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Living In Accommodation User Guide

1. including scheduling the March In appointment Page 19 January 14 gt De VAN Living In Accommodation Defence O Booking and Allocation Services Living In Meals Contributions Permanent LIA amp LIM Members posting in to Permanent LIA can opt in to make Living In Meal contributions once their final room allocation is made The member must log in to Online Services and they will see the opt in for meals button LIA Details Your request for Permanent LIA at Enoggera Barracks QLD from I would like to 09 12 2013 has been received by DHA and a Level 5 room has been cancel my LIA allocated to you I would like a non furnished room would like to apply for Living in Meals Minimum Opt In Period PACMAN determines a minimum opt in period of 3 months for LIM contributions if the Member opts in via DHA Online Services Should a Member choose to cancel LIM contributions at the end of the 3 months they will need to complete an AD293 via their Unit DHA will ensure a cancellation transaction is created to match any LIA contribution when you formally march out of your Permanent LIA accommodation What happens if a Member move rooms after March In The original opt in for LIM will be cancelled if a Member moves rooms after their initial March In so they will need to go back to Online Services and opt in again DHA will then commence LIM contributions against the new room Why are LIM contributions
2. H022 Transit All ranks Lavarack Parade H024 Transit All ranks Lavarack Parade NOO9 Transit Between Murray Avenue and Dalziel Street H024 Transit All ranks Lavarack Parade January 14 N DHA Defence Housing Australia Living In Accommodation Booking and Allocation Services Prepare for future arrivals Allocation Report Use the Allocation Report to filter and display Occupations arrivals or Vacations departures for the next 1 day 7 days or 30 days A Online Services D a Allocation Report Allocation Report for Enoggera Barracks QLD 1 Day Building Floor Room Action Type Reason Occupation Vacation Unit Rank Surname Gende 3 Days Number Date Date 7 Days H022 Transit 2 5C Occupation Transit Duty 04 11 2013 05 11 2013 PTE Male RIS All ranks H023 Transit 1 3 D Occupation Bulk lamattendinga 02 11 2013 19 11 2013 Mr Male Yes All ranks course H023 Transit 1 3 C Occupation Bulk lamattendinga 02 11 2013 19 11 2013 Mr Male Yes All ranks course H023 Transit 1 3 B Occupation Transit Duty 31 10 2013 01 11 2013 Mr Male Yes All ranks Occupation Bulk lamattendinga 02 11 2013 19 11 2013 Mr l Male Yes course H023 Transit 1 3 A Occupation Transit Duty 31 10 2013 01 11 2013 CPL Male Yes All ranks Occupation Bulk lamattendinga 02 11 2013 19 11 2013 Mr Male Yes course You can export data from the Allocation Report to excel or CSV Pw Staff Services Allocation Repor
3. e Drill down to Room Report What happens next Once you action an eviction the Member will receive an email from DHA confirming the eviction dates and advising the Member that they are now pre approved for RA via DHA Online A yellow alert message will appear at the top of the Room Details report until the Member vacates the room Evicting Member A to make way for incoming Mandatory Member B You have one hour from the time you evict Member A to manually allocate Member B to the soon to be vacated room Page 55 fanaa 14 n ena Dp SVAN Living In Accommodation Defence onata Booking and Allocation Services 1 Find the Member being evicted and click on the Room Member details Dashboard Rent Allowance LIA LIA Administration Policies Tenant Advice Logout A Online Services QA Room List Enoggera Barracks QLD Q118 Minor Units ORs Floor Room Available Rank Sumame Occupation Vacation Status AE i eo ee Beds Date Date 118 Minor Units ORs 1 2 1 Private 3 02 12 2010 Occupied Proficient 118 Minor Units ORs 1 3 1 Private J 2 11 2012 Occupied 0118 Minor Units ORs 1 4 1 Corporal Al 002013 Allocated 118 Minor Units ORs 1 5 1 Private Bi 02 05 2013 Occupied Proficient 118 Minor Units ORs 1 6 1 Private F 0312 2012 Occupied Proficient 2 Click on the Red Occupied calendar entry then Click Evict Occupant A Online Services QA ac Room Detaits Room Deta
4. te of bookings Sun 15 09 2013 Mon 16 09 2013 Today Wed 18 09 2013 Thu 19 09 2013 Fri 20 09 2013 Sat 21 09 2013 lac allocations and Room occupations Room Weekly or Room Room Monthly Views Room Room Room Double click to Room A a drill down to rae booking or room Room ima information Room Displaying items 1 16 of 16 Previous Week Next Week Janua ry 14 a Dy a VAN Living In Accommodation tia O Booking and Allocation Services Viewing Room Data Book LIA via DHA Online Services Room Restriction Rules that govern how this room is used and how it is auto allocated by the system The BSM and SADFO also have the ability to change the room restrictions Book LIA via DHA Online Services Information about the room including details on the next allocation This is also where Service Providers and Base Management staff can take the room offline a Room Details Room Details Amenities Building Name N023 Officers Mess Private Ensuite Male Female Unisex Disableg Street Nui Dat Road x x x Floor G Restrictions Room Number 7 Restriction Value Accommodation Level 5 Request Type Transit Next Allocation 13 11 2013 Colonel Cr Request Type Temporary Edit Rank Type Senior Officer Unit Managed LWC KOKO Rank Type Junior Officer Request Type Permanent Modify Allocations Tis Week Allocated Occupied Offline Vacant Bulk Booking Sun 72
5. 17 09 2013 Transit HQ 11 BDE LAVA 8507865 PTE P Glenn Kelly NO09 Transit G7 No Check In In Out buttons Outgoing Today and Check Out functionality for Service Providers Outgoing for Kokoda Barracks Canungra QLD Vacation Date Type Unit Employee ID Title Name Building Room 30 08 2013 Transit 0 000241 Mrs ANDREW MCBARON N023 Officers Mess 1 12 ee 07 09 2013 Bulk 8166017 FLTLT Darren Edmonds N021 G 5 preen SP Concier ge 07 09 2013 Bulk 8185693 FLTLT Roslyn Walker N021 G 13 Check Out clicks Check Out 07 09 2013 Bulk 8161964 FLTLT Michael Dixon N021 ea Check Out k wnen Ke 07 09 2013 Bulk 8208128 FLTLT Donna Grant N021 G 7 a y 07 09 2013 Bulk 8165379 FSGT Suzanne Harvey N021 G 9 Check Out returned 07 09 2013 Bulk 8165135 FSGT Candice Simpson N021 G 11 PERE 09 09 2013 Transit 8252447 WO2 Daniel McCoy B040 G 47 Check Out Contributions 09 09 2013 Transit 8252447 WO2 Daniel McCoy B040 G 47 PEPEE automatical ly 13 09 2013 Transit OL4715 Dr Paul Fisher B040 G 10 Check Out cease no AD293 14 09 2013 Bulk 1 CSSB ROBI 8272192 MAJ Mark Pearson N007 1 43 Check Out 14 09 2013 Bulk PILBARA PORTHE 8257061 MAJ Anthony Mew N007 1 47 Giai 14 09 2013 Bulk 1 AVN REGT ROBI 8233865 MAJ Heath Smith N007 1 59 PPE Building Calendar Room Availability for Enoggera Barracks QLD Building Floor Q129 8 9 RAR ORs AllFloors Weekly View Future visibility a Allocated _ Occupied Offline Vacant Mi Bulk Booking
6. Dashboard Course Coordinators will have visibility of all group bookings at their base via the Course Coordinator Dashboard A Online Services QA 2 Welcome to DHA Online Services Current Bulk Bookings Base Type Name Start Ft End Number of Building Allocated Date Date Attendees Enoggera Course 481588 13BN JLC PREPARATAION 06 12 2013 08 12 2013 118 4 outstanding Q011 High Density Transit Cherry Street Barracks QLD WEEKEND CADETS Enoggera Course WONCO 01 2014 Warrant Officers 01 01 2014 31 01 2014 30 30 outstanding NO009 Transit Between Murray Avenue and Barracks QLD Course Dalziel Street Enoggera Course 0 Programers JP2072 Ph 2A 09 02 2014 14 03 2014 24 24 outstanding NO010 Transit Between Murray Avenue and Barracks QLD 0 Programer 10 Feb 14 Dalziel Street Enoggera Exercise HQ 1 Div EX VITAL LAUNCH 02 03 2014 15 03 2014 20 20 outstanding H021 WONCO Course Lavarack Parade Barracks QLD Enoggera Course Promotion GRes CAPT Mod 1 amp 2 02 04 2014 12 04 2014 16 16 outstanding NO009 Transit Between Murray Avenue and Barracks QLD Instructors Dalziel Street Contributions for Group Bookings The BAS will automatically commence and cease contributions for every course member on Check In and Check Out regardless of the course duration except for Members who are e categorised as MWD U e paying for other suitable accommodation LIA SR or RA but the course requires them to occupy LIA for Service
7. It is recommended that any changes to room rules at a base level eg which Unit is to have specific access to which specific building or rooms should be communicated to the LIA Contact Centre in writing clearly reflecting the authority of the individual requesting the change lt is also requested that no significant changes be made to room rules once confirmed in the project implementation workshops This will allow the BAS to settle into operation before making any significant changes Page 38 January 14 gt G Dp SVAN Living In Accommodation Defence tioa a Booking and Allocation Services Base and Unit Management Outstanding Issues What do I do Outstanding Issues are flagged against requests when a decision approval or action is required before an allocation can be confirmed In some instances the LIA Contact Centre will action Outstanding Issues and in others a person on base usually the Members Unit is required to make a decision before the request can be confirmed lf an Outstanding Issue requires a decision approval or action is required by the Unit the system will automatically send an email to the nominated Unit Representatives The following scenarios will be referred to Unit Representatives for action e Mandatory Member e Tenancy in Same Location e Approval Required e Manual Allocation Required Instructions on what Units need to do in each of these scenarios are outlined on the subsequent page
8. approved for Rental Allowance and directed to the online RA application process e Transit request the person making the booking request will receive an email that can be provided to an appropriate travel delegate to seek approval for commercial accommodation NOTE Permanent LIA for IET and other mandatory members does not automatically tip to RA Page 18 January 14 A DHA Defence Housing Australia Booking and Allocation Services Toll Initiated LIA Requests Postings No additional work for Units DHA already liaises with Toll and on base Service Providers to identify suitable LIA for Members of the ADF on posting The new DHA BAS does not require Units or the Member to do anything differently and the process is now more streamlined Pre GoLive Process Toll sends DHA contact If LEAP on Plenary On Base SP interpreted on Base SP to Base SP sends advise and informs DHA DHA advises Toll advises Posting Order make PLIA request to confirm of to DHA booking Plenary suitable room confirmation Toll i Member Post GoLive Process DHA BAS identifies available room and advises SP LEAP and Toll Toll sends interpreted Posting Order to DHA Toll advises Member Requests for PLIA can also come directly from the Member For example a Member in RA who s lease is due to expire may wish to occupy available LIA on base Don t Forget LEAP rooms require 5 working days notice for new allocations
9. being deducted but not LIA contributions DHA assesses each LIA occupant against PACMAN to determine their requirement to make LIA contributions It is certainly possible for someone to be required to contribute for meals but not for their accommodation Page 20 January 14 S Dy a VAN Living In Accommodation Defence O Booking and Allocation Services Meal contributions for course attendees Your Course Coordinator is responsible for arranging for the commencement of meal contributions if necessary Rationing for Bulk Bookings Rationing for bulk bookings should be managed by the person managing the bulk booking and the accommodation office on the relevant base In some cases you will be directed to another provider but in all cases the accommodation office will be able to confirm the correct point of contact Any rationing requirements should be finalized at least one week prior to the booking commencement date Page 21 January 14 ee Dy a VAN Living In Accommodation ti O Booking and Allocation Services Page 22 January 14 S Dy a VAN Living In Accommodation Defence O Booking and Allocation Services Service Providers Daily email notifications Service Provider s will receive email notifications at 7am 11am and 2pm daily providing notice of e New room allocations e Changed room allocations e Cancelled room allocations service Providers and LEAP Concierge offices can use this
