later than today To be active a user must be active in both ways by having a future Expiration Date and where Active Indicator Yes 36
22. ion Guest Executive HA Executive HA General Read HQ Division summary summary HA Staff User Type HA User 33 Module Sub module Role PIC Maintenance Security not applicable not applicable Administration PIH Information KDHAP Submit Modify Field Office HA HA select their hub and HA Code Executive Executive HA General Read Field Office HA Summary Summary select their hub and HA Code Note Submit Modify function is split into two roles one for contractors to submit only the family details and HA assignment part of the form Submit Modify Guest and one for HAs to submit all of the form Submit Modify HA How can I change a user s access rights in PIC Note New users have no rights in PIC submodules until the Security Administrator specifically assigns rights to them e Access the PIC Security Administration sub module e Select View Division User FO HA User as appropriate e For contractors Guest Users e Navigate to the REACS division Select the appropriate Hub from the pull down list e For HA Users e Select the appropriate Hub from the pull down list e Select the appropriate Field office if there 1s a pull down list some do not have one e Select the Field Office HA from the pull down list e Click the User ID to select the user e Select the applicable module and sub module from the pull down lists e Choose Add role 34 Add the
23. irimenbiersz 8 na rie ande onda noa uo Sb Requested Family Members if applicable Total Number of Family Members Rest of the fields are optional This form can accept details of up to 9 more family members If a family has more members 3 simply select the total number Figure 8 Edit Family Assistance Details First name and Gender is required for each valid entry Total Humber of Familh Mcmberz z 7 A FEMA ID is required to select NV KDHAP Voucher as New Program Type 12 STEP 4c 2 ASSIGNING PHA LATER SEARCH FOR PHA Former Address You may opt to not assign a Current Address PHA at this time To do so leave the record in its default state as shown in Figure 9 Receiving PHA Fax Number 1 Receiving PHA Email Receiving PHA Contact Number Receiving PHA Contact Name Figure 9 Select Assign PHA Later to Save Record Without a PHA STEP 4c 3 ASSIGNING PHA SEARCH FOR PHA 1 D Select Assign PHA Now Receiving PHA Information Assign PHA now Assign PHA later HQ Office PO Field operations information See Figure 10 GHLRK Little Rock Hub Field Office nd LITTLE ROCK HUB OFFICE To search for the PHA Housing Authority AR13 nesboro codes and organization State details click on the Link Click here to Search PHA Information Click here to view the contact information of hou
24. ity are required fora Max 250 characters approx 4 lines from the comment text will be saved 991 i Cancel Household to receive Lease comments Assistance Rollback Transaction Figure 15 Lease information Required Fields 1 The only required field on this screen is Fair Market Rent FMR STEP 4c 6 SUBMITTIN FIXING INPUT ee IN THE rane LANE DETAILS FORM 1 When you press Submit on the main Assistance Details form you may receive an error message similar to Figure 16 Figure 16 Please Review Errors at the Top of the Form 16 STEP 4c 7 FIXING INPUT ERRORS IN THE ASSISTANCE DETAILS FORM 2 To fix this scroll to the top of the page to view the list of errors See Figure 17 Fix all the errors and click the Submit Button again Repeat until there are no further errors FEMA Katrina Search Households Non KDHAP Inventory FEMA Hurricane Katrina Disaster Housing Assistance Edit Assistance Details for SSN XXX XX 0008 Please correct following errors Total 4 errors Error 1 Please select appropriate Family Category Error 2 Please select appropriate New Program Type sm Error 3 Please select Requested Bedroom Size Figure 17 Review and Fix In the Form the Listed Errors STEP 5a VIEWING RECORDS ALREADY ASSIGNED TO A PHA 1 To search for a record already updated and assigned to a PHA click on the view and update details link at the bottom of the scr
