iMAX USER`S MANUAL - MultiSite Systems, LLC
Contents
1. lt ve c 5 la 5 gt a d Q SAN UsER S MANUAL Tenant Rental Assistance Certification System TRACS Integrated Multifamily Access eXchange System U S Department of Housing and Urban Development March 2009 Revision Sheet Revision Sheet 1 5 09 Minor revisions to 2 2 and figure in 4 3 2 other minor edits Rev 3 2 1 15 09 Minor revisions upon review of PDF version by HUD TRACS Proj Mer 2 13 09 Revisions from HUD TRACS Proj Mer 2 25 09 Revisions from HUD TRACS Proj Mer 3 27 09 Additions to Appendix A User s Manual Pagei v amp Z 0 5 User s Manual E Authorization Memorandum San DEV I have carefully assessed User s Manual for the Integrated Multifamily Access Exchange This document has been completed in accordance with the requirements of the HUD System Development Methodology MANAGEMENT CERTIFICATION Please check the appropriate statement The document is accepted The document is accepted pending the changes noted The document is not accepted We fully accept the changes as needed improvements and authorize initiation of work to proceed Based on our authority and judgment the continued operation of this system 1s authorized James Legge DATE HUD IT Project Manager Deatrie M Perry DATE TRACS Project Manager John J Curry Jr DATE Housing2. After logging into WASS click on Administrator link in the Secure Systems main menu 5 The following screen will appear User s Manual Page 3 1 3 0 Getting Started Log on password gt Forgot password Need a TRACSMail ID 6 Enter your assigned TRACSMail iMAX User ID and Password Log on ID TRACM 16004 Forgot password Need a TRACSMail ID Hs E 7 cua 029 on the right side of the screen and main page will be displayed formerly TRACS Mail Broadcasts Transmissions Upload Sentto TRACS Received from TRACS Sentto Others Received from Others Welcome TRACX15692 og O Messages from HUD Administrator 1 30f5 View all messages gt gt May 9 2008 Inactive user can not log in to the user win May 9 2008 This is testing for iMAX admin window May 8 2008 The iMAX system will be offline from 10 00pm to 2 TRACS Response Files Requests of Last24 hours User s Manual Page 3 2 3 0 Getting Started 3 2 System Menu User System Menu 3 2 1 User Broadcasts The Broadcasts tab allows the user to view any messages that have been sent from the HUD Administrator The user can view when the message was sent and can also access previously sent messages Upon selecting this tab the user will initially only be able to see the three most recent broadcast message
3. Program Manager User s Manual Page ii IMAX USER S MANUAL TABLE OF CONTENTS Page 1 0 GENERAL INFORMATION ccccccoscocceccsccscecceccsccscesceccscssceccscescesceccscescescecsscescescecsscesceccecescesss 1 1 1 1 5ystem OVeEVIGW irren 1 1 1 2 NAAA oe caves sevens ete eap eC vv eR RE NOR e EIN ea RES VO EVE eI NS OR CUN Ve eS EAR LEVER ES REEL uS 1 2 1 3 Authorized Use Permission 2382 eo eee To ihnen 1 2 1 4 Ponts ol uie Ee eei coser A chase a 1 2 1 4 1 NO SPEI ERREUR SEEN LIEDER aa 1 2 1 4 2 Coordi ION adicta 1 3 EAS Help Desk A O 1 3 1 5 Oresanzaton of the Manual een 1 3 1 6 Acronyms and Abbreviatiohsa a susn aa Rn 1 4 2 0 SYSTEM is 2 1 2 1 System Configuration ete DE 2 1 2 2 A 2 2 2 3 User Access 2 2 2 9 1 Ass ening IMAX Roles 2 2 2 4 Contingencies and Alternate Modes of Operation cc eee e eee eere ee eee eee eee eee eonne 2 6 3 0 GETTING STARTED 3 1 3 1 ON aD eek 3 1 3 2 System e 3 3 32 1 User Broad Cas eoa oae eoo Pe CEP PEE poe ia ewe s Od ovg asse Ud puse 3 3 3 2 2 IMAX User Transmissions adeo euo ee tot RU eb dues 3 3 32 IMAN User Promenade e D ove ea S duas Tube a oes 3 3 3 3 Changing im Ne 3 4 3 4 EK SY SCC cave mne
4. am ned dtt ame cM DN I i V 3 4 4 0 USING Te SE STEM u 4 1 4 1 IMAN ini 4 1 4 2 IMAX User Transmissions 5 one oe eoe opu nuo as one oe epp aas oae oro ranae oe ep oaa one ae een 4 1 1 2 IPO c S 4 1 42 2 Sent to TRAGCS TV ed a as 4 2 22 5 R c ived from LI XE Said iaa 4 2 4 2 4 Senf LO DIES o 4 2 4 2 Received from Ote 4 3 ASS User 2 22 32 2 822 Brian 4 3 Change PaSSWOEG RZ Dean 4 3 User s Manual Page iii 43 7 Profile Nanagemielito oco ou e ix IR Eee 4 3 4 4 Special Instructions for Error Correction ecce ecce eee eee eee eee eese aeos s 4 4 4 5 Caveats and EXCep0HIS ion ei e ii di aepo DP ae coo a DEL Edd Dos DE Eee ou 4 4 5 0 OUERYING san 5 1 5 1 Query Capabilities ran 5 1 5 2 Oucry Procedures 5 1 6 0 REPORTING et een 6 1 6 1 Report C apabililies 6 1 6 2 Report Procedures uie de EFE ER ki 6 1 Appendix A STATUS MESSAGES 1 User s Manual Page iv 1 0 General Information 1 0 GENERAL INFORMATION User s Manual 1 0 General Information 1 0 GENERAL INFORMATION 1 1 System Overview The Tenant Rental Assistance Certification System TRACS is designed to process subsidy contracts tenant rental assis