10. bookings for that site These people are assigned the Course Coordinator role Course Coordinators can only make Group Bulk bookings for their own site Group Bulk Booking requests for non Course Coordinators can be made by telephoning or emailing the LIA Contact Centre How is it done From the LIA Menu Bar click on Create Bulk Booking and enter the information as shown below A Staff Services DEV a Create Bulk Booking Base Townsville RAAF Base QLD v Te Start Date a End Date EErEE Number of Attendees Number of Sole Occupant Attendees Contact Name Contact Phone Contact Email Submit Request Type of booking this will prompt you to advise either Course Exercise or Other Each Course booking must include a Course Type and Name Course Type identify here if the activity is one with designated buildings eg WONCO Cadets RAAFSFS etc Start typing to see which options are available If no course type displays the booking does not have designated buildings and you can enter whatever detail here to suit your needs Dates start and end dates are mandatory Number of Attendees a number is mandatory but can be amended if needed NOTE itis better to revise down than up on numbers to ensure your booking remains achievable Number of Sole Occupants where Member requires room without sharing with others eg Air Crew Contact Details Ensure the details are suitable for contact during business
11. confirmed because the Garrison accommodation service provider is unable to issue room keys on short notice without prior arrangement Please call 139 DHA 342 to determine whether on base accommodation can be provided Date of Birth 0101 1900 an LIA Start Date 27 09 2013 EA LIA End Date 8 09 2013 faa Type of LIA Request Transit Reason for LIA Request Duty LIA Base Enoggera Barracks QLD Marital Categorisation lt j Member with Dependants Member without Dependants d Member with Dependants unaccompanied Cancel Submit Members and Defence APS can still make short notice requests by telephoning the LIA Contact Centre Short notice bookings will only be made after the LIA Contact Centre telephones the on base Service Provider to confirm if a room is ready to occupy and a key pack can be prepared prior to arrival Page 36 January 14 gt Dp SVAN Living In Accommodation Booking and Allocation Services Defence Housing Australia Base Management Take a Building Offline it Why do it Reminder when Room or Building is due e Unsuitable for occupation back on line e To be decommissioned The BAS will send and email in the days prior to e New Building E a Building or Room coming back on line If no e Stand Down Reduced Activity Periods action is taken the B
12. rooms and in other locations the emergency back up rooms are identified on a weekly basis depending upon the overall availability of rooms at the Base Regardless of the means of identifying these rooms the use of the rooms should be consistent Emergency back up rooms are to resolve short term no more than a couple of days at most accommodation needs that occur with little or no notice Members making use of these facilities should e ldentify themselves to the Base Duty Officer or equivalent eg Officer of the Day e Request the use of an emergency back up room and provide the following details o PMKeys o Name o Phone contact o Usual address e Service Providers will collect keys or the above details each morning e Where aroom has been used and vacated overnight the Service Providers will forward the details of the occupant to LIA DHA gov au to be added to the BAS as an allocation and to indicate the room has been used Where the member requires more than one night accommodation the Service Providers should encourage them to make an online booking or make a booking via the LIA Contact Centre The Unit is also able to make a booking on behalf of the Member if appropriate If the member is to remain in the Emergency Room for more than one night they will still need to contact the LIA CC to ensure the room is reflected as occupied in the BAS Page 29 January 14 ee Dy a VAN Living In Accommodation ti O Booking and A
13. should keep key packs making telephone calls to the Member Toll the active as long as the booking appears on the Member s Unit or the Course Coordinator to Dashboard ascertain their intentions and amend the booking if necessary Service Providers do not need to make contact with the Member or take any other action Failure to Vacate The Dashboard shows all departures for today in black text Departures for previous days that have not yet checked out of the system are shown in red Service Providers are required to attempt contact with a Member who has failed to depart by the time required particularly for rooms that need to be cleaned for another arrival on the same day lf the Member requires the room for another day they should be advised to contact the LIA Contact Centre to amend their booking Local check out and key return times should be advised to the Member at the time of check in If the Member can not be contacted and there is an incoming arrival for the same room Service Providers should take the room offline This will trigger the incoming booking to tip back into the Unallocated Requests and an Outstanding Issue will be raised for the LIA Contact Centre to ensure a subsequent room is allocated Page 28 January 14 gt Dp eyAN Living In Accommodation Defence O Booking and Allocation Services Emergency Back Up Rooms In some locations emergency back up rooms are fixed rooms always the same
14. 0 2013 Today Thu 10 10 2013 Fri 11 10 2013 Sat 12 10 2013 Occupied 26 10 2010 No End Date PTE P gt Previous Week T A oc ation Details Allocation Details Request Type Allocation Type Expected Start Date Actual Start Date Expected End Date Emp Id Reference Rank Title First Name Surname Gender Unit Cancelled Page 48 Permanent Automatic Tue 26 10 2010 Tue 26 10 2010 wore Private Proficient c w Male 8 9 RAR ENOG Next Week Room Details Base Building Name Floor Room Number 4 View request Occupation Vacation Status Date Date Vacant 01 02 2013 11 10 2013 Occupied 19 05 2011 Occupied ncmaninnan Naminiai Enoggera Barracks YQLD Q132 8 9 RAR ORs 1 View details January 14 A DHA Defence Housing Australia Booking and Allocation Services Single LEAP Additional restrictions single Living Environment Accommodation Precinct LEAP is level 5 accommodation that is managed under a separate national contract LEAP Buildings will appear on Unit and Base Dashboards However even if a Unit has been allocated LEAP rooms as part of the base allocation rules there are additional restrictions governing how this accommodation can be used These are ES Minimum six month stay No Transit allowed Can be Permanent or Course ee 48 hours turn around time between occupancies 5 working days notice is required for Mar
15. 09 2013 Mon 23 09 2013 Tue 24 09 2013 Wed 25 09 2013 Thu 26 09 2013 Today Sat 28 09 2013 Vacant Vacant Vacant Vacant Vacant Vacant Vacant Previous Week Next Week Room Calendar Allows you to see information about allocations and occupancies Double clicking into the calendar will enable other functions When is a room due such as Manual Allocations and Evictions to be used next Page 10 January 14 DHA Defence Housing Australia Living In Accommodation Booking and Allocation Services Allocation Report The Allocation Report shows every current and future allocation by building for each Base Itis used by Service Providers and LEAP Concierge to see future arrivals and departures and by other LIA stakeholders to provide a snapshot of LIA activities The drop down filter shows data for 1 3 7 or 30 days with 1 day as the default A Staff Services QA Pw J iocation Report Allocation Report for Oakey QLD Building Floor A021 Transit 1 A021 Transit 1 A021 Transit 1 A021 Transit G A021 Transit G A065 Officer 1 Accommodation A021 Transit G A021 Transit G A021 Transit 2 A065 Officer 1 Accommodation Displaying items 1 10 of 15 Exporting Allocation Information Room Number 34 25 26 135 132 112 114 32 A Staff Services Allocation Report Allocation Report for Enoggera Barracks QLD Building Floor Room Number H022 Trans
16. 28 10 2013 11 22 AM Export to PDF There are no attendees registered for this course H024 Transit All ranks The Bulk Booking details includes the rooms allocated to the booking and building details These details can be exported to a PDF document Page 58 January 14 A DHA Defence oaa Booking and Allocation Services Amend a Group Booking The Modify button will allow the following details to be changed e Course Name e Start Date an a i u End Date ere IS NO guarantee t at tne Doo Ing WI stay Int e same rooms Changing Start or End Dates when start and end dates are amended Review the vacant room report e Contact Name e Contact Phone e Contact Email to determine supply amp demand for rooms before you make a change The Course Coordinator is not able to change the building allocation Concerns about the building allocated to the booking should be raised with the LIA Contact Centre Group Bulk Bookings that Require Ranks to be Segregated Group Bulk Bookings that requires separate accommodation for rank groups you should make individual booking requests for the various rank groups as follows e Senior Officer e Junior Officer PMKeys amp Room Allocations e SNCO aioe s Ole bance Both Gender and Rank are identified in the BAS from PMKeys Update your bulk booking with Note DHA is working on PMKeys as soon as you can and no less than 5 additional functionality to days before the star
17. 9 01 2014 31 01 2014 Corporal ws Bulk I am attending a course 29 01 2014 31 01 2014 Corporal Bulk I am attending a course Page 12 January 14 DHA Defence Housing Australia Living In Accommodation Booking and Allocation Services Vacant Beds Report This report provides visibility of vacant rooms to Base Management Unit Managers Duty Officers and Contact Centre staff to assist in easily identifying vacant rooms at a glance for a nominate 2 weeks period v A Online Services QA 3 acant Beds Vacant Beds at Enoggera Barracks QLD Building Name 17 09 2013 18 09 2013 19 09 2013 20 09 2013 21 09 2013 22 09 2013 23 09 2013 H009 WONCO Course 35 36 36 36 36 36 36 H010 WONCO Course 36 36 36 36 36 36 36 H015 High Density Transit 136 136 136 136 136 136 136 H021 WONCO Course 24 24 24 24 24 24 24 H022 Transit All ranks 0 0 0 0 0 0 0 H023 Transit All ranks 0 0 0 0 0 0 0 H024 Transit All ranks 0 0 0 0 0 0 0 H032 Transit All ranks 16 16 16 16 16 16 16 H033 2 GHB ORs 1 1 1 1 1 1 1 NO009 Transit 22 19 20 20 22 22 22 N010 Transit 18 18 18 18 18 19 19 NO014 Transit 34 25 35 35 38 43 43 N015 High Density Transit 118 118 118 118 118 118 118 N063 SNCO PLIA 0 0 0 0 0 0 0 NO65 Junior Officer PLIA 0 0 0 0 0 0 0 NO66 Junior Officer PLIA 1 1 1 1 1 1 1 NO67 Senior Officer PLIA 1 1 1 1 1 1 1 This report does not identify the actual vacant rooms it does give a quick indication of room av
