STEPIMS Consolidated User Guide (Housing AHS)
Contents
1. Last Updated By Last Updated Case Status Proposed Referral NEW REFERRAL There are buttons in the top right Click the Save button to save your work A message in green font will display for a few seconds at the bottom of the screen if the save was successful Case was successfully saved Click the Cancel button to reset the data fields to how they were when the case was last saved You will get a pop up box asking you to confirm you wish to cancel the changes you have made le Cancel If you proceed a message in green font will display for a few seconds at the bottom of your screen if the save was successful Case changes cancelled and screen refreshed successfully This function is only available to Agency Managers If you have entered a case into the system by accident e g put in the same E referral twice ask an officer with Agency Manager access or email elete the AHS STEPIMS Administrator at ahs ptm housing wa gov au to delete the case in question STEPIMS Housing Users Guide Remote Indigenous Housing updated May 2015 V1 0 17 The grey banner contains four fields HOME CASE AGENCY USER REPORTS LEE re Delete Last Updated Case Status Proposed Referral Case ID 1 Last Updated By 7 7 E Case Status This field shows the status of the case and will update as you save a record Case ID This is a unique number allocated to each case The ID will be 12. Visitors 1 LAST CHANCE Total Score 14 n E pipe Ed Ed E Ready for Management Approval Ready For Management Approval STEPIMS Housing Users Guide Remote Indigenous Housing updated May 2015 V1 0 43 Log Comments To add a Log click on the Add New button LOG COMMENTS Log Type Date Log Comments Outcome Lock History of Changes 4 HB No logs found Select the Log Type from the drop down option complete the date and Log Comments LOG COMMENTS Log Type Date Log Comments Outcome Lock History of Changes 4 Add New Go to Case Log Print Report D No logs found The types of actions can be logged are Phone Call Client Phone call with the client Unsuccessful attempt to contact the client by phone Phone Call Other Phone call to other parties Meeting Client Meeting with the client Phone Call Missed Client Meeting Missed Client Unsuccessful attempt to meet the client Meeting Client and Housing Meeting with the client and the Housing Officer When the client did not attend a meeting with the Service Provider and the Housing Officer Meeting Missed Client and Housing When the client attended a meeting with the Meeting Client and Other Service Provider and other agency e g Centrelink STEPIMS Housing Users Guide Remote Indigenous Housing updated May 2015 V1 0 44 When the client did not attended a meeting with
3. E Government of Western Australia OPENING DOORS la Hou sing Authority To Affordable Housing at b Support and Tenant Education Program Information Management System STEPIMS User Guide Housing Staff Remote Indigenous Housing STEPIMS Housing Users Guide Remote Indigenous Housing updated May 2015 V1 0 Contents INTRODUC FON eT 4 MTT 4 ACCESS Eo C co 4 CONFIDENTIALITY OF INFORMATION 5 PASOWORD SECURITY E 5 LOGGING ON TO STEPIMS nene nnn nne nn nne nn nne ne insane siae rsen 5 TRAINING AND PRODUCTION DATABASES ccc cece ceccecceeec ceases nnne nennen nasse nna nens 6 Wore gies OO E E 6 Klee HOr S SO BO ena T w l 8 Display Information Agency Database and User Details 8 General INAVIO AUC NN T T 8 Mandatory SC OS EE 9 RH SIS mM I C In 10 Drop Down Liste 10 Large Text Fields cccccccccccscceececceeceeceeceecuesecaucceeceecueseesuesaesuesaeeaeeceeceeseesensensaesaes 10 FUNG MANAGER NC 11 mie Menu E Ee le NUR T Um 11 medi ANS NN setae E nel sees asi este 11 Gase ell rata e FIOT ERR ERE AMS 11 Case Summary for Housing Office eesssssssessssssseseeeeee nennen nne nnne nnn nnn nns 11 FA CRESU RET Umm 12 Mtis eere E TTE 12 CASE
4. Select the Ready for Management Approval box and save the record see below A Case ID No is automatically generated and the referral is electronically passed to the Regional Team Leader Manager for approval STEPIMS Housing Users Guide Remote Indigenous Housing updated May 2015 V1 0 20 Example of a Completed Referral NOTE You will have selected Aboriginal Housing and not Public Housing in the first Program drop down menu Bob Brown 1 Smith STREET GLENDALOUGH WA 6016 St ancel Case Status Referral Pending Approval Region VIEW EDIT REFERRAL Program Agency Housing Office Referral Type Referral Date Tenancy Tenant First Name Tenant Last Name Customer ID Person ID Aboriginality CaLD Tenancy Account Contact Phone Unit No Suburb Town Referral Reasons Rent S Tenant Liability S Referral Reason Comments Goals Expected Outcomes Family Type Previous History of Tenancy Support Advocates and Other Relevant Services Working With Household Tenancy Risk Assessment Are there any worker safety concerns and or key details Matrix Template Payments Going Away Home Yard Tenant and Household Visitors Total Score Ready for Management Approval Case ID 1820 Last Updated By Ursula Moss Last Updated 07 10 2014 10 42 15 Public Housing D Referring
5. BAYU 10000 Mara berg aora Agina oborg0 4 ObcTQU Conor mon OD MINR 10061 a BU Oe ME TUNE Lorna e ATTON MON n BOLL peering Brera TUST DIA Hia ARID TT ee HADH 1870 CYAKASTIIAR or demi eer it 2102014 IS VAKACIDTAR LUMBER Sen Nein Hu AKA z a EE ATOM 2201020 iip gue a aa IMOWIUM MAWON 1 oa dtd ora 10 204 De TV 4 SU EUR ATTI U14 iT ORO iTH OCTO 84 Volle k chieh ft 15402054 Marra Worra Worra Aboriginal v Corporation 2 selected v All Iz and Agency Marra Weezer dea Abeer CIR at Mera FST dech Assen Corpor mon Mkrch eS VOTE Dre Corona Mera Venrra ora Ais Cr Tid Jean Mara Zeg oa Ass Corpora MAETI YESTE erra ADOoncnus me p e e e Mara Yeats Wiara Aiari mege e e e Migra Veorra dora Aisseng Corner ation Mara Worn Ward Aer Carper nt Marrs Wor cora Arar Corpore CASE Menu Option Case Search n This option allows you to search for cases You can go directly from the Search Results area into the client details screen To search you can enter details in a number of fields and make selections from the drop down options search criteria may be entered in the following fields e Agency Case e Tenancy Account e Case ID e Client First Name e Client Last Name STEPIMS Housing Users Guide Remote Indigenous Housing updated May 2015 V1 0 47 Search criteria may be selected from the following drop down options
6. Agency Manager STEPIMS Housing Users Guide Remote Indigenous Housing Close Date Disabled LastName EN Email Administrator 01 10 2014 09 10 2014 Housing Manager 01 10 2014 09 10 2014 Administrator 01 10 2014 07 10 2014 Agency Manager 01 10 2014 07 10 2014 Housing Manager 01 10 2014 07 10 2014 Job Title History Start Date End Date gt n updated May 2015 V1 0 Job Title History The Job Title History displays the history of the user and provides the duration of when they had particular access to STEPIMS The Privileges and Report Privileges have default settings for each Job Title When the Job Title is changed so will the Privileges and Report Privileges Privileges Report Privileges Rene Agency Manager Agency Manager Administrator C Administrator _ Agency Add Agency Update _ Agency View dl Cases Delete Cases Update Log Comment Delete Today My Cases D nmerue 2Amii Lu Pi UN Reports View Referral Approval Region _ Users Add _ Users Delete Kam Note Report Privileges are ignored for Administrators L4 Active Cases Report Agency List Unformatted Case File Note A Case List Unformatted e CHEM A UE EI TU ARIS M PER Case Overview Report Closed Cases Log Comment List Unformatted Li Referral Report dl Reviews And Closures IV User List Unformatted Agency Case Officer RUAH Community
7. INITIAL MATRIX Payments 3 TAKE ACTION Going Away 5 ALL GOOD Home 2 ACTION NEEDED URGENTLY Yard 2 ACTION NEEDED URGENTLY Tenant and Household 1 LAST CHANCE EJ ESTEST EST EST ES Visitors 1 LAST CHANCE Total Score 14 n Ready for Management Approval Ready For Management Approval ER STEPIMS Housing Users Guide Remote Indigenous Housing updated May 2015 V1 0 19 Referral Types The Referral Types are e New Living Skills e Housing Applicant e Education Early Intervention e Tenant Support e High Intensive Tenant Support The Referral Reasons area will display a number of Primary and Secondary tick boxes based on the selected Referral Type Atleast one of the Primary boxes must be ticked For example a Tenant Support or High Intensive Tenant Support referral will display the following Primary boxes e Arrears e Property Standards e Disruptive Behaviour Note Once the Referral Reason s have been entered you are able to save the record An error message will pop up if any details are missing or have not been completed The Referral Reason Comments text box is used to provide further details about the referral i e Tony has been issued with one strike for disruptive behaviour caused by extended family making a noise late at night and hassling the neighbours and visitors to nearby units When all the information has been entered the form needs to be approved
8. A log comment can be deleted within 24 hours of the log being recorded This should only be used when it is entered onto an incorrect case STEPIMS Housing Users Guide Remote Indigenous Housing updated May 2015 V1 0 45 The History of Changes field allows you to view a history of each Log Hint A limited number of Logs can only be seen at a time use the scroll bar on the right if you wish you view all the Logs Program Post Exit Review Post Exit Reviews must be completed by the Housing Services Officer and these should be completed 3 and 6 months following the Tenant s exit from STEP In order to complete the Post Exit Review the Housing Services Officer will need to e Conduct a Property Inspection to record property standards e Talk to the Tenant regarding their progress e Record the tenant s Keeping My Home Matrix scores To record the Post Exit Review click on which will display the screen below If the Post Exit Review was unable to be completed tick the Unable to complete review box and write the reason in Review Comments Lunar Eclipse 1 Milky WAY GALAXY WA 6000 Save St anc Delete bunt Referral Case Status Case Closed Case ID 1825 Last Updated By Ursula Moss Last Updated 08 10 2014 3 09 20 PROGRAM POST EXIT REVIEW Add Post Exit Review 2 Post Exit Review 1 Date 21 11 2014 Unable to complete review T Reviewing Officer Andrew Pratt D Job Title Housing Services Officer POST EXIT REVI
