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1. Scheduled Requested Instruction Please enter the status to change the original inspection a 2 Wizard Step 2 of 3 x Reschedule Inspection Status Scheduled Inspector Bhoj Rawal Schedule Date 1141 2 2004 Time 11 59AM Inspection Type Relnspection Instruction Enter information for new inspection E Back Next do Cancel WinTen Section 8 Desktop Inspections Edit Delete Inspections Page 50 Inspection Detail Screen Editing an inspection on the Browse Inspections screen opens it on the Inspection Detail screen This screen contains all data for the selected inspection It is divided into five tabs Main Inspect Approval Notes and Activity It always opens on the Main tab The Main tab has two sub tabs General and Unit Info General Sub Tab The General Sub tab contains general information on the inspection General Sub Tab Data Fields Inspection Protocol This field identifies the inspection protocol that the inspection will use Inspector This drop down selection box allows you to select the inspector who will be assigned to perform the inspection File View Actions Help Tenant Hame KIRKPATRICKJOHN A Address i 504 BONNIE BELL LN APT 1 Inspection Number 5 Main Inspect Approval Motes Activity H Wol lB D r Inspection Protocol Has Has 091 22003 Inspector Bhoi Rawal Tenant KIBKPATRICK JOHN A Phone El a1251 04 43 Address i 504 BONNIE BELL LN
2. nmast Software Making Your Job Easier Win Ten Section 8 Desktop Inspections Preliminary User Manual User Manual Edition 11 15 2004 We are your inside track for making your job easier A Tenmast Software 132 Venture Court Suite 1 Lexington KY 40511 nmast Software www tenmast com Making Your Job Easier Support 877 359 5492 support tenmast com Marketing 877 836 6278 info tenmast com Fax 859 367 7480 WinTen Section 8 Desktop Inspections Preliminary User Manual User Manual Edition 11 15 2004 Copyright 2001 2004 Tenmast Software All rights reserved This manual as well as the software described in it is furnished under license and may be used and or copied only in accordance with the terms of such license The content of this manual is furnished for informational use only is subject to change without notice and should not be construed as a commitment by Tenmast Software Tenmast Software assumes no liability for any errors or inaccuracies that may appear in this manual Except as permitted by such license no part of this publication may be reproduced stored in a retrieval system or transmitted in any form or by any means electronic mechanical recording or otherwise without the prior written permission of Tenmast Software Permission to produce copies for official use is expressly granted to organiza tions and individuals with a current Update and Support Agreement with
3. HILLSBORO 96 SCHOOLHOUSE RD 05 01 2004 675 97 3591 HILLSBORO 1504 BONNIE BELL LN Apt 6 11 03 2005 524 35 2085 xl Schedule Protocol 1234567891 y Inspector BHO y Date na 0 2004 y Time 16 47 2 le Y Add fb adap ac Schedule Time Protocol Name ess 11504 BONNIE BELL LN APT 1 76N HILLS LN Apt 100 08 26 2004 10 19 Has 08 26 2004 14 11 HOS KIRKPA4TRICK JOHN A STEPHENSON PETER M A 09 03 2004 12 00 HOS VANCE JENNIFER G 1504 BONNIE BELL LN APT 9 A 09 07 2004 12 22 HOS VANCE JENNIFER G 1504 BONNIE BELL LN APT 9 A 09 09 2004 09 34 HOS GENT BARBARA J 1504 BONNIE BELL LN APT 3 09 22 2004 10 14 HOS MOORE JULIETTE M 458 PENNY RD A 09 23 2004 09 35 HOS VANCE JENNIFER G 1504 BONNIE BELL LN APT 9 A 09 23 2004 03 35 HOS STEWART PAULA M 1504 BONNIE BELL LN APT 4 WinTen Section 8 Desktop Inspections Schedule Inspections Page 37 Schedule Date When you schedule an inspection the inspection will be scheduled to be performed on this date Schedule Time When you schedule an inspection it will be sched uled to be performed at this time Protocol This drop down selection box allows you to select from all inspection protocols that are set up in the program When you schedule an inspection the definition for the selected protocol will appear in the inspection file for that inspection Inspector This drop down selection box allows you to select from all inspectors who are set up in th
4. Last Name Filter None LastName Landlord D CHAN MCMANUS 1422 JUPITER LN 11 03 2005 664 654 3246 GRACES 1506 BONNIE BELL LN Apt 3 1103 2005 172 76 1638 MCMANUS 1504 BONNIE BELL LN APT 3 12 30 2005 432 40 8142 A HERNANDEZ PLANTATION PROPERTIES 76 N HILLS LN Apt 102 11 03 2005 424 35 3243 E KIRKPATRICK VIRGINIA CITY HOUSING AUTHORIT 1504 BONNIE BELL LN Apt 10 11 03 2005 040 14 8025 PLANTATION PROPERTIES 71 MOCKINGBIRD LN 11 03 2005 842 08 4121 HILLSBORO 96 SCHOOLHOUSE RD 05 01 2004 675 97 3591 MARKS HILLSBORO 1504 BONNIE BELL LN Apt 6 11 03 2005 524 35 2085 gt Schedule Protocol 1234567891 y Inspector BHO y Date na 0 2004 y Time 16 47 la gt YD Add Y Add Batch Schedule Time Protocol Name hess 08 26 2004 10 19 Hos 08 26 2004 14 11 HOS 09 03 2004 12 00 Has 09 07 2004 12 22 Has 09 09 2004 09 34 HQS 09 22 2004 10 14 HQS 09 23 2004 09 35 HQS 09 23 2004 09 35 HOS KIRKPATRICK JOHN 4 11504 BONNIE BELL LN APT 1 76 N HILLS LN Apt 100 1504 BONNIE BELL LN APT 9 1504 BONNIE BELL LN 4PT 9 1504 BONNIE BELL LN 4PT 3 MOORE JULIETTE M 458 PENNY RD VANCE JENNIFER G 1504 BONNIE BELL LN APT 9 STEWART PAULA M 1504 BONNIE BELL LN APT 4 STEPHENSON PETER M VANCE JENNIFER G VANCE JENNIFER G GENT BARBARA J First Name DEBORAH T Last Name NABORS Address 76 N HILLS LN Apt 104 City RUSTON State LA Zip 71270 Inspection Protocol 1
5. Section 8 Desktop Inspections Program Overview Page 9 THE INSPECTION LIFE CYCLE The diagram on the facing page shows the life cycle of a Section 8 inspection from the initial iden tification of need through a passing result Three conditions can generate the need for an inspec tion a request for lease approval RFLA a lease anniversary or a request for quality certification of a Section 8 unit Any of these conditions can gen erate a request for an inspection which in turn generates a scheduled inspection The WinTen Section 8 Desktop Inspections pro gram is designed to be used with handheld com puters for a paperless system of inspection data gathering However you can use more traditional printed inspection forms and enter the data by hand if you so choose Depending on whether you are using a hand held unit or paper forms the method in which you record the results of the actual inspection will differ If you are using a handheld unit you will need to send the data file for the scheduled inspection from your workstation to the unit This gives you a blank electronic form on your handheld unit for the inspection Once you have sent the file to the handheld unit you can perform the inspection and record its results After performing the inspection you will retrieve the completed inspection form from the handheld unit to your workstation to complete the inspection process and save it in your inspec ti
6. asn Last Name Fra Tenant SSN 937 32 4426 Address 850 Brook St 2 Get Unit City Lenn si 3 3 3O lt iSCSt State kv Zip 40514 County Fayette Phone IO SI JE Bedrooms FA Census Tract e32 Unit Type Singel Family Detached y Landlord Name Douglas Fianchi Landlord SSN 2364 24 7340 0 Landlord 4ddress 2035 Pimlico Pkw Ciy Lenn i CO lt i i lt S Ot State ky Zip osr Phone 859273 0959 X Cancel File Edit View Help Bl a View Unassisted y Ordered by Owner y Search for I Steet Street Name ttt ity Zip Birs Location D BOB JOHNSON RESI CHOUDRANTI 78501 2 RURAL A BOB JOHNSON 19TH ST CHOUDRANT 78501 2 RURAL E B0B JOHNSON S 19TH ST CHOUDRANT 71227 2 RURAL E BOB JOHNSON S 19TH ST CHOUDRANT 78501 2 RURAL DOMINION GOLFVIEW DR RICHMOND 72315 1 City Limits DOMINION GOLFVIEW DR RICHMOND 77213 1 RURAL E GUILLORY THOMAS MAYWEATHER LN RICHMOND 71233 5 GUILLORY THOMAS BONNIE BELL LN 132 MAIN ST 71245 2 RURAL HECTOR HERNANDEZ MOCKINGBIRD LN RUSTON 71270 2 City Limits BONNIE BELL LN GRAMBLING GRA 71245 5 RURAL BONNIE BELL LN GRAMBLING 71245 2 RURAL HORNET JIMMY KIRK GRACES PATRICK SUTTON S 11TH ST RUSTON 71270 2 ABC PATRICK SUTTON S 11TH AVE RUSTON 71270 3 City Limits PATRICK SUTTON S 11TH ST RUSTON 71270 3 ABC PATRICK SUTTON CROFT RD W RUSTON 71270 3 ABC PATRICK SUTTON E PATRICK SUTTON 12TH ST RUSTON 71270 2 City Limits PLANTATI
7. Inspector Bhoj Rawal y Schedule Date 11 04 2004 E Time 09 01 Inspection Type Initial y X Cancel WinTen Section 8 Desktop Inspections Schedule Inspections Page 44 EDIT DELETE INSPECTIONS Once you have scheduled an inspection you can view edit or delete it To perform any of these functions click the Edit button or press lt E gt at the Main Menu 5 Inspections Main Menu File Help el SS inspections Section 8 55 schedule schedule Inspection EqitDelete Inspection Reports Print Inspection RepaortLetters Form Letters Form Letters Setup Setup nmast Software Making Your Job Easier i Exit WinTen Section 8 Desktop Inspections Edit Delete Inspections Page 45 Browse Inspections Screen The first thing you see when you choose to view edit or delete an inspection is the Browse Inspec tions screen This screen displays a table of all inspections that are assigned to or were performed by the inspector whose name appears in the View field To change the inspector whose inspections are displayed use the View field drop down selec tion box at the upper left corner of the screen A Inspections File Edit View Help H e l Miley eos Ordered by Inspection Date Search for Filter T _ Inspection Date Landlord Name Schedule Date 08 26 2004 ie 1504 BONNIE BELL LN APT 1 KIREPATRICE JOHN A 06 26 4004 RESCHED 76 N HILLS L
8. Lancel WinTen Section 8 Desktop Inspections Schedule Inspections Page 41 Vacant Unit Information Dialog Box Data Fields First Name This is the first name of the prospective tenant Last Name This is the last name of the prospective tenant Tenant SSN This is the prospective tenant s social security number Address This is the vacant unit s street address Hint You can Click the Get Unit button to select the unit from the Browse Housing Units screen If you do so the unit fields on the Vacant Unit Information dialog box will populate automatically based on the unit you choose City This is the city in which the vacant unit is located State This is the state in which the vacant unit is located Zip This is the vacant unit s zip code County This is the county or parish for Louisiana in which the vacant unit is located Phone This is the phone number at which the prospective tenant can be reached Bedrooms This is the number of bedrooms in the unit Census Tract This is the unit s census tract code Unit Type This drop down selection box allows you to set the units type as Single Family Detached Manufac tured Home Duplex or Two Family Row House or Town House or Low Rise Landlord Name This is the name of the unit s landlord Landlord SSN This is the social security number or employee identification number of the unit s landlord Yacant Unit Information First Name