18. AS will consider the rooms e Renovation Upgrade available for allocation Who can do it Defence personnel assigned Base Management roles are able to take buildings off line Service Providers can also take buildings offline for cleaning purposes How is it done Access the Building Report via the LIA menu and select the building to be taken off line Select the Off line reason enter the start and end date optional and click save R Online Services x Online Services ole htt taffservices qe dha gov au LisBuilding t Base e BASE j C g apple mac screen capture P 4 ff 2 Most Visited Lab Employee Tools m DHA Systems ia External WebSites A Staff Services QA Building List Kokoda Barracks Canungra QLD Building Name Offline Start Date Offline End Date B013 C and D Block B040 NO004 N005 N007 NO16 NO21 NO22 NO23 Officers Mess NO25 Sergeants Mess A Staff Services QA amp Building Details Building Details DHA Copyright notice Disclaimer Privacy statement Term Building Name B013 C and D Block Offline Reason Renovation Upgqrade https staffservices qa dha gov au LiaAllocationManagement actionBaseUri LiaBuilding List Offline Start Date 30 09 2013 Ha Offline End Date 28 02 2014 ay Page 37 Cancel J DHA Living In Accommodation Defence tonia ia Booking and Allocation Services Change Base Room Rules Changing Room Rules
19. CUNE a MEmDE seiren S S 55 Group DUIK BOORKIDOG siris a E ai 57 created PUIK BOOKE esnaera 57 Amend Group BOOKIE rec cae nein S 59 Adding Attendees to Group Bookings sseseseressererureresreresureresrererureresrerenunerosreresuneersrererunsersrerenans 60 Course Coordinator Dashboard esscr EE NS 62 Contributions for Group BOOKINGS ccccceeeccccesseccccesececeesecccceusececeuececeenecceeeusecessuneceesegeceesegeeetas 62 Page 3 January 14 Page 4 January 14 gt w Dp BVA Living In Accommodation Derence o Booking and Allocation Services The Basics Introduction The Project Defence Housing Australia DHA is progressively rolling out a new Living In Accommodation LIA Bookings and Allocations Service which will allow Defence members and employees to actively manage all types of LIA bookings via our dedicated online system This service includes all Permanent Transit and Course Group LIA requirements Bookings are lodged by users via the DHA Online Services website A dedicated Contact Centre supports the on line service Room allocations are largely done automatically according to room allocation rules developed and agreed to at each Base DHA has transitioned all Queensland based LIA to the new system The remaining regions will transition by the end of May 2014 ahead of the commencement of the new Base Services Contracts If you have an existing booking confirmation for any of these locations your booking wil
20. Reasons and where the Member is MWOD ADF or MWD ADF e sharing with 4 or more people in the same room e occupying a room that is less than level 1 e Reservists when undergoing training for periods less than six months Page 62 January 14
21. ZS DHA ats we er L rn C Y N orr Defence HousSII iq Australia Living In Accommodation User Guide Page 1 January 14 Page 2 January 14 The Basis sa cvstrcecscacaessaveuesntwvnoarausakeasscnevesassvansindeunsesniwenksavsdusxennivuatadaienntersiwscssdiadassesoannisauans 5 PATE FC CCT earren E EE E E E 5 LVS WOW OAS cde sacha S one ot peur aseesyawnnoaeucneonewaneedenctmareaewnveneimscsesasenumaetenassanecewecen 6 SFR OCS see sees a E E pat veudsnmndeueanetesecuneaseqtasen ueateosednnnesateeaGusateceasnart 7 REQUEST ACCESS OF NEW ROG isiciicvscarscecsacenccusiandentadacndapeieedaunnacoorentinedaataceusiawscewnnncdeavsaueoasteatedannteserads 8 TAC PSII N Ol arses tee a E tens reanineeoscts sovwandenetaeaasesssacteaeeceeesans 9 NICWIPS ROOM Dala searen n E E EE 10 PTO CACO R DO e E E E E 11 Gavel overs favo ROUGE eee 12 VAC Ane BOOS Fe DONE ner spee EEEE AEE EE ES 13 SOUCO o E E 14 Pay Processing amp Other Arrangements cssesecsosssscscssssescossssctenssscnecsssestousssencussscneousrestonssseneuss 15 Member Initiated Request for LIA cccccccssseccccseccecesececeesececceuecceeeesececsuneceeseneeessenecessugeceesenes 17 Toll initiated LIA Requests POSUMES sccsscsisnncassownerscnessuaeaceveayardieoussiuanteieasadiusebeesngasscroasiainactaaeaieanen 19 Living In Meals Contributions cccccccsssccccsssececceseccceesececeusececeeueceeeeeseeeseueeceseeeeeceseueeessugeceesenes 20 Service a OL 1 oo e
22. a rc Tm 23 10 2013 BOC r NOS9 8 9 RAR ORs Tm 23 10 2013 82 0 NOS9 8 9 RAR ORs la 23 10 2013 oLs r NOS9 8 9 RAR ORs 1 And after you tick at least 2 boxes the following screen appears Bulk Incoming Today Bulk Checkin Occupation Date 23 10 2013 23 10 2013 23 10 2013 23 10 2013 23 10 2013 2 Click on Bulk Check In and all members will be checked in Page 25 January 14 DHA Defence Housing Australia Living In Accommodation Booking and Allocation Services Partial Check In You can bulk check in some of the members of the bulk booking using the usual Check In button Bulk Incoming Today Bulk Incoming Today Occupation Date Type Employee ID Title Name Building Room 28 10 2013 Bulk 82 CPL TI N015 High Density Transit G Hallway Check In 28 10 2013 Bulk OL Mr Li N015 High Density Transit G 1 Check In 28 10 2013 Bulk OL Mr Cc NO15 High Density Transit C1 Check In 28 10 2013 Bulk Shanes PTE P Ar N015 High Density Transit G1 Check In 28 10 2013 Bulk 85 PTE P Bi N015 High Density Transit G 1 Check In 28 10 2013 Bulk 85 PTE P AM N015 High Density Transit G Hallway Check In 28 10 2013 Bulk 85 CPL P N015 High Density Transit G Hallway Check In 28 10 2013 Bulk 85 PTE P Ty N015 High Density Transit G Hallway Check In 28 10 2013 Bulk 82 SGT N015 High Density Transit G Hallway Ch
23. ailability Any large volume booking or unplanned demand eg a delayed flight meaning 40 people need overnight accommodation at late notice should be coordinated with the Garrison Support Service Provider as per existing processes Page 13 January 14 gt Dp BVA Living In Accommodation Derence o Booking and Allocation Services Notifications Automatic messages are sent by email SMS and web links prior to arrival and departure as follows Confirmation when booking is recieved Confirmation when room is allocated Failure to Depart if applicable Reminder ahead Web link to on of expected base facilities and departure amenities Failure to Arrive Reminder ahead if applicable of arrival at Base Failure to Depart These appear on the Base dashboard in red text Notices are also sent to the Base Management profiles Email SMS requests Member to contact DHA to amend booking Service Provider also attempts to contact Member to amend booking lf Member is not contactable Service Provider takes room offline Room offline will automatically de conflict an incoming booking Failure to Arrive These appear on the dashboard in red text For Permanent and Group bookings DHA will attempt to contact the Member and will also liaise with Toll the Unit or the Course Coordinator as relevant For Transit bookings up to 21 days the allocation will be cancelled 3 days after the expected arrival date For Permanent b
24. ancel Request will tip the Member to RA Transit bookings will be issued a certificate of Nil LIA Availability Page 54 January 14 NS ena Dp SVAN Living In Accommodation Defence oaa Booking and Allocation Services Evicting a Member Why do it To accommodate an incoming Mandatory Member where no other suitable LIA vacancy exists At the Member s request as formal approval to live off Member is promoted from one rank group to another or TIP Any time you want someone to vacate an occupied room Ensure a representative The removal of Partial Rental Assistance under PACMAN Policy in July 2013 an Te BE means that more Members are now eligible for full Rental Assistance earlier in their or Unit informs career and also reduces the requirement for Unit CO s to evict Members out of LIA the Member in order to be eligible for RA that they are about to be Who can do it evicted before the eviction is completed on line Under PACMAN the formal eviction is exercised only by Member s CO OC or an XO or other officer above the rank of Major E In the BAS this is Approving Authority The delegate must be in the Member s direct chain of command or Commanding the base where the Member lives in How is it done e Click Evict button e Nominate reason and date e Who is being evicted e The building room number they occupy e Inform the Member Decide e The Member room online
25. and D Block 3 5 D Rank Private Trainee B013 C and D Block 3 6 D Surname Elleray B013 C and D Block 3 7 D atiii B013 C and D Block 3 8 D B013 C and D Block 3 9 D Request Reason am attending a course B013 C and D Block 3 11 D Marital Categorisation MWOD B013 C and D Block 3 12 D F B013 C and D Block 3 13 C Mandatory LJ o B013 C and D Block 3 13 D Evicted J B013 C and D Block 3 14 D F Living In Meals Outstanding Issue Reason Room Offline Cancelled E Remove Outstanding Flag Cancel Request ie DB VAN Living In Accommodation Defence oaa Booking and Allocation Services From the Room Details Screen From the Rooms menu to display the Rooms List select the building you want from the drop down list and then click on the room you wish to make a manual allocation for The Room Details screen will be displayed A gt Staff Services QA Room List Kokoda Barracks Canungra QLD NOO4 Floor Room AvailableBeds Rank Surname Occupation Date Vacation Date Status N004 N004 N004 N004 N004 N004 Vacant Vacant Vacant 13 14 Vacant 1 1 1 1 Vacant 1 17 1 Offline 1 1 1 1 1 1 ooo 0 8 Vacant Lieutenant ame 13 09 2013 13 12 2013 Occupied Vacant Vacant Vacant 3 7 Amenities Vacant Building Name N004 Private Ensuite Male Female Unisex Disabled Street Borneo Road x a x x o o Restrietions Cl
26. anual Allocation Required No Cancel Request Allocate Request Outstanding Issue Approval Required This Outstanding Flag is raised where the local room rules require someone on the base to approve a request before the system proceeds to auto allocation Once the Unit approves or cancels the request the LIA CC will clear the Outstanding Flag Allocate Request x Base Enoggera Barracks QLD Room Building P028 Female PUIA All ranks Floor 1 x Room 3 2 x Cancel Allocate Manual Allocation Required No Cancel Request Allocate Request Page 41 January 14 NS DHA Defence Housing Australia Living In Accommodation Booking and Allocation Services Outstanding Issue Manual Allocation Required This Outstanding Issue flag is raised where the local room rules have identified that only Unit personnel can allocate rooms to incoming requests It may also be raised when the system has exhausted the auto allocation options but the base has determined that manual allocation with Unit approval is required before the Member is referred to other housing solutions Once the Unit allocates a room to the request the LIA CC will clear the Outstanding Flag FPrw Request Details Request Details Available Rooms Allocated No Base Enoggera Barracks QLD Unit 7 CSSB ENOG Request Type Permanent lt q Occupation Date 14 01 2014 lt q Vacation Date Emp I
27. arracks QLD Page 26 Name 495396 AMPA Conference 2014 Chief of Army Comp prep 2014 Chief of Army Team Challenge 2014 Chief of Army Team Challenge 2014 Staff GRes MOD 1 Offr Promotion GRes MOD 1 Instructors GRes Offr Promotion GRes CAPT Mod 1 GRes Offr Promotion GRes MAJ Mod 1 GRes Offr Promotion GRes CAPT MAJ Mod 1 GRes Offr Promotion GRes CAPT Mod 2 GRes Offr Promotion GRes CAPT MOD 2 GRes Offr Promotion GRes Mod 2 Instructors Start Date 04 05 2014 12 05 2014 15 05 2014 15 05 2014 04 06 2014 06 06 2014 06 06 2014 06 06 2014 11 06 2014 13 06 2014 16 06 2014 End Date 08 05 2014 15 05 2014 16 05 2014 16 05 2014 14 06 2014 14 06 2014 14 06 2014 14 06 2014 28 06 2014 28 06 2014 28 06 2014 Number of Attendees 80 80 outstanding 14 14 outstanding 90 90 outstanding 6 6 outstanding 16 16 outstanding 24 24 outstanding 24 24 outstanding 12 12 outstanding 8 8 outstanding 24 24 outstanding 6 6 outstanding Building Allocated Q011 High Density Transit Cherry Street H024 Transit All ranks Lavarack Parade N015 High Density Transit Between Murray Avenue and Dalziel Street H024 Transit All ranks Lavarack Parade H024 Transit All ranks Lavarack Parade N014 Transit Between Murray Avenue and Dalziel Street H023 Transit All ranks Lavarack Parade