5. below System Administration help search home logout User Maintenance this form you can either search for a User by User ID or search for Users by entering your search criteria Search by User ID To search for a User by User ID enter a User ID and then click the Search for User button User ID Search for User e EE Search Users search for a User enter a search criteria optional and then click the Search Users button Business Partner TIN SSN PHA ID IPA ID First Name pem LatNamel Check here to limit search to Independent Users 3 Onthe User Maintenance page in the User ID field enter the User ID of the user to whom you want to assign the MAX role User s Manual Page 2 3 2 0 System Summary 4 Click the Search Users button If you entered a correct User ID the Maintain User page displays with the user s ID in its title see figure below Maintail User M55511 User Information User ID M55511 First Name JOHN Middle Initial 2 Last Name DOE User Status Active Coordinator Yes User Type Business Partner Choose a Function 5 In the Maintain User page from the Choose a Function drop down list select Maintain User Profile Roles see figure below Maintain User M55511 User Information User ID M55511 First Name JOHN Middle Initial 7 Last Name DOE User Status Active Coordinator Yes User Type Business Partner Choose a Fu
6. to select which txt or mat MAT file you would like to send A Please be aware that MAX can only upload txt or mat files At any point in the process you can start over by selecting ies on the right hand side of the page 7 After filling in the required fields select _Upload 4 2 2 Sent to TRACS Selecting this tab allows the user to view the files that have been sent to a TRACS destination either TRACMPROD or TRACMTEST Requests of Last24 hours Transaction ID To Subject Uploaded Transmitted Status 50820080000164 TRACMPROD 15 16 20 N A Received Explanation of statuses Received file has been successfully uploaded Transmitted A file has been picked up by MAX for processing 4 2 3 Received from TRACS Selecting this tab allows the user to view the files that have been received from TRACS 4 2 4 Sent to Others Selecting this tab allows the user to view the files that have been sent to other IMAX Users Transaction ID To Subject Uploaded Attachment TINOS07 20080000156 TRACM16004 2008 05 07 13 52 23 EDT TRACMI 5692 TRACMPROD Fi NEN TINDS0720050000154 TRACMIEND4 2008 05 07 13 51 46 EDT 9405 TINOSO7 20060000152 TRACM16004 2008 05 07 13 50 22 EDT TINOSO7 20050000121 TRACM16004 2008 05 07 13 29 07 EDT User s Manual Page 4 2 4 0 Using the System 1 To view any file select from the Attachments column 4 2 5 Received from Others Sel
7. Business Partners Maintenance Prope Assiqnment Maintenance User Maintenance systems Financial Assessment Submission PHA FASPHA Financial Assessment Subsystem Multifamily Housing FASS 2 0 System Summary The WASS main menu displays see figure below Main Menu help search home logout Systems Financial Assessment Submission PHA EASPHA Financial Assessment Subsystem Multifamily Housing FASS integrated Multifamily Access exchange iMAX iMAX Administration Mark to Market M2M Management Assessment Subsystem MASS Multifamily Delinguency and Default Reporting System MDDR Public Housing Assessment System Scores and Status NASS Physical Assessment Subsystem PASS Quality Assurance Subsystem QASS Resident Assessment Subsystem RASS Integrated Real Estate Management System REMS Tenant Rental Assistance Certification System TRACS inteqrated Multifamily Access eXchange iMAX iMAX Administration Siok ia cee flat System Administration I AERE e Assistance Contract Assignment Maintenance Subsystem MASS Multifamily Delinquency i and Default Reporting e Business Partners Maintenance System MDDR mein e Property Assignment Maintenance Public Housinq Assessment system er o e User Maintenance NASS Physical Assessment Subsystem PASS 2 Under System Administration click User Maintenance The User Maintenance page displays see figure