9. Search For The Search For field lets you type a value and press Enter to search for the first match in the table Your choices for the other option fields affect the behavior of the Search For field You can search only for records that are currently showing based on the Filter field The value you search for must correspond to what is in the Ordered By field If you order by last name for example you must type a tenant s last name as your search If you order by SSN you must type a social security number as your search You can type the complete search value or only the first few characters Activate the search by pressing Enter or clicking the Go button The program will find the first match for what you type If the record you want is not the first match it should be nearby press DownArrow to move down the table one record at a time until you find the one you want a Schedule Inspection xj File Edit view Help F l e gt bi Search for Ordered by Last Name Filter None y A andor ess Next Inspection Ssn al chan MCMANUS 1422 JUPITER LN 11 03 2005 64 54 3246 GRACES 1506 BONNIE BELL LN Apt 3 1103 2005 172 76 1638 j MCMANUS 1504 BONNIE BELL LN APT 3 12 30 2005 432 40 8142 PLANTATION PROPERTIES 76 N HILLS LN Apt 102 11 03 2005 424 35 3243 VIRGINIA CITY HOUSING AUTHORIT 1504 BONNIE BELL LN Apt 10 11 03 2005 040 14 8025 PLANTATION PROPERTIES 71 MOCKINGBIRD LN 11 03 2005 842 08 4121
10. TEXAS AVE BROWN EUNICE K 09 23 2004 E the pri nt Icon Click the Exit Icon to close the d lalog 09 23 2004 SCHEDUL 76 N HILLS LN Apt 102 HERNANDEZLELA J 09 23 2004 j 09 23 2004 SCHEDUL 1504 BONNIE BELL LN Apt 8 ANDERSON CHRISTY A 09 23 2004 b OX 09 23 2004 SCHEDUL512 GEORGIA ST APT 111 STEWART ALFORD 09 23 2004 f09 23 2004 SCHEDUL 1504 BONNIE BELL LN APT 5 STRICKLAND TASHA E 09 23 2004 E 09 23 2004 SCHEDUL 76 N HILLS LN Apt 100 STEPHENSON PETER M 09 23 2004 2 Print Inspection Reports JO x 1185 Tenant MABORS DEBORAH T Address 76 N HILLS LW APT 104 _ General Inspection Form Detail HUD Inspection Form HUD52580 Landlord Results Letter Tenant Results Letter Mark All O Urmark an WinTen Section 8 Desktop Inspections Edit Delete Inspections Page 48 Inspection Reports General Inspection Form Summary This report shows every failed area and item in the selected inspection with status codes for each General Inspection Form Details This report shows every area item and deficiency in the inspection protocol for the selected inspec tion with status codes for each This specifically includes passed items HQS Inspection Form HUD 52580 This option produces an official HAS inspection form Form HUD 52580 for the selected inspec tion CAUTION This option will not work properly if the inspection protocol used for this inspection has a different
11. Tenmast Soft ware for the maintenance and support of Tenmast Software s WinTen Section 8 Desktop Inspections program Any references to company housing authority or individual names or identities in exam ples or screen images are for demonstration purposes only and are not intended to refer to any actual organization or person CONTENTS INEFOQUCIUON bude cca meim a a in A an 1 WINTen Basi S senora aser pde aa 2 Program Overview scansseeceprogsesdoda aries Ae 9 The Inspection Life Cycle o o o oooooorr ee ete eens 10 Main MENU cicebeesdeuceceenbe dese paro 13 DOLD AA 15 SetuP e y aa eace4 uaee eons eae hed CoE eGeea ee oe ed ERD EES eee oe tee eae aes 16 Browse Inspectors Screen 4 46 04p4 noes Gna ira nr caos ees na ita rara caia 17 Maintain Inspectors Screen 0 ee eee eee eee 18 Browse Inspection Protocols Screen ee ee ee eee 19 Maintain Inspection Protocols Screen ee ee eee eee 22 Maintain Inspection Items Deficiencies Screen 0 0 0 0 ce ees 28 Schedule Inspections 0c cee eee 33 Schedule Inspections Screen ee ee eee 34 Scheduling ANMRSDCCHOM ayes sste desidi sordos bisagra tadas secon eee 40 Scheduling a Batch of Inspections n nanana aana eens 40 Scheduling a Vacant Unit Inspection nanana aaa aaea eee ees 41 Removing a Scheduled Inspection 0 0 ce eee eens 43 Editing an Inspection Schedule 0 eee eens 44 Edit Delet
12. This PHAS code will be applied to any work order s generated by a deficiency of this severity 2 Maintain Inspection Protocols File Edit View Help Work Order Priority Select the priority if any to be applied to any work order s generated by a deficiency of this severity Generate WO Check this box if a deficiency of this severity should automatically generate a work order HINT PHAS codes and work orders are typically used only for public housing not Section 8 Print on Landlord Letters Check this box if you wish to print deficiencies of this severity on landlord letters Print on Tenant Letters Check this box if you wish to print deficiencies of this severity on tenant letters Fail Inspection Item Check this box if a deficiency of this severity causes an inspection item to fail Protocol Has2 Description HaSs2 Protocol Areas Status Seventy Blt 00 gt Severity Code Description gt Fin within 24 hours Fis within 48 hours Fass Fis within Days Fis within 30 Days Comment lnconclusive Fail Not Applicable severity Code ja Description Fix within 24 hours PHAS Code Resident Generated Emergency y Work Order Priority Generate WO T Print on Landlord Letters Print on Tenant Letters e Fail Inspection ltem WinTen Section 8 Desktop Inspections Setup Page 27 Maintain Inspection ltems Deficiencies Screen The Maintain Inspection Iltems Deficiencies screen
13. View Help F l WEEN fren Ordered by Inspector Search for Inspector TE ESA M Andrea M Florence Bhoj Ramal John Batts Kathleen Carney Mark Lewis WinTen Section 8 Desktop Inspections Setup Page I7 Maintain Inspectors Screen The Maintain Inspectors screen allows you to edit the data for the currently selected inspector or to add a new inspector Maintain Inspectors Screen Data Fields Inspector This is a short code to identify the inspector It can be up to five characters long Inspector Name This is the inspector s full name System User This is the computer user name this inspector uses to log in to the Section 8 Inspections program Inactive Check this box to remove this person from your list of active inspectors a Maintain All x File Edit View Help aol Ml inspector Mame Andrea M Florence BHO Bhoj Rawal JOHN John Batts E EC Kathleen Carney MARK Mark Lewis Inspector AMF Inspector Name andrea MM Florence System User Andrea Inactive WinTen Section 8 Desktop Inspections Setup Page 16 Browse Inspection Protocols Screen The heart of any system of inspections is the inspection protocol the set of criteria by which the unit being inspected is judged For Section 8 inspections the inspection protocol is the Housing Quality Standards HQS The HQS inspection protocol can be divided into several levels and sub levels as s
14. d0 e gt 0 Ordes pres Name Description 22 llenWtcieny r Kitchen Bathroom El C Room Designation WinTen Section 8 Desktop Inspections Setup Page 28 Item Tab Data Fields Display Order This field sets the order in which the items appear on the screen Map to 52580 Line Select the line item of Form HUD 52580 to which this item corresponds Item Number This code identifies the item It can be up to ten numbers and or letters In the HQS inspection protocol each item is pre assigned a specific item number Description This is an extended description of the item Help Enter the identifier of the Help topic if any that cor responds to this item Answer Type This is the set of results that are possible for the item When the inspector is conducting the inspec tion one of these results will appear depending on which deficiencies if any the inspector cites for the item The HQS inspection protocol uses Pass Fail results The UPCS inspection protocol uses NOD OD NA No Observed Deficiency Observed Deficiency Not Applicable and Health amp Safety results Both inspection protocols use Yes No answers which have no deficiency codes for questions directed to tenants The Check Box answer type is used to indicate whether or not the item exists It is used for ameni ties in the HQS protocol A Question Free Form answer type allows you to confirm that a question has been
15. decisions The Inspections Reports screen is where Section 8 Inspections turns all of its data into meaningful reports You enter this screen by clicking the Reports button or by press ing lt R gt at the Main Menu 58 Inspections Main Menu File Help el SS inspections Section 8 55 Schedule schedule Inspection de Edit Delete Edit Delete Inspection Print Inspection ReportLetters Form Letters Form Letters Setup Setup i Exit G Making Your Job Easier WinTen Section 8 Desktop Inspections Reports Page 65 Inspections Reports Screen The Inspections Reports screen is divided into two halves The left half contains a set of radio buttons that allow you select a report to produce The right half contains the formatting options for the currently selected report As you move between selections on the left half of the screen the options on the right half of the screen change to reflect the options for your current selection However some options are common to every report 2 Inspections Reports X Al AaB General General Inspection Form Summan Select Date Aang f1170172004 El 11 30 2004 El 7 Activity Log C Requested Inspections Select Inspector Scheduled Inspections All Rescheduled Inspections Select Inspection Protocols A ea e ere ich All ne Select Status Code All gt Use Detail Form HS Inspection Form WinTen Section 8 Deskt
16. number of areas from the HQS protocol You may however use a modified HQS protocol with additional items or deficiencies and still print the HQS inspection form Landlord Results Letter This option produces a landlord notification letter detailing the results of the inspection If the inspec tion has not yet been performed this will produce an empty notification letter with no deficiency noti fications Tenant Results Letter This option produces a tenant notification letter detailing the results of the inspection If the inspec tion has not yet been performed this will produce an empty notification letter with no deficiency noti fications WinTen Section 8 Desktop Inspections Edit Delete Inspections Page 49 Rescheduling an Inspection To reschedule an inspection from the Browse Inspections screen select it and click the Resched ule Current Inspection icon This opens the Reschedule Inspection Wizard Hint You can also access this wizard from the Wizards icon on the Main tab of the Inspection Detail screen Reschedule Inspection Wizard Complete the three steps of the wizard to resched ule the inspection Editing an Inspection To edit an inspection select it and click the Edit button This opens the Inspection Detail screen for the selected inspection This screen allows you to edit the selected inspection s record 2 Wizard Step 1 of 3 xj Reschedule Inspection Status Scheduled bl EXT