28. ation Level 4 Request Type Bulk Rank Type Other Ranks Offline Reason Cleaners w Request Type Temporary Offline Start Date 15 12 2013 E Modify Offline End Date 18 12 2013 aad Cancel Confirm Allocations This Week Allocated Occupied Offline Vacant Anonymous Allocation Sun 08 12 2013 Mon 09 12 2013 Tue 10 12 2013 Today Thu 12 12 2013 Fri 13 12 2013 Sat 14 12 2013 Allocated 29 11 2013 30 11 2013 Vacant Anonymous Course Mess function Previous Week Go to 08 12 2013 Sj Next Week The system will attempt to auto allocate another suitable room for the booking An Outstanding Issues flag will be raised and the LIA Contact Centre will be monitoring the request to ensure it is reallocated to another room What if someone is occupying the room lf a Member is occupying the room when it is taken offline the system will not reallocate the Member to another room If the reason for taking the room offline also means that the room can not be occupied then the Member needs to be manually moved to another room Service Providers can telephone the DHA Contact Centre to book the Member into another room or on base personnel DSRG the Member s Unit etc can also make the booking The system will allow the Member to stay in an offline room This allows the Service Provider to ensure that no future allocations are made in the room after the Member is scheduled to Check Out Page 34 January 14 NS S Dye VAN Li
29. ccommodation Defence dioa ia Booking and Allocation Services Cancel Allocation vs Cancel Booking Why do it A requirement exists to move a member out of a room they have been allocated but not yet occupied or to cancel a booking altogether Who can do it SADFO Base Management roles and personnel with the Approving Authority role usually Unit COs and senior staff and Unit Management roles SSE se z w w Miocation Details Allocation Details Room Details Request Type Transit Base Enoggera Barracks QLD Allocation Type Automatic Building Name H022 Transit All ranks Expected Start Date Wed 9 10 2013 Floor G Expected End Date Fri 18 10 2013 Room Number 1 C Emp Id Reference i View details Change Room Rank Title Private Proficient First Name bh q Surname ts Gender Male Cancelled View request Cancel Allocation Cancel Request Modify Allocation Cancel Request Cancel Allocation Cancels the entire request for LIA accommodation Cancels the current room allocation only Tips the request for accommodation back into the system to find a different room Tips the request out of LIA and towards RA for PLIA ora notice of Nil LIA for transit Page 46 January 14 Ss a z dids O 7N Booking and Allocation Services Why do it Room Change Reasons A requirement exists to move a member from one room to another Room no longer available Who can do it Room r
30. ch In appointment time for room inspection must also be made 5 working days notice is required for March Out 4 C J No LEAP to LEAP room swaps allowed LEAP to non LEAP is permitted or vice versa is permitted where notice periods are complied with N Communications Protocol in exceptional circumstances Defence and Plenary the LEAP contractor can agree to waive one or more of these restrictions There may be costs incurred by the requesting Unit in these situations Any proposal to for a LEAP allocation outside of the above requirements are to be raised in writing with Plenary via the Base Services Manager Manual Allocation Employee ID 8107935 Ranktitle Private Proficient First Name rag Surname ang Gender Male Date of Birth 25 08 1975 LIA Start Date 18 09 2013 Change Person Contfinm Page 49 January 14 NS ena Dp SVAN Living In Accommodation a tamia Booking and Allocation Services Manual Room Allocation Why do it When you want to allocate someone to a specific room To make a booking into a Unit Managed VIP room gt gt gt To assign a Mandatory Member to a room after exercising an Eviction or gt Anytime you want to over ride the auto allocation rules eg rank gender Unit etc Who can do it SADFO Base Management roles and personnel with the Approving Authority role eg Unit COs and senior staff and Unit Management roles The LIA Contact Centre can also provide assis
31. d Reference Rank PTE P Surname Walker Gender Female Request Reason Posting lt q Marital Categorisation MWOD Mandatory No Evicted No Living In Meals No SS a Cancelled No Created By DHA 24 09 2013 5 19 PM Cancel Allocate Page 42 January 14 a Dp SVAN Living In Accommodation Defence o Booking and Allocation Services The following Outstanding Flags are managed by the DHA LIA Contact Centre in consultation with the Service Providers and DSRG Base personnel Outstanding Issue Failure to Vacate The BAS assumes a member will vacate their room on the last day of their booking by 12pm If they have not been checked out by 8pm that night the system will flag the Member as a Failure to Vacate When this occurs Service Providers will attempt to locate the Member on Base and have them amend their booking online or via the DHA LIA Contact Centre If the Service Provider can not contact the Member they may escalate the issue to DSRG Base Services personnel or to the Unit that manages the accommodation to arrange for the Member s belongings to be removed from the room Outstanding Issue Allocation Cancelled due to Room Offline From time to time Service Providers or DSRG staff need to take rooms or buildings offline If the offline period conflicts with a future booking and a room is not available the system will raise an Outstanding Flag and move the booking to the Unallocated Requests report Th
32. e Ensuite mw ape 7 a e Building Name P026 Officer SNCO Transit Borella Street Floor G Restrictions Street Borella Street Room Number 1 2 a p 3 Restriction Gender Floor G 05 12 2013 Captain Request Type Rank Type Rank Type Room Number 1 2 Rank Typ asain Accommodation Level 3 ae Offline Reason Cleaners Allocated _ Oc r a Offline Start Date 18 09 2013 fia un 15 09 2013 Mon 16 09 2013 Today Wed 18 09 2013 hu 19 09 2013 Vacant Vacant Vacant Vacant Vacant Offline End Date FEFE Note This buil een requested for the following bulk booking Shing MRAV UIP SpR wom POOO TA be ENONATSS Cancel NOTE as soon as you know when the room will be back online you should enter an end date this will allow the BAS to commence allocating bookings against the room again Page 33 January 14 NS gt DD BVAN Living In Accommodation Defence Housing Australia Booking and Allocation Services What if there is a future allocation When a room is taken offline and there is a future allocation not yet arrived and Checked In the allocation will be cancelled and the booking will move to the Unallocated Requests A yellow warning message will appear A Staff Services SIT Pw Room Details Room Details Amenities Private Ensuite Male Female Unisex Disabled E B 3 3 Building Name A015 Transit Street NEW ENGLAND HWY Restrictions Floor G Restriction Value Accommod
33. e Gender Furnished Mallee Male Yes zz Male Yes Pama Male Yes a Female Yes Wile Female Yes u mae yes ae Male Yes EEA Male Yes a Male Yes ee Male Yes 1 2 Next 1 Day v Gender Furnished Male Yes Male Tools Yes Ja Administration nuary 14 A DHA Defence Housing Australia Booking and Allocation Services Unallocated Requests The BAS looks for a vacant room every 15 minutes to meet booking requests not yet allocated a room These unallocated requests are held in a dashboard for visibility At pre determined times in the lead up to the expected Occupation Date if there is still no suitable room available a Nil LIA Available message is sent and the LIA request is cancelled e Permanent requests managed by Toll 12 business days prior departure from losing location e Other permanent requests 20 business days prior to the request start date e Transit requests managed by Toll 10 business days prior to departure from losing location e Other transit requests 20 business days prior to the request start date e Business Travel requests do not go to Unallocated A response is provided immediately Requests made inside these timelines will return a room allocation or Nil LIA message immediately The purpose of this report is to show visibility of requests that haven t been allocated beds Unit and Base personnel aren t required to take action here the system and the LIA Contact Centre wi
34. e LIA CC will monitor these bookings and where necessary telephone the respective Base representative to discuss relative priorities and any deconflicting that may need to occur Outstanding Issue Change of Vacate Date Conflict lf for any reason a Member of Unit changes the dates of a booking that results in a conflict with another booking an Outstanding Flag will be raised The LIA CC will attempt to deconflict the two bookings and where this is not possible telephone the respective Base representative to discuss relative priorities and any deconiflicting that may need to occur Page 43 January 14 NS S Dye VAN Living In Accommodation ee Booking and Allocation Services Stand Down and Reduced Activity Periods From time to time it will be determined that a base undertakes a period of either stand down or reduced activity To ensure this decision is reflected in the tempo of LIA bookings the BSM or SADFO will need to reflect the Stand Down or Reduced Activity Period by taking buildings or the whole base offline Taking any room building or base offline will ensure no bookings are made in a building for the duration of the Stand Down or Reduced Activity Period The BSM or SADFO should advise this requirement in writing to LLA DHA gov au It is preferable that maximum notice be given for these periods however it is recognized that such notice is not always possible Where future bookings will be impacted by the Stand Down or R
35. e able to book their LIA online in the future In the meantime transit bookings can be made through the LIA Contact Centre Course Coordinators can also add Defence Public Servants to group bookings Page 15 January 14 DHA Defence Housing Australia Living In Accommodation Booking and Allocation Services Reservists Reservists who are regular users of LIA should request to have a DHA Online Services account created so they can book and manage their LIA requirements Contact the LIA Contact Centre for further details Non ADF bookings Non ADF individuals and groups do not have direct access to the BAS and can therefore not make LIA bookings either on line or direct through to the LIA Contact Centre Non ADF bookings will be referred to the Base at which the LIA is being requested to identify a suitable sponsor to make the booking on their behalf In most instances non ADF requests will be referred to the on base DSRG representative Mess Fees There is no change to the arrangements to collect Mess transit fees these continue as per current practices The respective stakeholders can access the BAS for information on who is due to occupy transit rooms in SNCO and Officers messes where transit fees are collected Non duty bookings DHA does not collect public monies payable for occupying LIA for non duty reasons Cost recovery can be initiated before or after the member arrives as per current practices It continues
36. e in the BAS Only for Transit requests View vacant beds January 14 gt Dp BVA Living In Accommodation Derence o Booking and Allocation Services Request Access or New Role Your DHA Account Access to the BAS will be assigned to existing DHA Online Services accounts If you need to undertake activities in the BAS and you do not have an existing DHA Online Services account one will be created for you You must ensure the security of this account to maintain privacy of your own personal information as well as the information you are privy to as part of the performance of your duties Use of a Defence email address in your Online Services account is encouraged Create or Amend Account The nominated positions below can instruct DHA to create new or amend existing User accounts by sending an email to LIA DHA gov au These instructions should clarify e The level of access required and for which base unit it is required for e Whether the request is for an additional role or replacement role to trigger removal of vacating user if necessary e The date by which the new or amended access is required eg for expected handover to an incoming member The following outlines those position holders who can request new or amended User accounts Base Authority Incumbent Base Authority of the Base Base Management Incumbent Base Authority or Base Management position holder of the base Approving Authority Incumbent Approv
