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LOGASnet User Guide for DCLG Users v1.0

1. Highlight an organisation in the Matching Organisation box and click on to select it The organisation then moves to the Selected Organisation list box To remove an organisation highlight it and click on lt to remove it from the list When you have made your selection click the Select button Complete the E mail Telephone and Extension fields If you wish to add any notes about the person you can enter these into the Notes field You must now check whether the person has already been set up on the system by clicking the Potential Duplicates button moios bt ellie dlen Department for Communities and Local Government emma rixsond test com Potential Duplicates o208 S00 1000 Extension 4690 continued on next page page October 2009 Version 1 0 Communities and Local Government 2007 Page 26 LOGASnet User Guide for DCLG Users Section 3 Setting Up and Maintaining Users Setting Up New Users continued Any potential matches for your person that already exist on the system are displayed If you are happy that the persons listed are not in fact the same as the new person you are setting up click on Person Details in the crumb trail to return to the previous screen Maintain Person Person Listing Person Details Duplicate Person Listing Surname Forename Home Organisation Email Active Rixson Emma DCLG emma rixson test com Active Id Forename Surname rixson Type Internal
2. Display 20 rows Grant Section Name Grant Section Short Mame Parameters Disabled Facilities Capital DFGC Details Improvement Capital IMZA Details Page 1 of 1 Previous Continued on next page October 2009 Version 1 0 Communities and Local Government 2007 Page 40 LOGASnet User Guide for DCLG Users Section 4 Managing Organisations Setting Up and Maintaining Organisations continued If you are entering new parameters the Grant Section Name field is a drop down list from which you can select the relevant grant section Select a value from the Payee Reference drop down list and select a Payment Method See Payee References on page 42 for more information about setting up and maintaining payee references also known as customer vendor numbers Maintain O rganisation Organisation Listing Manchestershire Maintain Parameter Listing Amend Parameter Id 17229 Organisation Name Manchestershire County Council Grant Section Name Disabled Facilities Capital Payee Reference 2002367 Payment Method October 2009 Version 1 0 Communities and Local Government 2007 Page 41 LOGASnet User Guide for DCLG Users Section 4 Managing Organisations Payee References Overview You can set up a number of different payee references also known as customer vendor numbers for a particular organisation allowing you to assign a different reference for each grant section Payee references are available via a dro
3. Display rows Suspension Type Reason Applied East Hampshire DFGC All Payments Time Barred Amendment East Hampshire DFGC All Payments Certified Incorrectly Status In force In force Remove O displayed confirming that this has happened October 2009 Communities and Local Government 2007 The Suspensions were removed successfully page 1 of a Fist Preveus New uae The selected suspensions are removed from the list and a message is Version 1 0 Page 132 LOGASnet User Guide for DCLG Users Authorising Suspensions Section 8 Payments Overview A request to apply or remove a suspension only comes into force once it has been authorised You can only authorise or reject Suspension requests if you have the relevant level of authority within LOGASnet This topic explains how to authorise or reject a Suspension request From the menu select Grant Management gt Grant Operation gt Authorise Suspension Action Tick the Select boxes for the suspensions that you wish to authorise or reject and click on the Reject or Authorise button NOTE You will only see those suspension requests which you are authorised to action Authorise Suspension Action Unauthorised Suspension Listing Display 20 rows Organisation Cycle Period Grant Section Chesterfield DHLO 2005 006 DHLO 2005 006 Defects Reinstatement Loan Defects Reinstatement Loan Chichester Typ
4. Communities and Local Government 2007 Page 144 LOGASnet User Guide for DCLG Users Section 9 Communications Introduction to Communications Overview This topic will give you an introduction to the communications facilities available within LOGASnet Notices e Notification of new notices is displayed to the relevant users on their home page and they can also be read via Organisation Notices on the menu e Notices are created for a specific organisation and are not visible to any LOGASnet users outside that organisation Communications e LOGASnet can record details of communications between the Department and any other organisation recorded on the system For example if an email is received from an LA the details can be recorded e LOGASnet also provides the facility to record and create new outbound communications Emails can be composed and sent from within the system ensuring that a record of these communications is available NOTE If you need to record a communication from or send a communication to an organisation that is not set up on the system you should consult the LOGASnet helpdesk teeenceeenceencncencncnnencnnnncnnencneencenencenencennceenncennaennnannnntnnnnnnnennncennnceennnennnen Page Break October 2009 Version 1 0 Communities and Local Government 2007 Page 145 LOGASnet User Guide for DC
5. October 2009 Version 1 0 Communities and Local Government 2007 Page 146 LOGASnet User Guide for DCLG Users Section 9 Communications Creating Notices Overview Depending on your level of authority within LOGASnet you can create notices to be displayed within your own organisation or you can create notices that will be displayed within other organisations This topic shows you how to create notices for display within your own organisation If you wish to create a notice for another organisation see Creating Notices for Other Organisations on page 149 To create a new notice select Communication Management gt Organisation Notices from the menu The Organisation Notices screen is displayed Click on the Add button Organisation Notice Organisation Notices Status Display 29 TNE Enter a summary of the notice in the Summary field and complete the Display from and Expiry Date fields The notice will only be visible between these 2 dates Enter the main text of the notice in the Description text box and click on Save to save the changes Organisation Notice i gt ae Organisation Notices Notice Maintenance Id Sui Display from Expiry Date Description This is an example notice Confidential Organisation DCLG continued on next page October 2009 Version 1 0 Communities and Local Government 2007 Page 147 LOGASnet User Guide for DCLG Users Section 9 Communications Creating Notices c
6. If you have received your user ID and activation key but have not yet registered you must first register and choose a password to activate your Government Gateway ID Proceed to step 4 on the next page If you have not yet received your LOGASnet ID and activation key you should contact the LOGASnet helpdesk see page 6 Getting More Help and Support for more details File Edit View Favorites Tools Help Enter your Government Gateway ID and your password and click on the Log On button Be aware that your account will be locked out for 2 hours after 3 failed log on attempts Do not try to reset your password if you are locked out otherwise you will lock out your account for 72 hours Government Gateway ID cor Password eeccccce If this is the first time you have accessed the logasnet system you have to register before logging on Please select the Help option for step by step instructions the Help option is on the toolbar in the top right hand corner of your screen And then click the following link Register If you have forgotten your password then click the following link Reset Password continued on next page October 2009 Version 1 0 Communities and Local Government 2007 Page 12 LOGASnet User Guide for DCLG Users section 2 Access and Navigation Logging on amp Registering continued User Noor Taha e e Home Page e Communities and Local Government P Management Information Hom
7. Management Information The procedure for setting up a new organisation is similar to that for amending an existing one so both are covered in the instructions below This section also gives instructions for setting up and maintaining payment information payment reference and payment method for a given organisation grant section combination Locate the organisation that you wish to maintain using the search facilities at the top of the screen If you are adding a new organisation click on the Add button Maintain Organisation Organisation Listing Name Chester Sort by None v Display Short Name Chester District Council Chester le Street District Council Chesterfield Borough Council Chichester District Council Colchester Borough Council 5 bows Type Select A Type Short Name Chester Chester le St Chesterfield Chichester Type External non auditor External non auditor External non auditor External non auditor Colchester External non auditor October 2009 Communities and Local Government 2007 Continued on next page Version 1 0 Page 38 LOGASnet User Guide for DCLG Users Section 4 Managing Organisations Setting Up and Maintaining Organisations continued Make any changes required to the organisation details and click the Save button to save your changes You can delete an existing organisation from this screen by clicking on the Delete button not
8. 0 00 Grant 2004 2005 Form Data Use this report to create a printable copy of a form Enquiry External users will be limited to reporting on their home organisation or Available to in the case of auditors on organisations assigned to them DCLG users can report on any organisation but the report is limited to certified data e DCLG e External Department for Communities and Local Government Housing Subsidies and Organisations Grants e Auditors Form Data Enquiry Report Cycle Step Disabled Facilities Grant 2006 2007 First Advance Organisation Tis Tie Dee Status Certified Grant Field Reference Field Description Value DFG SOO0DF Allocation for 2006 2007 You cannot claim more than your allocation 180 000 00 mit Towards capital expenditure 180 000 00 This field is not to be used 0 00 FOOODF Amount claimed for disabled facilities grant 180 000 00 Continued on next page October 2009 Version 1 0 Communities and Local Government 2007 Page 161 LOGASnet User Guide for DCLG Users Section 10 Reporting Standard Reports continued Grant Status Available to e DCLG Issues Enquiry Available to e DCLG Late Submissions Available to e DCLG October 2009 Provides a summary of the status of the current cycle step as ata specified date Department for Communities and Local Government Housing Subsidies and Grants Grant Status Report 23 03 2007 Organisation Adur Di
9. Maintain Document Document Listing Document Details Update operation successful October 2009 Version 1 0 Communities and Local Government 2007 Page 177 LOGASnet User Guide for DCLG Users Section 12 Appendix Section 12 Appendix In this This section will cover the following topics section Appendix Field Scripting Appendix Il HTML Formatting Tags October 2009 Version 1 0 Communities and Local Government 2007 Page 178 LOGASnet User Guide for DCLG Users Section 12 Appendix Appendix Field Scripting Overview General JavaScript is case sensitive so it is important to ensure you enter the Syntax correct method names GASPS uses the following convention e All methods are UPPER CASE e g V POUND IIF There is one exception to this rule The field access methods V E X are available in lower case v e and x Within LOGASnet you can only enter a single statement that must result in the return of a single value That is there is no support for complex block statements enclosed in braces and separated by semi colons Continued on next page October 2009 Version 1 0 Communities and Local Government 2007 Page 179 LOGASnet User Guide for DCLG Users Section 12 Appendix Appendix I Field Scripting continued Expressions The formula you enter is a standard Excel type formula and you can use standard operators such as Wherever you can use a v
10. p N tes Person Listing 3 Surname Sort by Surname Show Inactive Persons No Display 20 Enter the person s name into the Forename and Surname fields and use the Type drop down list to select the type e g Internal User External User Appointed Auditor etc x User hw Sale Deparbment for Communities and Local Government Home Settings Help Log Off Maintain Person Yer e ie ly la Person Listing Person Details Id Home Organisation Not selected E mail Notes Inactive Date Click on the ellipsis button to select the user s Home Organisation The Select Organisations screen is displayed Internal User Home Organisation Nat Selecte continued on next page page October 2009 Version 1 0 Communities and Local Government 2007 Page 25 LOGASnet User Guide for DCLG Users Section 3 Setting Up and Maintaining Users Setting Up New Users continued Use the Name field and Category drop down list to narrow down the search criteria for the organisation if required and click on Search Any organisations that match your search criteria are displayed in the Matching Organisations list box yo a Maintain Person i wm wey t Person Listing Person Details Select Organisations Name bep Category Maximum records returned cg so Matching Organisations Selected Organisation Department for Communities and Local Govern Department for Work and Pensions Check for Notices cancel EN
11. Communities and Local Government 2007 Page 74 LOGASnet User Guide for DCLG Users Section 6 Managing Forms Form Navigation Overview There are a number of navigational features that you can use when using Test Form These are located at the top of the form and remain in place throughout NOTE Be especially aware of the system timeout when entering data into forms This is a security mechanism which logs you off after 20 minutes of inactivity Ensure that you save your data regularly when completing forms as data will be lost if the system times out Expanding amp The fields on a form are displayed within a cascaded menu structure You Collapsing can expand or collapse these menus by clicking on the arrows at the left Fields hand end of each heading within the form Recalc Validate H BD 2007 2006 B1 O SECQION 1 Local Authority s Stock F SECCION 2 Management Maintenance and Major Repairs Allowances ummary E FO22MM Total dwellings including dwellings equivalent held an 1 April 2006 excluding shared ownership dwellings and excluding PFI dwellings The Expand button expands the whole form so you can see all the fields at once Once clicked the button changes to Collapse Click Collapse and the form will revert to the initial view The Expand Collapse button can also be found at the bottom of the form F Payment Summary 2006 2007 F116P0 Pooling liability for Quarter 3 2006 2007 F117P0 Interes
12. Organisations ashi Settle Claim Report for Cycle Period Housing Subsidies amp Grants 2005 2006 Amount Claimed Step First Advance 1 274 262 00 Step Second Advance 1 274 262 00 Step 03 Advance Final 1 291 748 00 Step Auditor Final 1 291 748 00 Payment Date Amount Paid 16 05 2005 127 426 00 15 06 2005 127 426 00 15 07 2005 127 427 00 15 08 2005 127 426 00 15 09 2005 127 426 00 Continued on next page October 2009 Version 1 0 Communities and Local Government 2007 Page 166 LOGASnet User Guide for DCLG Users Section 10 Reporting Standard Reports continued Statement of Amount Due Shows transactions made in respect of grant claims for a specific payment date Available to Department for Communities and Local Government Housing Subsidies and Grants e DCLG e External Organisations Statement of Amount Due at 15 01 2007 Organisation Cycle Period Housing Subsidies amp Grants 2005 2006 Amount Due 13 053 00 Amount Received 1 304 801 00 Current Entitlement Amount Paid 1 291 748 00 0 00 Grant Amount Claimed HRA Subsidy 1 291 748 00 Total for Housing Subsidies amp Grants 1 231 748 00 1 231 748 00 0 00 1 304 801 00 13 053 00 2005 2006 Cycle Period Housing Subsidies amp Grants 2006 2007 Grant Amount Claimed Current Entitlement Amount Paid Amount Received Amount Due HRA Subsidy 1 582 586 00 1 4
13. a combination of both Note This is due to the dependency algorithm which uses regular expressions to calculate dependant fields These field names must be Known at the server and these calculated names would only become Known on the client at run time To allow this functionality every field and every formula would have to be downloaded to the browser even if the user is only amending a small section Continued on next page October 2009 Version 1 0 Communities and Local Government 2007 Page 180 LOGASnet User Guide for DCLG Users Section 12 Appendix Appendix I Field Scripting continued Operators Standard JavaScript operators in order of precedence are shown in the table below Logical NOT 1 Multiply divide modulus Plus minus Concatenate strings e Less that or equal to less than gt gt Greater than or equal to greater than Equals Not equal amp amp Logical AND Logical OR There are several more but they are not worth covering here Precedence is normal so is done before as shown in the table Note that adds numbers and concatenates strings Continued on next page October 2009 Version 1 0 Communities and Local Government 2007 Page 181 LOGASnet User Guide for DCLG Users Section 12 Appendix Appendix I Field Scripting continued Accessing In LOGASnet every field question has 3 values Field Values e Value The value you see and enter e Field
14. by organisations e Communications User gives you access to maintain communication details and maintain notices In all cases your authority on the system will also be limited by the grants to which you are assigned So for example if you have the authority to request suspensions you will only be able to request suspensions for the grant s to which you are assigned If you are not sure whether you have the correct roles assigned to your user account you should contact the LOGASnet helpdesk October 2009 Version 1 0 Communities and Local Government 2007 Page 9 LOGASnet User Guide for DCLG Users section 2 Access and Navigation Section 2 Access and Navigation In this This section explains how to access the system log on navigate around Section LOGASnet and use some of the basic functions of the system User Setup Logging On amp Registering Navigation amp Help The To Do List Field Notes Changing your Password October 2009 Version 1 0 Communities and Local Government 2007 Page 10 LOGASnet User Guide for DCLG Users section 2 Access and Navigation User Setup Overview This section details the process you should follow to gain access to LOGASnet Stage 1 Receive activation key and LOGASnet user IC Stage 2 Select a password anc Register on LOGASnet to receive Government logon only Gateway ID Stage 3 Logon First time Stage 1 When
15. e 3 A comma following a negative number e f6 Contains invalid character Some more examples Value entered g ae 2 ES 1 1 1 000 0 1 00 1234 56 1234 56 1 234 560 1 200 1234 56 1234 567 1234 567 1 234 567 1 200 1234 56 12 12 12 000 0 12 00 1234567 1234567 1 234 567 000 1 234 500 1234567 00 Continued on next page October 2009 Communities and Local Government 2007 Version 1 0 Page 187 LOGASnet User Guide for DCLG Users Section 12 Appendix Appendix I Field Scripting continued Math Methods LOGASnet allows any standard JavaScript method to be called and the Math class provides many methods random ceil round sin cos tan etc These can be embedded into formulae simply by using Math method For example Math floor V field Math sin 45 Any good JavaScript book will list all the methods available LOGASnet does provide a couple of shorter wrappers no need for Math Prefix for the commonly used Math methods ABS CEIL and FLOOR as well as providing a more useful ROUND method These are detailed below ROUND v p Round v to p decimal places ROUND v field 2 The standard Math Round n method rounds to the nearest integer and does not allow the number of decimal places to be specified The LOGASnet version of this method simply uses Math round v Math pow 10 p p and there is nothing stopping you using Math Round should you wish ABS v Simply calls
16. view all fields on a form or at heading sub heading level by clicking on the Fields link on the Heading Listing screen Maintain Form Form Listing 200701 Heading Listing Heading Hierarchy 200701 Section 1 S01 HO1 Parent Heading Soil HG1 w Display 20 bows Heading Short Name Soden Slava WS ell Eles ssi JL ails SubHeadings SubHeadings SubHeadings SubHeadings SubHeadings Maintain Form Form Listing 200701 Heading Listing Amend Heading SubHeadings Id 6000 Short Mame Soi HO1 1 Parent Heading soi Hoi w The steps on the next page show you how to maintain field details The process for creating a new field and maintaining an existing one are very similar so both are covered together continued on next page October 2009 Version 1 0 Communities and Local Government 2007 Page 83 LOGASnet User Guide for DCLG Users Section 6 Managing Forms Fields continued Click on the Field Reference link on the Field Listing screen to update an existing field or click the Add push button to create a new field Maintain Form Form Listing 200701NG Field Listing Heading Hierarchy eOO0 OLNGI Parent Heading ada Field Reference Po Grant Camponent w Display 20 bows Field Reference Field Mame F001234 This field is to contain a monetary value More information about the field can go in here FOO1235 This is a second field also containing a monetary value page 1 of 1 F