17. simple yes no conditions In the example at right Receivables and Payables are checked and Payroll is not checked Radio Buttons A cluster of small white circles each with a label is a set of radio buttons They have this name because they work in a manner similar to the preset station buttons on your car radio you can only have one radio station selected at a time To select a radio button click on it and a black dot will appear in the circle Radio buttons are used when you have two or more choices but only one of those choices applies at any given time Payables WinTen Section 8 Desktop Inspections Winlen Basics Page 6 Scrollbars Many times a table of records holds more records than the program can fit on the screen The scroll bar is found on the right edge of the table To move up or down through the table click on the small black triangles at the top and bottom of the scrollbar The small box between the triangles is a rough indicator of where you are within the table think of it as being similar to an elevator s display that shows how close to the top or bottom of the building the car is Some tables also have horizontal scrollbars if they contain more information than will fit across the screen You can use the small black triangles at the bottom left and right corners of the table to move from side to side within it NOTE Some drop down selection boxes have vertical scrollbars if they have mo
18. the tenant s contract rent Next Inspection Date This is the date of the next inspection of the unit Time This is the time of the next inspection of the unit Tenant BROWN EUNICE E Sah 443 22 1 111 Address 21 41 TEAS AVE RUSTON LA 71 270 Phone Family Size Sl Humber of Bedrooms 1 Contract Rent WinTen Section 8 Desktop Inspections Schedule Inspections Page 39 Scheduling an Inspection To schedule an inspection select the unit you want to inspect by clicking on that unit in the table at the top of the screen Enter the date and time at which to schedule the inspection and select the inspec tion protocol to use and the inspector who will per form the inspection in the appropriate data fields Then click the Add button The selected tenant is added to the inspection schedule with the selected inspection date inspection protocol and inspector and an inspection time of midnight you will prob ably want to edit this inspection time Scheduling a Batch of Inspections To schedule a batch of inspections filter the table of tenants to display all of the tenants you want to schedule Enter the date on which to schedule the inspection the inspection protocol to use and the inspector who will perform the inspection in the appropriate data fields Then click the Add Batch button Every tenant in the table of tenants is added to the inspection schedule with the selected inspection date inspection protoco
19. won t type anything To continue the previous comparison this is like using lt Shift gt to capitalize the letter a while doing word processing If you pressed and held lt A gt before pressing lt Shift gt you d type something like aaaaaaaA However if you pressed and held lt Shift gt first you d just type A The same holds true for issuing commands with key combinations that include lt Alt gt or lt Ctrl gt WinTen Section 8 Desktop Inspections WinTen Basics Page 3 with focus without focus Buttons In all WinTen programs the screens contain but tons to access functions Buttons are square or rectangular and may contain pictures text or both This manual indicates a button with its name the Reports button and or a picture as shown at right Buttons can be used in three ways 1 Point and Click 2 Move focus to the button and press lt Enter gt remember you move focus with lt Tab gt or the arrow keys 3 Press the key that corresponds to the under lined letter on the button on the Reports button shown to the right this would be lt R gt Standard Buttons Several buttons are standard in all WinTen pro grams This means they always have the same function regardless of the program in which they are found Main Menu Buttons These standard buttons are found on the Main Menu screen Version Button This button opens an information box shown at Min
20. 2004 0972372004 0972372004 0972372004 0972372004 0972372004 0972372004 0972372004 0972372004 0972372004 0972372004 Browse Inspections Screen Table Columns The table of existing inspections displays several key pieces of information by which you can identify the inspection that you want to examine Inspection Date This field displays the date on which the unit s last inspection was performed Status This is the inspection s status Requested Sched uled Pass Fail or a custom status defined in the inspection protocol setup Address This is the street address of the unit Tenant Name This is the name of the tenant who occupies the unit Landlord Name This is the name of the unit s landlord Schedule Date This field displays the date on which the unit s next inspection is scheduled WinTen Section 8 Desktop Inspections Edit Delete Inspections Page 47 Printing Inspection Reports To print one or more reports on an inspection ets select it and click the Print icon This opens the 5 Print Inspection Reports dialog box From here you can choose to print any combination of five reports on the selected inspection A ee E N a View BHO y Orderedby inspectionDate Y Seach Print Inspection Reports Dialog Box Inspection Date status Address Tena Landlord Name Schedule Date i i 08 26 2004 PASS 1504 BONNIE BELL LN APT 1 KIRKPATRICK JOHN A 08 26 2004 The Print Inspectio
21. 63 Rescheduling an Inspection To reschedule an inspection from the Inspection Detail screen first open it on the Main tab of the Inspection Detail screen Then click the Wizards icon drop down arrow and click Reschedule This opens the Reschedule Inspection Wizard Hint You can also access this wizard from the Reschedule Cur rent Inspection icon on the Browse Inspections screen Reschedule Inspection Wizard Complete the three steps of the wizard to resched ule the inspection Deleting an Inspection To delete an inspection open it on the Main tab and click the Delete button A dialog box opens that asks you to confirm your intention to delete the selected inspection record Click Yes to delete the inspection or No to abort the deletion 4 a 2 Wizard Step 1 of 3 xj Reschedule Inspection Status scheduled rescheduled today Passed Failed Scheduled Requested Instruction Please enter the status to change the original inspection 2 Wizard Step 2 of 3 xj Reschedule Inspection Status Scheduled Inspector Bhoj Rawal Schedule Date 111 2 2004 Time 11 59AM Inspection Type Relnspection Instruction Enter information for new inspection E Back Met gt Cancel WinTen Section 8 Desktop Inspections Edit Delete Inspections Page 64 REPORTS Information needs to be summarized and presented in an easy to understand form so the reader can make informed
22. 8 hours Description Broken wiring C C Fis within 7 Days C D Fis within 30 Days Help Index Name Electrica Hazards O COMM Cornmert C INC Inconclusive Life Threatening O F Fai W Negative codes result in a failure N Not Applicable WinTen Section 8 Desktop Inspections Setup Page 30 Description This is the extended description of the deficiency Help Index Name This is the name under which this deficiency is listed in the index of the Windows help file for this protocol If you do not have a Windows help file for this protocol leave this field blank Life Threatening If the deficiency is considered life threatening to the unit s residents check this box You can create a report of all life threatening deficiencies for each unit Negative Codes Result in a Failure If the deficiency being cited should generate a fail ure for the entire inspection check this box Sev Codes Not Allowed Check all severity codes that are not applicable for this deficiency WinTen Section 8 Desktop Inspections Setup Page 31 WinTen Section 8 Desktop Inspections Setup Page 32 SCHEDULE INSPECTIONS The primary purpose of the WinTen Section 8 Desktop Inspections program is to record the results of your Section 8 unit inspections lt also assists you in managing your inspection sched ules Scheduling an inspection is one way to begin tracking that inspection The scheduling task is performed on the Schedule Inspecti
23. APT 1 City State Zip GRAMBLING LA 1245 Inspection Type Initial Status Requested Date AMI Schedule Date 08 26 2004 El Time 1018 Inspection Date El eon End i General Unit Info WinTen Section 8 Desktop Inspections Edit Delete Inspections Page 5 Tenant This is the name of the tenant whose unit the inspection is for You cannot edit this field Inspection Type This field allows you to specify whether the inspec tion is an initial inspection a recertification or a special inspection under HQS Status This drop down selection box allows you to set the inspection s status Your options in this selection box depend on the status codes that are available for the selected inspection protocol In the stan dard HQS protocol the standard status codes are Requested Scheduled Fail and Pass Requested Date This is the date on which the inspection was requested Schedule Date These two fields are the date and time at which the inspection was scheduled to be performed if it already has been scheduled Inspection Date This is the date on which the inspection was per formed if it already has been performed Start This is the time at which the inspection was begun if it already has been performed End This is the time at which the inspection was fin ished if it already has been performed Hint Deleting an Inspection To delete an inspection open it on the Main tab and click t
24. IN MENU This screen is the starting point for using each of the Section 8 Inspections functions Each function is detailed in its respective chapter 58 Inspections Main Menu File Help i SS inspections 2101 x section 55 a Edit Delete Reports Form Letters Setup Q Making Your Job Easier Schedule Inspection EcditDelete Inspection Frint Inspection Report Letters Form Letters Setup i Exit WinTen Section 8 Desktop Inspections Main Menu Page 13 WinTen Section 8 Desktop Inspections Main Menu Page 14 SETUP The first time you run Section 8 Inspections the first option you should select from the Main Menu is Setup All WinTen programs have Setup func tions The settings in the Setup screen control the program environment and you can change many aspects of the program through these settings You should take care to enter the proper informa tion as inaccurate settings can cause Section 8 Inspections to function incorrectly or to report incorrect data The individual in charge of your WinTen programs should periodically review each program s Setup to ensure that it is still correct To use the Setup functions click the Setup button or press lt S gt at the Main Menu 58 Inspections Main Menu File Help el SS inspections Section 3 55 schedule Schedule Inspection de Edit Delete Edit Delete Inspection Reports Print Ins