8. Maintain User Profile Actions Maintain User Profile Groups Maintain User Profile Roles Property Assignment Maintenance Reset User Password The Assign Unassign Action for User page displays see figure Page 2 6 User Information User ID 55511 First Name JOHN Middle Initial 2 Last Name User Staus Active Coordinator Yes User Type Business Partner Please check uncheck boxes to assign unassign actions to the user ADM Administration of Secure Systems ACA Assistance Contract Asgmt ACU Contract Administrator Update COR Coordinator NPU National Participant Update ASG Property Assignment PWD TAC REAC Only RST TAC REAC Only Reset Password MOT Update Message Of the Day OOO O 8 ET IST PT EJ ACV View Assistance Contract Assignment EIV Enterprise Income Verification COR Coordinator EIV EIV Access UCE User Certification 2 0 System Summary 4 Scroll down to the heading IMAX Integrated Multifamily Access Exchange see figure below VAR View Audit Reports VIR view Income Reports IMAX Integrated Multifamily Access Exchange ADM Administration COR Coordinator IMAXA Integrated Multifamily Access Exchange A ADM Administration TRACS Tenant Rental Assistance Certification P THQ PBCA Administered Manual Voucher for Re ADM Administration COR Coordinator QRY DatabaseQuery TFO Field Office Payment Actions canno
9. by phone at 1 800 767 7588 or email at tracs hud gov 1 5 Organization of the Manual 1 0 General Information This section provides the user with an overview of the project It describes the system and provides a list of contacts references and acronyms and abbreviations 2 0 System Summary This section discusses the technical aspects of the system while paying specific attention to data flows configuration and user access levels 3 0 Getting Started This section discusses how the user logs on to the MAX system changes the login password and also provides a menu for all the different aspects of the system User s Manual Page 1 3 1 0 General Information 4 0 Using the System Online This section discusses all of the different uses of the 1 system for users and administrators It goes into detail with step by step instructions for each function 5 0 Querying This section discusses the querying and retrieval capabilities of the system 6 0 Reporting This section does not apply to the MAX system since it does not contain this feature Appendix A Status Messages This section explains the system s status messages 1 6 Acronyms and Abbreviations The following table defines acronyms and abbreviations used throughout this document ACRONYM Definition FEA Contract Administrator IG Inspector General Integrated Multifamily Access Exchange CA IG MAT Monthly Activity Transmis
10. eb Service Interface Interface Response Submission Submission Response Core Submission Response User s Manual Page 2 1 2 0 System Summary 2 2 Data Flows The MAX user can upload files via the web browser or via vendor software that calls MAX web services iMAX routes the files to the appropriate 1 user or to a staging area to send to TRACS iMAX combines the files and adds header information The mainframe pulls via FTP all files off the iMAX server TRACS processes the files during the nightly cycle and returns response files via FTP to iMAX 1MAX then parses the files and routes to the appropriate 1 users 2 3 User Access Levels HUD policy requires entities communicating electronically with HUD that are outside of HUD s network be authenticated Business partners wishing to communicate with HUD electronically are required to be registered and receive HUD business partner credentials which is a WASS ID and password You can register with HUD s security services at HUD Secure Systems to receive the user ID and password These credentials are required for each individual that does business with HUD To register go to following web site https hudapps hud gov public wass public participant partreg_page sp Whether communicating through a browser to access HUD resources or communicating directly with 1 clients will need to provide their credentials Once a client is authenticated de
11. ecting this tab allows the user to view any files that have been received from other Users Transaction ID From Subject Received Attachment 50820080000160 TRACMPROD 2008 05 08 11 33 20 EDT TING50820080000160 txt TINO50820080000159 TRACMTEST 2008 05 08 11 32 01 EDT TINDS0820080000159 txt TINOS07 20080000154 TRACM15692 2008 05 07 13 51 46 EDT TINOSO7 20080000154 txt TINOSO7 200800001 49 TRACM15466 2008 05 07 13 43 46 EDT TINOS0 200800001 49 txt TINOSO7 20080000143 TRACMD DS4 5 2008 05 07 13 40 44 EDT TINOSO7 200800001 43 txt 4 3 IMAX User Profile 4 3 1 Change Password Please refer to section 3 3 for information 4 3 2 Profile Management 1 Select the Profile tab followed by the