25. n Here they will have to update their account information as described in Figure Ic as well as in the text below 1 Update all contact information including name and other required fields 2 For the password please be sure to type in a minimum of eight 8 characters including numbers symbols and characters 3 When you are finished updating the information click on the save button at the bottom right of the screen 4 Proceed to Step 2 below 3 User Profile Microsoft Internet Explorer El EE Xe e Edi 7 gt Tis Jah dr Fava tis e erem ce e po Pee pez FIC Fratila ACR Renarts Ur 4 90 71 maal Pam Last ae ak melda iei Iar Alles Lia Lice 2 Cam i Hp iza Poon Nukes Meme La Purwa 3 Creme cm Se Feas compiler ihe uscr rephirsden Irbarmatien on ints paar david E ie Fela Malling address arom edhe bm Liser Password Imernmadan eS est kani and na morc than 14 zharzzmrs Figure 1c Updating the User Profile for New Users STEP 2 NAVIGATE TO KDHAP APPLICATION 1 Once logged in you should see a screen similar to Figure 2 on the right note depending on your access rights
26. ose the Report Window File Edit View Favorites Tools Address E h Katrina Housing Assistance Transaction Repor Microsoft Internet Explorer ks x E A Ka Search SP Favorites B amp m ap 2 thos pictest hud gov pic Disaster Assistance KatrinaFEMATransactionReport asp J Ga Links Snagit Testing AKOOL LAFAYETTE 1337 CITY i232 Lepus HOUSING AUTHORITY 1951 504 LA219 ROUGE 701 CITY 0983 AKOO1 F Vancouver Internet Figure 28 The Report is Opened in a New Window 27 STEP 7 RUNNING NON KDHAP INVENTORY REPORT Hon KDHAP Inventory Report Microsoft Internet Explorer bole PU ew arata d 1 ane Ed m v Ps eared u Bala ene c alear toate Ea K 60 ga HUD reu FH HANE HAR FOC To display a Fir linin Non KDHAP ETr Pisin E Vos Stabe 0 1 inventory A Cade Cada kedras emi 3 beset 4 a nt i m Bearoom Ec roo na droom Bedroom Bedrooni Ezdranen E Ai report click 1 2412 LI a n on the Non Ter Tae E y IL KDHAP Sta IL ew Totals inventory link fee ii Ll Linu mi nsin
27. r N ote obor 3n7n cat nad pe Tar o cehi marie Tha Art 1 6 an aripa Parent mmi ne n iii pal Zu use be adha pausa wl la ua care aa iim Ball ereu Parere al ern oa need mo rhe eerie eee peers des ra Aap r re You cannot access the KDHAP system without agreeing to this Notice varia a Mire aero Eu Urs MII Im merino Cece Stee n nzasr memar varmin an nana E Ebar nyxvare Tae eae rr th Liz i spal ELA NUCI EA ZEU ali CAL ai des bees Sls le salan pania wc BED ayakan wiles zare oy Emacs abel Tzu FITE area tans cas etree phe nare nt rhe PE ee oni ued Tha Urn Arb pss a ara ee CITARE sl burg iz azzzaa cheen be ud el be mole EX sate apc weg alali mi HH ab Figure 3 Read before accepting STEP 4a FINDING A RECORD BY HEAD OF HOUSEHOLD INFORMATION After accepting the Privacy Act Notice the Search for Household Assistance Details page opens as demonstrated in Figure 4 1 Use this screen to retrieve records one of three ways a Social Security Number SSN b FEMA ID c Other Information Type in last name first name optional and at a minimum one of the following characteristics Sex and or date of birth to appear as such MM DD YYYY 2 Click the corresponding Search
28. r ia Teer he 0 90 Pe sree 2 amp 8 ee dd hed oe REE BEACH REE Tu Sisi rr n imainan Bun II Heic FEAL Hurricane Kalrina Disaster Hoosing Ver 2 5 rt Main Sea IF crez rabla Head Ot Household Hamc rera Ea Lest Harney of Bancare bear SSH Sex Date ot Blrth Contact Number um Darter State M Old Farally Category iulie Ea Iri il 6e aoe son HD n REI LH Tig on Diehl caine Hensia Aal hearil Prigjrurn boy He hos ning Sez o Do RE 3 LUNES Figure 22 Adding Households for broken families 21 STEP 6b ADDING AND APPROVNG NEW HOUSHOLDS FOR HUD USERS 1 HUD users have full access to the Add New Households screen inclusive of adding and approving Refer to Figure 22 for instructions on adding new households 2 When approving households click on the Approve Households button which will take you to the following screen T Hurricane Haaster Assistance Intemet Laplarer dd 0 E f n i rue ga s i B LH a Pa nl sys pri ea roz re tara HUN FEIEF FER Far aa Sisi hi Valls Bun K