25. MOORE JULIETTE M 458 PENNY RD VANCE JENNIFER G 1504 BONNIE BELL LN APT 9 STEWART PAULA M 1504 BONNIE BELL LN APT 4 09 22 2004 10 14 HOS 09 23 2004 09 35 HOS 09 23 2004 09 35 HOS WinTen Section 8 Desktop Inspections Schedule Inspections Page 40 Scheduling a Vacant Unit Inspection The Schedule Inspections screen shows only units that are currently occupied by tenants At times Ed you may need to inspect an unoccupied unit To do this enter the date and time at which to schedule the inspection and select the inspection protocol to use and the inspector who will perform the inspec tion in the appropriate data fields Then click the Add Vacant Unit Inspection icon near middle left of the screen This opens the Vacant Unit Infor mation dialog box Enter all of the data that you have available in the data fields and click the OK button Vacant Unit Information Dialog Box This dialog box allows you to enter the tenant and unit information for a vacant unit for which you are scheduling an inspection Yacant Unit Information First Name ason Last Name Feyman Tenant SSH 3537 32 4426 00 Address B50 Brook St 2 SA li City Lesinton State ke Zip jom County Fayette Phone li o Bedrooms Boo Census Tract EA Unit Type Singel Family Detached Landlord Mame Doulas OO Fianchi Landlord SSN 364 247340 0 Landlord Address 3035 Pimlico Pkwy 00 Giy Leinn State ko Zip om7 Fhone e59 273 0959 x
26. N Apt 100 STEPHENSON PETER Fl 0370372004 SCHEDUL 1504 BONNIE BELL LN AFT 3 VANCE JENNIFER G 03 07 2004 SCHEDUL 1504 BONNIE BELL LN AFT 3 VANCE JENNIFER G 03709 2004 SCHEDUL 1504 BONNIE BELL LN AFT 3 GENT BARBARA J 09 22 2004 SCHEDUL 458 PENNY RO MOORE JULIETTE M 09 23 2004 SCHEDUL 1504 BONNIE BELL LN AFT 4 STEWART PAULA M 03 23 2004 SCHEDUL 1504 BONNIE BELL LN AFT 2 POINTDESTER VANESSA D 03 23 2004 SCHEDUL 1504 BONNIE BELL LN AFT amp FEREZ MARIA C 09 23 2004 SCHEDUL 6 N HILLS LN Apt 104 NABORS DEBORAH T 09 23 2004 SCHEDUL 456 PENNY RO MOORE JULIETTE M 09 23 2004 SCHEDUL 1504 BONNIE BELL LN Apt E MARES KATHY A 03 23 2004 SCHEDUL 1504 BONNIE BELL LN AFT 3 GENT BARBARA J 09 23 2004 SCHEDUL 1506 BONNIE BELL LN Apt 4 BRONTE SYVETTE B 09 23 2004 RESCHED 1018 MAYWEATHER LH FLORENCE ANDRES 039232004 SCHEDUL 96 SCHOOLHOUSE AD LOVELY MAGARET O W 039232004 SCHEDUL 2147 TEAS AWE BROW EUNICE K 039232004 SCHEDUL 6 N HILLS LN Apt 102 HERNANDEZ LELS J 09 23 2004 SCHEDUL 1504 BONNIE BELL LN Apt amp ANDERSON CHRISTY A 09 23 2004 SCHEDUL S12 GEORGIA ST AFT 111 STEWART ALFORD 09 23 2004 SCHEDUL 1504 BONNIE BELL LN AFT 5 STRICKLAND TASHA E 039232004 SCHEDUL 6 N HILLS LN Apt 100 STEPHENSON PETER M WinTen Section 8 Desktop Inspections Edit Delete Inspections Page 46 08 26 2004 06 26 2004 0370372004 0370772004 0370972004 097 2272004 0972372004 0972372004 0972372004 0972372004 0972372004 097 237
27. ON PROPERTIES N HILLS LN RUSTON 71270 1 City Limits REBECCA REESE TEXAS AVE MAIN 71270 1 City Limits E SUTTON PATRICK VENUS RD CHOUDRANT 71227 2 RURAL TOWN amp COUNTRY 5 ASHLAND LEXINGTON 70213 1 City Limits E TOWN amp COUNTRY S ASHLAND LEXINGTON 70213 1 City Limits Oce MISSISSIPPI AVE RUSTON 71270 2 City Limits Landlord Address This is the street portion of the landlord s mailing address City This is the city portion of the landlord s mailing address State This is the state portion of the landlord s mailing address Zip This is the landlord s zip code Phone This is the landlord s phone number WinTen Section 8 Desktop Inspections Schedule Inspections Page 42 Removing a Scheduled Inspection To remove an inspection from the list of scheduled inspections at the bottom of the screen select it in the table of inspections by clicking on it Then click the Delete Inspection icon A dialog box appears that asks you whether or not you want to delete the inspection record Click Yes to delete the inspec tion or No to return to the Schedule Inspections screen WinTen Section 8 Desktop Inspections Schedule Inspections Page 43 Editing an Inspection Schedule To edit an inspection s schedule select that inspec tion in the table at the bottom of the screen and click the Review Edit Selected Inspection icon near the middle left just above the bottom table This opens the Review Edit
28. Schedule dialog box for the selected inspection Review Edit Schedule Dialog Box This dialog box allows you to edit the scheduling information for the selected inspection The top of the screen displays the tenant s name and the unit s address which you cannot edit To change the inspection s schedule edit the data fields you want to change and click the OK button Click the Cancel button to exit without changing the inspec tion s schedule Review Edit Schedule Dialog Box Data Fields Inspector This drop down selection box allows you to change the inspector assigned to perform the inspection selecting from the list of inspectors currently set in the program NOTE If you change the assigned inspector the inspection will not appear in the table of scheduled inspections when you return to the Schedule Inspections screen because it will have moved to the new inspector s schedule To see it you must change the selected inspec tor in the Inspector drop down selection box on the Schedule Inspections screen Scheduled Date This is the date for which the inspection is sched uled Scheduled Time This is the time for which the inspection is sched uled Inspection Type This field allows you to specify whether the inspec tion is an initial inspection a recertification or a special inspection of some type ie a Schedule Inspection Xx File Edit View Help D gt ti Search for Ordered by
29. TY HOUSING AUTHORIT 1504 BONNIE BELL LN Apt 10 11703 2005 040 14 50 25 LONG PLANTATION PROPERTIES ri MOCKINGBIRD LH 11703 2005 842 08 41 21 LOVELY HILLSBORO 36 SCHOOLHOUSE AD 05701 2004 675 97 3591 MARKS HILLSBORO 1504 BONNIE BELL LN Apt 6 11703 2005 524 556 2085 schedule Protocol iz34567891 Inspector emos Date 11 10 2004 Time 16 47 Maa Jb add Jb add B sch Schedule Time Protocol Name tess O O 08 26 2004 T 3 HOS KIRKPATRICK JOHN A 1504 BONNIE BELL LN APT 1 08 26 2004 STEPHENSON PETER M 76 N HILLS LN Apt 100 09 03 2004 12 00 HOS VANCE JENNIFER G 1504 BONNIE BELL LN APT 9 09 07 2004 12 22 HOS VANCE JENNIFER G 1504 BONNIE BELL LN APT 9 09 09 2004 09 34 HOS GENT BARBARA J 1504 BONNIE BELL LN APT 3 09 22 2004 10 14 HOS MODREJULIETTE M 458 PENNY RD 09 23 2004 09 35 HOS VANCE JENNIFER G 1504 BONNIE BELL LN APT 9 09 23 2004 09 35 HOS STEWART PAULA M 1504 BONNIE BELL LN APT 4 E y 032005 la am EOL WinTen Section 8 Desktop Inspections Schedule Inspections Page 34 Sort Order Options You can change the sort order of the tenant table at the top of the screen by clicking the drop down arrow after the Ordered By field and then clicking Last Name Landlord Address Next Inspection or SSN These options correspond to the column headers of this table You can also change the sort order by clicking any column header itself Filtering the Data If yo
30. Used for Living and Halls Other Rooms Used for Living and Halls Other Rooms Used for Living and Halls All Secondary Rooms Building Exterior Heating and Plumbing General Health and Safety Special Amenities Questions to ask the Tenant Pass All Inepect WinTen Section 8 Desktop Inspections Edit Delete Inspections Page 55 Inspectable Items Screen The Inspectable ltems screen allows you to view every item and deficiency within the selected inspection area The main area of the screen dis plays a list of items each with a plus sign next to it By clicking the plus sign next to an item you can expand that item or open it to display the deficiencies associated with that item When an item has been expanded the plus sign turns to a minus sign Click the minus sign to collapse that item s list of deficiencies or close the list You can also expand every item by clicking the Expand i All icon or close every item by clicking the Collapse All icon 2 Inspectable Items X File Edit View Help Area Description Building Exterior E Con tio x of Foundation fc handrail 4 or nore steps pet een on e dape Ja remato a alcoy railing alssinghiamseura AA sers toro rociar SSS Jo A AA A Requires painting y Large holessother defects with wvatersalr entry A ae Base comes OOOO T O A se A E WinTen Section 8 Desktop Inspections Edit Delete Inspections Page 56 Inspectable lt
31. allows you to add edit or delete the inspectable items for any area within a protocol and the defi ciencies for any of those items To view and maintain the inspectable items for any area and in turn the deficiencies for any item select the area on the Areas tab see Areas Tab above and then click the Edit button to the right of that area This will open the Maintain Inspection ltems Deficiencies screen This screen has two tabs Item and Deficiency lt always opens on the Item tab ltem Tab The Item tab contains a list of all inspectable items for the area currently selected on the Areas tab of the Maintain Inspection Protocols screen 2 Maintain Inspection Item File Edit View Help Area Name 1 Area Description Living Room ltem Ho 13 ltem Description Electrical Hazards ltem Deficiency H Bol gt E rder temo Description ss O E 111 Living Room Present la 211 2 Electricity al Electrical Hazards E 4 1 4 Security Bl 51 5 window Condition E 6 1 6 Ceiling Condition 211 7 wall Condition p 8 1 8 Floor Condition E 915 Lead based paint Display Order E ltem Mo 1 3 Description Electrical Hazards Help Answer Type Pass Fail C NOD OD ANA Yes No Health amp Safety Map to 52580 Line fi Electricity Check Box C Question Free Form A Maintain Inspection Protocols x File Edit View Help Protocol HOS Description HOS Protocol Areas Status Severity H
32. am has its own unique functions and features they all share certain common ones This introduction explains these common functions and features and how to use them Navigation Mouse Actions In many instances this manual will instruct you to click something in order to give the program a command This refers to executing a command with your mouse These are the different ways in which you may need to click to execute a com mand Click or Point and Click Position the mouse pointer over the indicated object on the screen then press and release the left mouse button once Double Click Position the mouse pointer over the indicated object on the screen then quickly press and release the left mouse button twice Right Click Position the mouse pointer over the indicated object on the screen then press and release the right mouse button once Drag and Drop Position the mouse pointer over the indicated object on the screen then press and hold down the left mouse button While still holding down the button move the mouse pointer to where you want to place the object and then release the button hs the mouse pointer WinTen Section 8 Desktop Inspections Winlen Basics Page 2 Keyboard Actions There also are many ways to issue commands in the WinTen programs with your keyboard When the manual instructs you to press a key or keys itis referring to the keys on your keyboard The manual indicat