37. eck In 28 10 2013 Bulk ous N015 High Density Transit G1 Checked In 28 10 2013 Bulk 85 Checked In NO015 High Density Transit G 1 Checked In 28 10 2013 h i N015 High Density Transit G Hallway Checked In 28 10 2013 i N015 High Density Transit G Hallway Checked In 28 10 2013 i N015 High Density Transit G 1 Checked In 28 10 2013 a ow j N015 High Density Transit G Hallway Checked In And then complete the bulk check in when the rest of the bulk booking arrive The same process works for bulk Check Outs No Show on a Bulk Booking The POC for the bulk booking should remove all listed attendees they know will be a no show so they do not remain on the no show dashboard To identify the POC click on any of the bulk booking attendees and then click on view bulk booking button the POC details will be displayed here Visibility of future bulk bookings Service Providers also have visibility of future bulk bookings via the Bulk Booking Dashboard This provides details of the booking s Point of Contact A Online Services QA a Pr 5k Requests Bulk Booking Report Base Type Enoggera Course Barracks QLD Enoggera ADF Barracks QLD Cadets Enoggera ADF Barracks QLD Cadets Enoggera ADF Barracks QLD Cadets Enoggera Course Barracks QLD Enoggera Course Barracks QLD Enoggera Course Barracks QLD Enoggera Course Barracks QLD Enoggera Course Barracks QLD Enoggera Course Barracks QLD Enoggera Course B
38. educed Activity Period DHA will advise each affected Member accordingly Page 44 January 14 DHA Defence Housing Australia Living In Accommodation Occupant Search Why do it Booking and Allocation Services When seeking to find where a Member on your base who either currently occupies a room or has a room allocation for a future date How is it done From the LIA Administration menu select Occupant Search to display the following screen Enter any of the known details to return the search results A Online Services Occupant Search Occupant Search Occupant Reference Firstname Surname Unit 7 CSSB ENOG Search Results P Occupant First Surname Reference Name Request 82 7 Request 82 18 Allocation Allocation Request Allocation Request Allocation Request Allocation Request Page 45 Submit Type Permanent Permanent Permanent Permanent Permanent Permanent Status Allocation Cancelled Allocation Cancelled Awaiting Occupation Occupied Occupied Occupation Date 20 12 2013 06 01 2014 05 01 2014 01 10 2013 03 10 2013 Vacation Date 20 12 2015 Dashboard Building P028 Female PLIA All ranks P028 Female PLIA All ranks P005 7 CSR and 6 ESR ORs P045 7 CSSB ORs P030 7 CSSB ORs LIA Administration Logout Floor Room Level January 14 gt S Dye VAN Living In A
39. ee cea er ee eee ee eee ere 23 Da Shite Wl OCI CIOS et sere case sinasene E E A A E 23 Gl pi sre aera dae ie Heck OU eeenee ee nent aren E a ee ere 24 Failure ore Wa KO enar S A A E A S 24 B lk Check inand Check OUT sessista EEES 25 Prepare for future arrivals Allocation REPOrt ccccccsssccccesseccccenecceceescceceeseceeeenecceeeeecessugecessenes 27 Fa TOAT O A S 28 FELON I E r E E sats eh E R 28 Emercency Back Up ROOS asic crete scsi verter ncetetsetie E E 29 FRE ROO OE e E E A 33 BACK LO BaCk BOOKNET 35 SKOF NOT E REOUC an E ae ee 36 Pace WG CCI vasssayssnirecstrasesceas r A EAE AA E ROEA AE 37 Take a Building OTC sssisserarieserne an EEEE AEE 37 Change Base Room RUNGS acssscusate lt wsns Gencccnsatindeveadeannderabncospadoeadesutedeureeassaetetessenedeeaadooasedsenedsaraietatedaes 38 Base and Unit Management ssis iaai 39 Outstanding Issues What do dO csscccssssssecconssscuonsescnecssueceossscucussscneosssestoussscueuesseneussrense 39 Stand Down and Reduced Activity Periods ccccssecccssecccsseecessccceesceceececeneceeeeeeeescessuecesseeeensnees 44 CC DAI Ea C Milcctinc acetate Sass E estan ce vasttawemtnuaecncaatatae E east 45 Cancel Allocation vs Cancel BOOKING ccccccssseccccssececcenscceceesececeueceeeeneceeeeesecessenecessuneceeteneeeenes 46 MANNS ROOMS SW eeren a 47 omele LEAP are E E A E E 49 Manual ROO IAN CION soreer err E aan ese ooasenbionatteceasteccteien 50 AOAO O ee E O 52 Evi
40. eld or sea allowance commenced and the date it is expected to cease DHA will calculate the 21 day to process the cessation of LIA contributions and recommence on the date of return DHA can only process variations of contributions for Member s who occupied their LIA room after the GoLive date specified below Variations for Members occupying the LIA room before these dates are to be processed as per the current arrangements by the MPAC APAC via Unit Personnel Units Customer Service Centre s and or Accommodation Offices e South Queensland 1 September 2013 e North Queensland 18 November 2013 AA157 Change of Categorisation The DHA Booking and Allocation System does not change the current arrangements for Member s completing the AA157 Change of Categorisation form These forms are processed by Defence information is subsequently sent to DHA to allow housing requests including LIA to be process in line with PACMAN Contributions when Member takes Leave Without Pay When a Member continues to occupy a room whilst on LWOP they are required under PACMAN to contribute at a higher rate for the LWOP period The responsibility for raising an invoice to the Member for LIA contributions has not transferred to DHA and therefore current procedures continue Defence Public Servants Defence Public Servants are not currently eligible for a DHA Online Services account DHA is working to provide accessibility for Defence Public Servants to b
41. ency room that relate to allocation or contributions please contact the DHA LIA Contact Centre on 139 342 option 1 option 3 If you have any questions regarding linen keys or room condition refer to the Duty Officer gt De VAN Living In Accommodation Defence Housing Australia Booking and Allocation Services Take a Room Offline Why do it e Any time a room is not available to be occupied e Reasons can include storage use by the Mess as an office vacancy cleaning or unfit for occupation due to hygiene or safety reasons e When maintenance or deep cleaning is scheduled or e When a key has not been returned and there is no spare to use for next occupant Who can do it e Service Providers and LEAP Concierge for Maintenance Cleaning or Failure to Vacate or e Base Management profiles for all other reasons eg Storage Cleaners etc Not all Restricted Rooms appear as Offline Duty and Emergency Rooms are not off line in the BAS as they are still used as a bedroom Instead they are restricted for use and not part of any auto allocation script How is it done Find the Room using the Building Calendar or Room Report Click on the Edit button l Select Off line Reason start date end date optional and Click Save A Staff Services QA Room Details A Staff Services QA ae Room Details Room Details Room Details Amenities Building Name P026 Officer SNCO Transit Privat
42. endants unaccompanied Change Member Confirm Page 53 January 14 NS nan Dp SVAN Living In Accommodation Defence onata Booking and Allocation Services The screen below will confirm if a room has been allocated if the start date is imminent or if the request has been received and awaiting allocation If the request is unallocated it can be viewed and amended in the Unallocated Request Report Member has been auto allocated to Building B040 Floor G Room 53 AA Staff Services QA m Allocation Details Allocation Details Room Details Request Type Transit Base Kokoda Barracks Canungra QLD Allocation Type Automatic Building Name B040 Expected Start Date Wed 18 09 2013 Floor G Expected End Date Wed 25 09 2013 Room Number 453 Emp Id Reference 8585059 View details Change Room RankTitle Private First Name Benjamin 2 Modify Allocation Gender Male Allows you to change the end date Q If start date needs changing cancel View request Cancel Allocation Cancel Request Modify Allocation the Request and start again Cancellag Cancel Allocation Retains the booking but tips the request back into the auto allocation process Do this when you don t want the Member to go into this room or require the room for another purpose Cancel Request Cancels the allocation and the booking as well Do this when you don t want the Member on base or the booking is no longer required If Permanent C
43. equired for exercise Maintenance required Disciplinary Member initiated CO discretion Licence to live in ended SADFO Base Management roles and personnel with the Approving Authority role usually Unit COs and senior staff and Unit Management roles Note Members are not able to change rooms without some form of approval from the Base Management group their Unit or their course coordinator Go to Rooms List In Room Details In Allocations screen double click on the occupant name Details click change room Pick the building and room Page 47 January 14 NS DHA Defence Housing Australia Living In Accommodation Booking and Allocation Services Room List Enoggera Barracks QLD Q132 8 9 RAR ORs v Floor Room Available Rank Surname Beds Q132 3 9 RAR ORs 1 1 1 Q132 8 9 RAR ORs 1 2 1 Private peuss Proficient Q132 3 9 RAR ORs 1 3 1 Lance Corporal MAANA AM MAM ANa A A 4 Miri inta Mannin T V LUI Ww VIVW AN Room Details Room Details Amenities Building Name Q132 8 9 RAR ORs Private Ensuite Male Female Unisex Disabled Street Cherry Street 0 g X Floor 1 Restrictions Room Number 4 Restriction Value LEAP Request Type Permanent Accommodation Level 5 Rank Type Other Ranks Next Allocation Ocations Unit 8 9 RAR ENOG Edit a Allocations This Week Allocated Occupied Offine Vacant Bulk Booking Sun 06 10 29 Mon 07 10 2013 Tue 08 1
44. exercising PACMAN delegations CO OC or XO not below MAJ E Includes the SADFO for his her chain of command Unit Housing Officers RSMs SWO WODs etc Course amp Exercise coordinators Accommodation Clerks Functions Change Room Restriction Rules except Unit Managed Take an entire building off line Make or amend a bulk booking Make or amend a manual booking Cancel veto an allocation Has functionality as per the Base Authority except for the ability to change room restriction rules Confirm Occupancy Check In Confirm Departure Check Out Take room off line for maintenance or cleaning and return on line Unable to make bookings or amend room allocations PACMAN Delegations o Evict a Member and cancel eviction including revoking a Licence to Live In and approving Member to live off Approve LIA when Member has suitable accommodation in locality Determine a position or person required to occupy LIA Change Room Rules only for Unit Managed LIA Make manual booking for Unit Managed eg VIP Cancel veto an allocation for o Unit Managed LIA o Mandatory PLIA members in chain of command Room Swaps Has functionality as per the Approving Authority except for the ability to exercise PACMAN Delegations Make or amend a bulk booking Make amend a manual booking override for Unit Managed including VIP room booking Auto allocation for individual bookings No manual allocation All Defence bases activ
45. for any additional requirements including rations Rationing for bulk bookings should be managed by the person managing the bulk booking and the accommodation office on the relevant base In some cases the Group will be directed to another provider but in all cases the accommodation office will be able to confirm the correct point of contact Page 16 January 14 A DHA ti o Booking and Allocation Services Member Initiated Request for LIA Book LIA via DHA Online Services www dha gov au W v E Googie ployee Tools _ DHA Systems External Websites Most Visited Getting Started a Latest Headlines E o i QJ Online Services IA DHA Defence Housing Australia Accolades for DHA s Zayriver residential dev opment About us Defence Hous australia s DHA s Bayriver residential development has receive commendation award atthe 2013 Urban Development Institute of alia UDIA awards for excellence Housing Go to the DHA website www DHA gov au and access Online Services A Online Services a Welcome to DHA Online Services Login For ADF Members User Name Access DHA s housing service to select a Service Residence based on your approved housing entitlement Password a View your current DHA Service Residence and associated detail Notify DHA of any changes to your Rent Allowance circumstances Forgotten your login details Login Keep your DHA profile details up to date a Use the Re