9. Menu Option lsesssesssssssseeenennee n I m enne nnn nne mnn nenne ne nni nasse sse rere nnns 13 S c eel 6 RR EET ee een A 13 CA Em ACA NOW 16 ELER RT PEE E E E E E E E E E E 17 NON ROI ae EE 19 asso 20 Example of a Completed Referral ccccccceccecceeeseeceeeceeeeeeeeeceeeseeeeeeseeseeeseeeeeeseees 21 ero Red ene 22 Program Post EXIt TEE 24 PAD POW Al REJON aa A E VI VID Pru 25 Program Post E 25 USER Menu Optpon 26 Be B E 26 JOD WAC Te e T 20 DEFAULT PRIVILEGES FOR STEPIMS USERS eese nnns 29 REPORT Men Ee 9 9 DE 30 ROUSING OFFICER AC UOS E 33 STEPIMS Housing Users Guide Remote Indigenous Housing updated May 2015 V1 0 2 HOME Menu Option ssssssesssssesseeneennenen n n nn nnne nnnnnemnn nne nnn nn nni nisse serrer 33 m a ea T Omm 33 Case cumma FIOT E 33 Case Summary Tor Housing ONCE tee ee tee Nequc a tung neto e 33 Case Summary for Housing Office 33 Seren EN 34 Last o bog COTM CNIS e erent ed emus vitium euet nM IET DU NIME EIE MEE EI E 34 CGA zoo TT 35 AM IM EE 35 CA E A 38 UNG TIAL Eege 39 IST OC it tera tee TIT TTE 41 Biss TYDE a 42 Example of a Completed Referral ccccccccecceccseeseeeee
10. Officer Ursula Moss D RUAH Community Services Office Contact Number 99999999 Mirrabooka Office Email Referring Officer housing wa gov au High Intensive Tenant Support Round 0000 04 08 2014 Round Contact Number 99999999 Single Tenant Joint Tenants mp Yes ONo TENANT DETAILS 1 Bob Gender Male Female Brown Date of Birth 19 10 1973 BBWY92000B Aboriginal CaLD Background Unknown ze Delete Tenant 1 s Es Language Preference English q Add New Tenant E 6666666666 0499000000 Alt Contact Phone ADDRESS Steel No 1 Street Name Smith Street Type STREET E GLENDALOUGH Postcode 6016 Primary Secondary E V Arrears 7 Abuse Violence Health Issues 7 Family Issues V Property Standards Legal Issues E Financial Issues E Hoarding Disruptive Behaviour 200 00 Water 500 00 750 00 Other Tenant has Mental Health issues which impact on his ability to sustain his tenancy Tenant will not el engage with any of the agencies supporting people with mental health issues and admits to not taking his medication I have discussed STEP with the Seek Centrepay assistance and enter into a repayment arrangement To seek medical assistance with his health issues to improve and maintain proerty d standards bd gt Single Person under 55 with no childre Other Household Members Adults D Chi
11. Services To Housing Offices L Case Add Referral Only Edit Post Exit Review d Log Comment Add dl Agency Periodic or Annual Report di Exit Form Report 030 2014 02 10 2014 020 2014 020 2014 02 10 2014 01 01 2010 Agency Delete Cace Dont Limit User To Agencies i ase Doni It User 10 Agencies Cases Add Post ExitClosure rij KEE Ed Logs Et f mmn unt Dun op r Log Comment Delete SC SEPEN A r nea fer Referral Approval Head Office 7 Reviews Delete Y Case List Referral Reasons Unformatted i4 Referral Report Details 06 08 2014 14 19 33 STEPIMS Housing Users Guide Remote Indigenous Housing updated May 2015 V1 0 28 DEFAULT PRIVILEGES FOR STEPIMS USERS Default privileges for STEPIMS Users The table below show the default privileges for each user access Agency Case Housing ito Agency Case Housing Agency Case Housing Housing Privilege Name Manager Officer Enguiry ICT Manager officer Enquiry Administrator Ill ll Agenor Add ll ll li Agency Delete J J Agency View J pov p mem LL LL LL user to Agencies l Case don t limit e Offices Case Add Cases Add Cases Delete Cases Update Edit Logs Post Exit Closure Edit Post Exit Reviews Log Comment Log Comment Delete Log Comment Delete toda My cases Referral Approval Head Office Referral Approval Region Reports view Re
12. Street Name Smith Street Type STREET J Suburb Town GLENDALOUGH Postcode 6016 Primary Secondary E V Arrears E Abuse Violence E Health Issues E Family Issues Referral Reasons V Property Standards Legal Issues Financial Issues Hoarding v Disruptive Behaviour Rent 200 00 Water 500 00 Tenant Liability 750 00 Other Tenant has Mental Health issues which impact on his ability to sustain his tenancy Tenant will not Referral Reason Comments engage with any of the agencies supporting people with mental health issues and admits to not taking his medication I have discussed STEP with the m Seek Centrepay assistance and enter into a repayment arrangement To seek medical assistance with his Goals Expected Outcomes health issues to improve and maintain proerty bs bs standards Family Type Single Person under 55 with no childre Other Household Members Adults D Children Under 16 D Previous History of Tenancy Support yes No Advocates and Other Relevant Services Working With e Household J Yes 9 No Tenancy Risk Assessment Are there any worker safety A e If yes please provide details concerns and or key details Yes No s Matrix Template Public Housing INITIAL MATRIX Payments 3TAKE ACTION E Going Away 5 ALL GOOD Home 2 ACTION NEEDED URGENTLY Yard 2 ACTION NEEDED URGENTLY Tenant and Household 1 LAST CHANCE
13. e Agency this field automatically defaults to your agency e Case Status All Active Case Only All Include Closed Withdrawn Cases Referral Ended at Referral Stage Waitlist for Assessment Under Assessment Ended at Assessment Stage Waitlisted Case Open Case Terminated Early o Case Closed e Program AHS or Public Housing o All Programs o Public Housing o Aboriginal Housing Services e Complete Review Date o All o In Last 10 Days o In Last 30 Days o Custom select a date range e Referring Officer Choose from List of Names of Housing Officers or the option to check all officers is available e Round Choose from a list of Housing Office Round Numbers A Round is a group of houses covered by a Housing Services Officer Only applicable if Direct Managed e Housing Office Choose from a List of Housing Offices or the option to check all offices is available e Assessing Officer Choose from List of Assessing Officers or the option to check all officers is available e Case Worker Choose from List of Case Workers or the option to check all officers is O O O O O O O O O available e Co Worker Choose from List of Co Workers or the option to check all officers is available e Case Last Updated o All o In Last 10 Days o In Last 30 Days o Custom select a date range STEPIMS Housing Users Guide Remote Indigenous Housing updated May 2015 V1 0 48 A search may be narrowed by completing as much of the Search Criteria
14. shown below The Case Add New menu option allows you to create a referral in STEPIMS Click on the Case Add New link HOME CASE AGENCY USER REPORTS Cass Search prog 7 39 Add New bes rams Co Woneer Clap Fart Marne Clint Last Kamer Completed Been Date AN D Cane Lest Updated Ai iH Lee Tamers 3 da Dew xw The New Referral screen displays HOME CASE AGENCY USER REPORTS Save Cancel Delete Case Status Proposed Referral Case ID 1 Last Updated By Last Updated NEW REFERRAL J Program D Referring Officer D Agency D Office Contact Number Housing Office D Office Email Referral Type D Round Referral Date 06 10 2014 Round Contact Number E Tenant at immediate risk of E Tenancy Single Tenant Joint Tenants eviction Yes No TENANT DETAILS 1 Tenant First Name Gender Male Female Tenant Last Name Date of Birth Customer ID Person ID Aboriginality CaLD Background EJE CaLD Language Preference Delete Tenant 1 g Add New Tenant Tenancy Account n DoPostBackWithOptions new WebForm PostBackOptions ctlOSbtnLandingPage Alt Contact Phone STEPIMS Housing Users Guide Remote Indigenous Housing updated May 2015 V1 0 38 Menu Bar The area in the top blue banner will look like this HOME CASE AGENCY USER REPORTS B Save WiiCancel Delete Case Status Proposed Referral Last Updated By Last
15. the ECHTER dH aH ODD Service Provider and other agency e g Centrelink Meeting between Service Provider and Housing Meeting Housing that was not attended not used for Six Weekly Meeting Meeting cancelled between Service Provider and Housing not used for Six Weekly Meeting Letter Client When a letter is sent to the client Letter Housing When a letter is sent to Housing Meeting Missed Housing When the Six Weekly Meeting is scheduled Outcome of the Six Weekly Meeting When there is need to purchase goods services to support the client in meeting their goals provision of material assistance for the purchase of essential goods removalists and storage and or specialist services that are not offered by the agency or available from a free service e g counselling family mediation mental health and psychiatric services occasional childcare etc Meeting Six Weekly Meeting Brokerage To record a log select a Log Type and then record the date of the action in the Date field which can be backdated Use the Log Comments Outcome to provide further details Once you have completed your Log save the record After a log comment is entered save the record Log comments can be locked by clicking on the Lock box Once locked the log cannot be updated further Note Irrespective of when the log was entered it will be sorted by the log date not by the date it was entered into the system