17. 20 bows Short Name Released Headings Fields 200601 Headings Fields 200602 Headings Fields 200661 Headings Fields continued on next page Version 1 0 Communities and Local Government 2007 Page 78 LOGASnet User Guide for DCLG Users Section 6 Managing Forms Creating Forms continued Enter the fields on the Amend Form screen as follows Short Name The short name for the form which is used by the system when the form is displayed or when selection of a form is required Name The full name of the form used for reporting purposes Help text A more detailed description of the form Help URL If more information is available on a website then enter the address in here Style Sheet The style sheet to be used when rendering the form Currently the default style sheet is the only option Notes A free format field allowing you to enter notes about the form if required Click on the Save button when you have completed the fields as required Form Listing Amend Form Id Short Name 200FNGJ Name Example form for 2007 Help Test S Style Sheet Gasps3 default Style Sheet Feleased Notes This form was created 2nd March 2007 October 2009 Version 1 0 Communities and Local Government 2007 Page 79 LOGASnet User Guide for DCLG Users Section 6 Managing Forms Headings amp Sub Headings Overview The process for setting up and maintaining headings is very similar so both are covered together
18. 2006 2007 sing capital receipts arising from qualifying disposals received in quarter f Totan g capital receipts subject to pooling From disposal of other dwellings Click on the pencil icon to view the field notes Existing notes are displayed in a list at the top of the notes maintenance popup window Field Notes for field F0O04PO Field Name Total housing capital receipts subject to pooling including notional receipts Existing Notes This is an example note added to this field This is a second example added to the same field Mew Notes October 2009 Version 1 0 Communities and Local Government 2007 Page 21 LOGASnet User Guide for DCLG Users section 2 Access and Navigation Changing your Password Overview This topic explains how to change your LOGASnet password You cannot reuse any of your previous 10 passwords on LOGASnet and the new password you choose must meet the following criteria e minimum length of 8 characters e maximum of 20 characters e must contain at least one numeric character e must contain at least four alphabetic characters e must contain at least one non aloha numeric character e g amp or e must not contain in any part of the password words that can be found in a dictionary e g million e should not contain more than three repeating characters Click on the Settings link in the top right hand corner of the screen Enter your Current Password and your choice of New Pass
19. Grants Late Submission Report Cycle Period Step Housing Subsidies amp Grants Base Data 2007 2008 Auditor Base Data Return Organisation Missed Extended Deadline No Organisations found in this section Missed Submission Deadline Extended Deadline Set No Organisateons found in this section Missed Submission Deadline Continued on next page Version 1 0 Communities and Local Government 2007 Page 162 LOGASnet User Guide for DCLG Users Standard Reports continued Organisation Status Available to DCLG Payment Comparison Available to October 2009 DCLG section 10 Reporting Identifies those organisations which meet specified criteria for a selected cycle step For example you could report on those organisations where a cycle step has been released but no certified data has yet been received Reference OS Version 1 1 Description This report identifies Organisations meeting specified criteria for a selected cycle step Selection Criteria Event Query Data Certified Cycle Step DFG 2005 2006 DFGC1 Organisations Organisation Status Report User Run Date Noor Taha 40032 02 May 2007 11 47 Aylesbury Vale District Council Bromsgrove District Council Adur District Council Amber Valley Borough Council Cannock Chase District Council Barnet London Borough Grant Sections Disabled Facilities Current Disabled Facilities Capital Th
20. Listing Cycle Name Display 20 rows CycleShortName Housing Subsidies amp Grants Local 4rea Agreements Cycle Name Period Short Name 2006 Sort by Mone t Feriod Short Name 005 2006 006 200 Page 1 of 1 First Find the relevant grant section by entering search criteria in the Name fields at the top of the screen click on Search to apply your criteria Click on the link in the Grant Section Short Name column when you have found the right cycle Organisation Listing Cycle Period Listing Grant Section Listing Shart Name Sort Ey Grant Section Short Name Pesource Capital October 2009 Communities and Local Government 2007 Full Wame 20 ows Display Grant Section Name LAA Resource Lad Capitals Page 1 of 1 First Previous continued on next page Version 1 0 Page 71 LOGASnet User Guide for DCLG Users Section 5 Grants Writing Off Balances continued A summary of the balance that you are about to write off is displayed including the Write off Amount You must select a Reason for the write off from the drop down list at the bottom of the screen Click on Save when you are ready to proceed Write Off Balance Organisation Listing Cycle Period Listing Grant Section Listing Write Off Balance Organisation Short Name Manchester Cycle Short Name LAA Period Short Name 006 2007 Grant Section Short Name Resource Wirite oaff amount 2214164
21. Organisation Notices Maintain Document Form Completion Payment Processing Management Information The Communications Listing screen is displayed Maintain Communication Communications Listing New Inbound New Outbound Date InfOut Organisation Cycle Period Subject 02 01 200F Out DCLG Payment failed no ledger codes set up 02 01 2007 Out DCLG Payment failed no ledger codes set up 02 01 2007 DCLG Payment failed no ledger codes set up 02 01 2007 DCLG Payment failed no ledger codes set up 03 01 2007 North Amendment date for North Norfolk HSGA 2005 Norfolk eo Ola 4 NE continued on next page October 2009 Version 1 0 Communities and Local Government 2007 Page 152 LOGASnet User Guide for DCLG Users Section 9 Communications Creating a New Communication continued You can choose a cycle step to which the communication relates Locate the cycle step that you require by completing the search fields at the top of the screen and clicking the Search button Click the Select link next to the relevant cycle step to select it Maintain Communication Communications Listing Cycle Step Selection Skip Step Selection Or select the cycle step to which the communication relates Cycle Short Name HSBD HSBC HSBD HSBD Period Short Name Step Short Name 2001 2002 B2 2001 2002 B1 2002 2003 Bz 2002 2003 BI Alternatively if the communication is not related to a particular cycle step simpl
22. Parent Heading e Grant Grant Component and Grant Section musi all be completed Use the ellipsis button l l next to the Grant field to select a grant When you have done so the Grant Component and Grant Section drop down lists become available rele Agricultural Dwellings ee Grant Component Agricultural Dwellings 3 Grant Section Agricultural Dwellings 13 e Data Type This determines what kind of data can be entered into the field The options are e Currency Used for fields that contain monetary amounts e String Used for text fields that have no specific format e g name fields e Numeric fields will only accept numeric data and will not accept letters Date These fields are used to hold dates e Display Format For numeric fields this specifies how a number is displayed on the screen e g the number of decimal places e Default Value You can specify a default value that will appear on a form The person completing the form will still be able to overwrite this value continued on next page October 2009 Version 1 0 Communities and Local Government 2007 Page 85 LOGASnet User Guide for DCLG Users Section 6 Managing Forms Fields continued 3 Data Source Step is used in conjunction with Data Source Field It cont identifies a data item on a previously certified step that will be used to populate this field each time the form is opened Data Source Field is used in conjunction with Data S
23. Processing Request Interim Payment Review Payment Approve Payment P Administer System Management Information continued on next page October 2009 Version 1 0 Communities and Local Government 2007 Page 140 LOGASnet User Guide for DCLG Users section 8 Payments Requesting Interim Payments continued Use the fields at the top of the screen to filter the list of grants and grant sections and click on the Search buiton You can filter the list both by grant and grant section name and short name Alternatively use the buttons at the bottom of the list to page forwards or backwards through the list Click on the Grant Short Name or Grant Section Short Name link to proceed Request Interim Payment Grant and Section Listing Grant Short Name Grant Name Defects Display 20 rows Section Short Name Section Name Grant Short Name Grant Name Grant Section Grant Section Name Short Name Defects Repurchases Capital Defects Repurchases Capital Defects Repurchases Loan Defects Repurchases Loan Defects Reinstatement Loan Defects Reinstatement Loan Defects Top Up Capital Defects Top Up Capital Defects Top Up Loan Defects Top Up Loan page 1 of ree neve ner JL Use the Organisations search screen to select the relevant organisation s and click Select Request Interim Payment DECA Organisations Select Organisations Maximum records returned Matching O
24. Search button to apply your choice Exclude errors Include Errors Errors onl continued on next page page October 2009 Version 1 0 Communities and Local Government 2007 Page 142 LOGASnet User Guide for DCLG Users Section 8 Payments Requesting Interim Payments continued lf a payment calculation has failed for any reason this is indicated by an E next to the payment in the list Click on the link in the Organisation Short Name column for an explanation of an errors Organisation Short Cycle Short Period Short Grant Section Amount Mame Mame Hame Short Name DUE E Arun HSGA e006 007 DFCA 402905 Mo E Arun HSGA 007 2008 DFCA 34020 Mo Suspended Those payments that are calculated successfully will now need to be reviewed and approved in the usual way See Reviewing Payments on page 117 and Approving Payments on page 124 for full instructions October 2009 Version 1 0 Communities and Local Government 2007 Page 143 LOGASnet User Guide for DCLG Users Section 9 Communications Section 9 Communications In this This section explains how to manage communications within LOGASnet You section will only have access to the facilities covered in this section if you have the relevant levels of authority assigned to you Introduction to Communications Reading Notices Creating Notices Creating Notices for Other Organisations Creating a New Communication Maintaining Issues October 2009 0 Version 1 0
25. Section Short Name DHG Cycle Short Name DFG Feriod Short Name Profile Type 2007 2008 Payment rows Date 23 07 2007 23 09 2007 Fercentage Due 23 10 2007 23 01 2008 H continued on next page October 2009 Version 1 0 Communities and Local Government 2007 Page 68 LOGASnet User Guide for DCLG Users Section 5 Grants Maintaining Payment Profiles continued Assuming there are no errors in the profile relevant error messages are displayed at the top of the screen a message is displayed confirming that the profile has been saved successfully Grant Section Short Name DHG Cycle Short Name DFG Feriod Short Name 2007 2008 Profile Type Payment Save operation successful rows Date Fercentage Due October 2009 Version 1 0 Communities and Local Government 2007 Page 69 LOGASnet User Guide for DCLG Users Writing Off Balances Overview Section 5 Grants Writing off the outstanding balance for an organisation s grant section claim allows claims to be settled where it is established that the balance outstanding will never be paid off for whatever reason There is no restriction on the amount that can be written off but you can only write off the whole amount outstanding at that point in time A write off of the outstanding balance can only be applied not removed or amended To write off balances select Grant Management gt Grant Operation gt Write Off Balance from t
26. The format is applied to the data at the point of entry and or at the point it is written to and read from the database This ensures that the data values held in the database as strings will always contain the correct number of decimal places The format string is not applied to field error or form error values which are normally strings of text Any formulae you enter in the field or form validation records must obviously take into account the formatting of the cell they are examining There would be little point testing for a particular value to three decimal places if it has a format string which truncates it to two The format string is very simple In technical speak you would write this as follows n n The indicate optional components and the means OR n decimal places So it can optionally start with a comma and be optionally followed by a number which may be positive or negative The comma indicates that you want values gt 1000 to be displayed with a comma separating the thousands e g 1 234 567 89 Note Users can also enter commas in the data capture form and they will stripped if your format string does not allow it providing JavaScript is enabled A positive decimal places value causes any value to be truncated not rounded to that number of decimal places This occurs at data entry and at the end of any calculation If the user enters 1234 567 and you have 2 as the format str
27. User pama POERA Department for Communities and Local Government E mail Telephone 0208 500 1000 Extension 4590 Motes Inactiwe Date You have now successfully created the new person A confirmation message is displayed and two new push buttons appear on the screen Delete and Create as User If this person requires access to the system you must now proceed to create them as a user continued on next page October 2009 Version 1 0 Communities and Local Government 2007 Page 27 LOGASnet User Guide for DCLG Users Section 3 Setting Up and Maintaining Users Setting Up New Users continued Maintain Person Person Listing Person Details Id 4121 Create 45 User Forename Emma Surname pixson Type Internal User v If required an expiry date for the user can be entered at this point Enter the date in the Valid Until field in the format dd mm yyyy or use the calendar button next to the field to select the date This is not a mandatory field the user ID will never expire if you do not complete it Click on the Save button to proceed Maintain Person Person Listing Rixson User Details Id Activation Key Valid Until 01 02 2009 October 2009 Communities and Local Government 2007 continued on next page Version 1 0 Page 28 LOGASnet User Guide for DCLG Users Section 3 Setting Up and Maintaining Users Setting Up New Users continued A confirmation message is displayed and the ID an
28. as Functions cont V tield POUND 12 V field EURO 12 Another consideration is when checking the value of a currency cell ina validation script In this example field has a type of Currency and we are checking that it is greater than 20 pounds or are we IIF V field gt 20 error We have a problem because in Euro mode field will now be 30 because it has been converted Our test will fail So in one mode it will be OK and in the other we will see an error We have to indicate that the 20 is a currency value in pounds and when in Euro mode we want it to be 30 We need to enter this IIF V field gt POUND 20 error Other combinations are also possible It s not good practise but we may have a cell which does not have the type of Currency and we want to treat it as such SO we may use IIF POUND V field gt POUND 20 error Continued on next page October 2009 Version 1 0 Communities and Local Government 2007 Page 184 LOGASnet User Guide for DCLG Users Section 12 Appendix Appendix I Field Scripting continued Checking a condition Using IIF October 2009 All languages have a mechanism to test a condition and branch down the appropriate path depending on whether the condition is true or false Normally this would be a multi line IF statement something like this if condition code if
29. bold when it is displayed on the form You can combine tags to combing multiple formats The i tag used in the example below makes text appear italicised lt b gt lt i gt This text is bold and italicised lt b gt lt I gt This will appear on the form as This text is bold and italicised lt Uu gt lt Uu gt makes selected text underlined HTML code Display This word is lt u gt underlined lt u gt This word is underlined lt u gt This sentence is underlined lt u gt This sentence is underlined lt span style color red gt lt span gt changes the colour of the selected text HTML Code Display lt span style color red gt This is red This is red text text lt span gt lt span style color green gt This is This is green text green text lt span gt lt span style color cyan gt This is This is cyan text cyan text lt span gt lt span style color blue gt This is blue This is blue text text lt span gt October 2009 Version 1 0 Communities and Local Government 2007 Page 194
30. converted to a number for Javascript use HumeDatel Enter number to be converted to date HumeDater Humber above converted to a date Mand Mandatory How to make field description text bold How to make Held description text italic BoldItalic How to make feld description text bold italic HelpText How to make field HelpText text enhancements Colours This is red text This is blue text This is green text This is cyan text BackBald Background Colour with some Bold Text Indents The following is a simple indented list Iter 1 Item i Item ib Item 2 HTML code is not covered in detail in this guide though there is a brief introduction on the next page to get you started There are many tutorials for creating HTML on the internet if you would like more information Continued on next page October 2009 Version 1 0 Communities and Local Government 2007 Page 193 LOGASnet User Guide for DCLG Users Section 12 Appendix Appendix Il HTML Formatting Tags continued HTML Simple HTML formatting works by marking the selected portion of text that Examples you wish to format in between two tags a start tag and an end tag An end tag is indicated by the forward slash character before the tag name Look at the example below which uses the b tag to make text bold lt b gt This text is bold lt b gt The start tag here is lt b gt and the end tag is lt b gt The text in this sentence will appear as
31. have not yet started You can change this date and any of the other search criteria if you wish click on Search to apply your criteria Maintain Period Period Listing Start After Date is oi 2007 ES End Before Datel Display 20 lows Short Name StartDate EndDate 2007 2008 01 04 2007 31 03 2008 page 1 of 1 Fre Frere Leer JLo continued on next page October 2009 Version 1 0 Communities and Local Government 2007 Page 63 LOGASnet User Guide for DCLG Users Section 5 Grants Maintaining Period continued Click on Add to create a new period Maintain Period Period Listing Start After Date i3 qi 2007 End Before Date o Display Complete the 4 fields on the screen and select a period Type using the drop down list Other or Financial Year Click on the Save button when you have made your changes The Short Name convention is Start Year space hyphen space End Year a p a Maintain Period Lo eu ne op a Period Listing Period Maintenance Id anor 2008 2009 Name Name Financial Year 2008 End Date 31703 2009 Tye k A message is displayed at the top of the screen confirming that your period details have been saved successfully Maintain Period Period Listing Period Maintenance Save operation successful Id 29 short 2008 2009 Mame October 2009 Version 1 0 Communities and Local Government 2007 Page 64 LOGASnet User Guide for DCLG Users Maintainin
32. in this section Locate the form whose headings you wish to maintain on the Form Listing screen and click on the Headings link Maintain Form Form Listing Display 5 bows Short Name Released 200701 200 701NGI 2O07B4 2007B2 2O007C1 Fields Fields Fields Fields Fields Fields All existing headings on the form are listed Click the Add button to create a new heading or click the link in the Heading Short Name column to update an existing one Form Listing 200701NGI Heading Listing Heading Hierarchy 200 01NGI Parent Heading Top Level Headings Display 20 bows Heading Short Name SubHeadings Fields SubHeadings Fields SubHeadings Fields SubHeadings Fields page 1 of Fe ems ee Section Section Section 3 continued on next page October 2009 Version 1 0 Communities and Local Government 2007 Page 80 LOGASnet User Guide for DCLG Users Section 6 Managing Forms Headings amp Sub Headings continued The Amend Heading screen is displayed from where you can amend or enter the following fields e Short Name Short name for the heading that will be displayed when seeing the heading in lists etc e Parent Heading If selected determines the heading under which the new heading will sit If not selected the new heading will be a top level heading e Name Full name of the heading This will appear in the heading bar when the form is displayed e Help Text More detailed info