33. answered NOTE The answer types you select for a given item will apply to all deficiencies related to that item The deficiency types determine how the deficiency is displayed on the inspection CAUTION For HQS inspection protocols do not change the Item Number if you want to print Form HUD 52580 These must remain the same so the program knows where to put the inspection results WinTen Section 8 Desktop Inspections Setup Page 29 Deficiencies Tab The Deficiencies tab contains a list of all possible deficiencies for the item currently selected on the Item tab Deficiencies Tab Data Fields Deficiency Code This is the unique identifying code that identifies this deficiency within the inspection item No other deficiency within the item can have this code The code can be a maximum of five characters long 2 Maintain Inspection Deficiency File Edit View Help Area Name 7 Area Description Living Room ltem Ho 13 ltem Description Electrical Hazards ltem Deficiency Alt Wole m Deficiency Code Description ees Broken wiring Wiring nat insulated Badly cracked outlets Misc comment Frayed wiring Improper wining connections insulation Light fisture hanging from wiring Fuse bos connections exposed Coverplates missing switches or outlets Frequently blown fuses Ask tenant Wires near Wwater unsale places Deficiency Code EH1 Sey Codes Not Allowed 0 4 Fix within 24 hours C B Fix within 4
34. ant Display Order il Area Name i Description Livin Room WinTen Section 8 Desktop Inspections Setup Page 24 Areas Tab Data Fields Display Order This field sets the order in which the areas appear on the screen Area Name This is a five character code for the area In the HQS inspection protocol each area is assigned a two digit number Description This is an extended description of the area Maintaining Inspection Items and Deficiencies To view and maintain the inspectable items for any area and in turn the deficiencies for any item select the area on the Areas tab and then click the Edit button to the right of that area This will open the Maintain Inspection Items Deficiencies screen For help on maintaining this information see Main tain Inspection Items Deficiencies Screen below 2 Maintain Inspection Protocols File Edit view Help Protocol Has Description Has Protocol Areas Status Severity Hit 00 gt Order Area Name Deseriptien 22222222 leia 11 ficie Living Room Fd Kitchen 22 WinTen Section 8 Desktop Inspections Setup Page 25 Status Tab The Status tab of the Maintain Inspection Protocols screen allows you to maintain the available status codes for specific inspections that follow this pro tocol You can add new status codes edit status codes or delete status codes The four default status codes for an inspection are Fail inspect
35. e Inspections 00 cece ees 45 Browse Inspections Screen 46 Printing Inspection Reports e44 7 0 eras ranas asadas ada ene aenaees 48 Rescheduling an Inspection o oooooor eee eee nea 50 Inspection Detail Screen ee ee eee ee eee eens 51 Rescheduling an Inspection ooooooo eee eens 64 Deleting an Inspection escogiste ps e Aa a 64 ROEDORES resorts rem e da a e o e ea ee AER 65 Inspections Reports Screen ee ee ee ee eee eee 66 o EE E ee ee ee eee ee Pee ee eee eee hese ee eee eee ee eee eeeee 69 INTRODUCTION The WinTen Section 8 Desktop Inspections pro gram is designed for use on computers running the Windows NT 2000 or XP operating system The interface is designed in a Windows environ ment and includes point and click mouse actions pull down menus and Windows based help func tions This manual contains all of the information you need to use the WinTen Section 8 Desktop Inspections program hereafter referred to as Sec tion 8 Inspections or S8 Inspections Version Information This is a preliminary user manual written as of 11 15 2004 Some sections of this manual may be incomplete in regard to the program released as of that date Some sections may be inaccurate in regard to later versions of the program It does not apply to previous versions of the program includ ing MS DOS based ones When Tenmast issues an update to a piece of soft ware we post a d
36. e program When you schedule an inspection the selected inspector will be assigned to perform that inspec tion The table at the bottom of the screen displays only those inspections assigned to the selected inspector Hint Due to the flexible schedules of many housing inspectors you may be unable to schedule an exact time for the inspection We recommend scheduling an approximate time WinTen Section 8 Desktop Inspections Schedule Inspections Page 38 View Tenant Information Dialog Box The View Tenant Information dialog box appears when you click the Edit icon at the top of the screen above the tenant table This dialog box displays the tenant information that is contained in the inspections database When you are done editing click the OK button to save your changes and close the dialog box or the Cancel button to close the dialog box without saving your changes NOTE In this dialog box you can edit only the next inspection date and time All other data must be edited in the Section 8 Tenant 8 Land lord program View Tenant Information Dialog Box Data Fields Tenant This is the name of the tenant SSN This is the tenant s social security number Address This is the full street address of the unit Phone This is the tenant s phone number Family Size This is the number of residents in the tenant s family Number of Bedrooms This is the number of bedrooms in the unit Contract Rent This is
37. ection 43 rescheduling an inspection 50 64 scheduling 33 scheduling individually 40 scheduling in batches 40 vacant unit inspections 41 inspection items inspecting 56 maintaining 28 inspection protocols maintaining 19 inspectors maintaining 17 item deficiencies maintaining 28 M main menu 13 N notes 62 R removing a scheduled inspection 43 reports 48 65 rescheduling an inspection 50 64 S scheduling inspections 33 adding batches 40 adding individually 40 editing an inspection schedule 44 rescheduling an inspection 50 Section 8 Inspections inspection life cycle 10 introduction 1 main menu 13 program overview 9 setup 15 setup 15 T tenant information 39 y vacant unit inspections 41 WinTen Section 8 Desktop Inspections Index Page 69
38. ems Screen Data Fields Severity Result This drop down selection box allows you to set a severity code for the selected deficiency Hint The remaining fields appear only if the Severity Result field is set to some failed severity code Comment This is a short 60 characters comment on the selected deficiency Location This is the location of the selected deficiency within the unit Approval Date This is the date on which a subsequent inspection confirmed that the selected deficiency has been corrected 2 Inspectable Items File Edit View Help Area Description Kitchen Bl ula El lt b gt Vent window nailed shut SO Window not lockable OOOO Exit window nailed shut a ee ee Misc ar onment Fail latch not screwed into window ft Outside door not lockable a nn RNR Pra EE Result E Fix within 48 hours y Comment latch not screwed into window frame 000 Location above sink Approval Date H Misc comment WinTen Section 8 Desktop Inspections Edit Delete Inspections Page 57 Recording a Deficiency All deficiencies have a default severity code of Pass To record a deficiency select that deficiency and change its Severity drop down selection box to the appropriate severity code The Comment Location and Approval Date data fields appear when you set the deficiency s Severity to some thing other than Pass Record any comment you may have and the location of the deficienc
39. eports print in their short forms unless you check this box WinTen Section 8 Desktop Inspections Reports Page 67 Available Reports All of the following reports or sets of reports will only include data on inspections that match the specified options Activity Log The Activity Log report is a summary of all inspec tion activities for inspections matching the criteria you selected Requested Inspections The Requested Inspections report is a summary of all requested inspections that match the criteria you selected Scheduled Inspections The Scheduled Inspections report is a summary of all scheduled inspections that match the criteria you selected Rescheduled Inspections The Rescheduled Inspections report is a summary of all follow up inspections that are scheduled to be performed within the selected range of dates and that match the other selected options General Inspection Form Summary The General Inspection Form Summary option produces a report that lists every area and item in the inspection protocol for a selected inspection HQS Inspection Forms This option produces an official HQS inspection form Form HUD 52580 for a selected inspection CAUTION This option will not work properly for any inspection that has a different number of areas from the HQS protocol You may however use the report for a modified HQS protocol with additional items or deficiencies eneral C Activity Log R
40. equested Inspections Scheduled Inspections Rescheduled Inspections General Inspection Form Summary HSO Inspection Form General Inspection Form Summary TSelect Date Range g fi 1 01 2004 El fi 1 30 2004 El TSelect Inspectors All y mSelect Inspection Protocols All My Select Status Codes All MY Use Detail Form Hint For the Requested Inspections report the range of dates is based on requested date For the Scheduled Inspections report the range of dates is based on scheduled date For the Rescheduled Inspections report the range of dates is based on follow up date For all other reports the range of dates is based on inspec tion date WinTen Section 8 Desktop Inspections Reports Page 68 INDEA A adding batches of inspections 40 adding individual inspections 40 approving deficiencies 59 60 approving inspections 59 61 B batch adding inspections 40 D deficiencies approving 60 maintaining 28 recording 58 deleting inspections 45 64 E editing an inspection schedule 44 editing inspections 45 I inspections activity 63 approving an entire inspection 61 approving deficiencies 60 deleting 45 64 editing 45 editing an inspection schedule 44 inspectable items 56 inspection life cycle 10 notes 62 recording deficiencies 58 removing a scheduled insp