16. until a case is successfully saved Last Updated By This displays the name of the user who last updated the record Last Updated This displays the date and time the record was last saved STEPIMS Housing Users Guide Remote Indigenous Housing updated May 2015 V1 0 18 New Referral When a tenant has been identified as a suitable STEP client the Referring Officer will complete the Referral section You will select Aboriginal Housing not Public Housing in the drop down menu HOME CASE AGENCY USER REPORTS Bob Brown 1 Smith STREET GLENDALOUGH WA 6016 LI Cancel Delete Case Status Referral Pending Approval Region Case ID 1820 Last Updated By Ursula Moss Last Updated 07 10 2014 10 42 15 VIEW EDIT REFERRAL Program Public Housing D Referring Officer Ursula Moss D Agency RUAH Community Services D Office Contact Number 99999999 E Housing Office Mirraboo D Office Email Referring Officer Qhousing wa gov au Referral Type High Intensive Tenant Support Round 0000 Referral Date U4 0 2U14 Round Contact Number 99999999 Tenant at immediate risk of 3 K Tenancy Single Tenant Joint Tenants eviction 9 Yes No TENANT DETAILS 1 Tenant First Name Bob Gender Male Female Tenant Last Name Brown Date of Birth 19 10 1973 Customer ID Person ID BBWY92000B Aboriginality Aboriginal CaLD Background EJE CaLD Unknown Delete Tenant 1 Lang
17. v Ep Client First Name Client Last Name Completed Review Date All D Case Last Updated All D or between and or between and SEARCH RESULTS Agency Case FirstName Last Name IIT TICCIENED ORNENN 454 Proposed Referral Mirrabooka 12 08 2013 09 10 2014 RUAH Community Services 843 MIRIMA Proposed Referral Community Housing Limited 13 01 2014 28 05 2014 Nirrumbuk Aboriginal Corporation 854 MIRIMA Proposed Referral Community Housing Limited 28 01 2014 04 08 2014 Nirrumbuk Aboriginal Corporation 878 MIRIMA Proposed Referral Community Housing Limited 28 01 2014 04 08 2014 Nirrumbuk Aboriginal Corporation 870 WARRAYU Proposed Referral Community Housing Limited 29 01 2014 05 08 2014 Nirrumbuk Aboriginal Corporation 871 GUDA Proposed Referral Community Housing Limited 29 01 2014 04 08 2014 Nirrumbuk Aboriginal Corporation 873 GUDA Proposed Referral Community Housing Limited 29 01 2014 04 08 2014 Nirrumbuk Aboriginal Corporation 876 WARRAYU Proposed Referral Community Housing Limited 29 01 2014 05 08 2014 Nirrumbuk Aboriginal Corporation Case Search This option allows you to search for cases You can go directly from the Search Results area into the client details screen To search you can enter details in a number of fields and make selections from the drop down options Search criteria may be entered in the following fields e Agency Case e Tenancy Account e Case ID e Client First Name e Client Last Name Search criteria may
18. 10 2014 Case Summary Filter The Case Summary Filter allows the Housing Officer to view cases from a list of Housing Offices where applicable Case Summary for Housing Office The Case Summary for Housing Office section displays the No of Cases To view these cases click on the number in the Total column Case Summary for Housing Office CASE SUMMARY FOR HOUSING OFFICE MARRA WORRA WORRA ABORIGINAL CORPORATION Case BreakDown Open Cases Expected Closures Next 14 Days Referral and Waitlisted Cases Post Exit Reviews Due Referral Pending Approval Region STEPIMS Housing Users Guide Remote Indigenous Housing updated May 2015 V1 0 33 Search Results The Search Results section displays details of the cases To open a case click on the Case SEARCH RESULTS REFERRAL PENDING APPROVAL REGION DREES Referral Pending Approval Region 11 12 2014 11 12 2014 First Name Case 1 record found Last 5 Log Comments The Last 5 Log Comments made to cases are displayed in this area LAST 5 LOG COMMENTS No results found STEPIMS Housing Users Guide Remote Indigenous Housing updated May 2015 V1 0 34 CASE Menu Option HOME ELE AGENCY USER REPORTS e Search Reset SEARCH CASES Agency M Referring Officer v Agency Case Wild card is Round Tenancy Account Housing Office v Case Status All Active Cases Only Assessing Officer Y Case ID Case Worker
19. 10 2014 3 09 20 PROGRAM POST EXIT REVIEW 4 Add Post Exit Review 2 Post Exit Review 1 Date 21 11 2014 Unable to complete review T Reviewing Officer Andrew Pratt D Job Title Housing Services Officer POST EXIT REVIEW 1 MATRIX Payments 5 ALL GOOD Going Away 5 ALL GOOD Home 5 ALL GOOD Yard 5 ALL GOOD Tenant and Household 5 ALL GOOD EJ E E EIE E Visitors 5 ALL GOOD 30 m Tenant has progressed well towards maintaining the property Review Comments STEPIMS Housing Users Guide Remote Indigenous Housing updated May 2015 V1 0 24 Approval Region A team leader or a manager with Housing Manager access can return cancel approve the referral by selecting an option from the Referral Outcome drop down list APPROVAL REGION Name Ursula Moss Z Position Referral Outcome Completed Consent form sighted Yes No Return to Referring Officer E Cancel Referral Comments Referral Approved Date If the referral is returned or cancelled an explanation will be provided in the Comments field Once approved the referral is sent electronically to the Aboriginal Housing Services Tenancy Support amp Contract Management Business Unit Program Post Exit Review Post Exit Reviews must be completed by the Housing Services Officer and these should be completed 3 and 6 months following the Tenant s exit from STEP In order to complete the Post Exit Review the Housing Ser
20. 17 12 2014 20 10 2014 Shenade Dixon Last 5 Log Comments The Last 5 Log Comments made to cases are displayed in this area LAST 5 LOG COMMENTS First Name Last Name Log Comment 09 10 2014 Test SH did not call back as discussed to complete phone assessment PHONE ASSESSMENT ATTEMPT 2 1787 22 09 2014 no answer left message 1787 22 09 2014 LETTER SENT advising assessment booked 1 10 14 between 9am 12pm ji Email to HSO Outline conversation with Bev and what support STEP is able to offer Letter sent to 1919 19 09 2014 clients attached to email PCF Bev Question was asked about what s changed doing everything herself feel like she is making improvements Done some of the cleaning although she hasn t finished have 6 rooms on the go About 1519 19 09 2014 half way through it 2 bins left for the year Have 5 sterilised cats left in the property PLAN Send information out to Bev email Deb with information of what we can and cannot do She can make an informed decision about if support is for her STEPIMS Housing Users Guide Remote Indigenous Housing updated May 2015 V1 0 12 CASE Menu Option HOME ELE AGENCY USER REPORTS e Search Reset SEARCH CASES Agency M Referring Officer v Agency Case Wild card is Round Tenancy Account Housing Office v Case Status All Active Cases Only Assessing Officer Y Case ID Case Worker v Program AHS or Public Housing All Programs D Co Worker
21. 4189 Waitlist for Assessment Mirrabooka 12 09 2014 19 09 2014 RUAH Community Services Waitlist for Assessment Cannington 12 09 2014 19 09 2014 RUAH Community Services Waitlist for Assessment Wellington Street 15 09 2014 22 09 2014 RUAH Community Services 144 records found if record not found To view a particular case click on the Case D No to go to the details screen for that client only 75 records displayed please refine your seard Information on the Case Details screen is covered in a later section of this guide The number s in the bottom left corner of the screen in the blue banner indicates the number of pages found 15 records per page are displayed at a time The number in the bottom right corner of the screen in the grey banner shows the total number of cases that met the search criteria Hint The Reset button removes any existing search criteria so you can start again Note By default inactive cases clients who have exited the program and referrals that were withdrawn not accepted do not display in the Search Results unless the All Include Closed Withdrawn Cases is selected from the Case Status drop down option STEPIMS Housing Users Guide Remote Indigenous Housing updated May 2015 V1 0 15 CASE Add New All referrals to STEP are now entered directly onto STEPIMS by Housing staff only Paper referrals will no longer be processed After you have logged in to the STEPIMS Production live data
22. 99000000 Alt Contact Phone ADDRESS Unit No Street No 1 Street Name Smith Street Type STREET Suburb Town GLENDALOUGH Postcode 6016 Primary Secondary E V Arrears E Abuse Violence Z Health Issues Family Issues Referral Reasons V Property Standards Legal Issues E Financial Issues Hoarding V Disruptive Behaviour Rent 200 00 Water S 500 00 Tenant Liabili Other S Tenant has Mental Health issues which impact on his ability to sustain his tenancy Tenant will not si Referral Reason Comments engage with any of the agencies supporting people m with mental health issues and admits to not taking his medication I have discussed STEP with the eek Centrepay assistance and enter into a repayment arrangement To seek medical assistance with his Goals Expected Outcomes health issues to improve and maintain proerty E standards a Family Type Single Person under 55 with no childre v Other Household Members Adults D Children Under 16 Le Previous History of Tenancy Support yes 9 No Advocates and Other Relevant Services Working With s e Household Yes No Tenancy Risk Assessment Are there any worker safety e If yes please provide details concerns and or key details J Yes 9 No s Matrix Template Public Housing INITIAL MATRIX Payments 3 TAKE ACTION Going Away 5 ALL GOOD Home 2 ACTION NEEDED UR