46. g Australia Living In Accommodation Booking and Allocation Services To finalise the Manual Allocation enter the start and end date Type of LIA Request from the drop down list reason for LIA and click confirm Manual Allocation Employee ID Rankvtitle First Name Sumame LIA Start Date LIA End Date Type of LIA Request Reason for IA Request Marital Categorisation Change Person 8107935 Private Proficient be a 1810972013 al 1910912013 EE l Transit T Duty Member with Dependants a Member without Dependants lt Member with Dependants unaccompanied Confirm Yellow warning messages will be displayed if your manual allocation contravenes any of the auto allocation rules These can be clicked through The screen below will display to confirm the manual allocation has been completed Person has been successfully allocated to the selected room A Staff Services QA Allocation Details Allocation Details Request Type Allocation Type Allocated By Expected Start Date Expected End Date Emp Id Reference RanwWTitle First Name Surname Gender Cancelled View request Page 52 Room Details Transit Base Kokoda Barracks Canungra QLD Manual Building Name N004 DHADEV bronwyng Floor G Wed 18 09 2013 Room Number 5 Thu 19 09 2013 View details Change Room 8107935 Private Proficient C aye Male Cancel Allocation Ca
47. hours Page 57 January 14 NS A DHA Defence Housing Australia Living In Accommodation Booking and Allocation Services Auto allocation according to Base Rules On submitting a request for a Group Bulk Booking the system will determine if a suitable building is available according to the room rules that have been approved by BSM and SADFO If you have entered a pre programed Course Type your booking will be allocated according to the rules developed for that particular activity If the course type is not one that has been pre programmed the request will either 1 Be allocated according to generic Group Bulk booking rules see screen shot below or 2 Be assigned to an Awaiting Allocation status if insufficient rooms are available If this is the case the green message at the top of the screen will advise of this status Allocated Bulk Booking A Online Services QA DRENE SPee 2 P Bulk Booking Details Base Enoggera Barracks QLD Course Type Course Name Start Date End Date Number of Attendees Contact Name Contact Phone Contact Email Building Name Street Cancelled Created By Cancel Booking Attendees Attendee Type Employee ID Allocated Rooms Building Mechanic IET Training QL233 Mechanics Primary Go 20 01 2014 31 01 2014 CPL Tina Tilley 02 1000 2500 tina tiley dha qov au H024 Transit All ranks Lavarack Parade No steve defence gov au dhadev
48. ick once anywhere on the Restriction Value Accommodation Leve 2 eo Room Calendar to display the Manual Next Allocation 21 09 2013 Mrs SPRING BALL Rank Type Senior Officer ra Rank Tipe Junior Oficer Allocation Screen below Modify a Enter the PMKEYs Number of the Allocated _ Occupied Offline Vacant Bulk Booking Sun 15 09 2013 Mon 16 09 2013 Today Wed 18 09 2013 Thu 19 09 2013 Fri 20 09 2013 Sat 21 09 2013 M m ber yo u Wi S h to m an u al ly al loc ate mee o na iia to this room or use the drop down to c A allocate to a Defence Civilian or Other Note This building has been requested for bulk bookings 97270 07 ROBC from 13 09 2013 to 97618 84 IDIC from 15 09 2013 to i Officers mess SPRING BALL 9 2013 to 22 09 2013 ee SeS SO a a aa eas n a sa aetecestbcssttasssoeseae r S S SEE S E Too 12a E E EAEE A Staff Services QA Pw ianual Allocation Room Details Amenities Building Name NOO04 Private Ensuite Male Female Unisex Disabled Street Borneo Road x x x Floor G Restrictions Room Number 5 Restriction Value Accommodation Level 2 Request Type Bulk Edit Rank Type Junior Officer Modify Unallocated Requests Occupation Date Vacation Date Emp Id Reference Rank Surname Type Reason 01 09 2013 20 12 2013 OL000196 Mrs Transit Duty Manual Allocation Occupant Type Member x Employee ID Search Page 51 January 14 A DHA Defence Housin
49. ils Amenities 0116 Minar Units Ofa Provate Erraute Mess f ernase Usises Desana Chery Street o o A Administration OO T G ee a a 2 ba s ae an A Online Services QA No Amure aflocatons Unet Managed 1 MP BN FES A P Allocation Details Anocabons This Week Allocation Details Room Details E Atocated C Occupied Ome Today Wes 1000013 Tau 10002013 fn 20002013 Request Type Permanent Base Enoggera Barracks QLD Occupied m naam Allocation Type Automatic Building Name Q118 Minor Units ORs Expected Start Date Thu 2 12 2010 Floor 1 Actual Start Date Thu 2 12 2010 Room Number 2 Expected End Date View details Change Room Emp Id Reference 8560761 Rank Title Private Proficient First Name Surname Gender Male Unit HQ 7 BDE ENOG Cancelled No 3 Select reason for eviction and nominate date 28 days minimum recommended gt Member approved to live off no removal Evict Occupant x gt Change of Rank Zon gt Licence to Live in revoked Eviction Date 17 09 2013 E s HAunsitabie gt No longer required to live in Cancel Confirm gt Own home deemed suitable gt Refused right to retain during deployment Occupant evicted successfully Page 56 January 14 NS ee Dp SVAN Living In Accommodation Defence tioa ia Booking and Allocation Services Group Bulk Bookings Create a Bulk Booking Who can do it On base personnel who have a regular requirement to manage multiple group
50. information to transfer booking information to RMS and the Plenary systems Notifications are only sent if there are changes since the last email Allocations and Vacations for Amberley RAAF Base QLD CANCELLED ALLOCATIONS Emp ID Rank Surname Building Floor Room Start Date End Date Contact Phone 8271186 Army Warrant E 673 G 43 20 10 2013 22 10 2013 0439511 Officer C2 XXX 8593903 RAAF Flying A 683 1 15 27 10 2013 29 11 2013 0411 757 Officer XXX NEW ALLOCATIONS 8230123 Army Warrant Officer C1 G 671 1 3 20 10 2013 22 10 2013 0432 405 xxx OL5905 Civilian Mr H 673 G 41 17 10 2013 18 10 2013 Page 23 January 14 Defence Housing Australia Booking and Allocation Services Check In and Check Out Start and Cease Contributions The check in and check out buttons will automatically commence and cease contributions for Rations and Quarters where they are payable under PACMAN For new arrivals and their subsequent departures the AD293 is no longer required for March In and March Out More about Check In and Check Out Member must be Checked In before they can be checked out Check Ins and Check Outs are immediately visible to others using the system Failure to check in in a timely fashion will trigger an automatic follow up process Failure to check out in a timely fashion will create issues for future occupations against the room VV VV Failure to return a key lf a Member vacates their room but does not return the ke
51. ing Authority of the Unit the Base Authority or Base Management position holders of the Base Unit Management Incumbent Approving Authority of the Unit the Base Authority or Base Management position holders of the Base Course Coordinator Approving Authority of the Member s Unit the Base Authority or Base Management position holders of the Base Service Provider Incumbent Base Authority or Base Management position holders of the Base Accommodation Clerk TBA Page 8 January 14 nn Dp BVA Living In Accommodation Defence Housing Australia Booking and Allocation Services The Dashboard Incoming Today and Check In functionality for Service Providers SP Concierge a clicks Check In A Online Services QA Pw icicome to DHA Online Services when key issued Incoming for Enoggera Barracks QLD Co nt ri b ut j ons Occupation Type Unit Employee Title Name Building Room LEAP Date D automatically 16 09 2013 Transit 8441624 PTETRN Kynan Broadbent N010 Transit G 2 No Check In st a rt n O AD 29 3 16 09 2013 Transit 8519567 Mr Massicks Massicks H032 Transit All ranks 1 11 No Check In 16 09 2013 Transit 8 9 RAR ENOG 8591084 PTE Declan Haigh NO09 Transit 2 5 No Check In Ot h er users h ave 17 09 2013 Transit 8250644 Wo1 Rodney Cornick H032 Transit All ranks G 6 No Check In t h e S a m e S C r e e n 17 09 2013 Transit 8237338 CAPT Michael McMahon N010 Transit 2 7 No Check In R without Check
52. it G 1 C All ranks H022 Transit G 1 A All ranks Hover the mouse over building HomeFind Action Type Reason Vacation Bulk lam attending a course Vacation Bulk lam attending a course Vacation Bulk lam attending a course Vacation Bulk lam attending a course Vacation Transit Duty Vacation Transit Duty Occupation Bulk lam attending a course Occupation Transit Business Travel Occupation Transit Duty Occupation Transit Duty Action Type Reason Occupation Transit Duty Vacation Transit Duty to show 2 export options excel amp CSV The full report will export into excel or CSV Page 11 Occupation Date 18 08 2013 01 09 2013 01 09 2013 01 09 2013 08 09 2013 16 09 2013 17 09 2013 17 09 2013 19 09 2013 19 09 2013 Occupation Date 09 10 2013 30 09 2013 Valuations Vacation Date 20 09 2013 21 09 2013 21 09 2013 21 09 2013 22 09 2013 20 09 2013 20 09 2013 18 09 2013 20 09 2013 20 09 2013 Vacation Date 18 10 2013 09 10 2013 ATM Transactions Unit 1 SIG REGT ENOG 5 AVN REGT TOWNAFB HQ 16 AVN ENOG STPP BRIS DPU ENOG ARDU EDIN 5 AVN REGT TOWNAFB Unit Rank PTE P LS LIA RSA Transactions Rank PTE P CPL CPL CPL CPL MAJ CAPT CAPT LT CAPT Surname Choose the number of days Using the drop down list to show 1 3 7 or 30 days 7Days w Surnam
53. l automatically transfer to DHA You can continue to make bookings with the respective on base garrison contractors right up to the transition date for that location After the transition date you can make new bookings or amend existing bookings via your DHA Online Services account or by telephoning the LIA Contact Centre Contacting us gt Online bookings www dha gov au gt Email us LIA dha gov au gt Telephone us 139 DHA 342 then select Option 1 then Option 3 The LIA Contact Centre is based in Brisbane and provides national support for LIA bookings allocations and associated queries The LIA CC is open from 08 30am to 5 00pm Monday to Friday regardless of where you are and what Australian time zone you are in Functionality Modules As a user of LIA you will be provided access to any of a number of functionality modules allowing you access to perform those functions in the BAS What modules you can access will be dependent upon your role and is a decision made in your chain of command Which modules you are assigned will be identified as part of pre GO LIVE workshops Page 5 January 14 nn Dp BVA Living In Accommodation Defence A Booking and Allocation Services LIA roll out dates Hunter 28 January 2014 Serco Sodexho Defence Services o Singleton o RAAF Williamtown Sydney East 10 February 2014 Eurest Support Services o HMAS Watson o HMAS Kuttabul including North Strathfield and H