33. is displayed Cycle Listing Grant Status Report Selection Grant Status Report ae Fa Grants Grant Status Report 15 03 2007 Organisation Pigia etek Tame Deeg Tariel Cycle Step DFG 2006 2007 01 Grant Section Certified Date Amount Paid Cur Dane pieh Entitiement OFGC 26 04 2006 390 000 00 0 00 390 000 00 390 000 00 Bal Outstanding 0 00 Export To ae Department for Communities and Local Government Housing Subsidies and Suspended Settled No No The fields and the buttons at the top of the screen are common to all reports and are used as follows Go to Page allows you to jump to any page of the report You can also navigate with the First Previous Next and Last buttons Find highlights the next instance of the value that you enter Zoom controls the level of zoom at which the report is displayed Export To allows you to report the data in Microsoft Excel or Adobe PDF format October 2009 Communities and Local Government 2007 gt my we Grant Short Name Grant Section Short Name Sort By Grant Section Short Name Full Name vi Grant Short Name Grant Section Short Name Grant Section Name DFG DFGC Disabled Facilities Capital DFG DFGN Disabled Facilities Current Step Current Date 15 03 2007 Produce Report continued on next page page Version 1 0 Page 170 LOGASnet User Guide for DCLG Users Section 10 Reporting Running Reports continued The S
34. level validation NOTE Only the form name is displayed in the form header This indicates that you are carrying out initial testing Test Data Listing Form Listing Organisation and Step Selection Claims Data Capture 2007B2 Q section 3 1e Local Authority 5 Stock 9 SECTION 2 Management Maintenance and Major Repairs Allowances Q 2007 2004 13 Archetypes for Maintenance Allowances F 00ih A Pre 1945 small terrace houses FOoO MM B Pre 1945 semi detached houses Form First Advance Organisation ee continued on next page October 2009 Version 1 0 Communities and Local Government 2007 Page 89 LOGASnet User Guide for DCLG Users Section 6 Managing Forms Testing Forms continued The Select Organisations screen is displayed Enter search criteria if required using the Name and Category fields click on Search to apply your criteria When you have located the organisation that you wish to use in your testing highlight it by single clicking it and click the button Click on Select to continue Select Organisations Name manchester Category Maximum records returned Matching Organisations Selected Organisation Manchester City Council Manchestershire Borough Council The Organisation and Step Selection screen is redisplayed Click on Create Test Data You do not need to select a cycle step when carrying out secondary testing Test Data Listing Form Listing Organisation and Step Se
35. payments or receipts to be calculated Look at the following example which you might see on LOGASnet HSBED 2007 2006 B1 The cycle here is HSBD and the period is 2007 2008 The cycle step is B1 Continued on next page Version 1 0 Communities and Local Government 2007 Page 7 LOGASnet User Guide for DCLG Users Section 1 Introduction About LOGASnet continued Grants The diagram below shows how grants cycles and periods fit together For and more information see Section 7 Cycles amp Cycle Steps on page 94 and Cycles Section 5 Grants on page 45 cont Cycle e g DHC Defective Housing Cap Non Cap J y 3 y Cycle Perioc e g DHC 2005 200 e g DHC 2006 2007 e g DHC 2007 2008 Cycle Steg e g 01 1st Advance e g 02 2nd Advance Cycle Ster Cycle Ster Cycle Step Cycle Step Sections e g DFCA Section Section Section Section e g DFCA Defects 5 Gran 2 an Reinstatement Capital Slant arant Year 200 2007 2008 Forms Payments October 2009 In order to calculate an organisation s grant claim for a given period organisations must submit data for the relevant cycle step via a LOGASnet form by the submission deadline These forms are created and maintained by DCLG and completed online by organisations The data that are collected via the online forms must be certified by a Claims Certifier within the or
36. remove an abatement only comes into force once it has been authorised You can only authorise or reject abatement requests if you have the relevant level of authority within LOGASnet This topic explains how to authorise or reject an abatement request From the menu select Grant Management gt Grant Operation gt Authorise Abatement Action from the menu Tick the Select boxes of the abatement s that you wish to authorise or reject You can action more that one abatement at a time if required Click on the Reject or Authorise button NOTE Only those abatement requests which you have authority to authorise are displayed Authorise Abatement Action Unauthorised Abatement Listing Organisation Cycle Period Grant Section Abatement Reason Action Select H5G4 2003 2004 Disabled Facilities Current 9 769176 Claim Amended APP H5G4 2003 2004 Disabled Facilities Current 63 762271 Claim Amended APP F page 1 of He revon ee The abatement is removed from the list and a message is displayed confirming your action The Abatement s were authorised successfully Organisation Cycle Period Grant Section HSGA 2003 2004 Disabled Facilities Currt October 2009 Version 1 0 Communities and Local Government 2007 Page 139 LOGASnet User Guide for DCLG Users Section 8 Payments Requesting Interim Payments Overview Interim payments allow payments to be made before the next scheduled payment date where there is money outstandin
37. set up each of these types of testing From the menu select Form Management gt Test Form Test Data Listing step o So by Form Organisation Cycle Step View All Testers f Display ace continued on next page October 2009 Version 1 0 Communities and Local Government 2007 Page 87 LOGASnet User Guide for DCLG Users Section 6 Managing Forms Testing Forms continued Locate the form that you wish to test by entering a full or partial form name into the Form Short Name field and clicking on Search Click on the link in the Short Name column for the relevant form Display 20 rows Short Name Name First Advance Advance Base Data Return Auditor Base Data Return First Advance First Advance page 1 of 1 Fee reves ner ae THEN IF You wish to carry out initial testing Continue to step 4 below You wish to carry out secondary Go to step 7 on page 89 testing You wish to carry out final testing Go to step 12 on page 91 Click on Create Test Data You do not need to complete the Organisation or Step fields when carrying out initial testing First Advance continued on next page Page Break October 2009 Version 1 0 Communities and Local Government 2007 Page 88 LOGASnet User Guide for DCLG Users Section 6 Managing Forms Testing Forms continued The form is displayed in test mode You can use all the usual navigation features of this form in your testing including field and form
38. to maintain the authorisers for a grant You will only be able to carry out this function if you have the relevant level of authority associated with your user account The process for adding a new grant authorisation and maintaining an existing one are very similar so both are covered in this topic To maintain grant authorisers select Administer System gt Maintain Grant Authoriser from the menu x e Communities and Local Government YF Administer System E Access Control Maintain Person b Organisation Maintenance Maintain Period Maintain Lists Update System Parameters Form Management Grant Management Form Completion b Management Information By default all grant authorisers are listed You can filter this list if you want by entering a Surname or Grant Section Short Name and clicking on Search In the example below the list has been filtered by surname Maintain Grant Authoriser Grant Authoriser Listing Grant Section Short Namej e Display 5 bows Surname Forename Email Address Organisation Grant Section Short Name Risson John nick gower jones sansa com DELG ADG Risson John nick gower jones xansa com DELG AHPIJ Risson John nick gower jonesmsansa com DELG DFTA Risson John nick qower jones xansa com DELG DFCU Rixson John nick gower jones xansa com DELG DFGC continued on next page October 2009 Version 1 0 Communities and Local Government 2007 Page 55 LOGASnet User Guide for
39. you request access to LOGASnet you should receive your LOGASnet user ID and activation key from the LOGASnet helpdesk These two pieces of information are used by you when you register for the first time with the Government Gateway If you do not receive your user ID and activation key you should contact the LOGASnet helpdesk by email logasnet helpdesk communities gsi gov uk or phone 0303 4442444 Stage 2 Register with the Government Gateway for which you will need to enter your user ID and activation key You will only need to do this the first time that you log on You will need select a password which you will use with your Government Gateway ID to logon in future At this point the Government Gateway will return your Government Gateway ID which you must note down and remember Stage 3 Logon as normal with your Government Gateway ID and your selected password You can find full instructions for logging on and registering on the next page October 2009 Version 1 0 Communities and Local Government 2007 Page 11 LOGASnet User Guide for DCLG Users section 2 Access and Navigation Logging On amp Registering Overview Access to the system is via an internet browser such as Internet Explorer Before you can log on you must first register to activate your Government Gateway ID If you have already registered and activated your Government Gateway ID then you can proceed to logon to LOGASnet Proceed to step 1 on this page
40. 00 153 000 00 270 000 00 1 356 000 00 1 356 000 00 Continued on next page Version 1 0 Page 167 LOGASnet User Guide for DCLG Users Standard Reports continued User Audit Trail section 10 Reporting This report shows all changes made to a specific user account e g changes to roles grant assignments etc It does not show actions Available to e DCLG e External Organisations Vote Provision Monitoring Action User Added User Assigned to Role User Assigned to Role User Details Amended carried out by the specified user this information can be found in the Claim Audit Trail report Department for Communities and Local Government Housing Subsidies and Grants User Audit Trail for David Rix Description Person David Rix David_Rix test com Type INTERNAL Organisation Department for Communities and Local Government Valid Untit 01 02 2011 00 00 00 By Person David Rix David Rixn test com RoleName Review Payment By Person David Rix David Rix test com RoleName Enter Data view By Person David Rix David_Rixn test com Type INTERNAL Organisation Department for Communities and Local Government Valid Until 01 02 2011 00 00 00 By This report provides a mechanism for monitoring whether the Vote Provision is going to be breached during the current financial year It can be run for a specific grant section if required and is likely
41. 1 1970 NOW Returns the standard JavaScript new Date toString the current date and time as a string TODAY Returns today s date as a string dd mm yyyy NUM2DATE n Take a number normally created by DATE2NUM and turn back into a date string dd mm yyyy DATE2NUM dd mm yyyy Convert date into a number This means that NUM2DATE DATE2NUM 18 2 1999 will give 18 2 1999 Continued on next page October 2009 Version 1 0 Communities and Local Government 2007 Page 190 LOGASnet User Guide for DCLG Users Section 12 Appendix Appendix I Field Scripting continued Lookup Methods ONEOF INDEXOF LOOKUP All of these methods could be coded by hand using nested IIF statements but they would be quite cumbersome and error prone ONEOF a z y x Simply return true if the value a is in the list z y x Note the square brackets because we can provide any number of values in the list How might we use this Suppose we have a question Please enter a value 10 20 or 30 You could code the field validation as IIF ONEOF v field 10 20 30 Error Must be 10 20 30 So provided they have entered 10 20 or 30 they will get an empty string no error or an error string INDEXOF a z y x Return the index of a in the list i e it returns the position of the first occurrence of a specified value in the list e g INDEXOF 2 2 3 4 gives 1 Note the i
42. 2007 wan if You can access forms in one of two ways Firstly you can access them via the To Do List that appears on your home page Simply click on the Edit link for the cycle step as shown in the example below and then proceed to step 4 of this topic POOL 27006 2007 j WIP Home Page Home Page To Do List Organisation Cycle Period Step Status POOL 2006 2007 03 Hew Secondly you can access a form from the LOGASnet menu Start from step 1 below to complete a form via this method Remember LOGASnet will automatically log you off after 20 minutes of inactivity If this happens and you have not saved your cycle step data you will have to re enter it Ensure that you Save regularly to prevent this from happening continued on next page Version 1 0 Communities and Local Government 2007 Page 110 LOGASnet User Guide for DCLG Users Section 7 Cycles amp Cycle Steps Entering Cycle Step Data via a Form continued Select Form Completion Enter Data from the menu All cycle steps are listed on the Claims Data Listing screen as long as the user all the grants that are associated with the cycle step assigned to their user account Enter Data Claims Data Listing Organisation OE clear 2 Perot fsa 20 rows Organisation Cycle Period Step Status Deadline Action POOL 2006 2007 03 Hew 31 01 2007 Edit page 1 of Hime Frere Nee You can use any or all of the search faci
43. 24 327 00 0 00 1 266 069 00 158 255 00 Total for Housing Subsidies amp Grants 1 582 586 00 1 424 327 00 0 00 1 266 069 00 158 258 00 2006 2007 2 874 334 00 2 716 075 00 0 00 2 570 870 00 145 205 00 Total for All Years Where an authority s claim has been suspended the figures shown in the Statement may not balance Suspension Abatement Enquiry This report details all suspensions or abatements that are currently in force and can be limited by cycle period and grant section i Department for Communities and Local Government Housing Subsidies and Grants Available to Suspension Enquiry Report e DCLG Disabled Facilities Capital DFG 2004 2005 Grant Section Cycle Period October 2009 Organisation Date Authorised Reason Applied 02 11 2005 Time Barred Amendment 30 01 2006 Certified Incorrectly 02 11 2005 Time Barred Amendment 02 11 2005 Time Barred Amendment 02 11 2005 Time Barred Amendment 02 11 2005 Time Barred Amendment 02 11 2005 Time Barred Amendment 02 11 2005 Time Barred Amendment Total for DFG 2004 2005 Suspensions 8 Total for Disabled Facilities Capital Suspensions 8 Communities and Local Government 2007 Payment Type All Payments All Payments All Payments All Payments All Payments All Payments All Payments All Payments Balance O s Balance O s Balance Ols 81 000 00 0 00 0 00 240 000 00 173 000 00 439 000
44. 4 Communities p and Local Government LOGASnet User Guide for DCLG Users Document Details Document LOGASnet User Guide for DCLG Users Creation Date July 2007 LOGASnet User Guide for DCLG Users Section 1 Introduction History Page Amendment History Approval History Date By Whom a October 2009 Version 1 0 Communities and Local Government 2007 Page 1 LOGASnet User Guide for DCLG Users Section 1 Introduction Table of Contents Secon 1 INTOGUCIION sicie aae Ea aiaa 5 AOdUCHOM Zaspa 6 ADOUrCOGAS MOE cene nE EE a E O T 7 Section 2 Access and Navigation cccccssscssessecssseeseseeseeneesenseesenseesenseeseanessoaes 10 User ocenenia se a ee ee oe ee ee 11 OO GING ON eR GIS ONIN creates ate isa cece cea ate eat test yt eer cees ere aang a ee 12 NAVIGATION Gc ICID ian tan eanitachact ites teabtasduatiteshrabutasdaetestrabatashaelitantrebatasdeebitaatrabiastettan teal 15 The To Do List only visible to external users ccccecccseeceeeeceeeeceeeceucecueeseeessueeseeesees 18 Field NOUS rerepan O ur tencnoneusncnburtoncnemnchanbuutenanenwnc wars 19 Changing your Password nessies dente tethede Soh e a e a a 22 Section 3 Setting Up and Maintaining Users ccccceeeseeeseseeeeeseeeeeneeeeeneeseeneeneaes 23 Seno UP NEW USES arean E a 24 Assigning amp Maintaining User ROles cccccscccssecseeeeeeeeeeeeeeeeeeeeeeeeeseeeeeeeeeeeeeeeeeeseeees 30 PSSIONING Gra
45. 5714 13 Associated communications are listed Click on the Subject link to read the communication Maintain Issue Issue Listing Issue Maintenance Communications Listing Date InfOut Organisation Cycle Period Subject 13 05 2004 In Manchestershire HSGA amp 2003 2004 Manchestershire special determination page 1 of 1 Erst Previous ne k October 2009 Version 1 0 Communities and Local Government 2007 Page 157 LOGASnet User Guide for DCLG Users Section 10 Reporting Section 10 Reporting In this This section covers the reporting facilities of LOGASnet section There are instructions on how to run reports as well as information about some of the reports available About Reports Standard Reports Running Reports October 2009 Version 1 0 Communities and Local Government 2007 Page 158 LOGASnet User Guide for DCLG Users Section 10 Reporting About Reports Overview The reports that are available to a specific user depends on their role assignments The data content of the available reports may then be restricted by your grant assignments see Assigning Grants to a User on page 34 for more information There are two types of report that can be run from within LOGASnet as described below Standard These are a set of commonly used reports requested by users when Reports LOGASnet was created They are accessed via Management Information on the menu e Communities B and Lo
46. 9 ol Annex to the Environment Circular 06 99 To access field notes click on the pencil icon next to a particular field A white pencil indicates that there are no notes against the field while a red pencil indicates that some notes have already been entered A Annex to Environmeni continued on next page October 2009 Version 1 0 Communities and Local Government 2007 Page 19 LOGASnet User Guide for DCLG Users section 2 Access and Navigation Field Notes continued The Notes Popup screen is displayed in a new window Enter the field note text in the New Notes field Click on Add when you have finished Field Notes Maintenance Field Notes for field FOO4APO Field Name Total housing capital receipts subject to pooling including notional receipts Existing Notes New Notes This is an example note added to this field A message is displayed confirming that the note has been saved You can now close the Notes Popup window Field Notes Maintenance Notes added successfully Field Notes for field FOO4P0 Total housing capital receipts subject to pooling inclu Field Name continued on next page October 2009 Version 1 0 Communities and Local Government 2007 Page 20 LOGASnet User Guide for DCLG Users section 2 Access and Navigation Field Notes continued The pencil icon against a field will be red once field notes have been added against tt G Total housing capital receipts received in Quarter 1
47. Crumb Trail to return to the Cycle Details Screen Maintain Cycle Cycle Listing J POOL Cycle Step Listing Display 20 kows Click on the Organisations button at the top of the screen to assign organisations to the cycle that you are creating Maintain Cycle Cycle Listing Cycle Details Id be A continued on next page October 2009 Version 1 0 Communities and Local Government 2007 Page 100 LOGASnet User Guide for DCLG Users Section 7 Cycles amp Cycle Steps Maintaining Cycles amp Cycle Steps continued By default no organisations are assigned to a cycle unless you have copied a previous cycle Click on the Add button to add organisations to the cycle Maintain Cycle Cycle Listing DEG Assigned Organisations Listing Wo Organisations Assigned to this Cycle Clear Selections Remove Selected Select the organisations that you wish to assign by highlighting them and clicking on the gt or gt P buttons You can only select those organisations who are eligible for the relevant grant see Setting Up amp Maintaining Grants on page 47 for more information about defining eligibility for a grant When you have completed your selection click on the Select button Cycle Listing DEG Assigned Organisations Listing Assign Organisations Select Organisations Category East Anglia T Maximum records returned Matching Organisations Selected Organisations Forest Heath District Council Great Yarmo
48. DCLG Users Maintaining Grant Authorisers continued Section 5 Grants To maintain an existing grant authorisation click on the relevant link in the Surname column Click on the Add button to add a new grant authorisation Maintain Grant Authoriser Grant Authoriser Listing Surname Pisson Grant Section Short Namep 0 Display 5 bows Surname Forename Email Address nick qower jones xansa com nick gower jones xansa com nick gower jones xansa com nick qower jones xansa com nick gower jonesixansa cam search aca Organisation Grant Section Short Name DCLG DCLG DCLG DCLG DCLG ADG AHPU DFCA DFCU DFGC The Grant Authoriser Details screen is displayed If you are maintaining an existing grant authorisation the existing details are displayed shown in the example below If you are adding a new authorisation the fields will be blank Use the Authoriser Indicator drop down lists to select if the user will be able to authorise abatements payments and suspensions and enter a limit for abatements and payments if selected Click on Save when you have finished Maintain Grant Authoriser Grant Authoriser Listing Grant Authoriser Details Forename John Surname Rixsorn Grant Section ADG Abatement Abatement Limit 1000000 Abatement Authoriser Indicator Payment Payment Limit 1oo0oo000 Payment Authoriser Indicator Suspension Suspension Authoriser Indicator October 2009 Communities a