41. es a key by enclosing it in less than and greater than signs For example lt Enter gt means the Enter key Moving Focus When you first enter a screen focus will be on a particular button or data field Focus is shown by a dotted line around the inside of a button as shown at right or a flashing cursor in a data field When a button has focus you can activate it by pressing lt Enter gt which will have the same effect as if you had clicked on it When a data field has focus you can type data into it You can move focus in either situation by pressing lt Tab gt If you are on a menu of buttons you can also move focus by using the arrow keys Keyboard Shortcuts Some commands have keyboard shortcuts This means you can execute the command through a combination of keys Keyboard shortcuts will use a combination of a letter or number key plus either the lt Alt gt Alternate or lt Ctrl gt Control key The manual abbreviates these commands in the format lt key key gt For example a command that you give by pressing lt Alt X gt is performed by holding down lt Alt gt and pressing lt X gt The lt Ctrl gt and lt Alt gt keys are keys that modify the way that the computer interprets other keys much like lt Shift gt does When a key combination includes one of these keys it s best to press and hold the modifying key before pressing the other key in the combination because the modifying key
42. he Delete button A dialog box opens that asks you to confirm your intention to delete the selected inspection record Click Yes to delete the inspection or No to abort the deletion Hint If an inspection is scheduled but the inspector has not performed it yet the Schedule Date Start and End fields should be left blank WinTen Section 8 Desktop Inspections Edit Delete Inspections Page 52 Unit Info Sub Tab The Unit Info sub tab displays detailed information on the unit that the inspection examines The top half of the tab displays the addresses and identi fying information of the landlord and the tenant which cannot be edited on this tab The bottom half of the tab shows the unit s data File View Actions Help Tenant Name LOVELY MAGARET 0 Address 96 SCHOOLHOUSE AD Inspection Number 32 Main Inspect Approval Motes Activity Ali HO S0 r 4 Landlord Phone Manager DataStaticT ext 7 Address City State Zip Tenant LOVELY MAGARET O Phone Address 36 SCHOOLHOUSE RO City State Ip DUBACH LA T1235 Voucher Bedrooms Number of Children under 6 Actual Bedrooms i Unit Type REM yea Census Tract 2 Year Constructed 1978 Last Inspection Date 04 08 2003 General Unit Info WinTen Section 8 Desktop Inspections Edit Delete Inspections Page 53 Unit Info Sub Tab Data Fields Voucher Bedrooms This is the number of unit bedrooms for which the tenant is qualified t
43. hown in the diagram below Each sub level has a corresponding screen or dialog box that allows the user to edit the elements of that sub level The first screen associated with the protocol editing process is the Browse Inspection Protocols screen which you open by clicking the Protocols button Each inspection protocol has multiple inspection areas In the case of HQS these correspond to the physical areas of a dwelling unit bedrooms kitchen etc and or the units overall qualities health amp safety Each area has one or more items which are individual attributes that must be inspected electrical hazards floor condition for that area Each item has one or more deficien cies which are specific problems that the inspector can identify with that item broken or frayed wiring missing switch cover plate The HQS protocol in the WinTen Section 8 Desktop Inspections pro gram includes all of the inspectable areas and items found on the HQS inspection form Tenmast also extracted a detailed list of deficiencies from the HQS def initions By including a detailed set of deficiencies for each inspectable item we have minimized the need for the inspector to record separate Protocol HQS Status Codes q comments in order to accurately record the deficiencies Inspection reas In addition each protocol has its own set of status codes which indicate a given inspection s current condition passed fa
44. ies in the data fields and click the OK button or click the Cancel button to cancel the mass approval Approval Date oe b 2004 ll Approved Bp MARR WinTen Section 8 Desktop Inspections Edit Delete Inspections Page 6l Notes Tab The Notes tab allows you to record any number of notes on the inspection Any note you record here can be marked for inclusion on tenant and or land lord failure letters or it can be included on neither If included on a letter a note is printed between the list of deficiencies and the second failure para graph The tab displays a table of all currently recorded notes for the inspection 2 Inspection Detail E File Edit View Help Tenant Hame KIBKPATRICK JOHN A Address i 504 BONNIE BELL LN APT 1 Inspection Number 5 Main Inspect Approval Motes Activity Blt 00O 7 5 E 1170872004 Excess trash in front yard Date 11 08 2004 E e Print on Landlord Failure Notice e Print on Tenant Failure Notice Title Potential building code violation Hotes Tenant adding a deck but could not produce proof of building permit WinTen Section 8 Desktop Inspections Edit Delete Inspections Page 62 Activity Tab The Activity tab displays a table that summarizes the inspection including any re inspections result ing from it 2 Inspection Detail Bhoj Raval 08726 2004 WinTen Section 8 Desktop Inspections Edit Delete Inspections Page
45. iled requested scheduled Inspection Items Inspection Deficiencies WinTen Section 8 Desktop Inspections Setup Page 19 The Browse Inspection Protocols screen is where you can create a new inspection profile or edit the areas items and deficiencies of an existing one This screen shows a table of all inspection proto cols that are currently defined in the program The default inspection protocol is the Section 8 HQS protocol Many agencies will find this protocol suffi cient without modification However some will want to create their own inspection protocols or add their own specialized criteria to the HAS inspection pro tocol On the Browse Inspection Protocols screen you can also make a copy of an existing protocol which you can modify to suit your needs 2 Browse Protocol x File Edit View Help Alt WEEN Active Protocol Ordered Search for a r AM NE 2 Inspection Protocol HOS 03122003 HS3 i 001 2004 Tenmast Defined Protocol 01012003 PHA Protocol 10122003 WinTen Section 8 Desktop Inspections Setup Page 20 Adding an Inspection Protocol To add a protocol click the Add New Protocol button This opens the Maintain Inspection Proto cols screen described on the following pages This screen allows you to enter the basic settings for the new inspection protocol and to add new areas Editing an Inspection Protocol To edit an existing protocol click on i
46. inspection protocol information 2 maintain Inspection Protocols File Edit View Help Protocol Has2 Description Has2 Protocal Areas Status Severity Ble b l gt Protocol WERE Description hasz Help File Has HLP Version 09302004 e Section 8 Protocol Public Housing Protocol Inactive WinTen Section 8 Desktop Inspections Setup Page 22 Protocol Tab Data Fields Protocol This is a short identifying code for the inspection protocol lt can be up to ten characters long This will be used to select a protocol for a given inspec tion to follow Description This is an extended description of the inspection protocol Help File This is the name of the standard Windows help file that corresponds to the protocol Agencies can use a variety of third party software to create detailed Windows help files for their custom protocols Tenmast includes a help file for the HQS inspection protocol with the Section 8 Inspections program Version This is your agency s version number or version date for the inspection protocol Section 8 Protocol Check this box if you use this inspection protocol for Section 8 inspections Public Housing Protocol Check this box if you use this inspection protocol for public housing inspections Inactive Check this box to disable this inspection protocol Deleting an Inspection Protocol To delete an existing protocol open it on the Proto Confirm Delete co
47. ion was performed and the unit failed inspection Pass inspection was performed and the unit passed inspection Requested inspection of the unit has been requested but not yet sched uled to be performed and Scheduled inspection of the unit has been scheduled but not yet per formed Status Tab Data Fields Status This is the code that denotes the inspection status It can be up to ten characters long Description This is an extended description of the inspection status Fail Inspection Check this box if this is a failed status for an inspection 2 Maintain Inspection Protocols xl File Edit View Help Protocol Has2 Description Has2 Protocol Areas Status Severity H a b e Status Description eels reise Passed Failed Scheduled Requested Rescheduled Status Pass Description Passed Fail Inspection WinTen Section 8 Desktop Inspections Setup Page 26 Severity Tab Section 8 Inspections uses a predefined set of severity codes to record the relative conditions of each deficiency that the inspector observes The Inspection Severity tab allows you to add edit or delete these codes which can be applied to any deficiency Severity Tab Data Fields Severity Code The severity code itself can be up to five characters long Description This is an extended description of the severity code PHAS Code Select the PHAS code if any that corresponds to this severity code
48. l and inspector and an inspection time of midnight you will prob ably want to edit this inspection time Typically you will use this function to schedule inspections for every tenant whose next inspection falls in a specific month or on a specific date Jb Add db Add E ach a Schedule Inspection xj File Edit view Help F t e gt Ordered by Last Name y Search for Filter None y A e Nest Inspection SSN al D CHAN MCMANUS 1422 JUPITER LN 11 03 2005 664 54 3246 GRACES 1506 BONNIE BELL LN Apt 3 11 03 2005 172 76 1638 ij MCMANUS 1504 BONNIE BELL LN APT 3 12 30 2005 432 40 8142 PLANTATION PROPERTIES 76 N HILLS LN Apt 102 11 03 2005 424 35 3243 VIRGINIA CITY HOUSING AUTHORIT 1504 BONNIE BELL LN Apt 10 11 03 2005 040 14 8025 PLANTATION PROPERTIES 71 MOCKINGBIRD LN 11 03 2005 842 08 4121 HILLSBORO 96 SCHOOLHOUSE RD 05 01 2004 675 97 3591 HILLSBORO 1504 BONNIE BELL LN Apt 6 11 03 2005 524 35 2085 xl sehet Protocol 1234567891 v Inspector BHO X Date 1110 2004 y Time 16 47 la Y Add Y add Batch Schedule Time Protocol Name ress 08 26 2004 10 19 Has A 08 26 2004 14 11 HOS A 09 03 2004 12 00 HOS A 09 07 2004 12 22 HOS A 09 09 2004 09 34 HOS KIRKPATRICKJOHN A STEPHENSON PETER M VANCE JENNIFER G VANCE JENNIFER G GENT BARBARA J 11504 BONNIE BELL LN APT 1 76 N HILLS LN Apt 100 1504 BONNIE BELL LN APT 9 1504 BONNIE BELL LN APT 9 1504 BONNIE BELL LN APT 3