23. EW 1 MATRIX Payments 5 ALL GOOD Going Away 5 ALL GOOD Home 5 ALL GOOD Yard 5 ALL GOOD Tenant and Household 5 ALL GOOD E E Ee E E al Visitors 5 ALL GOOD 30 Tenant has progressed well towards maintaining the property Review Comments Similarly record the Post Exit Review 2 at 6 months If the Post Exit Review was unable to be completed tick the Unable to complete review box and write the reason in Review Comments STEPIMS Housing Users Guide Remote Indigenous Housing updated May 2015 V1 0 46 HOUSING CASE ENQUIRY ACCESS Housing Case Enquiry users have read only access with no ability to update records This is designed for Administration and or Reception staff HOME Menu Option For user with Housing Case Enquiry access the Home page displays the following Search mid Home Page HOME EN AGENCY USER REPORTS SEARCH CASES Agency Marra Worra Worra Aboriginal Corpore Referring Officer Agency Case Wild card is Round Tenancy Account Housing Office Case Status All Include Closed Withdrawn Cases ls Assessing Officer Case ID Case Worker Program AHS or Public Housing Aboriginal Housing Services D Co Worker Client First Name Client Last Name Completed Review Date Al D Case Last Updated or between MEM and ME o or between SEARCH RESULTS dea Agency Case Last z Hofer a H Farsi Mama N B boa sang Crane Date Suri Dale uos
24. GENTLY Yard 2 ACTION NEEDED URGENTLY Tenant and Household 1 LAST CHANCE Visitors 1 LAST CHANCE Total Score 14 m Ready for Management Approval Ready For Management Approval E EEE ES D EST ES STEPIMS Housing Users Guide Remote Indigenous Housing updated May 2015 V1 0 41 Referral Types The Referral Types are e New Living Skills e Housing Applicant e Education Early Intervention e Tenant Support e High Intensive Tenant Support The Referral Reasons area will display a number of Primary and Secondary tick boxes based on the selected Referral Type Atleast one of the Primary boxes must be ticked For example a Tenant Support or High Intensive Tenant Support referral will display the following Primary boxes e Arrears e Property Standards e Disruptive Behaviour Note Once the Referral Reason s have been entered you are able to save the record An error message will pop up if any details are missing or have not been completed The Referral Reason Comments text box is used to provide further details about the referral i e Tony has been issued with one strike for disruptive behaviour caused by extended family making a noise late at night and hassling the neighbours and visitors to nearby units When all the information has been entered the form needs to be approved Select the Ready for Management Approval box and save the record see below A Case ID No is automatically generated and the r
25. General Information that is displayed on all Home pages is explained below Display Information Agency Database and User Details The middle area at the top of the screen indicates that you are in the TRAINING database Please note there is no label displayed in the PRODUCTION database The top right area of the screen shows e Your Log On ID e Your name e Your access level e A Log Out button Kg Government of Western Australia Support and Tenamt Education Program Eisen Department of Housing STER TRAINING HOME CASE AGENC USER REPORTS Ursula goe Agency Man Log O ut General Navigation In the top grey banner of the screen the Menu options display You can view edit add new cases depending on the access level that has been set up for you If you do not have access to a functionality it will be greyed out CASE SUMMARY FILTER STEPIMS Housing Users Guide Remote Indigenous Housing updated May 2015 V1 0 8 The options are Displays summary information about cases in the system There are two options Case Search allows the user to search for cases A range of search criteria can be used i e case status cases managed by a specific case worker etc From the search results the user can view details of a case and update records e g record home visits review meetings etc Case Case Add New is available to users with Housing Officer and Housing Manager access Agency Availa
26. NCY USER REPORTS CASE SUMMARY FILTER 3 Program AHS Housing Office rini dn Worra Aboriginal Referring Officer e CASE SUMMARY FOR HOUSING OFFICE MARRA WORRA WORRA ABORIGINAL CORPORA TION mI Open Cases Expected Closures Next 14 Days Referral and Waitlisted Cases Post Exit Reviews Due ka oo L mn he Referral Pending Approval Region SEARCH RESULTS OPEN CASES First Name Last Name Referral Date Start Date Next Review Date Expected End Date Last Updated Case Worker 28 10 2013 29 10 2013 12 11 2013 29 04 2014 07 10 2014 27 09 2013 30 10 2013 29 11 2013 30 04 2014 26 09 2014 31 10 2013 01 11 2013 12 11 2013 02 05 2014 06 10 2014 25 11 2013 27 11 2013 05 12 2013 28 05 2014 06 10 2014 26 11 2013 02 12 2013 20 01 2014 03 04 2014 02 12 2013 02 12 2013 18 12 2013 03 04 2014 16 12 2013 16 12 2013 14 01 2014 16 06 2014 07 10 2014 m Log Comment Property visit internal and external was average dropped off more cleaning product Property visit the standard internal was clean external was average dropped off cleaning product Property visit internal and external has been maintained dropped off some more cleaning product Property visit client wasn t home IHTS had no access to property Property visit to check on client to see if family members did the action plan for the lounge and kitchen which was allocated to them Nothing was done property standard very poor did another action plan to be reviewed on 3
27. O O QU A search may be narrowed by completing as much of the Search Criteria as possible The results are displayed in the Search Results section and are listed in Status order i e Referral Waitlist for Assessment etc SEARCH RESULTS E SENTIER 115 Referral Cannington 25 09 2014 03 10 2014 RUAH Community Services Referral Cannington 25 09 2014 25 09 2014 RUAH Community Services Referral Fremantie 25 09 2014 25 09 2014 RUAH Community Services Waitlist for Assessment Fremantie 18 03 2014 25 03 2014 RUAH Community Services 1242 5962 Waitlist for Assessment Mirrabooka 31 03 2014 08 04 2014 RUAH Community Services 1273 12958 Waitlist for Assessment Mirrabooka 10 04 2014 17 09 2014 RUAH Community Services r 1274 10636 Waitlist for Assessment Fremantle 11 04 2014 17 09 2014 RUAH Community Services 1519 13518 Waitlist for Assessment Cannington 07 06 2014 19 09 2014 RUAH Community Services 1524 8451 Waitlist for Assessment Mirrabooka 16 06 2014 17 06 2014 RUAH Community Services 1768 14135 Waitlist for Assessment Kwinana 29 08 2014 15 09 2014 RUAH Community Services 1784 12229 Waitlist for Assessment Joondalup 10 09 2014 17 09 2014 RUAH Community Services 1786 14188 Waitlist for Assessment Kwinana 10 09 2014 19 09 2014 RUAH Community Services 1785 14189 Waitlist for Assessment Mirrabooka 12 09 2014 19 09 2014 RUAH Community Services 1788 12459 Waitlist for Assessment Cannington 12 09 2014 19 09 2014 RUAH Community S
28. OG COMMENTS CEE 06 10 2014 Property visit internal and external was average dropped off more cleaning product 287 3 06 10 2014 Property visit the standard internal was clean external was average dropped off cleaning product 683 a Rangie 06 10 2014 Property visit internal and external has been maintained dropped off some more cleaning product Case Summary Filter The Case Summary Filter allows the Housing Officer to view cases from a list of Housing Offices where applicable Case Summary for Housing Office The Case Summary for Housing Office section displays the No of Cases To view these cases click on the number in the Total column CASE SUMMARY FOR HOUSING OFFICE MARRA WORRA WORRA ABORIGINAL CORPORATION Case BreakDown c Open Cases Expected Closures Next 14 Days Referral and Waitlisted Cases n Post Exit Reviews Due Referral Pending Approval Region STEPIMS Housing Users Guide Remote Indigenous Housing updated May 2015 V1 0 11 Search Results The Search Results section displays details of the cases To open a case click on the Case SEARCH RESULTS OPEN CASES zeen First Name Last Name Referral Date Start Date Next Review Date Expected End Date Last Updated Case Worker Co Worker Case Open 05 03 2014 06 08 2014 18 08 2014 19 11 2014 17 10 2014 Lorraine Hastie Case Open 20 06 2014 08 09 2014 08 12 2014 01 12 2014 13 10 2014 Catherine O Connor Case Open 30 06 2014 24 09 2014 23 12 2014
29. Once locked the log cannot be updated further Note Irrespective of when the log was entered it will be sorted by the log date not by the date it was entered into the system A log comment can be deleted within 24 hours of the log being recorded This should only be used when it is entered onto an incorrect case STEPIMS Housing Users Guide Remote Indigenous Housing updated May 2015 V1 0 23 The History of Changes field allows you to view a history of each Log Hint A limited number of Logs can only be seen at a time use the scroll bar on the right if you wish you view all the Logs Program Post Exit Review A Post Exit Review must be completed by the Housing Services Officer and this can be completed at the Tenant s Annual Property Inspection following their exit from STEP In order to complete the Post Exit Review the Housing Services Officer will need to e Conduct a Property Inspection to record property standards e Talk to the Tenant regarding their progress e Record the tenant s Keeping My Home Matrix scores a Add Post Exit Review 1 To record the Post Exit Review click on which will display the screen below If the Post Exit Review was unable to be completed tick the Unable to complete review box and write the reason in Review Comments Lunar Eclipse 1 Milky WAY GALAXY WA 6000 BSave St anc Delete bunt Referral Case Status Case Closed Case ID 1825 Last Updated By Ursula Moss Last Updated 08