49. Defects Reinstatement Loan Defects Top Up Capital Defects Top Up Loan In Review False True True True True True Confirmed False False False False False False page 1 of 1 Eroe Berens ree Le continued on next page Version 1 0 Page 119 LOGASnet User Guide for DCLG Users Reviewing Payments continued Section 8 Payments Tick the Select box of the grant in review whose payments you wish to confirm and click on the Confirm Review button You can also click on Cancel Review at this point to take the grant out of the review process Review Payment Review Grants Do Shart Name Grant Name DFTA Defects Reinstatement Capital DFPC Defects Repurchases Capital DFPL Defects Repurchases Loan DFRL Defects Reinstatement Loan DFTE Defects Top Up Capital DFTL Defects Top Up Loan In Review False True True True True True Confirmed False False False False False False page 1 of 1 Fret revans Jee A message is displayed telling you that the review has been confirmed and this is reflected in the list of grants where the value in the Confirmed column is now set to True 4 amp review has been contirmed for the selected Grants Short Name Grant Name DFA Defects Reinstatement Capital DFP Defects Repurchases Capital DFPL Defects Repurchases Loan In Review False True True Confirmed Select False F True F True F continued on next page Oc
50. ERL Organisations Suspension Maintenance The suspensions were created successfully Cycle Short Name DHLC October 2009 Version 1 0 Communities and Local Government 2007 Page 130 LOGASnet User Guide for DCLG Users Removing Suspensions Section 8 Payments Overview This topic explains how to request the removal of a suspension When a suspension is removed any payments or receipts that were withheld by the suspension are automatically corrected in the next scheduled payment run Requests to remove a suspension must be authorised by the relevant DCLG user before it comes into effect see Authorising Suspensions on page 133 for more information From the menu select Grant Management gt Grant Operation gt Remove Suspension Locate the cycle and period for which you wish to request the removal of a suspension and click on the Select link You can filter the list of cycles by Cycle and Period Short Name if required Remove Suspension Cycles Listing Cycle Short Name DFG DFG DFG Display 20 rows Period Short Name 2004 2005 2005 2006 2006 2007 Locate the grant or grant section for which you wish to remove the suspension and click on the link in the Grant or Grant Section Short Name column Remove Suspension DEG Grant and Sections Grant Short Name Section Short Name Grant Short Name Grant Name DFG Disabled Facilities Grant FG Disabled Facilities Grant Gran
51. GASnet User Guide for DCLG Users TESNO FONS asserena E Section 7 Cycles amp Cycle Steps cscccsesseeeeeeeenees Overview of Cycles amp Cycle Steps ccceceseeeeeeeeeeees Maintaining Cycles amp Cycle Steps cceccseeeeseeeeeeeees Importing Specified AMOUNMS ccceeeeeeeeeeeeeeeeeeeeeeens Releasing Cycle Steps cccccsecccseeeeeeeesseeeeseeeesseeeees Entering Cycle Step Data via a FOrm ccccseeeeeeeees Section 8 PAVIMGMNUS sisasscsdivedsecdistivedivntisedivetadasniivetaven Introduction to PayMenS cccccccseeeceeeeceeeeseeesaeeeseees Reviewing PAVING S tersnintensinentertiaintonttaestentiaistoustiaastuns Approving Payments ccccccscccsccceeeceeeceeccseeceeeeeeeeass Applying SUSPENSIONS ccccceeecceeeceeeecseecceeeceueeneess REMOVING SUSPENSIONS c scccceeecceeeceeeeceeeceeeecaueeneess Authorising SUSPENSIONS cccceeceseeecseeeceeeseeeeaeeeneees Applying Abatement cccscccsccceecceeeceeeceeeceseeeeenaes Removing Abatement ccccccseccssecseeeeeeeeeeeeeeeneeeaees A thofising ADAlCMENIS saistercicestorcistertinasiossistociinasinns Requesting Interim Payments cccccceseeeeseeeeeeeeeeees Section 9 COMMUNICATIONS ceseseeeeeeeeeeeeeeeeeeees Introduction to COMMUNICATIONS ceccseeeeeeeeeeeeeeeees Reading NOTICES irseknr maruecbicianetimanvecnis Creaung NO
52. HRAS Grant Section HE Value 33000 Justification i To exempt an overclaim at this point enter your comments into the Justification text box and click on Save Justification Data migration issue If you wish to exit without making any changes i e leaving the overclaim check unexempted click on Review Overclaim in the crumb trail to return to the screen shown in step 1 Review Overclaim Failures Review Overclaim Maintain Exemption Id 5580264 Organisation Cycle Step HSGA 2004 2005 04 Certification Date Field Reference COo1gco October 2009 Version 1 0 Communities and Local Government 2007 Page 59 LOGASnet User Guide for DCLG Users Section 5 Grants Extending Deadlines Overview Each cycle step has a submission deadline and an amendment deadline Both of these deadlines can be extended by the Department on receipt of a request from the appropriate Claims Administrator or Appointed Auditor email requests from Auditors will be accepted as long as the Appointed Auditor has also been copied into the email The submission deadline is the date by which organisations must certify their data for that particular cycle step Failure to certify data by the submission deadline results in that organisation being displayed in the Late Submissions report see the Late Submissions report description on page 162 for more information Usually extending the submission deadline for a particular cycle step will result
53. Heading SubHeadings Fields page 1 of 1 Fret Preroce ree The Heading Hierarchy at the top of the screen shows you where you are in the heading structure In the example above the Heading Hierarchy indicates that the headings under Section 1 are being displayed Where available you can use the links in the Heading Hierarchy to navigate to different levels of the menu structure shown in the example below Form Listing 200701NGI Heading Listing Heading Hierarch POOFOINGI Section 1 HO1 SB To see sub headings under any heading either click on the link in the SubHeadings column or use the Parent Heading drop down list to select the top level of the headings that you wish to view Click the Search button after you have selected a heading to apply your selection Parent Heading Top Level Headings Heading Short Name Top Level Headings Display Sub Heading A Heading Short Name Sub Heading B eee pone Sub Heading SubHeadings SubHeadings To view the highest level headings select Top Level Headings from the drop down list October 2009 Version 1 0 Communities and Local Government 2007 Page 82 LOGASnet User Guide for DCLG Users Section 6 Managing Forms Fields Overview This topic explains how to create fields and display the fields on a form It explains how to attach fields to headings within a form and how to set up field validation You can list fields at form level i e
54. LG Users Section 9 Communications Reading Notices Overview f you have unread notices for your attention you are notified on the Home page as shown below Click on the link to go to the Organisation Notices screen Home Page You have Unread Notices You can also access the Organisation Notices screen by selecting Communication Management gt Organisation Notices from the menu Organisation Notices Status Display 20 oe Clear Selections Mark as Read Notice Expires Cfd Read System Maintenance 13 03 2007 N WwW C The system will be down for maintenance shortly System Unavailability 13 03 2007 N WN C The system will be unavailable this Saturday 17th March Please contact the LOGASnet helpdesk for more information page 1 of 1 Free Previous Nee e e The Summary field can be used to search for all notices with the specified search term s in the title In the example above all notices including the word System are being displayed The Status drop down list allows you to search for notices that are marked as Read Unread or All By default only Unread messages are displayed as shown in the example above To mark a notice as read tick the check box next to the relevant notice and click on the Mark as Read button The entry in the Read column will then change to a Y es to show that it has been read LOGASnet will always notify you on the homepage if there are unread notices for your attention
55. Management gt Maintain Cycle from the menu Cycle steps can also be unreleased if required For example changes to the form attached to the cycle step may require the insertion deletion of fields To do this it is necessary to first unrelease the cycle step Cycle steps cannot be unreleased once any data has been captured for them i e an organisation views the new cycle step thus changing the status from New to WIP Work In Progress Locate the cycle that contains the step that you wish to release Use the Short Name field and the Search button if required Click on the relevant cycle in the Short Name column when you have located the cycle Cycle Listing Short Name pooL Display eo ows _Search Add Short Name Period Short Name POOL 006 2007 Copy page 1 of Ha Ferme Jen Jo Click on the Cycle Steps button at the top of the Cycle Details screen Cycle Listing Cycle Details Id Be continued on next page October 2009 Version 1 0 Communities and Local Government 2007 Page 107 LOGASnet User Guide for DCLG Users Section 7 Cycles amp Cycle Steps Releasing Cycle Steps continued Cycle Listing POOL Cycle Step Listing Display 20 bows Cycle Step Availability Date 23 06 2006 Unrelease 17 10 2006 Unrelease 26 01 2007 Unrelease 12 04 2007 no page 1 of nee Lee Dior JL The cycle step is released and a confirmation message Is displayed at the top of the screen It will be availab
56. Math abs v which returns the absolute value of the value passed in CEIL v Simply calls Math ceil v which calculates the smallest integer that is greater than or equal to the number passed in FLOOR v Simply calls Math floor v which calculates the largest integer which is less than or equal to the number passed in Continued on next page October 2009 Version 1 0 Communities and Local Government 2007 Page 188 LOGASnet User Guide for DCLG Users Section 12 Appendix Appendix I Field Scripting continued Value in Range Checking Mandatory Fields October 2009 INRANGE Checks if a field value falls within a certain numeric range It is quite common to want to check that a value falls between two limits and to avoid having to code a long IIF statement just to check if a value falls between 0 and 25 e g IIF v field gt 0 amp amp v field lt 25 Must be gt 0 and lt 25 You can use INRANGE field 0 25 or more generally INRANGE field lower_limit upper_limit Which checks if v field gt lower amp amp v field lt upper and returns either no error or the string Must be gt lower and lt upper Note that it is an inclusive check and the lower and upper bounds are included in the test MANDATORY Checks whether a Field has been entered Like the INRANGE method MANDATORY field is a shortcut way of checking that a fiel
57. Reason Amendment By Department a A message is displayed at the top of the screen asking you to confirm your decision Click on the OK button to confirm your choice Write Off Balance Organisation Listing Cycle Period Listing Grant Section Listing Write Off Balance Please note this action cannot be reversed On this basis are you sure you want to write off the balance Organisation Short Name Manchester Cycle Short Name LAA Period Short Name 006 2007 Grant Section Short Name Resource Write off amount 2214164 continued on next page October 2009 Version 1 0 Communities and Local Government 2007 Page 72 LOGASnet User Guide for DCLG Users Section 5 Grants Writing Off Balances continued Write Off Balance Organisation Listing Cycle Period Listing Grant Section Listing Write Off Balance The balance was written off successfully Organisation Short Name Manchester Cycle Short Name LAA Period Short Name 006 2007 Grant Section Short Name Resource Write off amount 2214164 Reason Amendment By Department October 2009 Version 1 0 Communities and Local Government 2007 Page 73 LOGASnet User Guide for DCLG Users Section 6 Managing Forms Section 6 Managing Forms In this This section will cover the following topics section Form Navigation Creating Forms Headings amp Sub headings The Headings Listing Screen Fields Testing Forms October 2009 Version 1 0
58. Set Persor up as a User 3 Assign user roles A user must be assigned at least one i role so they have access to the LOGASnet menu items associated with that role Users Assig n U se r can hold more than one role if required You will only have the Roles authority to create Claims Officers if you are a Claims Administrator or Auditors if you ji are an Appointed Auditor Grant Administrators can create all types of users and roles except Ass IQ n System Administrators Grants October 2009 Communities and Local Government 2007 2 Set person up as user Set a user end date optional and generate an activation key and ID These must be communicated to the user before they can log on 4 Assign grants to the user DCLG users only have access to for which the have the relevant grant assignment Auditors can only view data for those cycle steps and organisations which have been assigned to them they are not grant restricted continued on next page Version 1 0 Page 24 LOGASnet User Guide for DCLG Users Section 3 Setting Up and Maintaining Users Setting up New Users continued Select Administer System Maintain Person from the menu The Maintain Person screen is displayed Click on the Add button on the right hand side of the screen Eq User haw Safa Department for Communities and Local Government Home Settings Help Log Off Maintain Person
59. U CES ccsntsact eu uhcndsapitae teh uean haat iting Mel ucanhettting te Creating Notices for Other Organisations Creating a new COMMUNICATION cccceeeeeseeeeeeeeeeeeees Maintaining ISSUCS wessctcstnbitiuretbacestrobidaderbauccsvobadeabaccale Section 10 REPOrting cccsscsessecesseeeseeeeneeseneesenees PADOUL RED OINS seessicacecesicsecesidcracchiesocestidasuesiiewsee dose shies Standard REDON Skepe RUNNING REDON Guias Section 11 Managing Documents ccceeeeeeeeeeees Viewing amp Maintaining Documents 0cccseeeeeeeeeeees Adding New Documents cccseceseeeceeeeeeeeeseeeeaesenaees Section 12 Appendix iessiccssacesaseussavesaxcesraceuascuedivansncdevins Appendix l Field SCn pling asier October 2009 Communities and Local Government 2007 Section 1 Introduction Version 1 0 Page 3 LOGASnet User Guide for DCLG Users Section 1 Introduction Appendix Il HTML Formatting Tags ccccccsseccssecssetecsersossensetecsecsantensersantensereoeess 193 October 2009 Version 1 0 Communities and Local Government 2007 Page 4 LOGASnet User Guide for DCLG Users Section 1 Introduction Section 1 Introduction In this This section contains a summary of this guide along with some of the basic Section features of LOGASnet that you will need to know about There is information about user set up and how to access the system along with information a
60. able on a website then enter the address in here Help Text This text will be displayed as part of the additional field information displayed when a user clicks on the field name on a form shown below Houses Bungalows and Flats FOO4RI Line bedroom October 2009 Version 1 0 Communities and Local Government 2007 Page 86 LOGASnet User Guide for DCLG Users Section 6 Managing Forms Testing Forms Overview During the design process for a form you will need to test it before it can be released and made available for use by organisations There are three specific points during the development of a form where it will need to be tested Initial testing ensures that the form looks as expected in terms of the placement of headings subheadings and fields To complete this level of testing requires the selection of a form only Secondary testing ensures that the form performs as expected in terms of calculation and validation To complete this level of testing requires the selection of a form and organisation Final testing is carried out immediately prior to release of a cycle step and ensures that fields in a form are correctly populated as appropriate with preset data These fields have been defined with a default source reference a data source reference or flagged as specified amounts To complete this level of testing requires the selection of a form organisation and cycle step This topic describes how to
61. age 3 The reviews are actioned Each transaction that makes up part of a payment run be actioned individually or all transactions can be actioned at once Go to step 7 on page 121 for instructions on how to do this continued on next page October 2009 Version 1 0 Communities and Local Government 2007 Page 117 LOGASnet User Guide for DCLG Users Section 8 Payments Reviewing Payments continued Place the grants into review by ticking the Select box of the relevant grant s and click on Review Scheduled or Review Interim for more information ms interim payments see Requesting Interim Payments on page 140 Review Payment Review Grants Short Name Grant Name In Review Confirmed DFCA Defects Reinstatement Capital False False DFPC Defects Repurchases Capital False False DFPL Defects Repurchases Loan False False DFRL Defects Reinstatement Loan False False OFTE Defects Top Up Capital False False ODFTL Defects Top Up Loan False False page 1 of Ft Peas Nee le continued on next page October 2009 Version 1 0 Communities and Local Government 2007 Page 118 LOGASnet User Guide for DCLG Users section 8 Payments Reviewing Payments continued A Payment Enquiry Report is produced and displayed for the selected grant s See Section 10 Reporting on page 158 for more information about the format and content of this report You should save a copy of the report at this point by using the Export button though you
62. aintaining accuracy of earlier forms or other matters issues is covered in this topic Select Communication Management gt Maintain Issue from the menu oto Communities and Local Government Administer System Form Management Grant Management IP Form Management Y Communication Management _ Y Communication Management Maintain Communicaton Maintain Notice Organisaton Notices Maintain Document Form Completion Management Informaton Locate the issue that you wish to maintain using the search fields at the top of the screen Click on Search t relevant issue click on the lin Maintain Issue Issue Listing o apply your criteria When you have found the k in the Issue column Grant HRAS Grant Section Organisation Issue Status Unresolved v Cycle Step Sort by Step Section Period includes Ea Step includes Ez Display 20 rows Cycle Step HSGA 02 HSGA 02 HSGA 0402 Grant Grant Section HRAS HE HRAS HE HRAS HE Organisation Issue Reading SD Manchester SD T Hamlets SD Raised Resolved 13 05 2004 14 05 2004 06 10 2004 Reading Manchester Tower Hamlets October 2009 Communities and Local Government 2007 page 1 of Fist Preveus New Lae continued on next page Version 1 0 Page 155 LOGASnet User Guide for DCLG Users Section 9 C
63. alue you can in most cases substitute with a method call The most commonly used GASPS method is V fieldname which will return you the value of the field with the name fieldname SO here are some typical examples e 2 867 e 2 V FOO1DC e 2 IIF V field1 gt 10 100 1000 6 In JavaScript you have two basic types e Number e g 1 1 23 56 e String e g Enter your name Strings are enclosed in double quotes Note that JavaScript allows strings in either single quotes or double quotes but LOGASnet requires the use of double quotes on all strings at all times LOGASnet only stores strings so number are eventually converted back to strings for the database LOGASnet converts these strings back to numbers before using them based on the field type Note that although you can enter values into the Data Capture Form with commas separating the 1 000 s these are removed before being saved into the database and you cannot use this syntax within formulae So the following is invalid V field 1 200 Error Note also that whenever you specify a field it must be provided as a simple string For example V field Although all of the following are valid JavaScript they with cause failure of the form when passed down to the browser V fie Id concatenating strings V V field providing the field name by calling another method V V field ed
64. and Local Government 2007 Page 34 LOGASnet User Guide for DCLG Users Section 3 Setting Up and Maintaining Users Assigning Grants to a User continued The Assigned Grants Listing screen is displayed In the example below no grants have yet been assigned to the user Click on the Add button Person Listing User Details Assigned Grants Listing Display 20 bows Clear Selected Remove Selected No Grants Assigned to this User Highlight the required grants in the Matching Grants box and click on the gt button to move them into the Selected Grants box hold down Ctrl and click for multiple selections or use the gt button to select all grants Click on Select when you have made your selection Maintain Person Person Listing User Details Assigned Grants Listing Assign Grants Grant Selection Display 50 rows Matching Grants Selected Grants Defects Repurchases Capital Defects Reinstatement Capital Defects Repurchases Loan Defects Reinstatement Current Defects Top Up Capital Defects Reinstatement Loan Defects Top Up Loan Continued on next page October 2009 Version 1 0 Communities and Local Government 2007 Page 35 LOGASnet User Guide for DCLG Users Section 3 Setting Up and Maintaining Users Assigning Grants to a User continued The Assigned Grants Listing screen is redisplayed showing the grants that you have selected To remove a grant assignment from a user tick the Remove check