49. l tab and click the Delete Protocol icon A dialog box appears that asks you whether or not you want to delete the selected record Click Yes to delete the protocol or No to cancel the deletion NOTE You cannot delete the HQS protocol that is provided with the program WinTen Section 8 Desktop Inspections Setup Page 23 Areas Tab The Areas tab contains a list of inspection areas defined for the currently selected protocol Each area can have a list of specific inspectable items within that area Each item in turn can have its own list of deficiencies specific things that an inspector can find wrong with the item We will dis cuss these options in a later section See Maintain Inspection Items Deficiencies Screen below CAUTION For HQS inspection protocols do not change the Area Name if you want to print Form HUD 52580 These must remain the same so the program knows where to put the inspection results 2 Maintain Inspection Protocols x File Edit View Help Protocol Has Description Hos Protocol reas Status Severity Ale i o j Order Area Name Description o Mecano ii 1 Living Room dl kitchen Bathroom Other Rooms Used for Living and Halls Other Rooms Used for Living and Halls Other Rooms Used for Living and Halls Other Rooms Used for Living and Halls All Secondary Rooms Building Exterior Heating and Plumbing General Health and Safety Special Amenities Questions to ask the Ten
50. n Reports dialog box contains Ear enana STEPHENSON PETER M EET 09 03 2004 SCHEDUL 1504 BONNIE BELL LN APT 9 VANCE JENNIFER G 09 03 2004 five check boxes wh ch allow you to select the 09 07 2004 SCHEDUL 1504 BONNIE BELL LN APT 9 VANCE JENNIFER G 09 07 2004 09 09 2004 SCHEDUL 1504 BONNIE BELL LN APT 3 GENT BARBARA J 09 09 2004 rt t t t f th t d 09 22 2004 SCHEDUL 458 PENNY RD MOORE JULIETTE M 09 22 2004 repo S you wan O pri n or e selecte INSPEC 09 23 2004 SCHEDUL1504 BONNIE BELL LN APT 4 STEWART PAULA M 09 23 2004 i 09 23 2004 SCHEDUL 1504 BONNIE BELL LN APT 2 POINTDEXTER VANESSA D 09 23 2004 tion To preview reports check the boxes that 05723 2004 SCHEDUL1504 BONNIE BELLLN APT 8 PEREZMARIAC 09 2 2004 i 09 23 2004 SCHEDUL 76N HILLS LN Apt 104 NABORS DEBORAH T 09 23 2004 corres pond to the re ports you want and click the 09 23 2004 SCHEDUL 458 PENNY RD MOORE JULIETTE M 09 23 2004 09 23 2004 SCHEDUL 1504 BONNIE BELL LN Apt 6 MARKS KATHY R 09 23 2004 T t t h k th b 09 23 2004 SCHEDUL 1504 BONNIE BELL LN APT 3 GENT BARBARA J 09 23 2004 preview ICON O pri n repor S cnec e OXES 09 23 2004 SCHEDUL1506 BONNIE BELL LN Apt 4 BRONTE YVETTE B 09 23 2004 09 23 2004 RESCHED 1018 MAYWEATHER LN FLORENCE ANDREA 09 23 2004 that correspond to the reports you want and click fos 2a 2004 SCHEDUL 95 SCHOOLHOUSE RD LOVELY MAGARET O 05 23 2004 i So 09 23 2004 SCHEDUL 2141
51. o receive Section 8 rent subsi dies Actual Bedrooms This is the actual number of bedrooms in the unit Number of Children under 6 This is the number of children under age 6 living in the unit Unit Type This drop down selection box allows you to set the units type as Single Family Detached Manufac tured Home Duplex or Two Family Row House or Town House or Low Rise Census Tract This is the unit s census tract code Year Constructed This is the year in which the unit was constructed Last Inspection Date This is the date on which this unit s last inspection took place WinTen Section 8 Desktop Inspections Edit Delete Inspections Page 54 Inspect Tab The Inspect tab displays a table of the inspectable areas that are in the inspection protocol that has been selected for this inspection From this tab you perform the inspection by selecting an inspectable area item and deficiency and changing the status code e g from Pass to Fail To inspect an item and deficiency in a given inspectable area select the area and click the Inspect button This opens the Inspectable ltems screen for the selected inspection area 2 Inspection Detail E File View Help Tenant Hame KIBKPATRICK JOHN A Address i 504 BONNIE BELL LN APT 1 Inspection Number 5 Man Inspect Approval Notes Activity fares Description Status Living Room Pass Kitcher Bathroom Other Rooms Used for Living and Halls Other Rooms
52. ocumentation update on our Web site at www tenmast com If you have a current Update amp Support Agreement for Section 8 Inspec tions you may download both the updated program and the updated documentation at no charge See the Client Service Area of our Web site for detailed instructions Getting Help Although we have made every effort to make this manual as comprehensive as possible no document can cover all contingencies If you encounter problems with Section 8 Inspections please call the Tenmast Training amp Support Depart ment toll free at 877 359 5492 or send e mail to support tenmast com Revisions To better serve our clients we constantly update our manuals just as we constantly make improve ments in our programs If you find an error or omission in this documentation or have a sug gestion for improving it please call the Tenmast Marketing Communication Services Department toll free at 877 836 6278 or send e mail to info tenmast com WinTen Section 8 Desktop Inspections Introduction Page WINTEN BASICS The WinTen programs are designed to provide quick and easy access to commands and data throughout Tenmast s programs In WinTen you can use the keyboard and or the mouse to navigate through programs and execute commands The WinTen system consists of more than 20 independent housing authority data manage ment programs that are capable of sharing data with one another Although each progr
53. on records If you are using a printed HQS form print a blank form and perform the inspection with it When the inspection is complete sit down at your workstation and enter the inspection s results in the program to save it in your inspection records Once the inspection has been performed and the results are in the program s inspection records you are ready to print Your print run should include notification letters for both the tenant and the land lord as well as any reports or printed inspection forms that you need If the unit passed the inspection the inspection cycle is now complete If it failed the notification letters will inform the tenant and the landlord of the critical deficiencies and the deadlines by which these must be corrected You also should schedule a follow up inspection within a reasonable period of time after these deadlines WinTen Section 8 Desktop Inspections Program Overview Page I0 Request for Lease Approval Quality Certification Inspection Request schedule Inspection Using Hand Held Device Send Form to Handheld Perform Inspection Retrieve Form from Handheld Print Letters and Reports Print Blank HQS Form Pertorm Inspection Input Inspection Results Pass or Fail CP Inspection Cycle Complete WinTen Section 8 Desktop Inspections Program Overview Page WinTen Section 8 Desktop Inspections Program Overview Page 12 MA
54. ons screen To enter this screen click the Schedule button or press lt C gt from the Main Menu 58 Inspections Main Menu File Help Li SS inspections section 55 schedule Inspection Edit Delete Edit Delete Inspection Reports Print Inspection ReportLetters Form Letters Form Letters Setup Setup i Exit nmast Software Making Your Job Easier WinTen Section 8 Desktop Inspections Schedule Inspections Page 33 Schedule Inspections Screen The Schedule Inspections screen is where you schedule inspections for Section 8 tenants The top portion of the screen contains a table of all ten ants who live in Section 8 units in the selected data area The tenant table can be sorted by tenant last name landlord last name address next inspection date or tenant social security number The bottom portion of the screen contains a table of all currently scheduled inspections for the inspector shown in the Inspector field near the middle of the screen 2 Schedule Inspection File Edit View Help F f Ordered by Last Name Search for Filter Mone E AAA a S T MANUS T JUPITER LH F 4 3246 El DONAHUE GRACES 1506 BONNIE BELL LN Apt 3 11703 2005 172 76 16380 E GENT MCMANUS 1504 BONNIE BELL LN APT 3 12 30 2005 432 40 61 42 E HERNANDEZ PLANTATION PROPERTIES rE N HILLS LN Apt 102 11703 2005 424 359 3243 KIRKPATRICK IRGINIS CI
55. op Inspections Reports Page 66 Standard Report Options The following formatting options are common to every report that the Section 8 Inspections program produces These allow you to filter the report data to only include certain inspection records They are mutually inclusive For example if you select a specific date range a specific inspector and a spe cific inspection protocol the report will only include those inspections which that inspector performed using that protocol between those dates Select Date Range All reports produced by the Section 8 Inspection program cover inspection activity for a specific date range These two data fields allow you to specify the starting and ending dates for this date range Selected Inspectors This option allows you to report on inspections per formed by all inspectors or only those performed by a specific inspector Select Inspection Protocols This option allows you to report on inspections per formed under all protocols or only those performed under a specific protocol Report Specific Options The following report options are only available for certain reports Like the standard report options they allow you to filter the report data to include only certain inspection records Select Status Codes This option allows you to report on inspections with all statuses or only those with a specific status Use Detail Form Some reports have both short and long forms These r
56. pection Report Letters Form Letters Form Letters Making Your Job Easter WinTen Section 8 Desktop Inspections Setup Page 15 Setup Screen The Setup screen has four function areas accessed by a set of four buttons Each of the four primary setup function buttons opens a cor responding screen or dialog box for setting up that aspect of the program This manual addresses the Maintain Inspectors and Maintain Protocols functions The Settings function contains only your agency s contact or return address information For help on using the Maintain Form Letters func tion please see the user manual for WinTen Form Letters 2 Inspection Setup Menu File Help OOOO Maintain Detault settings Inspectors Maintain Inspector Protocols Maintain Protocol Maintain Form Letters Maintain Form Letters WinTen Section 8 Desktop Inspections Setup Page 16 Browse Inspectors Screen The Section 8 Inspections program organizes inspections by the inspector who is assigned to perform them The Browse Inspectors screen opens when you click the Inspectors button on the Inspection Setup Menu screen This screen displays a table of all inspectors currently set up in the program and allows you to select an existing inspector record for editing or deletion or to add a new inspector If you choose to edit or add an inspector the Maintain Inspectors screen opens Browse Inspectors xx File Edit