30. Updated NEW REFERRAL There are buttons in the top right Click the Save button to save your work A message in green font will LJ display for a few seconds at the bottom of the screen if the save was Save successful Case was successfully saved Click the Cancel button to reset the data fields to how they were when the case was last saved You will get a pop up box asking you to confirm you wish to cancel the changes you have made le Cancel If you proceed a message in green font will display for a few seconds at the bottom of your screen if the save was successful Case changes cancelled and screen refreshed successfully This function is only available to Agency Managers If you have entered a case into the system by accident e g put in the same referral twice ask an officer with Agency Manager access or email Delete the STEPIMS Administrator at step housing wa gov au to delete the case in question The grey banner contains four fields HOME CASE AGENCY USER REPORTS Save Cancel Delete Case Status Proposed Referral Case ID 1 Last Updated By Last Updated 7 7 E A STEPIMS Housing Users Guide Remote Indigenous Housing updated May 2015 V1 0 39 Case Status This field shows the status of the case and will update as you save a record Case ID This is a unique number allocated to each case The ID will be 1 until a case is successfully saved Last Updated By This displays the name of the user who l
31. about client confidentiality and password security The acknowledgement and reminder message Important Information about clients recorded in STEPIMS is confidential but is subject to the WA Freedom of Information Act 1992 Information recorded in STEPIMS may also be used by the Department of Housing to monitor waiting lists manage individual tenancies and for program evaluation and reporting purposes Do not share your password with others Contact the Department of Housing s IT Support Line on 1300 791 022 if you need to change your password Click on the Agree to the Above button to proceed to the Home page Important Information about clients recorded in STEPIMS is confidential and is subject to the WA Freedom of Information Act 1992 Information recorded in STEPIMS may also be used by the Department of Housing to monitor waiting lists manage individual tenancies and for program evaluation and reporting purposes Do not share your password with others Contact the Department of Housing s IT Support Line on 1300 791 022 if you need to change your password Agree to the Above I Disagree to the Above STEPIMS Housing Users Guide Remote Indigenous Housing updated May 2015 V1 0 T HOME PAGE The Home page display will vary depending on the level of user access and the availability of some menu options that may be restricted Details of the various Home page displays will be provided when explaining each user access level
32. as possible The results are displayed in the Search Results section and are listed in Status order i e Referral Waitlist for Assessment etc SEARCH RESULTS To view a particular case click on the Case D No to go to the details screen for that client Information on the Case Details screen is covered in a later section of this guide The number s in the bottom left corner of the screen in the blue banner indicates the number of pages found 15 records per page are displayed at a time The number in the bottom right corner of the screen in the grey banner shows the total number of cases that met the search criteria Hint The Reset button removes any existing search criteria so you can start again Note By default inactive cases clients who have exited the program and referrals that were withdrawn not accepted do not display in the Search Results unless the All Include Closed Withdrawn Cases is selected from the Case Status drop down option STEPIMS Housing Users Guide Remote Indigenous Housing updated May 2015 V1 0 49 ADMINISTRATOR ACCESS Administrator access users have access to all functionality of STEPIMS HOME Menu Option Please refer to the Housing Manager access instructions CASE Menu Option Please refer to the Housing Manager access instructions To Process Referrals please refer to instructions below Processing Head Office The Relationships and Agreements Business Unit will process the refe
33. ast updated the record Last Updated This displays the date and time the record was last saved STEPIMS Housing Users Guide Remote Indigenous Housing updated May 2015 V1 0 40 New Referral When a tenant has been identified as a suitable STEP client the Referring Officer will complete the Referral section You will select Aboriginal Housing not Public Hsg in the Program drop down menu HOME CASE AGENCY USER REFORTS Bob Brown 1 Smith STREET GLENDALOUGH WA 6016 Save Cancel Dslste Case Status Referral Pending Approval Region Case ID 1820 Last Updated By Ursula Moss Last Updated 07 10 2014 10 42 15 VIEW EDIT REFERRAL F Program Public Housing D Referring Officer Ursula Moss Agency RUAH Community Services D Office Contact Number 99999999 Housing Office Mirrabooka D Office Email Referring Officer housing wa gov au Referral Type High Intensive Tenant Support D Round 0000 Referral Date 04 08 2072 Round Contact Number 99999999 Tenant at immediate risk of E Tenancy Single Tenant Joint Tenants eviction 9 Yes No TENANT DETAILS 1 Tenant First Name Bob Gender Male Female Tenant Last Name Brown Date of Birth 19 10 1973 Customer ID Person ID BBWY92000B Aboriginality Aboriginal CaLD Background CaLD Unknown Delete Tenant 1 Language Preference English EJE Add New Tenant J Tenancy Account 6666666666 Contact Phone 04
34. base and the Home page displays click on Case and then Case Add New as shown below The Case Add New menu option allows you to create a referral in STEPIMS Click on the Case Add New link HOME CASE AGENCY USER REPORTS Cass Search prog 7 39 Add New bes rams Co Woneer Clap Fart Marne Clint Last Kamer Completed Been Date AN D Cane Lest Updated Ai iH Lee Tamers 3 da Dew xw The New Referral screen displays HOME CASE AGENCY USER REPORTS Save Cancel Delete Case Status Proposed Referral Case ID 1 Last Updated By Last Updated NEW REFERRAL J Program D Referring Officer D Agency D Office Contact Number Housing Office D Office Email Referral Type D Round Referral Date 06 10 2014 Round Contact Number E Tenant at immediate risk of E Tenancy Single Tenant Joint Tenants eviction Yes No TENANT DETAILS 1 Tenant First Name Gender Male Female Tenant Last Name Date of Birth Customer ID Person ID Aboriginality CaLD Background EJE CaLD Language Preference Delete Tenant 1 g Add New Tenant Tenancy Account n DoPostBackWithOptions new WebForm PostBackOptions ctlOSbtnLandingPage Alt Contact Phone STEPIMS Housing Users Guide Remote Indigenous Housing updated May 2015 V1 0 16 Menu Bar The area in the top blue banner will look like this HOME CASE AGENCY USER REPORTS LL EIS Delete
35. be selected from the following drop down options e Agency this field automatically defaults to your agency e Case Status o All Active Case Only All Include Closed Withdrawn Cases Referral Ended at Referral Stage Waitlist for Assessment O O STEPIMS Housing Users Guide Remote Indigenous Housing updated May 2015 V1 0 13 Under Assessment Ended at Assessment Stage Waitlisted Case Open Case Terminated Early o Case Closed e Program AHS or Public Housing o All Programs o Public Housing o Aboriginal Housing Services e Complete Review Date o All o In Last 10 Days o In Last 30 Days o Custom select a date range e Referring Officer Choose from List of Names of Housing Officers or the option to check all officers is available e Round Choose from a list of Housing Office Round Numbers A Round is a group of houses covered by a Housing Services Officer DOH Direct Managed only e Housing Office Choose from a List of Housing Offices or the option to check all offices is available e Assessing Officer Choose from List of Assessing Officers or the option to check all officers is available e Case Worker Choose from List of Case Workers or the option to check all officers is O O O QU available e Co Worker Choose from List of Co Workers or the option to check all officers is available e Case Last Updated o All o In Last 10 Days o In Last 30 Days o Custom select a date range STEPIMS Housing Users G
36. ble to users with Administrator access and Housing ICT access Available to users with the following access Administrator Housing ICT Housing Manager Agency Manager Enables the above users to edit details and disable user accounts Available to users with Agency Manager or Housing Manager access R eports Allows the Manager to run various reports Mandatory Fields Fields marked with a red asterisk are mandatory fields that must be completed before you can save a record STEPIMS Housing Users Guide Remote Indigenous Housing updated May 2015 V1 0 9 Date Fields Date fields such as the Referral Date can be completed either by typing in the date such as 21 10 2014 DD MM YYYY format or you can click in the field to display a calendar to choose the date Referral Type D Referral Date Tenancy Su Mo Tu We Th Fr Sa Tenant First Name Tenant Last Name 19 20 24 22 233 24 25 Customer ID Person ID 26 Zi 28 Z 30 31 Aboriginality JE m m Drop Down Lists Fields ending in this symbol x provide a drop down list of options Fields without the drop down symbol are mostly free text or date fields Program Agency Public Housing Aboriginal Housing Services Housing Office Referral Type Large Text Fields Large text fields display the number of characters used and available to the right or underneath each field and will update as you type Tenant has Men
37. ceeteeteeeeeeeeeseeseeeeeneeseeseeeeeees 43 Beie CONNIE AR EE 44 Program Post EXIL ET 46 HOUSING CASE ENQUIRY AC CEA 4T FOME Men ODIO P 47 FOME acie D 47 Pe Men Ae de NER T T MEM 47 ASSN og RET TP 4T ADMINIGTRA ee o0 gie iizdi iigeiU E 50 CASE Menu OPON uus onunnikeiw nd eiktruiniemewuud o onte rre Ronnie eco orn rrt rra 50 Processing Head OUNCS M 50 AGENCY Menu Opton cece eee eceeeeeeeeeeceeceeeeeeeeeeeseeseeseeceeceeeaeeseeeeeeeeneeneeseeseeeaees 50 USER Menu Option EEN 50 REPORTS Menu Option EEN 50 ADMINISTRATOR REPORTS AVAILABLE ss scceicesiccccoxecncocanadaneianitedoieueisetexedareiessdatecenseededs 51 LALCORED GUIDE JV AIEABEE EE 52 STEPIMS Housing Users Guide Remote Indigenous Housing updated May 2015 V1 0 3 INTRODUCTION What is STEPIMS The Support and Tenant Education Program Information Management System STEPIMS is a customised electronic case management system used to record and access details of STEP cases As STEPIMS is a web based system and can be accessed using a web browser a live internet connection is required STEPIMS is optimised for Windows PCs using Internet Explorer 9 but will operate on other browsers i e Apple Mac systems tablets and smartphones Access Levels There are three different levels of access to STEPIMS for Service Providers Agency Case Enquiry read access only with no abilit