65. ant Grant Listing DECA Grant Section Listing Grant Section Details Accounting Parameters Id z Grant Section Short Name DFCA Grant Section Name Defects Reinstatement Capital Default Payment Day Accounting parameters are defined by period so you must first select a period from the list by clicking on the relevant link in the Period column If you are setting up parameters from scratch for a new period then click on the Add button See Maintaining Periods on page 63 for more information Accounting Parameters Listing Vote Provision Period Start Date Period End Date 01 04 2006 31 03 2007 01 04 2005 31 03 2006 01 04 2004 31 03 2005 continued on next page October 2009 Version 1 0 Communities and Local Government 2007 Page 50 LOGASnet User Guide for DCLG Users Section 5 Grants Setting Up and Maintaining Grants continued Add or update the information on the Accounting Parameter Details screen and click on the Save button when you have finished Confirmation of the save is displayed at the top of the screen as shown in the example An explanation of the fields on this screen is included below Maintain Grant ea 4 ee Grant Listing DECA Grant Section Listing Defects Reinstate Accounting Parameters Listing Accounting Parameter Details Save operation successful Period GL Account Destination Code Destination Type YAT Code GL Account Destination Code Destination Type and VAT Cod
66. are due to be made The calculation process starts when the Payment Reviewer begins the review process on LOGASnet From this point onwards LOGASnet prevents changes to data being made that might affect payment amounts The exception is where the data changes are entered by the Payment Reviewer or Payment Approver when the changes are actioned immediately Each payment in a single payment run can be approved or rejected individually or all payments can be actioned together Before a payment is sent from LOGASnet to SAP for payment it must be reviewed by a Payment Reviewer and then approved by a Payment Approver While one person can have both of these roles a single person cannot both review and approve payments in the same payment run This separation of duties is enforced by LOGASnet When the current payment for a grant is approved LOGASnet initiates the processing to finish the review approve process This causes calculation of the next payment amount for each relevant organisation and grant section combination This calculation takes into account any actions by other users which may have been deferred while the grant was in review e g Suspensions abatements etc The review and approval process is covered in more detail in Reviewing Payments on page 117 and Approving Payments on page 124 continued on next page Version 1 0 Communities and Local Government 2007 Page 115 LOGASnet User Guide for DCLG Users Section 8 Paymen
67. atabase When in Euro mode users must enter Currency cell values in Euros because they are converted to pounds before being written to the database So how does all this work Say we have a currency field with a sterling value of 20 this would be displayed as 20 when in pound mode and 30 when in euro mode assuming a 1 5 conversion rate If we have a formulae that refers to this field e g V tield 10 then it is the displayed value that is used in the calculation so it changes as we switch modes Within formulae we also need a way of indicating that a simple value within a formula is a currency amount For example you may want to enter V field 12 Or V field e12 Now we have to think about how we want this to behave If we have LOGASnet in Pound mode then we would want the 12 to be treated as 12 in any calculations but the e12 we would want converted to pounds before it is used Similarly if LOGASnet was in euro mode we would want the opposite the 12 would be converted to Euros and the e12 would be used as the number 12 Continued on next page October 2009 Version 1 0 Communities and Local Government 2007 Page 183 LOGASnet User Guide for DCLG Users Section 12 Appendix Appendix I Field Scripting continued Currency The good news is we can do this but unfortunately JavaScript does not Conversion recognise currency symbols so we would enter this
68. ayed confirming that all relevant payments have been updated Review Payment b m e p y Review Grants Action Review All Payments for selected grants have been successfully updated to the status Reviewed Awaiting Confirmation PP Fin October 2009 Version 1 0 Communities and Local Government 2007 Page 123 LOGASnet User Guide for DCLG Users section 8 Payments Approving Payments Overview Payments cannot be approved until they have been reviewed Payments in a payment run can be approved individually or you can approve all payments in a payment run at once From the menu select Payment Processing gt Approve Payment Tick the Select box for each grant where you wish to approve the payment s and click on the Action Approval bution Approve Payment Approve Grants Action Approval Short Name Grant Name DFPC In Review Confirmed Select Defects Repurchases Capital True True True DFEL Defects Reinstatement Loan True DFTE Defects Top Up Capital True True C page 1 of 1 Fret Previous Newt Lat The Action Approval screen is displayed IF THEN Approve each payment individually Proceed to step 3 on the next page Approve all payments at once Proceed to step 7 on page 126 continued on next page October 2009 Version 1 0 Communities and Local Government 2007 Page 124 LOGASnet User Guide for DCLG Users section 8 Payments Approving Payments continued Use t
69. bout the various user roles There are also details of where to go if you need more help or support and links to further training Introduction About LOGASnet October 2009 Version 1 0 Communities and Local Government 2007 Page 5 LOGASnet User Guide for DCLG Users Section 1 Introduction Introduction Who is this This user guide is aimed at all internal DCLG users of LOGASnet User Guide for What is in this This guide contains step by step instructions for using all of the different Guide parts of LOGASnet as well as some business and procedural information to help put the system into context How should For instructions on how to carry out specific tasks e g Approving a use this guide payment use the table of contents to find the section or topic that you require If you are looking for general overviews of a specific subject these can be found at the start of the relevant topic or section There is an overview of LOGASnet in the topic About LOGASnet which you can find on the next page There are also overviews of Grants page 46 Cycles and Cycle Steps page 95 and Payments page 115 Getting More You can contact the LOGASnet helpdesk via email at Help and ss i Saon LOGASnet helodesk communities qsi gov uk You can phone the LOGASnet helpdesk on D 0303 4442444 October 2009 Version 1 0 Communities and Local Government 2007 Page 6 LOGASnet User Guide for DCLG Users Section 1 Introduction Abo
70. box and click on the Remove Selected button Maintain Person TA J AN Person Listing User Details Assigned Grants Listing 5 Clear Selected Femove Selected Grant Name Remove Defects Reinstatement Capital Defects Reinstatement Current Defects Reinstatement Loan page 1 of 1 Fret were Joe October 2009 Version 1 0 Communities and Local Government 2007 Page 36 LOGASnet User Guide for DCLG Users Section 4 Managing Organisations In this This section will cover the following topics section Setting Up amp Maintaining Organisations Section 4 Managing Organisations Payee References October 2009 Communities and Local Government 2007 Version 1 0 Page 37 LOGASnet User Guide for DCLG Users Section 4 Managing Organisations Setting Up amp Maintaining Organisations Overview Only a limited number of people have access to set up and maintain organisations within LOGASnet If you need a new organisation setting up on the system and you do not have the authority to do this yourself you should contact the LOGASnet helpdesk for further assistance You can set up and maintain Organisations within LOGASnet by selecting Administer System Organisation Maintenance Maintain Organisation from the menu Y Administer System E Access Control Maintain Person Maintain Grant Authornser Y Organisation Maintenance Maintain Organisatpn Update System Parameters Form Completion
71. by the relevant DCLG user before it comes into effect see Authorising Suspensions on page 133 for more information For more information about suspensions see Adjusting Payments on page 9 From the menu select Grant Management gt Grant Operation gt Apply Suspension Cycles Listing Period Short Name 2007 Display 5 bows Cycle Short Name Period Short Name HSBD 2006 2007 HSBD 2007 2008 HSGA 2006 2007 Select a cycle and period from the Cycles Listing screen by clicking on the Select link You can filter the list using the Cycle and Period Short Name fields at the top of the screen and clicking on the Search button Alternatively use the page forward and back buttons at the bottom of the screen to page through the list continued on next page October 2009 Version 1 0 Communities and Local Government 2007 Page 128 LOGASnet User Guide for DCLG Users section 8 Payments Applying Suspensions continued Select the Grant or Grant section for which you wish to apply the suspension by clicking on the link in the Grant Section Name or Grant Section Short Name column Apply Suspension DHLC Grant and Sections Grant Short Name Grant Name A Ee el Grant Section Name Short Name Defects Reinstatement Loan Defects Reinstatement Loan page 1 of Het seme New JD Locate the organisation s for which you wish to apply the suspension by highlighting them in the Matching Organisations list and clicking on the
72. cal Government ee gt Communication Management gt Form Completion P gt Payment Process ing gt Management Information P New Reports Added For more details on the format and content of each of these reports please see Standard Reports on page 160 DCLG Written In addition LOGASnet allows Department users with the right level of Reports authority to upload useful reports onto LOGASnet and make them available to others These are initially accessed via New Reports Added on the menu However after a short period of time these reports are moved from New Reports Added and become a part of the main Management Information suite of reports eG Communities and Local Government oe Administer System Form Management Payment Processing Management Information New Reports Added As these reports have been written by users the content of them is not detailed in this user guide They do however behave in a similar way to standard reports and so much of what is covered in this section remains relevant October 2009 Version 1 0 Communities and Local Government 2007 Page 159 LOGASnet User Guide for DCLG Users Section 10 Reporting Standard Reports Overview This topic describes each of the standard reports in more detail The descriptions below include all of the data that may be available to different users The actual data available to you on a report may be limited by for example your level
73. can run it again if required Review Payment Review Grants Payment Enquiry Report Ceot Page _ 100 m Zoom Show Parameters Department for Communities and Local Government Housing Payment Enquiry Report Organisation Cycle Period DHLC 2005 2006 Payment Date Grant Grant Section Defects Repurchases Loan 15402 2007 Defects Repurchases Loan Amount Claimed Amount Abated 13 754 00 0 00 Current Entitlement Amount Paid To Date Retention Amd 13 754 00 0 00 3 Payment Id 197613 Total Payments per Organisation 13 754 00 Organisation Cycle Period Payment Date Grant Grant Section Defects Repurchases Loan Total Payments per Organisation DHLC 2005 2006 1502 2007 Defects Repurchases Loan Payment Id Amount Claimed Amount abated 197408 5 101 00 0 00 5 101 00 Current Entitlement 5 101 00 Amount Paid To Date Retention Amd 0 00 3 Click on Review Grants in the crumb trail and the Review Grants screen is displayed A message confirms that the selected grant s are now in review This is now reflected in the list of grants where the value in the In Review column has changed to True A review has been started for the selected Grant s Short Name DFCA DFP DFEL DFEL DFTE DFTL October 2009 Communities and Local Government 2007 Grant Name Defects Reinstatement Capital Defects Repurchases Capital Defects Repurchases Loan
74. ccess the Maintain Document screen a t e Communities and Local Government YF Communication Management Maintain Communica Gon Maintain Issue Organisation Notices Maintain Document Use the fields at the top of the screen to locate the document that you wish to view or maintain Name allows you to search for any document which contains the word s entered The Category drop down list enables you to select only documents of a certain type Before and After allow you to specify dates before or after which a document was last uploaded Maintain Document Document Listing Name Category certify Upload Document Display 20 bows Click on the Search button If you do not enter any search criteria then all available documents are displayed continued on next page October 2009 Version 1 0 Communities and Local Government 2007 Page 173 LOGASnet User Guide for DCLG Users Viewing amp Maintaining Documents continued Maintain Document Document Listing Name Letter Before Display 20 rows Name HRA Subsidy covering letter HOUO1 Qualification Letter After Category Certify Upload Document Certify Upload Document Section 11 Managing Documents Category Certify Upload Document 10 01 2007 Uploaded 13 03 2007 16 01 2007 Mime Type application pdf application msword page 1 of Fee neve Nee JLo Click on the Origi
75. ce Id SUMMmary Test Notice Display from igvosyeo07 Fs Expiry Date 3iyog 2007 Fs Description This is a test notice create on the 10th August 2007 Confidential Organisation clear continued on next page October 2009 Version 1 0 Communities and Local Government 2007 Page 149 LOGASnet User Guide for DCLG Users Section 9 Communications Creating Notices for Other Organisations continued Click on the ellipsis L button next to the Organisation field The Select Organisations screen is displayed Enter search criteria if required using the Name and Category fields click on Search to apply your criteria When you have located the relevant organisation s highlight them single clicking hold down CTRL for multiple selections and click the button Click on Select to continue Select Organisations Matching Organisations Selected Organisations Greater Manchester Residuary Body Manchester City Council Manchestershire County Council The Notice Maintenance screen is redisplayed with your selected organisations You can remove your selection s using the Clear button if required When you are ready to proceed click on the Save button Maintain Notice Notices Listing Notice Maintenance Id Summary Display from Expiry Date 31 08 2007 Description This is a test notice create on the 10th August 2007 Confidential Organisation Manchestershire County Council E Manchester City C
76. d Click on the Sections button To maintain details of an existing grant section click on the Short Name link If you wish to add a new grant section click on the Add button Maintain Grant Grant Listing DECA Grant Section Listing Display 20 bows Short Name Mame DFCA Defects Reinstatement Capital page 1 of 1 Free Peviws Nee The grant section details are displayed You can update the Grant Section Short Name Grant Section Name and Default Payment and Receipt Day fields if required You can only update the Nettable drop down list if you are creating a new grant section Remember to Save your changes when you have finished a confirmation message is displayed as shown below Maintain Grant Grant Listing DECA Grant Section Listing Grant Section Details Update operation successful Accounting Parameters Id Grant Section Short Name DFCA Grant Section Name Defects Reinstatement Capital Default Payment Day 1 Default Receipt Day ao Nettable continued on next page October 2009 Version 1 0 Communities and Local Government 2007 Page 49 LOGASnet User Guide for DCLG Users Section 5 Grants Setting Up and Maintaining Grants continued Click on the Accounting Parameters button to add or update details such as GL account codes destination codes etc Note if you are adding a new grant this button will only be available after you set up and save the section name details Maintain Gr
77. d Activation Key field are now populated Both of these must be communicated to the user before they can register and log on to the system Also 2 new push buttons become available Roles and Grants NOTE New users must have at least one User Role and Grant assigned to them before they can use the system See the next two topics for full instructions Maintain Person Person Listing Risson User Details Save operation successful Roles Grants Id 43454 Activation Key TOPCZYFN3 A 4J 6C valid Until 01 02 2009 October 2009 Version 1 0 Communities and Local Government 2007 Page 29 LOGASnet User Guide for DCLG Users Section 3 Setting Up and Maintaining Users Assigning amp Maintaining User Roles Overview October 2009 When a new person has been defined they must be assigned a role within LOGASnet if they are going to be a user of the system Access to menu items within LOGASnet is associated with specific user roles If no roles are assigned to a user then they will have no access to any of the menus A user can be assigned to more than one role if required Before a person can have role s assigned they must first be set up as a user See Setting Up New Users on page 24 for full instructions The process for adding roles and maintaining existing roles is very similar so both of these are covered in the same topic Select Administer System Maintain Person from the menu The Maintain Person scree
78. d has been completed Rather than have to enter IF v teld Mandatory You can use MANDATORY field Which returns and empty string if V field Mandatory else the string Continued on next page Version 1 0 Communities and Local Government 2007 Page 189 LOGASnet User Guide for DCLG Users Section 12 Appendix Appendix I Field Scripting continued Aggregation SUM AVG MIN MAX Methods These four methods take a variable number of parameters and provide a mechanism to avoid you having to design complex mathematical summations and divisions and nested IIF statements To pass a variable number of parameters you have to enclose the values in square brackets and comma separate each value The list can have strings numbers or any other expression SUM 2 6 8 34 V field Note that strings that can t be converted to numbers will be ignored as these functions are all use numeric values SUM 1 2 3 Returns the sum of the array AVG 1 2 3 Returns average of all numeric values added up divided by count of numeric values MIN 1 2 3 Returns minimum value from all numeric values MAX 1 2 3 Returns maximum value from all numeric values Date Fanctions NOW TODAY NUM2DATE DATE2NUM LOGASnet uses the standard JavaScript date storage mechanism that is it is an integer number which equals the number of milliseconds since 1
79. dation Form validation is required as the fields on a form may be assigned to more than on person for completion and a cross check of the fields is required when all the data has been entered An example of a form validation message is shown below Transitional arranagements for authorities debt free on 31 March 2004 P The entry here cannot be Fozopo 12 000 greater than 25 of Transitional arrangements for Forapo authorities debt free on 31 March 2004 You can select whether to validate data at field or form level using the Validate drop down list found at the top of every form The default selection is to validate at Field level but you should always validate at Form level as well POOL 4UUB ZUU 7 U3 WIP apital Receipts Quarter 1 2006 2007 ed continued on next page October 2009 Version 1 0 Communities and Local Government 2007 Page 109 LOGASnet User Guide for DCLG Users Section 7 Cycles amp Cycle Steps Entering Cycle Step Data via a Form continued Accessing Forms October 2009 When you have validated the data at either field or form level you can use the field count function see Field Counts on page 77 to check for Errors If you Collapse the form after you have displayed the field counts you can quickly see in which sections any errors are located Capital Receipts Quarter 1 2006 2007 ce Capital Receipts Quarter 2 2006 2007 eo r Capital Receipts Quarter 3 2006