29. r User ID and Password and click on Logon to PIC eme Cem ele al Security Alert E3 enar my erus shi poa 78770 58 pee dian dea eee zb edi de gs pn Lei esses ad zo weds p dd Lie can gall lha nri CIE nee Farul rode oor de ae Th qm zu Tar A m Figure la You may see this box Click Yes PH nfernation Center Leer Logon Wicrescet Internee Explorer link a fu g Hed ona a AT F LL m E El ra iT Lai FL Fir obs Sd C MES ce PUT Inforrrudion Conder 5 7 PRCTENT 1 Tun i Sema lazni PI ELI azui a are sam ggg a ama dH secre rg lte lance Ath peu Hara Phase beanie 1 artha ty Fons 3rd Fls 6 Tros ober ppl c3 hls 15 pled ped grr ar rabani berns iba FE Hag Ca Camaron Pa 200 70307 harian Fritari un zii Sere zi 3657 100 FE Haris Piza Per recs krr rods ARP re ig Zazcris ihale pr mina l3za ED TH Oee zarrer ana Poe Figure 1b User Logon STEP 1c NEW USERS FEMA ONLY UPDATE USER PROFILE The first time a new user logs onto the KDHAP PIC IMS system they are brought to the User Profile scree
30. se of the Katrina Disaster Housing Assistance Program KDHAP Application The purpose of KDHAP is to support a joint temporary housing assistance program between of the U S Department of Housing and Urban Development HUD and the Federal Emergency Management Agency FEMA KDHAP is designed to streamline the processing of families who lost housing as a result of the Katrina hurricane disaster and were assisted by HUD rental assistance programs In addition the program will also provide similar assistance to families who were homeless prior to the disaster The application provides verification of family eligibility and allows data entry for their new or temporary housing assistance details 1 2 Who Should Use This Manual There are broad categories of users of the system a Housing Authorities HAs specifically personnel who already work with Section 8 housing b HUD Users and HUD relocation assistance contractors c Guest Usually non HUD non HA contract staff including FEMA staff and FEMA travel assistance contractors When using the system these different users will be able to perform actions based on their assigned roles in the system Access rights for each user type are described in the table below E Seara m Ys Ya f Ys 4 Record a family s lease Submit modify Submit modify 5 Non KDHAP available inventory Submit modify Submit modify Read only 6 View KDHAP Reports Read only Read only Read only Table 1 User Access
31. seicomment zT Humber 351n5 2102 TEET iAH EC 3433 3004348 E 703 243 4334 i 702 317 HE Erpa Ae a Bina Figure 23 Approving New Households 23 STEP 7a OPENING THE REPORT SCREEN du FEMA Katrina Hurricane Housing Assistance Microsoft Intemet Explorer m x lode ales ale Daji a OO dld Porn dresse 49 Ius ly b ER oa i x aulae ab peste bab 5 aliae qa eA dnm Kr nf eat nose nnl Eja ick FL nii i kair ini Assistance Detalls mETHETETTM ET lines EY SLA Hurricane Disasker Huusiny Assistance ET Han Saare bh far Dia A criza ia eri Le n hy Sat 1 Click on the Report link to Click on Report to go to the open the Report Screen Report Screen leg Seater cul as Liu Hace Im rinir n v p Ia E v m ri la spor Scorcans 2w may ake la 47 to rebasa E ze oct paces prov cc ac cry faacccXII ab Gest rome host rom c5 pesto acre ati Dats c bith ani Click here to view update details of houscholds already assigned to PHA Ai ues Figure 25 Click on Report to Open the Report Screen 24 STEP 7b 1 RUNNING TRANSACTION REPORT 3