38. cy Manager access will be able to update individual STEP User s access once the User has been set up in STEPIMS Click on the User icon and the User List Filter screen displays HOME CASE AGENCY ELE REPORTS T Add Refresh List USER LIST FILTER Agency RUAH Community Services D User Last Name User Type B i Job Title D can include part or all of user last name USER LIST 0 records returned User List Filters The User List Filter allows you to search for STEP Users using the provided search criteria e g e User Last Name e User Type greyed out as used only by Administrators e Job Title Click the Refresh List icon to find users that match the recorded criteria The search results are then displayed in the User List HOME CASE AGENCY USER REPORTS TN Refresh List USER LIST FILTER Agency RUAH Community Services D User Last Name Manley User Type E Job Title D can include part or all of user last name USER LIST User Name First N me Job Title Agency s Disabled From Date Last Updated Last LIA By Prelissa N Manley Agency Case Officer RUAH Community Services 09 10 2014 10 44 17 1 1 record returned Click on the User Name to go into the User Details screen STEPIMS Housing Users Guide Remote Indigenous Housing updated May 2015 V1 0 26 USER DETAILS EUIS Cancel User Nagfe AD Start Date 01 07 2010 First Name Sa Type of Us
39. e Client First Name e Client Last Name Search criteria may be selected from the following drop down options e Agency this field automatically defaults to your agency e Case Status o All Active Case Only All Include Closed Withdrawn Cases Referral Ended at Referral Stage Waitlist for Assessment O O O STEPIMS Housing Users Guide Remote Indigenous Housing updated May 2015 V1 0 35 Under Assessment Ended at Assessment Stage Waitlisted Case Open Case Terminated Early o Case Closed e Program AHS or Public Housing o All Programs o Public Housing o Aboriginal Housing Services e Complete Review Date o All o In Last 10 Days o In Last 30 Days o Custom select a date range e Referring Officer Choose from List of Names of Housing Officers or the option to check all officers is available e Round Choose from a list of Housing Office Round Numbers A Round is a group of houses covered by a Housing Services Officer e Housing Office Choose from a List of Housing Offices or the option to check all offices is available e Assessing Officer Choose from List of Assessing Officers or the option to check all officers is available e Case Worker Choose from List of Case Workers or the option to check all officers is available e Co Worker Choose from List of Co Workers or the option to check all officers is available e Case Last Updated o All o In Last 10 Days o In Last 30 Days o Custom select a date range O
40. eferral is electronically passed to the Regional Team Leader Manager for approval STEPIMS Housing Users Guide Remote Indigenous Housing updated May 2015 V1 0 42 Example of a Completed Referral You will have selected Aboriginal Housing and not Public Housing in the first Program drop down menu HOME CASE AGENCY USER REPORTS Bob Brown 1 Smith STREET GLENDALOUGH WA 6016 Save Cancel Dsiste Case Status Referral Pending Approval Region CaselD 1820 Last Updated By Ursula Moss Last Updated 07 10 2014 10 42 15 VIEW EDIT REFERRAL E Program Public Housing Je Referring Officer Ursula Moss xl Agency RUAH Community Services Office Contact Number 99999999 J Housing Office Mirrabooka Isi Office Email Referring Officer housing wa gov au Referral Type High Intensive Tenant Support D Round 0000 Referral Date 04 08 2014 Round Contact Number 99999999 e Tenant at immediate risk of e e e Tenancy Single Tenant Joint Tenants eviction Yes No TENANT DETAILS 1 Tenant First Name Bob Gender Q9 Male Female Tenant Last Name Brown Date of Birth 19 10 1973 Customer ID Person ID BBWY92000B Aboriginality Aboriginal D Cat D Background CaLD Unknown Ba Language Preference English Delete Tenant 1 Add New Tenant 5 Tenancy Account 6666666666 Contact Phone 0499000000 Alt Contact Phone ADDRESS Unit No Street No 1
41. er Agency User Date Disabled Last Name Pen Resets Job title privileges Agency and Housing Offices Allocated To Note Changing t privileges Housing Managers and Agency Managers can disable user accounts e g if the staff member is on long term leave or has left the agency They can also update phone number and email details of workers Note Unlike the case screen the Save button kl is on the top left of the banner instead of the top right Housing Managers and Agency Managers can also change the user s Job Title by making a Administrator 01 10 2014 Housing Manager 01 10 2014 Administrator 01 10 2014 Agency Manager 01 0 2014 Housing Manager 0110 2014 Administrator 01 10 2014 Agency Manager 010 2014 Administrator 0110 2014 Agency Manager 010 2014 Housing Manager 01102014 Housing Manager 01 10 2014 Ariministratar n1mm7201n Job Tithe History Start Date End Date 08 10 2014 08 0 2014 07 10 2014 07 10 2014 07 0 2014 02 10 2014 020 2014 01 0 2014 01 10 2014 01 10 2014 01 0 2014 Dn10 2014 selection from the drop down box This will re set their privileges within STEPIMS USER DETAILS E p Save Cancel User Name AD Start Date 01 01 2010 First Name oo Type of User Agency User Resets Job title privileges Agency and Housing Offices Phone Allocated To Agency RUAH Community Services Agency Manager Agency Case Enquiry Agency Case Officer
42. ervice Provider and other agency e g Centrelink STEPIMS Housing Users Guide Remote Indigenous Housing updated May 2015 V1 0 22 When the client did not attended a meeting with the ECHTER dH aH ODD Service Provider and other agency e g Centrelink Meeting between Service Provider and Housing Meeting Housing that was not attended not used for Six Weekly Meeting Meeting cancelled between Service Provider and Housing not used for Six Weekly Meeting Letter Client When a letter is sent to the client Letter Housing When a letter is sent to Housing Meeting Missed Housing When the Six Weekly Meeting is scheduled Outcome of the Six Weekly Meeting When there is need to purchase goods services to support the client in meeting their goals provision of material assistance for the purchase of essential goods removalists and storage and or specialist services that are not offered by the agency or available from a free service e g counselling family mediation mental health and psychiatric services occasional childcare etc Meeting Six Weekly Meeting Brokerage To record a log select a Log Type and then record the date of the action in the Date field which can be backdated Use the Log Comments Outcome to provide further details Once you have completed your Log save the record After a log comment is entered save the record Log comments can be locked by clicking on the Lock box
43. ervices Waitlist for Assessment Wellington Street 15 09 2014 22 09 2014 RUAH Community Services rete records found only 75 records displayed please refine your sesch if record not found v STEPIMS Housing Users Guide Remote Indigenous Housing updated May 2015 V1 0 36 To view a particular case click on the Case D No to go to the details screen for that client Information on the Case Details screen is covered in a later section of this guide The number s in the bottom left corner of the screen in the blue banner indicates the number of pages found 15 records per page are displayed at a time The number in the bottom right corner of the screen in the grey banner shows the total number of cases that met the search criteria Hint The Reset button removes any existing search criteria so you can start again Note By default inactive cases clients who have exited the program and referrals that were withdrawn not accepted do not display in the Search Results unless the All Include Closed Withdrawn Cases is selected from the Case Status drop down option STEPIMS Housing Users Guide Remote Indigenous Housing updated May 2015 V1 0 3 CASE Add New All referrals to STEP are now entered directly onto STEPIMS by Housing staff only Paper referrals will no longer be processed After you have logged in to the STEPIMS Production live database and the Home page displays click on Case and then Case Add New as
44. etails in this system The link to STEPIMS TRAINING is http trainingstepims housing wa gov au STEPIMS PRODUCTION is the live system used for actual cases The link to STEPIMS PRODUCTION is https stepims housing wa gov au default aspx Log On Screen When you access either of these databases in your web browser the following screen will be displayed Microsoft Internet Security amp Acceleration Server 2006 Security Thisis a public or shared computer O This is a private computer Password 2006 Microsoft Corporation All rights reserved Enter your username and password and click the Log On button You will then be taken to the Notifications screen STEPIMS Housing Users Guide Remote Indigenous Housing updated May 2015 V1 0 6 Notifications Screen Ursula ES Govemment of Western Australia Support and Tenant Education Program Agency Manager EIE Department of Housing STEP TRAINING 4 Log Vut CASE NOTIFICATIONS STEPIMS is having a major upgrade in November 2014 New features of STEPIMS 2 0 will include A new look system which is tablet friendly A home page to allow officers to track their own cases easily including reviews and expected closures Ability to record a co worker Ability to change case workers e g worker goes on leave or leaves the agency Space to enter Tenant Understanding Survey results Allow Housing Staff to record a referral straight onto STEPIMS Paper form will be r