54. ll do that however Unit and Base personnel can use this screen to manually allocate rooms or cancel veto requests if they wish to do so People holding the role of Unit Management will be sent an email whenever a member belonging to their Unit has a request for Permanent accommodation sitting in the Unallocated Requests list Further information on this scenario is provided under the Outstanding Requests sesction Dashboard LIA Administration Bw Online Services Unallocated Requests Unallocated requests at Enoggera Barracks QLD Occupation Date Vacation Date Emp Id Reference Rank Surname Type Reason 29 01 2014 31 01 2014 Corporal eo Bulk am attending a course 29 01 2014 31 01 2014 Corporal 2 3 Bulk I am attending a course 02 03 2014 11 03 2014 Corporal She Bulk I am attending a course 08 12 2013 Warrant Officer C2 N n Permanent Posting 02 03 2014 11 03 2014 Flying Officer Bulk I am attending a course 10 12 2013 Warrant Officer C2 Permanent Posting 29 01 2014 31 01 2014 Captain Bulk I am attending a course 29 01 2014 31 01 2014 Sergeant Bulk am attending a course 29 01 2014 31 01 2014 Corporal ie Bulk I am attending a course 29 01 2014 31 01 2014 Corporal Bulk I am attending a course 29 01 2014 31 01 2014 Corporal Bulk I am attending a course 29 01 2014 31 01 2014 Corporal Bulk I am attending a course 29 01 2014 31 01 2014 Corporal Bulk I am attending a course 29 01 2014 31 01 2014 Corporal Bulk I am attending a course 2
55. llocation Services Page 30 January 14 AN DHA EMERGENCY ROOM Defence Housing Australia PLEASE NOTE THIS EMERGENCY ROOM IS FOR ONE NIGHT S ACCOMMODATION ONLY OR UNTIL NEXT WORKING DAY PLEASE READ CAREFULLY THE ATTACHED INFORMATION Date of Arrival Datecof Departure Time of Arrival Time of Departure 1000 Accommodation Details Building Number Member Details PM Keys Number Rank Last Name Unit Unit Visiting Reason for Visit Mobile Phone Number Alternative Contact Number I certify that the above details are correct have read and understood the attached Information will vacate the room by 1000 next working day and will CONTACT DHA Ph 139 342 option 1 option 3 to make a new booking for a Transit Room if wish to extend my stay I acknowledge that lost or damaged keys will be replaced at my own expense seme DEPARTURE TIME IS STRICTLY 1000 NEXT WORKING DAY To make a new reservation please login to DHA Online Services or contact the DHA LIA Contact Centre on 139 342 option 1 option 3 or Email lia dha gov au Keys are to be signed back to the Accommodation Management Office between 0730 1600 Monday to Friday or to the Garrison Duty Officer after hours EMERGENCY ROOM OCCUPATION PLEASE CAREFULLY READ THE FOLLOWING INFORMATION This information is provided to ensure you are aware of the rules associated to the occupation of an emergency room on Base Please read carefull
56. ncel Request Modify Allocation Auto Allocation January 14 NS oe DHA Living In Accommodation Defence oaa Booking and Allocation Services Why do it e When you want to make an LIA booking for someone else for example Member breakdown of marriage needs transit LIA accommodation and e You don t care which room is allocated as long as it is in line with the room allocation rules Who can do it SADFO Base Management roles and personnel with the Approving Authority role eg Unit COs and senior staff and Unit Management roles The LIA Contact Centre can also provide assistance service Providers and LEAP Concierge do not have the ability to make an auto allocated booking How is it done From the LIA menu select Auto Allocate and enter the PMKeys number of the Member you wish to book a room for The system will display the Member s rank first name and surname Enter the start date end date type of request Permanent Transit etc reason for LIA from the drop down list and specify the Member s Unit before clicking confirm A Staff Services QA y Auto Allocate Auto Allocate Employee ID 6565059 Rank Private First Name Benjamin Surname Parker LIA Start Date sl LIA End Date Er Type of LIA Request Reason for LIA Request Army unit with response notice of 28 days T Unit l Marital Categorisation Member with Dependants Member without Dependants ca Member with Dep
57. nline Services QA zz Bulk Booking Details Base Enoggera Barracks QLD Course Type WONCO Course Name 01 2014 Warrant Officers Course Start Date 01 01 2014 End Date 31 01 2014 Number of Attendees 30 Contact Name Bronwyn Graham Contact Phone 02 111111111 Contact Email Building Name NO009 Transit Street Between Murray Avenue and Dalziel Street Cancelled No Cancel Booking Modify Export to PDF Attendees Attendee Type Member Employee ID Search Employee ID Rank Title Name Gender 8237775 PTE P Mark Hi Male 8049858 CAPT Brett D Male 8261841 MAJ RobetH Male 8045212 LCDR Anthony Hk Male Page 60 January 14 A DHA Defence Housing Australia Living In Accommodation Booking and Allocation Services Assigning Names to the Group Bulk Booking Once a Group Bulk booking is made the Course Coordinator can assign individual names to show who will be occupying each of the allocated rooms Course Coordinators are required to enter names into the system directly ADF Members Defence Public Servants and non ADF Members eg foreign nationals or contractors can be entered by selecting the relevant drop down option ADF Members and Defence Public Servants are added using their PMKeys Number Once an attendee is entered into the system the allocated room will display next to their name see screen shot below Some Service Providers are NOT permitted to issue keys when individual names have not been pr
58. nt Allowance Calculator to work out what your Rent Allowance entitlement might be Please call DHA on 139 342 139 DHA if you have never received login details to gain access to DHA Online Services For Lessors Any Member with access to DHA Online Services can make an online booking for themselves by selecting Apply for LIA from the LIA menu Enter the details and click submit A Online Services QA Apply for LIA Apply for LIA LIA Start Date 01 10 2013 F LIA End Date 0340 2013 EH Type of LIA Request Transit T Reason for LIA Request Duty LIA Base Enoggera Barracks QLD Whatis your current marital d Member with Dependants categorisation ee Member without Dependants d Member with Dependants unaccompanied Cancel Submit Page 17 January 14 S Dy a VAN Living In Accommodation Defence o Booking and Allocation Services If a room is available that meets the local room allocation rules the following message will appear Your request for Transit LIA at Borneo Barracks Cabarlah QLD from My LIA dates 01 10 2013 to 03 10 2013 has been received by DHA and a Level 1 room have changed has been allocated to you would like to cancel my LIA would like to decline my LIA Nil LIA If a room is not available the Member will be advised accordingly If it is a e Permanent LIA request that cannot be met the Member will be automatically pre
59. omebush o HMAS Penguin o HMAS Waterhen o Victoria Barracks o Randwick Barracks Sydney West 24 February 2014 Serco Sodexho Defence Services o RAAF Richmond o RAAF Glenbrook o Defence Establishment Orchard Hills o Steele Barracks Moorebank o Holsworthy Victoria 10 March 2014 Transfield Services Simpson Barracks including Maygar Barracks RAAF Williams Laverton and Point Cook RAAF East Sale HMAS Cerberus Puckapunyal Anglesea Barracks O O O O O Northern Territory Mid March 2014 Western Australia Early Mid April 2014 South Australia Mid Late April 2014 Shoalhaven and Tasmania Late April 2014 Canberra Early May 2014 Riverina Mid May 2014 Page 6 January 14 DHA Defence Housing Australia Living In Accommodation Booking and Allocation Services Base Authority Base Management Service Provider Approving Authority Unit Management Course Coordinator Accommodation Clerk Page 7 Description Overall management of the Base Assists Base Authority Housekeeping and Concierge functions PACMAN Delegations Assists the Approving Authority Course bookings and panelling course members Books LIA for any member at any Defence base throughout Australia User Roles SADFO and BSM Possible 1 2 additional SADFO Representatives BSM Representatives Garrison Contractors Plenary Concierge Heads of Resident Units
60. ookings the allocation will i be cancelled after 6 days Service Provider and LEAP Concierge Tip Be sure to Check In on the day of arrival and Check Out on the day of departure to avoid the Member receiving a failure to arrive vacate unnecessarily amp to ensure correct contributions are charged to the Member Page 14 January 14 gt Dp BVA Living In Accommodation ee O Booking and Allocation Services Pay Processing amp Other Arrangements AD293 Processing Service Providers to continue to finalise AD293 paperwork for bookings that occupied LIA prior to the GoLive date as per current practices For any new arrivals DHA will automatically commence and cease pay transactions for rations and quarters as per PACMAN rates where this policy requires contributions to be made AD293s are no longer required for new arrivals and their subsequent departures Variations when Member is Field at Sea or Deployed Defence and DHA have an established process using the Deployment Housing Retention Form to manage variations during a tenancy for when Members are deployed on ADF Operations Units are now required to send this form to the DHA LIA Contact Centre via an email attachment to LIA DHA gov au for members who are retaining LIA whilst being deployed For Members who are at sea or under field conditions for more than 21 days Units required to advise the DHA LIA Contact Centre via email to LIA DHA gov au with the date the fi
61. ovided Attendees can be deleted using the garbage bin next to their name This will not reduce the beds assigned to the Group Bulk Booking this can only be done by amending the booking see below Where a Group Bulk Booking has been made via the LIA Contact Centre the activity POC can provide the names to the LIA Contact Centre who will enter the details into the system lf names are not entered by the Course Coordinator or provided to the LIA Contact Centre 5 days before the start date the system will automatically allocate the Course Name to the bed Note DHA is working on additional functionality to upload attendees via an Excel file Page 61 Number of Attendees Contact Name Contact Phone Contact Email Building Name Street Cancelled Created By Cancel Booking Attendees Attendee Type Employee ID Employee ID Allocated Rooms Building H024 Transit All ranks 13 CPL Tina Tilley 02 1000 2500 H024 Transit All ranks Lavarack Parade No steve Ddefence gov au dhadev 28 10 2013 12 01 PM Modify Export to PDF Member Search Rank Title Mr Rooms G 1 A G 1 B 1 4 A Room Availability for Enoggera Barracks QLD Building Floor H024 Transit All ranks v All Floors Allocated _ Occupied Weekly View w Offline Vacant January 14 gt NS ean Dp SVAN Living In Accommodation Defence onata Booking and Allocation Services Course Coordinator
62. r Mrgn gt Mods High Density G 2 Meo Check In Conte Transit 287 102013 Transit B80 LCDR Andre P033 Officen SINTO 2 5 No Check In Transit 2328 102013 Permanent 1 REGT RAA BS PTE Boyd Pos 1 REGT RAA 0Rs 1 3 Mo Check In IENOG 288 102013 Temporary 85 CPL Robe O10 Transit 9 No Check In 28 10 2013 Temporary a2 SGT Peter PoS6 0ficen SNC 2 6 4 Mo Check In Transit 2328 102013 Transit a2 CPL Anakil Po2s Female PUA All 2 6 1 Moa Check In ranks Bulk Incoming K Barracks QLD Occupation Date Name Building Number of Attendees 23 10 2013 MID PLANNING CONFERENCE Moss 9 RAR ORs 5 25 10 2013 496170 FPCU 10 Moos Transit 34 28 10 2013 Exercise amp Troop Training 713 SIG Nos High Density Transit 16 23 10 2013 1 Regt RCB 103 P028 Female PUA All ranks 4 25 10 2013 492193 C2 DRIVERS COURSE NO014 Transit 33 25710 2013 Feu 10 M010 Transit 6 25 10 2013 TRAINING WEEKEND HoO24 Transit All ranks a 2010 2013 MID PLANNING CONFERENCE P028 Female PLA All ranks 2 23 10 2013 1 Regt RCE 103 Mod4 Transit 4 23 10 2013 212840 BGCsS Mounted Mo14 Transit 2 Click on the relevant bulk booking this will display all attendees You can bulk check in all the attendees by clicking the top tick box see yellow below or simply start ticking the boxes ee BK Incoming Today Sa pane Sore m ccupation Date me Employee ID 7 Buding 23 10 2013 85 7 NOSS 8 9 RAR ORs 23 10 2013 ol NOS9 8 9 RAR ORs La