Profile Management sub tab Transmis 2 Select prone on the right hand side of the screen the following screen will appear User s Manual Page 4 3 4 0 Using the System Edit User TRACM15692 First Mame Last Description Title uilding Manager Organization unday Apts Address 555 Main Street Telephone 15550000 Fax nundawvillaiaal corn 3 Make any necessary alterations in the correct field and then select _Update 4 4 Special Instructions for Error Correction There are no special instructions needed for error corrections The system will prompt the user when an error occurs in the data entry The user will need to correct the error before the system will proceed 4 5 Caveats and Exceptio
12. ge with a message that logoff is completed Complete Rasman password User s Manual Page 3 4 4 0 Using the System 4 0 USING THE SYSTEM ONLINE User s Manual 4 0 Using the System 4 0 USING THE SYSTEM 4 1 MAX User Broadcasts 1 Select the Broadcasts tab in order to view received administrative broadcast messages Date Message ID Message Mayo 2008 30 The system will be offline from 10 00pm to 2 00am EST 2 Click on the Previous or Next links to view an earlier or later set of messages 4 2 iMAX User Transmissions 4 2 1 Upload 1 Select the Transmissions tab followed by the Upload sub tab Broadcasts I Transmissions Upload Sentto TRACS from TRACS Sentto Others Received from Others 2 The system displays the following fields to be filled Destinations Subject and MAT File 3 In the Destinations field type in the location where the file or files are being sent To send the file or files to TRACS type in TRACMPROD or TRACMTEST You can also send the file to different IMAX users by typing their User ID If you wish to send the file to multiple users be sure to separate the destinations with a comma followed by a space 4 Inthe Subject field type a brief summary identifying the transmission just as you would in the subject field of an e mail User s Manual Page 4 1 4 0 Using the System 5 In the MAT File field select in order
13. logy 6 02 9 04 iMAX Initiate Phase Needs Statement 0 07 1 Define Phase Functional Requirements Document 01 08 iMAX User Guide 02 09 1 3 Authorized Use Permission Misuse of Federal Information through the HUD Secure Connection web site falls under the provisions of Title 18 United States Code Section 1030 This law specifies penalties for exceeding authorized access alterations damage or destruction of information residing on Federal Computers System Administrators have access to an audit trail database that records the details of access by users 1 4 Points of Contact 1 4 1 Information The following is a list of the MAX points of organizational contact POCs that may be needed for informational and troubleshooting purposes Users should always contact the Multifamily Help Desk first see below Role Location Multifamily Help Desk U S Department of Housing and 800 767 7588 Urban Development tracs hud gov 45 7 St SW Washington DC 20410 Deatrie Perry 0 5 Department of Housing and 202 708 0614 Ext 2300 TRACS Project Manager Urban Development Deatrie M Perry hud gov 451 7 St SW Room 6118 Washington DC 20410 John Curry 0 5 Department of Housing and 202 708 4135 Ext 2910 Housing Program Urban Development John J Curry hud gov Manager 45 7 St SW Room 6118 Washington DC 20410 User s Manual Page 1 2 1 0 General Information Role Location Phone O Ja
14. mes Legge U S Department of Housing and 202 708 0614 Ext 7485 Government Technical Urban Development James H Legge hud gov Monitor GTMYHUD 451 7 St SW Room 2262 Project Manager Washington DC 20410 Lanier Hylton U S Department of Housing and 202 708 2677 Ext 2510 Program Area Sponsor Urban Development Lanier M Hylton hud gov Representative 45 7 St SW Room 6151 Washington DC 20410 1 4 2 Coordination The project required coordination with various organizations both government and non government to accomplish the tasks throughout the system development life cycle The table below lists these organizations the coordination date and the phases in which Multifamily Housing coordinated tasks with these organizations Office of Multifamily 08 09 07 Participate in Project Initiation Requirements Housing 10 08 08 Definition and User Acceptance Test activities HUD IT Test Center 05 06 08 Implementation Coordination Installation Deployment 10 08 08 Industry users 08 09 07 Performs verification and field testing of software prior 10 08 08 to releases being installed into production HUD Information 11 27 07 Provides support for web application and database Technology Service HITS 10 08 08 servers and performs all production releases 1 4 3 Help Desk The Multifamily Helpdesk will be responsible for responding to any user questions or concerns The Multifamily Helpdesk can be contacted