45. etired Referral form can be printed directly from the system Ability to record more than one tenant and other householder details When waitlisting a case the wait list history will be retained after being taken off the waitlist For Aboriginal Housing ability to record the New Living Skills visits 10 Post exit log comments can be entered sd Ege cae a J An updated training manual and training will be made available closer to the release date of STEPIMS 2 0 STEP Portal The STEP Portal http www housing wa qov au stepportal pages step aspx is now live You will need to provide the following password once every 14 days on each computer device to access the site STEP Partner0514 Important Information about clients recorded in STEPIMS is confidential and is subject to the WA Freedom of Information Act 1992 Information recorded in STEPIMS may also be used by the Department of Housing to monitor waiting lists manage individual tenancies and for program evaluation and reporting purposes Do not share your password with others Contact the Department of Housing s IT Support Line on 1300 791 022 if you need to change your password Agree to the Above Disagree to the Above Important You can confirm you are in the right database by checking that the word TRAINING is displayed in the banner The Notifications screen contains information about upcoming system maintenance and an acknowledgement and reminder screen
46. he referral reasons for each Unformatted Pase Case Overview Report A snapshot of the current status of all cases in a financial year Closed Cases An overview of the outcome of the cases closed or terminated early within a date range Exit Form Report Ability to print an Exit Form for a case Only available for printing within the case Log Comment List A spreadsheet containing all case log comments Unformatted Referral Report Details of all cases currently in Proposed Referral Referral Waitlist for Assessment or Waitlist status Referral Report Details Ability to print Referral Form for a case Only available for printing within the case Cases where the Next Review Date or Expected End Reviews and Closures Date is within the date range entered Please note this report does not indicate if a review has been completed or is overdue User List Unformatted List of STEPIMS users associated with the agency housing office STEPIMS Housing Users Guide Remote Indigenous Housing updated May 2015 V1 0 51 TAILORED GUIDES AVAILABLE Tailored User Guides are available specifically for the positions of Housing Manager Housing Officer Housing Case Enquiry Tenancy Support Manager Tenancy Support Case Worker Tenancy Case Enquiry Please email AHS PTM housing wa gov au to request STEPIMS Housing Users Guide Remote Indigenous Housing updated May 2015 V1 0 52
47. inana Mandurah Midland Mirrabooka Victoria Park Wellington Street STEPIMS Housing Users Guide Remote Indigenous Housing updated May 2015 V1 0 31 Active Cases Report Case List Unformatted Case List Referral Reasons Unformatted Case Overview Report Closed Cases Referral Report Reviews and Closures User List Unformatted STEPIMS Housing Users Guide Remote Indigenous Housing updated May 2015 V1 0 A detailed summary of Open Cases and cases Under Assessment A spreadsheet containing raw data of each case on STEPIMS A spreadsheet containing the referral reasons for each case A snapshot of the current status of all cases in a financial year An overview of the outcome of the cases closed or terminated early within a date range Details of all cases currently in Proposed Referral Referral Waitlist for Assessment or Waitlist status Cases where the Next Review Date or Expected End Date is within the date range entered Please note this report does not indicate if a review has been completed or is overdue List of STEPIMS users associated with the agency housing office The following table provides a description for each report that can be produced 32 HOUSING OFFICER ACCESS Users with Housing Officer access can search add and edit client records HOME Menu Option For users with Housing Officer access the Home page displays the following Home Page 1 HOME CASE AGE
48. ldren Under 16 i gt Yes 9 No Yes 9 No e If yes se provide details Yes 9 No yos up s Public Housing INITIAL MATRIX 3 TAKE ACTION 5 ALL GOOD 2 ACTION NEEDED URGENTLY 2 ACTION NEEDED URGENTLY 1 LAST CHANCE 1 LAST CHANCE 14 E Hewes Ready For Management Approval STEPIMS Housing Users Guide Remote Indigenous Housing updated May 2015 V1 0 21 Log Comments To add a Log click on the Add New button LOG COMMENTS Log Type Date Log Comments Outcome Lock History of Changes 4 HB No logs found Select the Log Type from the drop down option complete the date and Log Comments LOG COMMENTS Log Type Date Log Comments Outcome Lock History of Changes 4 Add New Go to Case Log Print Report D No logs found The types of actions can be logged are Phone Call Client Phone call with the client Unsuccessful attempt to contact the client by phone Phone Call Other Phone call to other parties Meeting Client Meeting with the client Phone Call Missed Client Meeting Missed Client Unsuccessful attempt to meet the client Meeting Client and Housing Meeting with the client and the Housing Officer Meeting Missed Client and When the client did not attend a meeting with the Housing Service Provider and the Housing Officer When the client attended a meeting with the EECHER S
49. ment prior to accessing STEPIMS This is to ensure that personal information about the tenant is used only for the purposes of providing STEP assistance managing the tenancy and to undertake program evaluation PASSWORD SECURITY STEPIMS users should not disclose their password to anyone and should only use their own account to access the system If you suspect that someone has obtained access to your password contact the Department of Housing immediately to have your password changed If you have forgotten your username or password or your password needs to be reset contact the Department of Housing s IT Help Desk on 1300 791 022 Advise the Help Desk that you are an external user and provide the answer to your secret question to verify your identity LOGGING ON TO STEPIMS Access to the STEPIMS is provided by the Department of Housing New users will need to complete the STEPIMS Access Request form This form includes the confidentiality agreement mentioned above and is available on the STEP web portal Resources and Templates http www housing wa gov au stepportal pages step aspx STEPIMS has two main databases which can be accessed by STEP Providers e SIEPIMS Training database and e SIEPIMS Production live database STEPIMS Housing Users Guide Remote Indigenous Housing updated May 2015 V1 0 5 TRAINING AND PRODUCTION DATABASES STEPIMS TRAINING is only for training and demonstration purposes Do not enter real client d
50. rral and it will be sent electronically to the Service Provider If the referral is returned or cancelled an explanation will be provided in the Comments field PROCESSING HEAD OFFICE Name Ursula Moss EN Position Administrator Date 05 08 2014 Referral Outcome Referral Forwarded to Provider Return to Housing Manager Cancel Referral Referral Forwarded to Provider Comments AGENCY Menu Option Please refer to the Housing ICT access instructions USER Menu Option Please refer to the Housing ICT access instructions REPORTS Menu Option Please refer to the Housing Manager access instructions STEPIMS Housing Users Guide Remote Indigenous Housing updated May 2015 V1 0 50 ADMINISTRATOR REPORTS AVAILABLE The following table provides a description for each report that Administrators can produced Active Cases Report A detailed summary of Open Cases and cases Under MS T Agency List Agency List Unformatted List of agencies details and agencies We Agency Periodic or Annual Report for the purpose of the 6 monthly and annual Report reporting including current case status completed case outcomes and total case equivalents Case File Note Ability to print log comments for a case Only available for printing within the case Case List Unformatted A spreadsheet containing raw data of each case on STEPIMS Case List Referral Reasons A spreadsheet containing t
51. se Open Under Assessment iv Ketten Housing Region Great Southern North Metro Sin Program Public Housing iv Housing Office Albany Armadale Cannington EN Agency Worker Name Show Missing Names Andrew To view the report click on the View Report button The report displays To view the report in Excel click on the it icon and then select Excel STEPIMS Housing Users Guide Remote Indigenous Housing updated May 2015 V1 0 30 S A http teststepims Application Reports ReportView O e STEPIMS Reports SC x File Edit View Favorites Tools Help d F Google STEP Production STEPIMS Dev 2 STEPIMS TEST amp STEPIMS Training 2 Suggested Sites Web Slice Gallery Agency RUAH Community Services Case Status Case Open Under Assessment viewsReport Housing Region Great Southern North Metre sw Program Public Housing si Housing Office Albany Armadale Cannington Agency Worker Name Show Missing Names Andrew w H 4 1 of i Db bi d 1009 Find Next XML file with report data CSV comma delimited Government of Western Australia Department of Housing STEPIMS Active Cases Report RUAH Community Printed by Ursula Mass on 09 10 2014 Case Status Case Open Under Assessment Agency Worker Name Program Public Housing Housing Region Great Southern North Metro South East Metro South Metro Housing Office Albany Armadale Cannington Fremantle Joondalup Katanning Kw