80. displayed when creating a new organisation Maintain Organisation Organisation Listing 7 Organisation Details Maintain Parameter Id 3 Short Name Chestershire Full Name Chestershire Borough Council Phone 01234 567890 Retirement Date Description External non auditor A message is displayed at the top of the screen confirming the changes At this point you can click on Organisation Listing in the crumb trail to return to the organisation list Maintain Organisation Organisation Listing Organisation Details Update operation successful Continued on next page October 2009 Version 1 0 Communities and Local Government 2007 Page 39 LOGASnet User Guide for DCLG Users Section 4 Managing Organisations Setting Up and Maintaining Organisations continued Click on the Maintain Parameter button to add or update the payment reference and payment method for a given grant section Note that if you are adding a new organisation this button will not appear until you have saved the new details Maintain Organisation Organisation Listing Organisation Details Save operation successful Maintain Parameter Id 436 Full Name Phone Click on the Add button to add a new set of parameters or click on the Details link in the Parameters column to update existing parameters Maintain Organisation j A y os a Fe Organisation Listing Manchestershire Maintain Parameter Listing Grant Section Name
81. e Actian Select All Auditor APP Payments Amendment All Auditor APF O Payments Amendment page 1 of Fee seve Jee J Reason A confirmation message is displayed at the top of the screen and the relevant suspension disappears from the list Authorise Suspension Action Unauthorised Suspension Listing Display 20 rows The Suspension s were authorised successfully Organisation Cycle Period Grant Section Chichester DHLE 2005 2006 Defects Reinstatement Loan October 2009 Communities and Local Government 2007 Feason Action Select Type All Auditor APP C Payments Amendment page 1 of 1 Fret J Freres Nee la Version 1 0 Page 133 LOGASnet User Guide for DCLG Users Applying Abatements Overview Section 8 Payments LOGASnet allows you to abate claims based on a specified cycle period grant section combination and a specific organisation Abatements are a way of adjusting claimed amounts up or down Requests to apply an abatement must be authorised by the relevant DCLG user before it comes into effect see Authorising Abatements on page 139 for more information For more information on abatements see Adjusting Payments on page 9 From the menu select Grant Management gt Grant Operation Apply Abatement Locate the cycle and period for which you wish to apply the abatement and click on the Select link You can filter the list of cycles by Cycle or Period Short Name if requ
82. e Page If you have received your registration details but have not yet registered on the system you must do so before you can logon Click on the Register link on the logon screen Help Contact Us Government Gateway ID user Password pecsuesel If this is the first time you have accessed the logasnet system you have to register before logging on Please select the Help option for step by step instructions the Help option is on the toolbar in the top right hand corner of your screen And then click the following lind Register If you have forgotten your password then click the following link Reset Password continued on next page October 2009 Version 1 0 Communities and Local Government 2007 Page 13 LOGASnet User Guide for DCLG Users section 2 Access and Navigation Logging on amp Registering continued Enter your LOGASnet user ID into the ID field and complete the Activation Key field Choose a password to use when logging onto LOGASnet and then confirm it in the Confirm Password field Ensure your password conforms to the password rules see Changing your Password on page 22 for more details Click on the Register button when you are ready to proceed Activation Key JBPDLW4FF45VXXXX New Password Canfirm Password eeessees LOGASnet then returns the Government Gateway ID which should be noted down for future use October 2009 Version 1 0 Communities a
83. e Select button when you are ready to proceed DEG DFG Organisations Select Organisations Name Maximum records returned sO Category Matching Organisations Selected Organisations Check for Notices _ proceed Remove Abatement DEG DFG Organisations Abatement Maintenance Cycle Short Name DFG Period 2006 2007 Organisations Grant Sections Disabled Facilities Capital Disabled Facilities Current Sort by Abatement v Display 20 bows Removal Reason Rounding Error vi Clear Selection Remove Selected Remove Selected Organisation Grant Section Abatement Reason Applied Status Remove DFGC 6 Explanation Provided Pending DFGN 6 Explanation Provided Pending F page 1 of 1 Fr Peas e J A confirmation message is displayed and the selected abatement s are removed from the list The Abatement s were removed successfully Removal Reason Rounding Error w Organisation Grant Section Abatement 96 Rea DF Gh 6 Exp Use the Removal Reason drop down list to select the reason why you are removing the abatement Tick the relevant check box es in the Remove column and click on the Remove Selected button when you are ready to October 2009 Version 1 0 Communities and Local Government 2007 Page 138 LOGASnet User Guide for DCLG Users Section 8 Payments Authorising Abatements Overview A request to apply or
84. e Submissions Payment Enquiry New Reports Added NOTE the example above shows only a small number of the available reports for the purposes of illustration Select the cycle and period for the report by clicking on the relevant Select link You can enter filter criteria into the Cycle Short Name and Period Short Name and click the Search button if required Cycle Listing Period Short Nameloqq7 Display 5 bows Cycle Short Name Period Short Name DFG 2006 2007 HSBD 2007 2008 HSBD 2006 2007 HSG4 2006 200 LAA 2006 2007 continued on next page October 2009 Version 1 0 Communities and Local Government 2007 Page 169 LOGASnet User Guide for DCLG Users Running Reports continued section 10 Reporting Enter further criteria as required Where there is an ellipsis EJ button on the screen e g by the Organisation field you can click this button to be taken to a separate selection screen In this example you can also restrict the report by grant section In this example both grant sections have been selected Click on the Produce Report button when you have completed the selection process Grant Status Cycle Listing Grant Status Report Selection Organisation Chester District Council Chesterfield Borough Council Chester le Street District Council Display Grant Section Name 20 rows Select page 1 of 1 Ese revue Wee Jae The report
85. e are used by the SAP system to correctly post financial transactions passed by LOGASnet into the SAP accounting structure For new grants the grant owners should consult the Department s Finance Division to obtain the relevant details Click on the grant short name in the crumb trail to return to the Grant Details screen continued on next page October 2009 Version 1 0 Communities and Local Government 2007 Page 51 LOGASnet User Guide for DCLG Users Section 5 Grants Setting Up and Maintaining Grants continued Click on the Components button Maintain Grant Grant Listing Grant Details Id 4 Short Name DFCA Any existing grant components are displayed on the Grant Component listing screen To maintain an existing grant component click on the component Short Name link To add a new component click on the Add button Maintain Grant ar A 2 Grant Listing DECA Grant Component Listing Short Name Name DL Defects Reinstatement Capital page 1 of 1 Er Ereren new Jaa Update or enter the information in the Grant Component Short Name and Grant Component Name fields and click the Save button Grant Listing DECA Grant Component Listing Grant Component Details Id 21 Grant Component Short Name Grant Component Name Defects Reinstatement Capital A message is displayed confirming that your changes have been saved Update operation successful Click on the grant short name in t
86. elections added Continued on next page October 2009 Version 1 0 Communities and Local Government 2007 Page 32 LOGASnet User Guide for DCLG Users Section 3 Setting Up and Maintaining Users Assigning amp Maintaining User Roles continued To remove roles from a user check the Remove box of the role s that you wish to remove on the Assigned Roles Listing screen Maintain Person Person Listing 7 User Details Assigned Roles Listing Display 20 bows Pole Name Authorise Abatement Authorise Suspension Communications User page 1 of Fee nev Jue Click on the Remove Selected button and the role s are removed The screen is re displayed with a message confirming that the role s have been removed Removal of Selected Role Assignments e a Remove Selected Successful Role Name Remove Authorise Abatement F Communications User C page 1 of Fee evs ee October 2009 Version 1 0 Communities and Local Government 2007 Page 33 LOGASnet User Guide for DCLG Users Section 3 Setting Up and Maintaining Users Assigning Grants to a User Overview LOGASnet users can only work with those grants which have been assigned to them no matter what their user role Users can be assigned to one or more grants if required or they can be assigned to all grants Before a person can have grants assigned to them they must first be set up as a user See Setting Up New Users on page 24 for full instructions T
87. er the list of forms using the fields at the top of the screen and clicking Search When you have located the form that you wish to continue testing click on the Test link and proceed as described previously in this topic Test Data Listing Step SC Sst by Form Organisation Cycle Step Y View All Testers f Display aie Form Organisation Cycle Step Tester Action 2007B1 HSED 2007 2008 B1 Page 1 of 1 First Section Break Next Page rscrscrscrsorscrsoreconsoresorsocesorsccrsorsccnsorsccnsorrconsorecrsoresorsocnsorsoons October 2009 Version 1 0 Communities and Local Government 2007 Page 93 LOGASnet User Guide for DCLG Users Section 7 Cycles amp Cycle Steps Section 7 Cycles amp Cycle Steps In this This section will cover the following topics section Overview of Cycles amp Cycle Steps Maintaining Cycles amp Cycle Steps Importing Specified Amounts Releasing Cycle Steps Entering Cycle Step Data via a Form October 2009 Version 1 0 Communities and Local Government 2007 Page 94 LOGASnet User Guide for DCLG Users Section 7 Cycles amp Cycle Steps Overview of Cycles amp Cycle Steps Overview A cycle e g DFG is a mechanism in LOGASnet that allows one or more grants that conform to the same set of business rules to be grouped together for ease of management As grant claim processing is usually based on a financial year a particular instance of a cycle is defined by its period Cycles are
88. error First level validation e Form error Second level or Form Level validation You access these values using 3 functions e V field returns the value in a field e field returns the field error e xX field returns the form error Values Everything is stored in the database as a string When the V method is called LOGASnet will return the field in the correct type based on the field data type saved in the database The type to return type mapping is as follows e Numeric returns a number e Currency returns a number e String returns a string e Date returns a string in date format dd mm yyyy Field and Form Error Fields In LOGASnet an error is indicated by the fact that the error value either E or X is not an empty string So if E field there is no error if E field there is an error So this means that your field and form validation script should return an empty string if everything is OK and an error message string if something is wrong For example IIF V field gt 10 enter a value gt 10 lf the user enters a value greater than 10 everything is OK and no error message is displayed If they enter a value lt 10 then the enter a value gt 10 message will appear in red text to the right of the data entry box Field errors appear as soon as the user leaves the field if JavaScript is enabled or when they next save their data back to the ser
89. eturn a 2 function RoundCurrency 1n if isNaN return NaN else return ROUND n 2 Note from this example e You can use the full JavaScript syntax The use of arrays and structures is permitted but need to be used with care and tested thoroughly e JavaScript is case sensitive so the user must call DoubleValue not doubleValue or doublevalue e Macro functions can call any other JavaScript functions or macro functions e You can use multi line statement blocks enclosed in braces and semi colon separated October 2009 Version 1 0 Communities and Local Government 2007 Page 192 LOGASnet User Guide for DCLG Users Section 12 Appendix Appendix Il HTML Formatting Tags Overview You can use HTML formatting tags on a field name to control the way that the Field Name the description that appears underneath a field is displayed on the screen Within LOGASnet you can find a form definition called Useful Fields Form Listing Display 20 bows Short Name Released Headings Fields Wseful Fields no Headings ooo000 no Headings Fields 0304 YES Headings Fields This form contains a number of examples of how to use html formatting Have a look at the fields on this form for a practical view of how to control the formatting of the field name on your form Field Reference Field Name FOOSRI Rental contraints Date2nNumi Enter date to be converted dd mm yyyy DateeNume Date above
90. further broken down into cycle steps For each cycle step organisations must certify cycle step data to allow payments or receipts to be calculated There is more information about cycles cycle steps and grants in the topic About LOGASnet on page 7 When a cycle step is released by the DCLG an email communication is sent to the Claims Administrator s who have been assigned all the grants that are associated with the cycle step of the eligible organisations giving notice that the relevant form will shortly become available for completion When available organisations can then use the online form to submit their data for the particular cycle step The email communication may also attach a covering letter and help text for that cycle step October 2009 Version 1 0 Communities and Local Government 2007 Page 95 LOGASnet User Guide for DCLG Users Section 7 Cycles amp Cycle Steps Maintaining Cycles amp Cycle Steps Overview Select Form Management gt Maintain Cycle from the menu The Cycle Listing screen is displayed showing a list of all existing cycle period combinations You can filter the list by entering text into the Short Name field and clicking on the Search button Maintain Cycle Cycle Listing Short Name Hs Display 5 bowd Search f Add Short Name Period Short Name 1996 1997 1997 1998 1998 1999 1999 2000 2000 2001 Copy When creating new Cycles you can define them from
91. g Grant Section Listing Cycle Listing Profile Type Selection You have made the following selections Grant Section Short Name DFCA Cycle Short Name HSBC Period Short Name 2006 2007 Payment Profile Type Payment continued on next page October 2009 Version 1 0 Communities and Local Government 2007 Page 67 LOGASnet User Guide for DCLG Users Section 5 Grants Maintaining Payment Profiles continued The Payment Profile Details screen is displayed listing the details you have selected at the top of the screen You will now add 1 row to the payment profile for each separate payment in the profile e g four payments of 25 each would require 4 rows Enter the number of rows that you wish to add to the profile in rows field and click on Add Maintain P t Profil a iS See T aintain rPaymen rote a my P k ke 24 Payment Profile Listing Grant Section Listing Cycle Listing Profile Type Selection Payment Profile Details Grant Section Short Name DFCA Cycle Short Name HSBC Period Short Name Profile Type z006 2007 Payment rows The selected number of rows is added You can now enter the Date and Percentage Due for each of the payments Note that this percentage figure is a cumulative total so for 4 equal payments of 25 you would enter the values as shown in the example below One Percentage Due field must therefore contain a value of 100 Click on Save when you have entered the details Grant
92. g Payment Profiles Section 5 Grants Overview This section shows you how to set up and maintain payment profiles within LOGASnet You will only be able to carry out this function if you have the relevant level of authority within the system This topic uses the example of setting up a new payment profile for the purposes of illustration the process for maintaining existing profiles is very similar To maintain payment profiles select Grant Management gt Grant Configuration gt Maintain Payment Profile from the menu a Se Communities 2 and Local Government F Er Fo im t a Y Grant Configuration Maintain Grant Maintain Financial Information b Grant Operation b Communication Manageme The payment profile listing screen is displayed showing any existing payment profiles If required you can use the fields at the top of the screen to locate a particular profile click on Search to apply your criteria Maintain Payment Profile Payment Profile Listing Grant Section Short Name Cycle Short Name f Period Short Name Grant Section Short Name ADG October 2009 Communities and Local Government 2007 Cycle Short Name Period Short Name DFi 2007 2008 Page 1 of 1 First Display 20 rows Select Details continued on next page Version 1 0 Page 65 LOGASnet User Guide for DCLG Users Section 5 Grants Maintaining Payment Profiles continued Locate the grant secti
93. g from a previous payment due to for example a suspension or abatement which has now been removed Interim payments are made only in exceptional cases e g due to an error by the Department or because of financial difficulties within an organisation As a result interim transactions are rare and tend to relate to a single organisation The following scenario should help to explain why you might want to make an interim payment An organisation has made a claim for 20k This total will be paid to them over ten payments each being 10 of the total amount i e 2k per payment However on the date of the first payment there is a suspension in place stopping payment This Suspension is removed a few days later and on the next scheduled payment date the organisation receives 20 of the total amount or 4k However as there may be a delay between the removal of the suspension or anything else which has had an effect on payment and the next payment date it is possible to make an Interim Payment to the organisation This will catch up on due payments without needing to wait until the next scheduled payment run When an interim payment has been requested it must be reviewed and approved in the same way as scheduled payments To access interim payment requests select Payment Processing gt Request Interim Payment from the menu o t Communities and Local Government Form Management P Form Completion Y Payment
94. ganisation or in the case of an auditor certified cycle step an appointed auditor before it is available to the DCLG The data submitted on a form relates to one cycle step for the particular period For more information see Section 6 Managing Forms on page 74 Payments are made to organisations depending on how their payment profile has been defined For example a claim may be settled over 10 payments of 10 each or one for 55 and 9 for 5 Payments to an organisation can be positive money paid by DCLG to an organisation or negative money paid to DCLG from an organisation After a cycle step has been certified by organisations DCLG can then proceed to review and approve payment This is done on a grant by grant basis For more information see Section 8 Payments on page 114 Continued on next page Version 1 0 Communities and Local Government 2007 Page 8 LOGASnet User Guide for DCLG Users Section 1 Introduction About LOGASnet continued Adjusting LOGASnet allows users with the right level of authority to apply suspensions Payments and abatements Both of these can be applied to one or more organisations for a particular cycle period grant section combination Suspensions halt all relevant payments until the suspension is removed When it is removed LOGASnet will catch up on any payments that were affected while the suspension was in place adjusting the next scheduled payment as necessary For more inf
95. ganisation field a a a SS ae Maintain Customer Vendor way PY ef t Customer Yendor Listing Amend Customer Yendor Id Customer Yendor Number 20389847 Organisation Nat select Metts Payment Method The Select Organisations screen is displayed Enter search criteria if required using the Name and Category fields click on Search to apply your criteria When you have located the organisation that you wish to use in your testing highlight it by single clicking it and click the button Click on Select to continue Select Organisations Matching Organisations Selected Organisation Manchester City Council Manchestershire Borough Council Check for Notices L Continued on next page October 2009 Version 1 0 Communities and Local Government 2007 Page 43 LOGASnet User Guide for DCLG Users Section 4 Managing Organisations Payee References continued Select a value from the Netts and Payment Method drop down lists and click on Save Maintain Customer Vendor Ei 7 Customer Yendor Listing Amend Customer Yendor Id Customer Vendor Number 20323847 Organisation Manchestershire County council Metts Payment Method Any A message is displayed confirming that the save has been successful Maintain Customer Vendor wy Customer Yendor Listing Amend Customer Yendor Save operation successful Id 421 Customer Vendor Number i The reference number that you have just set up will now be avai