15. n unassign roles to the user Disabled roles cannot be unassigned until they are removed in the appropriate Assignment Maintenance screens IMAX LOCCS TRACS IMAX Integrated Multifamily Access Exchange IME iMAX TRACSMail replacement for externa LOCCS Line of Credit Control System ADM Administration QRY Query C REQ Requisition YES Year End Settlement TRACS Tenant Rental Assistance Certification P TTQ TRACS Tenant Query TVQ TRACS Voucher Query Assign Unassign Roles 9 Aconfirmation message displays see figure below Click OK User s Manual Page 2 5 2 0 System Summary successful Transaction You have successfully assigned unassigned role s to user 55511 2 3 2 Assigning the MAX Coordinator Action for WASS Coordinators ONLY 1 Follow steps 1 4 in the previous section 2 3 1 If you entered a correct User ID the Maintain User page displays with the user s ID in its title see figure below 2 On the Maintain User page from the Choose a Function drop down list select Maintain User Profile Actions see figure below 3 Click the Submit button below User s Manual Maintain User M55511 User Information User ID M55511 First Name JOHN Middle Initial Last Mame User Status Active User Type Internal Internet Choose a Function Assistance Contract Assignment Maintenance Assistance Contract Assignment Maintenance Maintain User Information
16. nction Business Partners Maintenance Business Partners Maintenance Maintain User Information Maintain User Profile Actions Maintain User Profile Groups Maintain User Profile Roles Property Assignment Maintenance Resend Letter 6 Click the Submit button The Assign Unassign Roles for User page displays see figure below User s Manual Page 2 4 2 0 System Summary User Information User ID M55511 First Name JOHN Middle Initial J Last Name DOE User Staus Active Coordinator Yes User Type Business Partner Please check uncheck boxes to assign unassign roles to the user Disabled roles cannot be unassigned until they are removed in the appropriate Assignment Haintenance screens IMAX LOCCS TRACS IMAX Integrated Multifamily Access Exchange IME iMAX TRACSMail replacement for externa LOCCS Line of Credit Control System ADM Administration QRY Query REO Requisition YES Year End Settlement TRACS Tenant Rental Assistance Certification P TTQ TRACS Tenant Query TVQ TRACS Voucher Query Under IMAX Integrated Multifamily Access Exchange select the check box for IME iMAX TRACSMAIL replacement Click the Assign Unassign Roles button see figure below Assign Uhassign Roles for User M55511 User Information User ID M55511 First Name JOHN Middle Initial J Last Name DOE User Staus Active Coordinator Yes User Type Business Partner Please check uncheck boxes to assig
17. ns There are no caveats or exceptions applicable to IMAX User s Manual Page 4 4 5 0 5 0 QUERYING User s Manual 5 0 5 0 QUERYING 5 1 Query Capabilities Please refer to Section 4 in regards to the query capabilities of the system 5 2 Query Procedures Please refer to Section 4 in regards to the query procedures of the MAX system User s Manual Page 5 1 6 0 Reporting 6 0 REPORTING User s Manual 6 0 Reporting 6 0 REPORTING 6 1 Report Capabilities Please refer to Section 4 in regards to the reporting capabilities of the system 6 2 Report Procedures Please refer to Section 4 in regards to the reporting procedures of the 1 system User s Manual Page 6 1 Appendix A Status Messages APPENDIXA STATUS MESSAGES User s Manual Appendix A Status Messages APPENDIXA STATUS MESSAGES The following table identifies the IMAX status messages Status Status Description Code Missing Files 200 300 Authentication of iMAX User ID and Password Failed Authentication of WASS User ID and Password Failed Forbidden The WASS ID is not in the imaxuser LDAP group 405 LDAP Communication Error System unavailable 500 Internal System Error System unavailable No Message Found in outbox No Message Found in inbox No Results Found No Requests Found User s Manual Clarification Corrective Action for Errors No corrective ac