52. tal Health issues which impact on his ef Referral ability to sustain his tenancy Tenant will not Reason engage with any of the agencies supporting people Comments with mental health issues and admits to not taking his medication I have discussed STEP with the If you go over the character limit the character count field turns from green to red You will not be able to save until you reduce the number of characters to the stated limit or less STEPIMS Housing Users Guide Remote Indigenous Housing updated May 2015 V1 0 10 HOUSING MANAGER ACCESS Users with Housing Manager access can search add edit client records and in addition the ability to approve referrals access reports and manage user accounts HOME Menu Option For users with Housing Manager access the Home page displays the following Home Page HOME CASE AGENCY USER REPORTS CASE SUMMARY FILTER Program AHS v Housing Office po xn Referring Officer Y CASE SUMMARY FOR HOUSING OFFICES WM IIT NN NN Open Cases Referral and Waitlisted Cases Post Exit Reviews Overdue Referral Pending Approval Region ka ka eo tn Referral Pending Processing Head Office SEARCH RESULTS OPEN CASES 284 z Case Open 28 10 2013 29 10 2013 12 11 2013 29 04 2014 07 10 2014 hel zz 283 BEER Case Open 27 09 2013 30 10 2013 29 11 2013 30 04 2014 26 09 2014 Helen BEEN 285 es Fees Case Open 31 10 2013 01 11 2013 12 11 2013 02 05 2014 06 10 2014 Buddy eem LAST 5 L
53. uage Preference English Add New Tenant 7 Tenancy Account 6666666666 Contact Phone 0499000000 Alt Contact Phone ADDRESS Unit No Street No 1 Street Name Smith Street Type STREET g Suburb Town GLENDALOUGH Postcode 6016 Primary Secondary V Arrears E Abuse Violence Z Health Issues Family Issues Referral Reasons W Property Standards Legal Issues Financial Issues Hoarding V Disruptive Behaviour Rent S 200 00 Water S 500 00 Tenant Liability S Other S Tenant has Mental Health issues which impact on his ability to sustain his tenancy Tenant will not sl Referral Reason Comments engage with any of the agencies supporting people with mental health issues and admits to not taking his medication I have discussed STEP with the eek Centrepay assistance and enter into a repayment arrangement To seek medical assistance with his Goals Expected Outcomes health issues to improve and maintain proerty E standards Family Type Single Person under 55 with no childre Other Household Members Adults D Children Under 16 Previous History of Tenancy Support yYes 9 No Advocates and Other Relevant Services Working With s e Household Yes No Tenancy Risk Assessment Are there any worker safety e If yes please provide details concerns and or key details J Yes 9 No s Matrix Template Public Housing
54. uide Remote Indigenous Housing updated May 2015 V1 0 14 A A search may be narrowed by completing as much of the Search Criteria as possible The results are displayed in the Search Results section and are listed in Status order i e Referral Waitlist for Assessment etc SEARCH RESULTS CaselD Agency Case FirstName LastName Teen Housing Office _ Referral Date Start Date Exit Date Case Worker Last Updated Agency Referral Cannington 25 09 2014 03 10 2014 RUAH Community Services Referral Cannington 25 09 2014 25 09 2014 RUAH Community Services Referral Fremantie 25 09 2014 25 09 2014 RUAH Community Services 1158 12737 Waitlist for Assessment Fremantle 18 03 2014 25 03 2014 RUAH Community Services 1242 5962 Waitlist for Assessment Mirrabooka 31 03 2014 08 04 2014 RUAH Community Services 1273 12958 Waitlist for Assessment Mirrabooka 10 04 2014 17 09 2014 RUAH Community Services 1 1274 10636 Waitlist for Assessment Fremantle 11 04 2014 17 09 2014 RUAH Community Services 1519 13518 Waitlist for Assessment Cannington 07 06 2014 19 09 2014 RUAH Community Services 1524 8451 Waitlist for Assessment Mirrabooka 16 06 2014 17 06 2014 RUAH Community Services 1768 14135 Waitlist for Assessment Kwinana 29 08 2014 15 09 2014 RUAH Community Services 1784 12229 Waitlist for Assessment Joondalup 10 09 2014 17 09 2014 RUAH Community Services 1786 14188 Waitlist for Assessment Kwinana 10 09 2014 19 09 2014 RUAH Community Services 1785 1
55. v Program AHS or Public Housing All Programs D Co Worker v Ep Client First Name Client Last Name Completed Review Date All D Case Last Updated All D or between and or between and SEARCH RESULTS Agency Case FirstName Last Name IIT TICCIENED ORNENN 454 Proposed Referral Mirrabooka 12 08 2013 09 10 2014 RUAH Community Services 843 MIRIMA Proposed Referral Community Housing Limited 13 01 2014 28 05 2014 Nirrumbuk Aboriginal Corporation 854 MIRIMA Proposed Referral Community Housing Limited 28 01 2014 04 08 2014 Nirrumbuk Aboriginal Corporation 878 MIRIMA Proposed Referral Community Housing Limited 28 01 2014 04 08 2014 Nirrumbuk Aboriginal Corporation 870 WARRAYU Proposed Referral Community Housing Limited 29 01 2014 05 08 2014 Nirrumbuk Aboriginal Corporation 871 GUDA Proposed Referral Community Housing Limited 29 01 2014 04 08 2014 Nirrumbuk Aboriginal Corporation 873 GUDA Proposed Referral Community Housing Limited 29 01 2014 04 08 2014 Nirrumbuk Aboriginal Corporation 876 WARRAYU Proposed Referral Community Housing Limited 29 01 2014 05 08 2014 Nirrumbuk Aboriginal Corporation Case Search This option allows you to search for cases You can go directly from the Search Results area into the client details screen To search you can enter details in a number of fields and make selections from the drop down options Search criteria may be entered in the following fields e Agency Case ft e Tenancy Account e Case ID
56. vices Officer will need to e Conduct a Property Inspection to record property standards e Talk to the Tenant regarding their progress e Record the tenant s Keeping My Home Matrix scores a Add Post Exit Review 1 To record the Post Exit Review click on which will display the screen below If the Post Exit Review was unable to be completed tick the Unable to complete review box and write the reason in Review Comments Lunar Eclipse 1 Milky WAY GALAXY WA 6000 E St ancel Delete g Print Referral Case Status Case Closed Case ID 1825 Last Updated By Ursula Moss Last Updated 08 10 2014 3 09 20 PROGRAM POST EXIT REVIEW Add Post Exit Review 2 Post Exit Review 1 Date 21 11 2014 Unable to complete review 7 Reviewing Officer Andrew Pratt D Job Title Housing Services Officer POST EXIT REVIEW 1 MATRIX Payments 5 ALL GOOD Going Away 5 ALL GOOD Home 5 ALL GOOD Yard 5 ALL GOOD Tenant and Household 5 ALL GOOD Visitors 5 ALL GOOD 30 Ee ESTESTES T ES T Es m Tenant has progressed well towards maintaining the property Review Comments Similarly record Post Exit Review 2 at 6 months If the Post Exit Review was unable to be completed tick the Unable to complet review box and write the reason in Review Comments STEPIMS Housing Users Guide Remote Indigenous Housing updated May 2015 V1 0 25 USER Menu Option Regional Service Providers with Housing Manager and Support Providers with Agen
57. views D lete Users Add Users Delete Users Update Users View if CL o STEPIMS Housing Users Guide Remote Indigenous Housing updated May 2015 V1 0 29 REPORT Menu Option Managers and Team Leaders with Housing Manager access can view and print various reports for analysis Click on the Report icon and the Reports screen displays HOME CASE AGENCY USER REPORTS a EE REPORTS Reports Folder Active Cases Report Agency allocation and permissions are taken into account Case List Unformatted List of cases for exporting to Excel permissions are taken into account Case List Referral Reasons Unformatted List of case referral reasons can be combined with Case List report for exporting to Excel permissions are taken into account Case Overview Report Agency allocation and permissions are taken into account Closed Cases Agency allocation and permissions are taken into account Referral Report Agency allocation and permissions are taken into account Reviews And Closures Agency allocation and permissions are taken into account User List Unformatted List of STEPIMS users for exporting to Excel permissions are taken into account To run a report click on the link on the left side of the screen In the Agency field select your Agency Note The other fields automatically revert to their default settings You can select from the drop down options to tailor the report RUAH Community Services Case Status Ca
58. y to update records designed for STEP Provider Administration Reception staff Agency Case Officer search edit and update client records Agency Manager same as Agency Case Officer and in addition ability to access reports edit user details and end user access delete log comments and expected end dates There are four different levels of access to STEPIMS for the Department of Housing Staff Housing ICT create and edit user records with the ability to view reports Housing Case Enquiry read access only with no ability to update records Housing Officer search add edit client records Housing Manager same as Housing Officer and in addition ability to approve referrals access reports and manage user accounts Administrator access to all functionality of STEPIMS STEPIMS Housing Users Guide Remote Indigenous Housing updated May 2015 V1 0 4 CONFIDENTIALITY OF INFORMATION There is no legislative right to privacy in Western Australia and the Housing Act 1980 does not create a duty of confidentiality between the Department of Housing and a customer The Department however believes that it has a corporate responsibility to maintain the privacy and confidentiality of the tenants hence the department follows the National Privacy Principles administered by the Office of The Australian Information Commissioner On this basis the Department of Housing requires STEP Providers to enter into a confidentiality agree
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