96. gt button Hold down the Ctrl key to make multiple selections or use the gt gt button to select all organisations Click on the Select button when you have made your selection Apply Suspension DHLG DERL Organisations Select Organisations Matching Organisations Selected Organisations Chester le Street District Council Chesterfield Borough Council Colchester Borough Council Chichester District Council Check for Notices continued on next page October 2009 Version 1 0 Communities and Local Government 2007 Page 129 LOGASnet User Guide for DCLG Users Section 8 Payments Applying Suspensions continued Select which type of payments you would like to suspend Positive Payments Negative Payments or All Payments using the Suspension Type drop down list Select a reason for the suspension from the Reason drop down list and click on Save DHLC DERL Organisations Suspension Maintenance Cycle Short Name DHLC Period 2005 2006 Elfiielsctulchr ts Chichester District Council Chesterfield Borough Council Grant sections Defects Reinstatement Loan Suspension Type All Payments v Reason Auditor Amendment k A confirmation message is displayed at the top of the screen The suspension must now be authorised by someone with the relevant authority The suspension authoriser will be sent a system generated email informing them that they have suspensions awaiting their authorisation DHLG D
97. he Status drop down list to select Approved Awaiting Confirmation Approved or Rejected as required and click on the Save button Housing Subsidies amp Grants Reviewed w Reviewed Approved Awaiting Confirm Approved Payment with Payment ID 197836 successfully updated to Approved Go to step 9 continued on next page Enter the PaymentiD that you wish to update and click on the Find button The payment details are displayed PaymentID Payment Date Payment Amount 7p Organisation South District Council Grant Section Defects Repurchases Capital Cycle Housing Subsidies amp Grants status Reviewed Grant Batch Options operates on all Payments for the selected Grants Selected Grants Defects Repurchases Capital October 2009 Version 1 0 Communities and Local Government 2007 Page 125 LOGASnet User Guide for DCLG Users section 8 Payments Approving Payments continued To approve all payments in a payment run at once click on Set Approved at the bottom of the Action Approval screen Approve Payment Approve Grants Action Approval FaymentIO ee ETT Fayment Date Organisation Grant Section Cycle Status Grant Batch Options operates on all Payments for the selected Grants Selected Grants Defects Repurchases Capital Set Approved Confirm Approved A message is displayed at the top of the screen confirming that the payments have been approved awaiting confirmation Approve Grants Act
98. he crumb trail to return to the Grant Details screen continued on next page page October 2009 Communities and Local Government 2007 Version 1 0 Page 52 LOGASnet User Guide for DCLG Users Section 5 Grants Setting Up and Maintaining Grants continued Click on the Ineligibility button to define which organisations if any are ineligible for this grant Maintain Grant ho wwe ir i is Grant Listing Grant Details Id 4 Any organisations currently ineligible for a specified grant are displayed You can update their eligibility by clicking on the relevant Organisation Name link To add a new organisation to the list click on the Add button gt my N Maintain Grant wh me g Grant Listing DECA Grant Organisation Ineligibility Listing Ineligible Re eligible Organisation Name Date Date Chester District Council 01 03 2007 16 08 2007 Select an organisation if applicable by clicking on the EJ button next to the Organisation Name field Maintain Grant Grant Listing DECA Grant Organisation Ineli ibilit Listin Grant Organisations Ineligibility Details Organisation continued on next page page October 2009 Version 1 0 Communities and Local Government 2007 Page 53 LOGASnet User Guide for DCLG Users Setting Up and Maintaining Grants continued Highlight the organisation that you wish to add from the Matching Organisations list and click the button to select it Click on the Select but
99. he menu e Communities a se ir and Local Government Administer System Y Grant Management Y Grant Operation Extend Deadline Apply Suspension Remove Suspension Review Overclaim Failures Authorise Abatement Action Authorise Suspension Action P Communication Management Form Completion Payment Processing b Management Information Locate the relevant organisation by entering search criteria into the Name Short Name and Type fields and clicking Search When you have located the organisation you want click on the link in the Name column Write Off Balance Organisation Listing Name Sort by Display v None Greater Manchester Residuary Body Manchester City Council Manchestershire Borough Council October 2009 Communities and Local Government 2007 Manchester Short Name oOo TYPE Select A Type v 20 ows Short Name Type G Manchester RB EXTERNAL EXTERNAL Manchestershire EXTERNAL page 1 of He memes ee a Manchester continued on next page Version 1 0 Page 70 LOGASnet User Guide for DCLG Users Writing Off Balances continued Section 5 Grants Locate the cycle period for which you wish to write off the balance using the Name fields at the top of the screen click on Search to apply your criteria Click on the link in the Cycle Short Name column when you have found the right cycle period Organisation Listing Cycle Period
100. he process for adding grant associations and maintaining grant associations is very similar so both of these are covered in the same topic Select Administer System Maintain Person from the menu The Maintain Person screen is displayed Locate the person to whom you wish to assign grants and click on the details link If no details link is available then the person has not yet been set up as a user See Setting Up New Users on page 24 for instructions on how to proceed Date Email made User Inactive Home Forename oe Organisation Eis Dawid DELG David Rixditest com details Bisson Emma DCLG emma rixsond test com details Bisson Emma DELG emma a rissongmtest com details Bisson Melanie DCLG Melanie Rixsonitest com details Bisson Sonia DCLG sonia rixsondtest cam details Rixsonworth John DELG john rixonworth test com lf the User Has Grant Restrictions drop down list is set to No then the user is by default assigned to all grants and you do not need to proceed any further If you wish to restrict the grants to which a user is assigned ensure the drop down list is set to Yes and then click Save Click on the Grants button at the top right hand corner of the screen to assign specific grants to a user Maintain Person Person Listing User Details Id 435449 Activation Key SPSE8CMPFLESPUS TAY Valid Until 31 12 2010 l User Has Grant Restrictions Continued on next page October 2009 Version 1 0 Communities
101. hen you have found the relevant cycle step click the Select link to proceed Extend Deadline Yom a Step Listing Select Step Cycle Short Name Hepp Period Short Name joqgs Cycle Short Name Period Short Name HSBD HSEQ 007 2008 Ba 007 2008 Extend Deadline Step Listing List Deadlines Display 20 rows Step Short Name Select Select page 1 of 1 Fr eves Nee a Use the Organisation field to search for the relevant organisation You can also use the Deadlines drop down list to filter by organisations who have had submission amendment or both deadlines already extended d ae HSED 2007 2006 Bl e Step Extended Step 3 Submission Submission Amendment Great 31 08 2006 31 08 2006 Yarmouth Reading 31 08 2006 11 10 2006 31 08 2006 Extended Amendment 03 11 2006 11 10 2006 page 1 of 1 Fr Pees Nee October 2009 Communities and Local Government 2007 continued on next page Version 1 0 Page 61 LOGASnet User Guide for DCLG Users Section 5 Grants Extending Deadlines continued Click on the name of the organisation and enter date s in the New Deadline fields for Submission or Last Amendment Click on the Save button to apply your changes Extend Deadline Step Listing NE Derbyshire Extend Deadlines Cycle Step HSBD 2007 2008 Be Organisation North East Derbyshire District Council Deadline Step default Current Deadline New Deadline Subm
102. how Parameters button will display the report parameters on the first page of the report you may need to click on the First button to view them Use the Hide Parameters to remove the parameters from view Grant Status Cycle Listing Grant Status Report Selection Grant Status Report eter Grant Status Report 15 03 2007 Reference GS User j Version 1 1 Run Date 15 March 2007 12 37 Description This report provide status of Payments made for Grants Selection Criteria Organisations ALL Grant Sections DFGN DFGC October 2009 Version 1 0 Communities and Local Government 2007 Page 171 LOGASnet User Guide for DCLG Users Section 11 Managing Documents Section 11 Managing Documents In this This section will cover the following topics section Viewing amp Maintaining Documents Adding New Documents October 2009 Version 1 0 Communities and Local Government 2007 Page 172 LOGASnet User Guide for DCLG Users Section 11 Managing Documents Viewing amp Maintaining Documents Overview LOGASnet allows users to upload and download documents These documents can be anything from FAQs to Audit Qualification details and there are no constraints on the format of the document Typically documents are in Microsoft Word or Adobe PDF format though you are not limited to uploading documents of these types Select Communication Management gt Maintain Document from the menu to a
103. in payments continuing to be calculated against the immediately preceding step until either the extended submission deadline has passed or data for the step have been certified The amendment deadline identifies the date up to which Claims Administrators can continue to make changes to their data As soon as the amendment deadline has passed and data have been certified the Claims Administrator is prevented by the system from making any further changes to data Organisations needing to change their data have to contact the appropriate person Audit Manager Grant Administrator Policy Manager etc within the Policy Grant team and request that the relevant cycle step is unlocked This is done by extension of the amendment deadline These requests must not be sent to the LOGASnet Helpdesk Where no data have been certified and the amendment deadline has passed LOGASnet will still allow organisations to enter data and certify the first data set To extend deadlines or to see which deadlines have been extended select Grant Management gt Grant Operation gt Extend Deadline from the menu continued on next page October 2009 Version 1 0 Communities and Local Government 2007 Page 60 LOGASnet User Guide for DCLG Users Extending Deadlines continued Section 5 Grants Select the cycle step whose deadline s you wish to extend Use the fields at the top of the screen to filter the list if required and click on the Search W
104. ing 1234 56 is stored A negative decimal places causes a value to be truncated not rounded to the nearest power of ten 10 raised to ABS dp An example will demonstrate A user enters 12345 67 and the format is 2 then 12300 00 is stored A format 3 would store 12000 67 You might use this if you ask a user to enter a value to the nearest 1000 for example and you want to discard any other unnecessary digits Continued on next page October 2009 Version 1 0 Communities and Local Government 2007 Page 186 LOGASnet User Guide for DCLG Users Section 12 Appendix Appendix I Field Scripting continued Format Strings cont If either of the elements are missing comma decimal places that format operation simply doesn t occur So if you require commas but don t want to restrict the decimal places just supply a format string Similarly you can have decimal places defined without using commas by simply supplying a format string with no comma e g 2 or 3 So all the following are valid e No formatting display result as is with as many decimal places as needed up to 6 e Display number with a comma separating the 1 000 s e 2 Display with comma and truncate to 2 decimal places e 3 Display truncated to the nearest 1000 and no comma e 2 Display to 2 decimal places and no comma The following are invalid A single minus e 2 A comma following a number
105. inued on next page Version 1 0 Page 163 LOGASnet User Guide for DCLG Users Standard Reports continued Payment Enquiry Available to e DCLG October 2009 section 10 Reporting Used to support the review and approval of payments This report shows amount claimed cash limits amounts abated amounts paid to date etc You can filter payments by grant organisation or payment date if required Department for Communities and Local Government Housing Subsidies and Grants Organisation Britse HSGA 2006 2007 CyciaPerloa Payment Date 15 02 2007 Grant HRA Subsidy Grant Section Payment ic Amount Claimed Housing Element 196346 1 562 586 00 Total Payments per Organisation Organisation Otera te HSGA 2006 2007 Cycia Perlod Payment Data 15 02 2007 Grant HRA Subsidy Grant Section Payment ic Amount Claimed Housing Element 196612 277 069 00 Total Payments per Organisation Organisation eee HSGA 2006 2007 Cycia Perloa Payment Date 15 02 2007 Grant HRA Subsidy Grant Section Payment ic Amount Claimed Housing Element 196379 2 527 799 00 Total Payments per Organisation Communities and Local Government 2007 Amount Abated 0 00 158 259 00 Amount Abated 0 00 27 703 00 Amount Abated 0 00 252 780 00 Payment Enquiry Report Current Entitlement 1 582 586 00 Amount Paid To Date 1 424 327 00 Current Entitlement Amount Paid T
106. ion Audit Step Defines whether the cycle step will be the auditor certified cycle step Low Cost Audit threshold This defines the amount at which an audit of the organisation s certified data will be required There is currently a system wide default value of 100 000 which will apply if no value is entered into this field Certification Text The default text that will appear on the certification screen when the cycle step is certified Whoever is certifying the step will be able to change this text if required Document Reference This document will be attached to the email which is sent out informing the Claims Administrator that the cycle step is available for completion Person Type Notified The LOGASnet role that will be notified of the availability of a cycle step for completion This will usually be the Claims Administrator continued on next page October 2009 Version 1 0 Communities and Local Government 2007 Page 99 LOGASnet User Guide for DCLG Users Section 7 Cycles amp Cycle Steps Maintaining Cycles amp Cycle Steps continued Click on the Save button located at the bottom of the screen and a confirmation message Is displayed Maintain Cycle om wwe A l Cycle Listing NHG Cycle Step Listing Cycle Step Details Save operation successful Import Amounts Maintain Retentions Id 171 Cycle Step Short Name NHGC1 Cycle Step Name 1 First Advance Sequence Click on the cycle name in the
107. ion 11 Managing Documents Adding New Documents Overview Select Communication Management gt Maintain Document from the menu to access the Maintain Document screen ot Communities ee and Local Government Maintain Communicaton Maintain Issue Organisation Notices Maintain Document Maintain Document Document Listing Display 20 bows Enter the Document Name as you wish it to appear on the Document Listing screen select a document Category using the drop down list and enter a document Description Maintain Document Document Listing Document Details Id Document Name HOU01 Advice Letter Category Grant Programme Advice Description Advice relating 2007 2008 for HOUOL Microsoft Word format Original Location c Documents HOUDI Advice Letter doc Uploaded on continued on next page October 2009 Version 1 0 Communities and Local Government 2007 Page 176 LOGASnet User Guide for DCLG Users Section 11 Managing Documents Adding New Documents continued Use the Browse button to locate the file that you wish to upload or type the complete path of the file name into the Original Location field Click on Save to save the changes and upload the document There may be a short wait if you are uploading a large document When the document has uploaded successfully a confirmation message is displayed and you will now be able to locate the document in the Document Listing screen
108. ion Approval All Payments under selected grants have been successfully updated to the status Approved Awaiting Confirmation continued on next page October 2009 Version 1 0 Communities and Local Government 2007 Page 126 LOGASnet User Guide for DCLG Users section 8 Payments Approving Payments continued Click on the Confirm Approved button to finalise the approval of all the relevant payments that you have selected Approve Payment Approve Grants Action Approval Organisation Grant Section Cycle Status Grant Batch Options operates on all Payments for the selected Grants selected Grants Defects Repurchases Capital Set 4pproved Confirm Approved A message is displayed confirming the relevant payments have now been approved Approve Payment Approve Grants Action Approval All Payments under selected grants which had the status Approved Awaiting Confirmation have been Approved October 2009 Version 1 0 Communities and Local Government 2007 Page 127 LOGASnet User Guide for DCLG Users Section 8 Payments Applying Suspensions Overview LOGASnet allows you to suspend payments for a given cycle period grant section combination and a specific organisation You can suspend either payments money paid to the organisation or receipts money returned to the DCLG or both Applying a suspension will halt all relevant payments until it is removed Requests to apply a suspension must be authorised
109. ired Cycles Listing Period Short Name aqq7 Cycle Short Name HSBD HSBD HSG4 A Display 20 bows Period Short Name 2006 2007 2007 2008 2006 2007 page 1 of Hie eere Due JLo Select the grant or grant section by clicking on the relevant link in the Grant Short Name or Grant Section Short Name column Apply Abatement DEG Grant and Sections Grant Short Name Section Short Name Grant Short Name Grant Name DFG FG Disabled Facilities Grant Disabled Facilities Grant Grant Name Section Name Q Grant Section Short E E RE Hanne Disabled Facilities Capital Disabled Facilities Current October 2009 Communities and Local Government 2007 page 1 of 1 Ere Preven hee e continued on next page Version 1 0 Page 134 LOGASnet User Guide for DCLG Users section 8 Payments Applying Abatements continued Select the organisation s for which you wish to apply the abatement by highlighting them in the Matching Organisations list and clicking on gt or gt gt buttons Click on the Select button when you are ready to proceed DEG DEG Organisations Select Organisations Matching Organisations Selected Organisations East Staffordshire Borough Council Huntingdonshire District Council Mid Bedfordshire District Council Morth East Derbyshire District Council North East Lincolnshire Council North Hertfordshire District Cou
110. is report will show the last committed payment and the next scheduled payment along with a figure showing the difference between the two figures in percentage terms You can specify a tolerance by percentage or by actual amount for the report allowing you to highlight payments that exceed the tolerance level e g by more than 50 Department for Communities and Local Government Housing Subsidies and Organisation Cycle Housing Subsidies amp Grants 2002 2003 Grant Section HIA Total For Housing Subsidies amp Grants 2002 2003 Total For Organisation Cycle Housing Subsidies amp Grants 2002 2003 Grant Section HIA Total For Housing Subsidies amp Grants 2002 2003 Total For Organisation Cycle Housing Subsidies amp Grants 2002 2003 Grant Section HIA Total For Housing Subsidies amp Grants 2002 2003 Total For Communities and Local Government 2007 Grants Actual Payment 5 894 00 5 894 00 5 894 00 Actual Payment 40 100 00 40 100 00 40 100 00 Actual Payment 3 580 00 3 580 00 3 580 00 Payment Comparison Report Next Payment 5 894 00 5 894 00 5 894 00 Next Payment 40 100 00 40 100 00 40 100 00 Next Payment 200 00 200 00 200 00 Diff 200 200 200 Diff 200 200 200 Diff 106 106 106 Out of Tolerance Out of Tolerance Out of Tolerance Cont
111. ission 10 10 2006 10 10 2006 14 04 2007 Eel 10 10 2006 10 10 2006 28 04 2007 Es Save Last Amendment A message is displayed confirming that the extension s have been successfully applied Cycle Step HSBD 2007 2008 B2 Organisation North East Derbyshire District Council Deadlines successfully extended Deadline Step default Current Deadline New Deadline Submission 10 10 2006 14 04 2007 10 10 2006 28 04 2007 Last Amendment October 2009 Version 1 0 Communities and Local Government 2007 Page 62 LOGASnet User Guide for DCLG Users Section 5 Grants Maintaining Periods Overview This section shows you how to set up and maintain periods within LOGASnet You will only be able to carry out this function if you have the relevant level of authority within the system This topic uses the example of setting up a new period for the purposes of illustration To view existing periods or to define new ones select Administer System gt Maintain Period from the menu a ao Communities a and Local Government Y Administer System E Access Control Maintain Person Maintain Grant Authonser Organisation Maintenance Maintain Lists Update System Parameters Form Management Grant Management Form Completion b Management Information The Maintain Period screen is displayed By default the Start After Date is populated with today s date hence the list shows only those periods that