18. pending on the system the client may be asked to provide system specific user credentials All communications to 1 require that the client also provide an MAX user ID and password previously known as the TRACSMail user ID and password The MAX ID and password are available to a business entity rather than an individual 2 3 1 Assigning iMAX Roles to Users If you are a WASS Coordinator and want to assign the 1 role to a user follow the steps below 1 Login to WASS see figure below User Login ot Ted VIE ESI of Form Single Sign On User ID Mnnnnn Login Cancel Bottom of Form ATTENTI ON This computer system and all the systems associated with this system for User Authorization and Authentication are protected by a computer security system unauthorized access to these systems is not permitted and usage may be monitored NOTE There is an inactivity timeout of 30 minutes Please save your work periodically to avoid being logged out Please also note that there is a 4 hour session timeout after which you will need to re authenticate You can then resume where you left off Content updated March 2 2007 f U S Department of Housing and Urban Development Home 451 7th Street S W Washington DC 20410 Privacy Telephone 202 708 1112 TTY 202 708 1455 Statement User s Manual Page 2 2 Secure Systems system administration Assistance Contract Assiqnment Maintenance
19. r software vendors of CAs and OAs The system to system communication interface provides the same set of functionality as the graphical user interface The new MAX system will keep all functions of the existing TRACSMail system In addition it acknowledges Monthly Activity Transmission MAT file submissions in a real time manner with a unique transaction ID which can be used later for audit log searches The 1 system also keeps audit logs for all MAT requests TRACS responses and other processing events The system will utilize J2EE web technologies One of the benefits of the J2EE web technology is that end users do not need to install any additional software the user needs is a work station a web browser and internet connection In addition file submission download and user profile management are integrated seamlessly into the web interface so that end users do not need to go to different applications for file management and user management Administration of the system will be much easier from the web application as audit logging and user management are integrated System Category Operational Status Under Development Pilot Phase System Environment Oracle 10g Java 1 5 x SOAP 1 2 J2EE 1 5 User s Manual Page 1 1 1 0 General Information 1 2 Project References The following table identifies any existing regulations standards or documents that are pertinent to the iMAX project HUD System Development Methodo
20. s Broadcasts Transmissions Broadcast Messages 3 2 2 User Transmissions The Transmissions tab allows the user to upload and send files to HUD as well as to other IMAX users 1 e PBCAs OAs and Service Bureaus This tab also allows the user to view any and all files that have been sent to or received from HUD or any other user Hroadcasts Transmissions Profile Upload Files to TRACS Files from TRACS 3 2 3 IMAX User Profile The User Profile tab allows the user to view and make any necessary changes to their MAX profile or user password Broadcasts Transmissions Profile Change Password Profile Management User s Manual Page 3 3 3 3 3 4 3 0 Getting Started Changing Password 1 In order to change the password click on the Profile tab from any screen Hroadcasts Transmissions Profile Upload Files ta TRACS Files from TRACS 2 The My Profile page will appear Click on the Change Password link in the upper left corner under the Broadcasts tab Broadcasts Transmissions Profile Change Password Profile Management 3 Enter the current password new password and retype the new password in the required J Submit fields Then click _Submit Exit System 1 log off iMAX locate 8 ff link in the top right corner of the screen and click it 2 The system terminates the current user session and displays the Log on pa