63. rate information on Eviction 3 Or allocate a specific room that the BAS is not authorised to auto allocate to eg a different rank group or a Unit Managed room Pw Request Details Request Details Available Rooms Allocated No Base Enoggera Barracks QLD Unit 7 CSSB ENOG Request Type Permanent lt q Occupation Date 14 01 2014 lt q Vacation Date Emp Id Reference Rank PTE P Surname Walker Gender Female Request Reason Posting lt q Marital Categorisation MWOD Mandatory No Evicted No Living In Meals No E cian nsec Cancelled No Created By DHA 24 09 2013 5 19 PM Cancel Allocate Page 40 January 14 gt N gt DD BVAN Living In Accommodation Defence Housing Australia Booking and Allocation Services Outstanding Issue Tenancy in Same Location If a Member requests LIA in a location where they already occupy a suitable housing solution an Outstanding Issue flag will be raised against the request The system will not allocate a room until the Unit has approved the request The PACMAN delegate for this approval is the Member s CO OC or XO not below the rank of MAJ E The CO OC XO not below the rank of MAJ E is required to either 1 Allocate the request and therefore approve the request under PACMAN or 2 Cancel the request Allocate Request x Base Enoggera Barracks QLD Room Building P028 Female PLIA All ranks Floor 1 x Room 3 2 x Cancel Allocate M
64. s The following scenarios are managed by the Service Provider the DHA LIA Contact Centre and DSRG and are visible to Unit personnel for information There may be occasions where the matter is referred to Unit Representatives to assist in resolution e Failure To Vacate e Allocation Cancelled Due to Room Offline e Change of Vacate Date Conflict Page 39 January 14 NS a Dp SVAN Living In Accommodation Defence o Booking and Allocation Services Outstanding Issue Mandatory Member If a Posting Order is received by Toll DHA for a Member who is deemed required to occupy LIA unless otherwise approved to live off base under PACMAN and the system is not able to auto allocate that Member into an LIA room in accordance with the agreed rules for that site an Outstanding Issue flag will be raised and an email sent to the Unit Remember the BAS will stop looking for LIA for Toll DHA requests 12 business days before the Member leaves their losing locality The CO OC XO not below the rank of MAJ E is required to either 1 Cancel the request which will approve the member to live off base Allocate Request x Base Enoggera Barracks QLD Room Building P028 Female PLIA All ranks Floor 1 x Room 3 2 x Cancel Allocate Manual Allocation Required No Cancel Request Allocate Request 2 Or evict another member approving that Member to live off base and manually allocate the mandatory member to the now vacated room See sepa
65. t Allocation Report for Enoggera Barracks QLD 1 Day Building Floor Room Action Type Reason Occupation Vacation Unit Rank Surname Gender Furnished Number Date Date H022 Transit G 1 C Occupation Transit Duty 09 10 2013 18 10 2013 PTE P Male Yes All ranks H022 Transit G 1 A Vacation Transit Duty 30 09 2013 09 10 2013 Male Yes All ranks Choose the number of days Hover the mouse over building You will see 2 export options excel amp CSV The full report will export into excel or CSV Using the drop down list click your preferred number of days to view TIP Use the daily email notices or the Allocation Report to book and plan March Out and March In inspections in consultation with the Member Page 27 January 14 gt DB eyAN Living In Accommodation Defence o Booking and Allocation Services Failure to Arrive The Dashboard shows all arrivals for today in black text Arrivals for previous days that have not arrived and been checked into the system are shown in red At 8pm on the day after arrival the system will send an email to the Member advising them of the failure to arrive They are told to contact DHA if they still require the booking Transit allocations are cancelled after the 3rd day if the Member does not contact DHA to amend the booking Permanent and Groups are cancelled on the 6 day however the LIA Contact Centre is also Service Providers
66. t date to ensure members are manage segregated rank bookings accommodated appropriatel automatically pprop y Arriving Early or Staying Later Members who need to arrive before a bulk booking commences or leave after a bulk booking ends will need to make a separate LIA request for the additional days These additional days are not guaranteed to be in the same room as the bulk booking so the member may have to move rooms at a point in time Page 59 January 14 NS ena Dp SVAN Living In Accommodation Defence onata Booking and Allocation Services Adding Attendees to Group Bookings Why do it gt Provide the Course staff with a summary list of where people are accommodated gt Allocate rooms according to Course sections gt Allow key packs to be prepared for individuals gt Ensure responsibility for the room is assigned to the occupant not the Course Coordinator When should it be done Names can be assigned to the group booking at any time after it is created Names should be finalised 5 days before the arrival date If names aren t provided the beds will be assigned to the group booking name and the nominated group booking Point of Contact will be responsible for the keys and the condition of the rooms on departure There is no guarantee of accommodating gender requirements under this circumstance You can also export the information to PDF and delete attendees by clicking on the small bins icon A O
67. tance Service Providers and LEAP Concierge do not have the ability to make a manual allocations How is it done There are two ways you can do a manual room allocation From the Room Details Screen and from the Unallocated Requests Report Law Staff Services QA From an Unallocated Request Pre unaiiocated Requests a From the Unallocated Requests Report click on the booking gnatecatedrequests at Kokoda Barracks Canungra QLD you want to manually allocate to display the Request Details poccuraton Date Vacation Date Emp ldiReference 13 09 2013 06 12 2013 8588975 Private Trainee below Identify the room you wish to allocate from the 25 09 2013 26 09 2013 2221649 Warrant Officer C2 1 1 25 09 2013 26 09 2013 8236925 Warrant Officer C2 Available Rooms list on the right hand side of the screen ang 251092013 26 09 2013 8592441 T click Allocate Request 22 09 2013 26 09 2013 8244214 Major 30 09 2013 11 10 2013 8561772 Sergeant 30 09 2013 11 10 2013 8242212 Sergeant 30 09 2013 11 10 2013 8260435 Major 30 09 2013 11 10 2013 8245808 Warrant Officer C2 ieutenant Colonel Request Details Available Rooms Allocated No Building Floor Room Base Kokoda Barracks Canungra QLD NO16 1 N016 1 7 Request Type Bulk N016 1 9 N016 1 10 Occupation Date 13 09 2013 B040 1 17 Vacation Date 06 12 2013 B040 1 19 Emp Id Reference 8588975 B013 C and D Block 3 4 D B013 C
68. to be the Member s responsibility to declare each booking as duty or non duty The respective on base stakeholders can access the BAS for information on who is due to occupy rooms for non duty reasons use the Allocation Report and look for non duty under Reason A Online Services ps Allocation Report Allocation Report for Enoggera Barracks QLD 41 Day v Floor Room Action Vacation Unit Rank Surname Gender Furnished Reason Building Type Occupation H023 Transit All ranks H024 Transit All ranks H033 2 GHB ORs H033 2 GHB ORs NO009 Transit N010 Transit NO10 Transit N014 Transit Number 1 A 1 A 28 Occupation Occupation Occupation Occupation Occupation Occupation Occupation Occupation Transit Transit Permanent Posting Permanent Posting Transit Duty Transit Duty Temporary RSA Transit LIA Transit Duty Date 29 10 2013 29 10 2013 29 10 2013 29 10 2013 29 10 2013 29 10 2013 29 10 2013 29 10 2013 Date 31 10 2013 01 11 2013 31 10 2013 31 10 2013 31 12 2013 30 10 2013 2 GHB ENOG 2 GHB ENOG PTE P PTE P PTETRN PTETRN Mr SGT PTE P Male Male Female Female Male Male Male Male Yes Yes Yes Yes Yes Yes Yes Yes Rationing for Bulk Bookings Service Providers have contact details for group bookings and can liaise directly with the Point of Contact
69. ving In Accommodation Defence ionia Booking and Allocation Services Back to Back Bookings Weekdays The BAS will accept back to back bookings on week days so a person could vacate a room on the same day the next person is arriving Service Providers should use the Allocation Report to determine where rooms need to be turned around in the same day Weekends and Public Holidays The BAS will NOT allow back to back bookings on weekends when cleaners are not available to turn the room around Where a user attempts to make a back to back booking on weekends or public holidays the BAS will display a message advising the user to contact DHA The LIA Contact Centre can over ride this restriction in circumstances where DSRG and the Service Provider agree that the weekend room servicing can be completed Page 35 January 14 NS S Dye VAN Living In Accommodation ee Booking and Allocation Services Short Notice Requests 2pm cut off Any individual or bulk booking request made after 2pm for that night or after 2pm Friday for Friday through Sunday night is considered a short notice request It is not possible for an auto allocation or manual allocation to be made for short notice requests Any user requesting LIA after 2pm for that evening or after 2pm Friday for Saturday or Sunday night will receive the message shown below A Online Services QA Pw pp iy for LIA Apply for LIA Your request for LIA can not be
70. y v Rooms are provided as emergency for no longer than one night or until next working day if weekend You must vacate within this timeline this room is needed for continued emergency use Exceptions to this will only be accepted through Unit approval and notification of this approval to DHA by the Unit Housing Authority If a longer occupation is required on Base you will need to occupy alternate available transit rooms access DHA Online Services to complete a request for a transit or permanent room where relevant If you do not have an Online Services account contact the DHA LIA Contact Centre on 139342 option 1 option 3 Whilst your occupation will be outlined by the Duty Officer you should notify the local Base Garrison Contractors or Accommodation Office of your occupation the next working day This is required for occupational health and safety and cleaning requirements for the room A contribution may be payable for this room and will be automatically processed to ADFPAY If you are a Member with Dependants MWD with other accommodation in this posting location you are required to obtain approval from your Unit CO OC to occupy a room on Base including emergency rooms You should speak with your Unit regarding your occupation as soon as possible A higher rate of contribution could apply to your room if you have other suitable accommodation in locality If you have any questions regarding the occupation of your emerg
71. y Service Providers are still required to Check the Member out in the BAS If the Check Out is not done then the automatic Failure to Vacate process and associated messages will be sent to the Member and any contributions will continue incorrectly resulting in Defence having to arrange a repayment to the Member lf there are security concerns over the Member retaining the key whilst another Member occupies the room then take the room off line until the key can be recovered or replaced Auto Departure Service commence without Provider not returning checking room key Member out Overcharging Failure to of room Vacate contribution process Check Out Departure No Failure to without returning room key Page 24 and if Contributions required take room Offline Vacate Process initiated ceased correctly January 14 S Dy a VAN Living In Accommodation Defence O Booking and Allocation Services Bulk Check In and Check Out Service Providers can speed up the check in and check out process using the daily dashboard NOTE this bulk check in check out only works for bookings made via the BAS bulk booking functionality so it will not work on bulk bookings made prior to your GO LIVE in the BAS Bulk Check In arii 02013 Transit BEN LS Benja iih 0OT4 Transit 2 18 Mo Check In 271102013 Bulk OL aoa Mr Group a HO22 Transit All ranks 2 6 D Mo Check In 27 10 2013 Transit Aq M

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