32. selected area as appropriate and click save This will return you to the same screen with a message indicating it was successfully PIC Home PIC Main Logoff Help El minatian Reporting Health amp Safety KDHAP PIH HOME SEARCH INDEX FEMA Katrina Assistance details Field Office HA Public and Indian Housing Search Households Select View HO Division HO Office PO Field Operations Hub 10Hs EA Se attle Hub w Field Office Housing Authority 0APH SEATTLE HUB OFFICE AK901 Testing Edit Non KDHAP Invento Record Inserted Successfully Lowr Rent income units available No of Units in 1 Bedrooms 3 Bedrooms Bedrooms 2 Bedrooms 4 Bedrooms 5 Bedroom s Total Low Rent Unit Count Section Vouchers Units available No of vouchers in Bedrooms 1 Bedrooms 2 Bedrooms 3 Bedrooms 4 Bedrooms 5 Bedroom s Total Section 8 Woucer Unit Count Figure 21 Click on Non KDHAP Inventory to View Edit Non KDHAP Units 20 STEP 6a ADDING HOUSEHOLDS FEMA USERS When adding a new household from the main screen click on Add Households link located at the top in brown bar Fields marked with asterisks are required fields Initial PHA 1 required when Old Family category is PH or VO Click Submit to save the new Household record Hurricane Haaster Housing assistance Microsort Internet Leplore
33. sing Authorities Figure 10 Select Assign PHA Now to Save Record with a PHA 13 STEP 4c 4 SEARCHING FOR A PHA BY has Bal ml mar Ik wga a a eed yn n do wen s 3 To search type in first few Q sardo SA De ae characters of PHA name and PERRIN OI click search See Figure 12 At least 3 characters are required for successful search Pint Tail 11 TEAM rear ma Ay wine Wet i FHA dela Aera sb Fa rar H apii T o i ool act lodi ee el rl Seles BO a omo ee h eee eee iin ig uH EN US KH Fra are ral mum rur oale umil hi Figure 12 Search for a PHA 14 Chose the appropriate match from the displayed list and click Select this PHA button located next toit See Figure 13 Once the Select this PHA button has been chosen information 1 automatically populated in the main screen See Figure 14 Ik mm ee eed os mL Lod s EY AL ig E NE Pee oe kt PUMA Tee aor Mp arian r Hi Bord dela Finem aP lfa 4UB r cadre utor TE n oor ach Ie 7 Pe dew ed uem BD CHOC a m sms ee ee un dm pana d omm OO eer a Flos c arma aom DLS POA UOI de s dnm doma Et ng ow AN FN ae
34. tem Risk Assessment Drug Elimination Reporting LOGOFF HUD HOME PIH HOME Q amp A SEARCH INDEX E MAIL javascript SubmitToNavigate 02 07 Figure 2 Select PIH Information KDHAP STEP 3 PRIVACY ACT WARNING AND ACCEPTANCE User Warning Micr i osof t Internet Explorer Pde wes lans dH E sach x e A ale Faw tis ga S 5 las i 2 p gzrzes e fHpziipictezi uz ae POC comer eee acct Im I DESCR ION OEE EN LM UM NUT LE ee I zem FHE SFE G F Era Packs FII Privacy Act Statement and Compliance Notice Be mHE br AL Lee 1 Clicking on the KDHAP menu item will bring you to the Privacy Act See Figure 3 Statement and Compliance Notice Click Agree if you are in agreement with the terms he Mum GWoORTAST Mease read the fallasinz carctully Lui seara At tenth ra HE Sarre neste wah eris He entar Tha rE pre 1H Lionas Code medien Tide lae luz wey Lultamcn gcccaa a oc eee estoy uz 5iTriareen EN Ti FEIFE
35. wing fields MUST be updated before the record can be saved See Figure 8 a Family Category BLAS HEHHE alH u u ERIS PANE E FI EE Mn heanl FEM Hurricane Katrine Disaster Housing Assistance i PH Displaced Public fae rasa Hitt lia d Lipul Parul cal Eum ebur Pen dHe Vrbe Son one ousing Resident i 11 VO Displaced Voucher Help dien COT Esel 11 MA HJ aa Camlez 1 Esi Iribial rauri Satire Parzh Housing amp itknr7 Family i eh Tos iii OH Displaced Other Seale Nux Eel e of Births TIT TR Tee E NIA 1 Federally Assisted Housing SHE 8 urniby Efeapergz Seles Fest Lagos Ii MA ral ez Family Cremlen 1 Furul Ar iv HL Homeless ane d urrumr Malriressz b New Program Type required i ll Curren e e 9 an uud if a Receiving PHA is Pasep Recaiving POA Information Assign PHA now G Assign PHA later Fi Fi selected zu ali 2 E CDU i NV KDHAP Voucher FL ii PH _ Public Housing FII ax Hurnbierz Heesivirny FII 11 PI Voucher Port In Recehdng Contact Number Recehdng PHA Contact Name iv VA Voucher Absorbed Now Pregram Size Prior and
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