21. sion OA SOAP simple Object Access Protocol TRACS Tenant Rental Assistance Certification System WASS Web Access Secure Sub systems OA jOwneAgen User s Manual Page 1 4 2 0 System Summary 2 0 SYSTEM SUMMARY User s Manual 2 0 System Summary 2 0 SYSTEM SUMMARY iMAX replaces the current TRACSMail system iMAX provides the same functionality of the TRACSMail system but is now available as a web browser graphical user interface and as a programmatic interface to software vendors 1 provides users the ability to send one or more MAT files to TRACS for processing or to other users 1MAX also provides users with the ability to manage their TRACS user information view MAT file submission to TRACS view the status of those submissions send and receive MAT files to other users and view broadcast messages from TRACS administrators 2 1 System Configuration iMAX resides within HUD s network but is accessible to everyone outside of HUD The two main ways to access IMAX are through a web browser or through vendor software that can interface with iMAX Both means of access to are available 24 hours a day and 7 days a week throughout the year The diagram below 1 a high level depiction of the IMAX system and its interfaces to users and to TRACS Industry Users Industry Users Browser Software Submission Response Submission MAX Web Browser W
22. t han TMV Manual Voucher Submission and Review TVR Over Under Payment Resolution TTR Set Threshold Amount and Auto Review Rea TSC Special Claims Create TSD Special Claims Delete TMO TRACS Move out Intranet Application TPR TRACS Project Re baseline O O O O O O O O TVH Voucher Payment Actions handle all Assign Unassign Actions 5 Select the check box for COR Coordinator 6 Click the Assign Unassign Actions button see figure above User s Manual Page 2 7 2 0 System Summary 7 A confirmation message displays see figure below Click OK Successful Transaction You have successfully assigned unassigned action s to user M55511 2 4 Contingencies and Alternate Modes of Operation Please refer to the TRACS Contingency Plan User s Manual Page 2 8 3 0 Getting Started 3 0 GETTING STARTED User s Manual 3 0 Getting Started 3 0 GETTING STARTED The system access 15 controlled using WASS Logging in with the WASS ID will make the system available to the user via link 3 1 Logging On 1 Goto Secure Systems URLs a For internal HUD users https hudapps hud gov ssmaster index cfm b For external users https hudapps hud sov HUD_Systems index cfm 2 The following screen will appear User Login 3 Type the WASS User ID and Password into the respective fields and select Login User Login User ID 1116004 4
23. tance information and owner requests for payment vouchers TRACS collects tenant data and voucher data for project based programs and authorizes payment for subsidy programs Payments are based upon the voucher contract and tenant data residing in the system Owner Agents are required to meet the Compliance Rule of 2003 which requires the submission of their current and active certifications tenant data under contract in order to receive subsidy payments The integrated Multifamily Access eXchange MAX system provides a replacement for the current TRACSMail system enabling electronic submissions of certifications and vouchers into the TRACS system and storing all submission related data in an Oracle 10g data base 1 is a web based communication system that provides Contract Administrators CAs and Owner Agents OAs who have subsidy contracts with HUD to transmit to HUD and to other OAs and CAs registered with tenant data and voucher data files Files sent to HUD are logged processed and submitted to TRACS for payment processing by 1 1MAX also receives TRACS processing results and makes these results available to the external business partners of HUD 1 provides two forms of access a graphical user interface and a system to system communication interface The graphical user interface 1s accessible through the Web Access Secure Systems WASS gateway at HUD The system to system communication interface 1s available fo
24. tion is necessary System did not find an uploaded file Please upload the file again To verify the iMAX ID TRACMXXXXX and password please contact the Multifamily Help Desk at 1 800 767 7588 For assistance with WASS IDs for example M55551 issues please contact the REAC TAC at 1 888 245 4860 If you are WASS user verify that your WASS ID for example M55551 has the MAX role assigned If you are a WASS Coordinator make sure the iMAX action and iMAX roles are assigned If not have the role and or action assigned You will be added to the group within 24 48 hours retry later retry later System found no messages in the sent to others outbox No corrective action is necessary System found no messages in the received from others inbox No corrective action is necessary System found no response files from TRACS for the specified period No corrective action 15 necessary System found no request files from the TRACS for processing No corrective action is necessary No Broadcast Message System found no Broadcast Messages No corrective action is necessary A 1
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