57. r more steps Building Exterior 52 Severe structural detects F Approve Approve All WinTen Section 8 Desktop Inspections Edit Delete Inspections Page 59 Recording an Approval Pa amn Tenant Name KIRKPATRICK JOHN A Address 1504 BONNIE BELL LN APT 1 Inspection Number 3 To record an approval of a previously recorded cr e deficiency click on that deficiency and click the gt i A Name Item Deficiency Severity Approved Date a Approve button This opens the Approve Defi ecco TETTE l ciency dialog box shown below Enter the approval date and the name of the individual who approved the corrected deficiency in the data fields and click the OK button or click the Cancel button to cancel approval Approve All 2 Approve Deficiency E Description No handrail 4 or more steps Comments Broken off Location Baek parech Approval Date av2ev2004 Approved Bp MARK y x Lancel WinTen Section 8 Desktop Inspections Edit Delete Inspections Page 60 Approving an Entire Inspection If you have an inspection that has a large number of corrected deficiencies and no remaining uncor rected ones you may find it easier to approve all deficiencies at once than to individually approve each one To do this click the Approve All button This opens the Approve All Deficiencies dialog box shown below Enter the approval date and the name of the individual who approved all of the deficienc
58. r than appearing with their normal full color images these buttons are colorized in the WinTen programs even though they may appear in black and white in this manual This condi tion is referred to as grayed out This indicates that those options are disabled and cannot be accessed at the present time Grayed out options will be their normal colors and accessible once the program reaches a set of conditions that allows the option to work again Dialog Boxes Occasionally a small window will appear on top of the screen in which you re currently working This is called a dialog box The contents of a dialog box will vary Some contain pertinent information and have a single button which makes them disap pear while others allow you to specify options for a procedure that you ve told the program to perform Drop Down Selection Boxes Some screens have a data entry field with a small black downward pointing triangle at its immediate right Clicking on this triangle opens a small list of pre set options for that data field s contents This is known as a drop down selection box Click an option to select it WinTen Section 8 Desktop Inspections Winlen Basics Page 5 Check Boxes A small white box like the one shown to the right is Recelwables a check box You can check and uncheck the selection by clicking in the box These are used Payroll just like check boxes on pencil and paper forms they are
59. re options than will fit in the selection box when it is open These function in exactly the same manner as the scrollbars on tables of records Tabs Some screens have lots of information that must be divided to be easier to track and access In the Win Ten programs these screens are divided into tabs which are so named because they resemble the index tabs on file folders Clicking on a tab will change the data displayed on the screen and the toolbar options available D Nest Inspect SSN a J274 D21 722007 646 56 5671 4 0802200 165 51 61 34 017097 2001 353 54 651 1 00520010 91 32 4654 08 1 2007 648 64 1 354 09 1 220071461 64 1 631 09 10 2001564 31 5764 Main Inspect Approval Hotes Activity WinTen Section 8 Desktop Inspections WinTen Basics Page 7 WinTen Section 8 Desktop Inspections WinTen Basics Page 8 PROGRAM OVERVIEW The WinTen Section 8 Desktop Inspections pro gram is designed to facilitate all aspects of Section 8 housing inspections under the HQS standards It draws data from the WinTen Section 8 Tenant and Landlord program in order to compile its data base of Section 8 tenants landlords and units The program s standard configuration includes the complete set of HQS inspections requirements If your agency needs more detail or needs to fulfill other inspection requirements you can customize the inspection protocols to suit your preferences and needs WinTen
60. s option if you have filtered the records and now want to see all of them again Month of Inspection This is the month in which the tenant s next inspec tion should take place entered as a two digit number Enter 01 e g for January Date of Inspection This is the date on which the tenant s next inspec tion should take place entered in MM DD YYYY format Address Contains This option filters records for those whose unit addresses contain a specific word or part of a word For example filtering on WOOD will return all units whose addresses include Woodwind Drive Dogwood Lane Woodhaven Road and so forth IJ 4G City State Zip Contains This option filters records for those whose city state and zip code fields contain a specific word number or part of a word number For example filtering on 405 would return all units with the zip codes 40511 40512 40585 and so forth WinTen Section 8 Desktop Inspections Schedule Inspections Page 36 Schedule Inspections Screen Data Fields Table Data Fields Last Name This is the tenant s last name Landlord This is the name of the tenant s landlord If the landlord is an individual only the person s last name appears Address This is the street address of the unit Next Inspect This is the next inspection date for the unit SSN This is the tenant s social security number Screen Data Fields
61. t in the table of protocols and click the Edit Protocol button This opens the Maintain Inspection Protocols screen with the selected protocol s information in the data fields This screen allows you to add edit or delete the areas items and deficiencies Copying an Inspection Protocol Some users may want to develop their own proto cols that are based on existing protocols Copying TOETEREN 2 Copy Protoco eplo an existing protocol allows you to make changes to TEE E the copy while maintaining the integrity of the origi Copy Protocol nal To make a copy of a protocol click on it in the ae E __ _ _ table of protocols and click the Copy Selected Pro Version paa tocol button This opens the Copy Protocol wizard a Enter the new protocol information and complete i O C the wizard to make the copy Description Hass i C s s C C si lt Wersion 11152004 pus enter in the information for the new Protocol copy oren WinTen Section 8 Desktop Inspections Setup Page 2l Maintain Inspection Protocols Screen The Maintain Inspection Protocols screen allows you to add edit or delete the areas items and deficiencies and related status codes for a new or existing protocol It has four tabs Protocol Areas Status and Severity The screen always opens on the Protocol tab Protocol Tab The Protocol tab contains basic
62. ten far right that displays the version date of the pro gram S8 Inspections Reports Button nmast The Reports button opens the program s Reports screen The specific reports you can view and print from this screen vary depending on the program in question Please see the appropriate chapter of this manual for details Making Your Job Easiar Version _ 10 05 2004 Setup Button The Setup button opens the program s Setup screen This screen allows you to change the basic information that the program uses to gener ate reports and or track and present data Please see the appropriate chapter of this manual for more details on setup specifics Exit Button The Exit button shuts down the program and closes all associated windows WinTen Section 8 Desktop Inspections Winlen Basics Page 4 Other Standard Buttons The following buttons appear throughout the WinTen programs They allow you to make choices on screens and in dialog boxes OK and Yes Buttons Click the OK or Yes button if you want to accept the data presented or continue the action you started Some dialog boxes which only display information without giving you command options will have OK buttons that close them when clicked Cancel and No Buttons Click the Cancel or No button if you want to aban don the current screen or the action you started Grayed Out Options Some controls buttons or data fields may appear light gray rathe
63. u are dealing with a large number of tenant records scrolling through the entire tenant table to find a specific record may be rather time consum ing The Schedule Inspections screen includes a filtering feature that allows you to display only tenant records that match a filtering criterion that you select This also allows you to set a filter crite rion for adding a batch of inspections See Sched uling a Batch of Inspections below To filter the tenant records first click the drop down arrow after the Filter field and then click the option on which you wish to filter We discuss these options below This causes a criterion field and an Apply Filter button to appear to the right of the Filter field To complete the filtering enter your specific filter criterion in the criterion field and then click the Apply Filter button E t e gt Ordered by Last Name Fiter Landi 7 AE Ne acido SSN F af gt Ordered by Last Name Filter atam Mant ai epeetan E ANDERS Date of Inspection Address Contains Mer AECE City State Ip Contains F f e Ordered by Last Name Search for Filter City State Zip Contains 40511 E Apply Filter AE A E ES E T IRNET 7 2 WYENTURE CT p H1 117037200 WinTen Section 8 Desktop Inspections Schedule Inspections Page 35 Tenant Filtering Options None This option shows all records You can also use thi
64. y within the unit If this inspection is a follow up inspection that records a correction of a previous deficiency record the approval date here as well If the sever ity code you have selected is one that results in a failure as set in the inspection protocol setup the program changes the status of the item area and inspection to Fail 2 Inspectable Items File Edit View Help Area Description Kitchen Aula 3 lt b gt Vent window nailed shut SO Window not lockable rs a E Exit window nailed shut A a a Mis 2 PO ome rt Fail latch not serewed into window f Outside door not lockable A Pra E Result E Fix within 48 hows Comment latch not screwed into window frame 00 Location above sink Approval Date H Misc comment WinTen Section 8 Desktop Inspections Edit Delete Inspections Page 58 Approval Tab The Approval tab contains a table of all deficiencies for the inspection and allows you to record approv als for each one When you first enter the Inspec tion Detail screen to add a new inspection this tab displays no deficiencies because none have been recorded However if you record one or more defi ciencies this tab displays all of them File view Help Tenant Mame KIRKPATRICK JOHN A Address i 504 BONNIE BELL LN APT 1 Inspection Number E Main Inspect Approval Notes Activity J o ml O gt oo Approved Date 2 Building Exterior E Mo handrail 4 o

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