112. isting i Cycle Step Cycle Step Short Name Sequence Availability Date Released 01 1 25042006 YES Unrelease Click on the Import Amounts button at the top of the Cycle Step Details screen Maintain Cycle Cycle Listing DEG Cycle Step Listing Cycle Step Details Import 4mounts Id 132 Cycle Step Short Name qq Cycle Step Name First Advance continued on next page page October 2009 Version 1 0 Communities and Local Government 2007 Page 104 LOGASnet User Guide for DCLG Users Section 7 Cycles amp Cycle Steps Importing Specified Amounts continued Click the Browse button and select the file that contains the specified amounts Maintain Cycle Cycle Listing DEG Cycle Step Listing 01 Upload Amounts FileName sd Locate the file using the Choose File popup window and highlight it by single clicking it Click the Open button Choose file Look in E Specified Amounts e aeea 2 4 Specified Amounts cs My Recent Documents Desktop N A R i amp My Network File name Specified Amounts csv Places Files of type All Files a The file location and name appear in the File Name field Click on the Import button to continue Maintain Cycle Cycle Listing DEG Cycle Step Listing 01 Upload Amounts File Name its apecified Amounts csv its Specified Amounts csv Browse continued on next page page Version 1 0 October 2009 Page 105 Communi
113. lable for selection in the Payee Reference drop down list for the organisation Maintain Organisation Organisation Listing Manchestershire Maintain Id 17229 Organisation Name Manchestershire County Council Grant Section Mar geeka Jities Capital Payee Reference 200267 w Fayment Method 33847 October 2009 Version 1 0 Communities and Local Government 2007 Page 44 LOGASnet User Guide for DCLG Users Section 5 Grants Section 5 Grants In this This section will cover the following topics section Introduction to Grants Setting up amp Maintaining Grants Maintaining Grant Authorisers Reviewing Overclaim Failures Extending Deadlines Maintaining Periods Maintaining Payment Profiles Writing Off Balances October 2009 Version 1 0 Communities and Local Government 2007 Page 45 LOGASnet User Guide for DCLG Users Section 5 Grants Introduction to Grants Overview For more information on Grants and where they fit into the overall business process see About LOGASnet on page 7 When setting up a new grant you should follow the process shown below This also applies when maintaining existing grants though obviously you may not need to complete all steps of the process 1 Set up grant details such as the grant name and short name Set UE Grant Details y 2 Set up the grant sections Define Grant and enter details of accounting l parameters such as GL Sections accounts a
114. le to organisations on the date shown in the Cycle Step Availability Date column Cycle Step Short Name Sequence Release Successful Cycle Step Availability Date 23 06 2006 Unrelease 17 10 2006 Unrelease 26 01 2007 Unrelease 12 04 2007 Unrelease Cycle Step Short Name Sequence Released October 2009 Version 1 0 Communities and Local Government 2007 Page 108 LOGASnet User Guide for DCLG Users Section 7 Cycles amp Cycle Steps Entering Cycle Step Data via a Form You should ensure that you are familiar with the topic Form Navigation on page 75 before you start this topic Overview Data for a cycle step is entered via an online Form by Claims Administrators or Claims Officers within an organisation Cycle step data must be validated at both field and form level to ensure that the data is valid Field Validation checks that the data in a given field meets basic criteria such as being numeric etc Any errors are highlighted on the form as soon as you have entered a value in a field and then moved the cursor out of that field An example of a field validation message is shown below Number of aight to buy sales in Quarter 1 he entry in this field 0080 aoo ese be negative Humber of right ta buy sales in qi Form Validation cross checks fields against each other For example if the value in a particular field cannot be greater than 25 of the value of another field this would be checked during form vali
115. lection Auditor Base Data Return Peg Pes Nes organisation iianchestershre Borough Counc on Step PE Etter continued on next page October 2009 Version 1 0 Communities and Local Government 2007 Page 90 LOGASnet User Guide for DCLG Users Section 6 Managing Forms Testing Forms continued The form is displayed in test mode NOTE The form name and the organisation are displayed in the form header This indicates that you are carrying out secondary testing Test Data Listing Form Listing Organisation and Step Selection Claims Data Capture Q section 3 Notional Rental Income Q section 4 Capital Charges select an organisation described in steps 7 and 8 above and then click on the ellipsis LJ button next to the Step field Test Data Listing Form Listing Organisation and Step Selection Form Auditor Base Data Return Create Test Data continued on next page 4 1 1 1 r 111mm 1em m tmtmtmmtmtmtm mettete m mmtm memme emme Page Break 11 1111 1111111 111mm meme October 2009 Version 1 0 Communities and Local Government 2007 Page 91 LOGASnet User Guide for DCLG Users Section 6 Managing Forms Testing Forms continued Locate the cycle step that you wish to use in your test using the search fields at the top of the screen click on Search to apply your criteria When you have found the relevant cycle step pu
116. lities at the top of the screen to filter the list of cycle steps Use the ellipsis L button to search by organisation and complete the Cycle and Period fields if required Both of these fields will match any or all of the text you enter so if you enter 2007 in the Period field cycles for 2006 2007 and 2007 2008 are displayed Enter Data Claims Data Listing Cycle HEBD Period 2007 Display 20 rows Click on the Search button to apply your search criteria to the list When you have located the relevant cycle step click on the Edit link at the right hand end of the list and the form is displayed allowing you to enter data Organisation Cycle Period Step Status Deadline HSBD 2004 2005 B1 29 08 2000 HSBD 2004 2005 B1 HSBD 2004 2005 B2 HSBD 2004 2005 B2 HSBD 2004 2005 B2 continued on next page October 2009 Version 1 0 Communities and Local Government 2007 Page 111 LOGASnet User Guide for DCLG Users Section 7 Cycles amp Cycle Steps Entering Cycle Step Data via a Form continued To jump to a specific field on a form select the field from the drop down list at the top left of the form and click on the Go button F SECTION 1 Local Authority s Stock Click the Expand button to display all fields on the form or expand the form using the arrows next to the headings and sub headings All fields are displayed but you can only enter data into those fields which have been allocated to you Q Total hou
117. m for completion to forms that require certification Home Page Home Page To Do List Organisation Cycle Feriod Step Status Deadline HSBD 200 2008 B1 WIP 31 08 2006 H5G4 2006 2007 02 WTP 31 08 2006 H5G4 2005 2006 03 WIP 30 09 2006 POOL 2006 2007 03 Mew 31 01 2007 If there are no items in the To Do List then nothing is displayed on the Home Page October 2009 Version 1 0 Communities and Local Government 2007 Page 18 LOGASnet User Guide for DCLG Users section 2 Access and Navigation Field Notes Overview Field notes are free format text fields attached to each field on a form They are a way of recording and communicating information about that field for a specific cycle step Field notes can be entered by any authorised external user of LOGASnet for any purpose and more than one note can be added to a particular field Field notes are non mandatory and do not have to be completed if not required but once they are added they cannot be deleted They can be viewed by anyone who has view access to a form F Improvements Conversion and Repair Grants approved Contibutions claimed FOO4P5 amp FOO5PS Please clic roars Towards Capital Expenditure Hon Capital Expenditure Hons claimed FOO6PS amp FOO7PS Please clic Towards apital Expenditure ratty Hon Capital Expenditure ent for Sale Scheme 27005 27006 S Fo0sps Total Exchequer contribution claimed under section 42
118. mmunities and Local Government 2007 continued on next page Version 1 0 Page 97 LOGASnet User Guide for DCLG Users Section 7 Cycles amp Cycle Steps Maintaining Cycles amp Cycle Steps continued Click on the Add bution to create a new cycle step The Cycle Step Details screen is displayed Maintain Cycle Cycle Listing FDG Cycle Step Listing Cycle Step Details Id Cycle Step Short Name Cycle Step Name Sequence Form Reference Availability Date Submission Deadline Amendment Deadline Complete the fields on this screen as follows e Cycle Step Short Name Abbreviated name for the cycle step This usually contains a number to indicate the sequence number of the step but this is not mandatory Example 07 02 B1 B2 etc Cycle Step Name Descriptive name for the cycle step Example First Advance Second Advance etc Sequence The sequence number of the cycle step Form Reference The short name of the form definition associated with this cycle step Availability Date The date on which the form for the cycle step is available for completion by organisations Even if a form has been released it will not be available until this date Submission deadline Date by which organisations must complete and certify the form Amendment Deadline Date by which organisations must make any final amendments to the data This date is often the same as the Submission Deadline but this is not mandatory co
119. n the top left hand corner of the screen Home Settings Help Log Off sied Ea A 3 bese EUNETAN Y validate Fields Count 7 Apply Richmond u Tham HSBD 2003 2004 B1 New F SECTION 1 Local Authority s Stock Q aC TEE Q SECTION 2 Management Maintenance and Major Repairs Allowances Training Presentation For LAs d P Management Information F Analysis of Dwellings excluding shared ownership Q F Analysis of Dwellings including shared ownership Q Flats as a Proportion of Total Dwellings Q E117MM 0 0000 Flats as a proportion of total dwellings You can click on any of the links in the crumb trial to go back to screens that you have already visited NOTE Use the crumb trail to move forward or backwards through screens you have visited rather than using the Forward and Back buttons on your browser Using these buttons can cause unpredictable results continued on next page October 2009 Version 1 0 Communities and Local Government 2007 Page 16 LOGASnet User Guide for DCLG Users section 2 Access and Navigation Navigation amp Help continued Links Links for Home Settings Help and Log Off are always displayed in the top right hand corner of the screen wane Home Settings Help Log Off Communities ia Dnm e Home returns you to the home page e Settings allows you to change your password and set the default currency e Help ope
120. n is displayed Locate the person whose roles you wish to manage using the search facilities People who have already been set up as users are displayed with a details link in the User column Those not set up as a user do not have this link displayed Home Boe Surname Forename Email made User Organisation Inactive Bix David DCLG David Rinditest com details Risson Emma DCLG emma rixsand test cam details Rixson Emma DCLG emma a rissontest cam details Risson Melanie DELG Melanie Rixsontitest cam details Risson Sonia DCLG sonia rixsondmtest cam details Rixsonworth John DCLG john rixonworth test cam details Click on the details link for the person for whom you wish to add or maintain roles and the user details are displayed continued on next page Version 1 0 Communities and Local Government 2007 Page 30 LOGASnet User Guide for DCLG Users Section 3 Setting Up and Maintaining Users Assigning amp Maintaining User Roles continued Click on the Roles button at the top of the screen Maintain Person Person Listing User Details Id 43454 T OPCZYFNa3 sA 4U 6C 01 02 2009 Ez User Has Grant Restrictions Activation Key Valid Until lf the user has existing roles then they are displayed If no roles have yet been assigned to the user then a message is displayed confirming this THEN IF You wish to add roles to a user Proceed to step 5 below You wish to remove roles from a Pr
121. nal Location link to view the document in read only mode Maintain Document Document Listing Document Details Id 1809 Document Name Hooi Qualification Letter Category Description Certify Upload Document w This letter is the HOWO1 qualification letter in Microsoft Word format Original Location H HOUOL Qualification Letter doc Uploaded on 16 01 2007 October 2009 Communities and Local Government 2007 Upload New File continued on next page Version 1 0 Page 174 LOGASnet User Guide for DCLG Users Section 11 Managing Documents Viewing amp Maintaining Documents continued You can update the document Name Category or Description using any of the fields at the top of the screen if required If you want to remove a document altogether click on the Delete bution If you wish to upload a new version of a document then click on Upload New File The Original Location link is replaced with an input field into which you can enter the location of the file that you wish to upload You can also select the location of the file by clicking on the Browse button Description This is the HOUOL Qualification Letter in Microsoft Word format Original Location H oocuments HOU01 Qualification Letter doc Uploaded on 13 03 2007 Click on the Save button to apply any changes that you have made October 2009 Version 1 0 Communities and Local Government 2007 Page 175 LOGASnet User Guide for DCLG Users Sect
122. ncil North Lincolnshire Council North Shropshire District Council Morth Warwickshire Borough Council County of Herefordshire District Council Derbyshire Dales District Council East Cambridgeshire District Council East Hampshire District Council East Hertfordshire District Council East Northamptonshire District Council East Riding of Yorkshire Council Check for Notices L Enter the abatement percentage without the sign and select a Reason for the abatement from the drop down list DEG DEG Organisations Abatement Maintenance Cycle Short Name DFG Period 006 2007 Organisations East Hampshire District Council Grant Sections ee ee ee Disabled Facilities Current Abatement 6 e Reason continued on next page October 2009 Version 1 0 Communities and Local Government 2007 Page 135 LOGASnet User Guide for DCLG Users section 8 Payments Applying Abatements continued Click on the Save button when you have entered the details and a confirmation message is displayed The abatement authoriser will be sent a system generated email informing them that they have abatements awaiting their authorisation DFG DEG Organisations Abatement Maintenance The abatements were created successfully Cycle Short Name DFG Period 006 200 October 2009 Version 1 0 Communities and Local Government 2007 Page 136 LOGASnet User Guide for DCLG Users Section 8 Payments Removing Abateme
123. nd Destination Codes y 3 Create the grant components l Grant components offer another Define Grant way of viewing grant data and are primarily used for reporting Components purposes Ka 4 By default all organisations Inelig ible are eligible to receive grants but you can specify any Organisations eligible organisations I if applicable required October 2009 Version 1 0 Communities and Local Government 2007 Page 46 LOGASnet User Guide for DCLG Users Section 5 Grants Setting Up amp Maintaining Grants Overview The process for setting up and maintaining grants is quite similar so both are covered in this topic To maintain a grant or to set up a new grant select Grant Management gt Grant Configuration gt Maintain Grant from the menu a ee Communities and Local Government Form Management Y Grant Management Y Grant Configuration Maintain Grant Maintain Fir kial Information Maintain Payment Profile b Grant Operation Management Information Click on the Short Name of the grant that you wish to maintain If you wish to add a new grant click the Add button Maintain Grant Grant Listing Display 20 rows Short Name Name DFCA Defects Reinstatement Capital BECU Defects Reinstatement Current DFPE Defects Repurchases Capital Defects Repurchases Loan Defects Reinstatement Loan page 1 of revon ee J Continued on next
124. nd Local Government 2007 continued on next page Version 1 0 Page 56 LOGASnet User Guide for DCLG Users Section 5 Grants Maintaining Grant Authorisers continued A message is displayed at the top of the screen confirming that the authoriser details have been saved successfully Maintain Grant Authoriser Grant Authoriser Listing Grant Authoriser Details Update operation successful Forename John Risson ADG Surname Grant Section October 2009 Version 1 0 Communities and Local Government 2007 Page 57 LOGASnet User Guide for DCLG Users Section 5 Grants Reviewing Overclaim Failures Overview Overclaim checks can be defined against a particular field when a form is first created An overclaim check is generally based on a comparison with data from a prior year Overclaim checks are used to identify data on a form which if the check fails casts doubt on the validity of that data and provides the Department with an opportunity to raise any concerns Failure of an overclaim check will not automatically stop financial transactions being processed against a claim However if the risk is considered significant an abatement may be applied until a satisfactory resolution of the issues has been achieved Where an organisation has provided a satisfactory explanation for a failed overclaim check the Department may subsequently exempt the organisation from that check The effect of applying an exemption i
125. nd Local Government 2007 Page 14 LOGASnet User Guide for DCLG Users section 2 Access and Navigation Navigation amp Help Menu The menu is located on the left hand side of the screen as shown in the picture below x User e an Home Settings Help Log OFF a ee e Communities o and Local Government Home Page Administer System P Form Management Grant Management P Communication Management Form Completion Management Information Click on gt to the left of a menu option to expand it as shown in the picture above When a menu option is expanded you can click on F to collapse it again The options available to you on the menu depend on your user role You cannot see certain menu options if your user role does not allow you to do so You can hide the menu if required This can be useful for increasing the visible area of the rest of the screen Hide the menu by clicking on E in the top left hand corner of the screen To re display the menu when you have hidden it click on ES Ea User Department for Communities nome Page Home Page continued on next page October 2009 Version 1 0 Communities and Local Government 2007 Page 15 LOGASnet User Guide for DCLG Users section 2 Access and Navigation Navigation amp Help continued Crumb As you navigate around LOGASnet keeps a track of the path you have taken Trail through the system and displays this information in the crumb trail found i
126. ndex value of the first item is 1 not 0 LOOKUP n Z y x Returns the nth item in the list You might use this to convert a simple user entry of 1 2 or 3 into some more complex constant like a commission rate e g LOOKUP 3 12 67 56 34 34 00 89 41 34 67 gives 34 00 Continued on next page October 2009 Version 1 0 Communities and Local Government 2007 Page 191 LOGASnet User Guide for DCLG Users Section 12 Appendix Appendix I Field Scripting continued Custom The system is flexible enough to allow new JavaScript methods to be Methods defined for special purposes and used across all instances of a particular Macros form Currently this can only be done by calling the LOGASnet helpdesk and ask them to create it The rules for creating new JavaScript functions macros are as follows e Name must be unique and not clash with any existing methods Avoid all the methods supplied by LOGASnet including V v EQ e X x POUND EURO ROUND MAX MIN AVG etc e They should really be stand alone and take all necessary values as parameters and return a single value This is not strictly required by hard coding field references into macros which would not be wise e Avoid using an underscore to start the function name e g _round as this character is used by LOGASnet for it s internal structures and methods A typical macro file may look like this function Double Value a r
127. ns the help facilities see the next page for more information e Log Off exits the system Help Extensive help is provided within LOGASnet This can be accessed via the Facilities links at the top of the screen or by clicking the icon on a specific screen i Bq e e Communities 000 and Local Government Home Page P Form Completion gt Management Information Help in the links provides access to the general help facilities while clicking the icon displays specific help about the current screen NOTE Be especially aware of the system timeout when logged into LOGASnet This is a security mechanism which logs you off after 20 minutes of inactivity Ensure that you save your work regularly as data will be lost if the system times out October 2009 Version 1 0 Communities and Local Government 2007 Page 17 LOGASnet User Guide for DCLG Users section 2 Access and Navigation The To Do List only visible to external users Overview The To Do List is displayed on an external users LOGASnet homepage This page is displayed by default when they log on to the system but it can be viewed at any time by clicking on the Home link on the menu bar The To Do List contains a list of all cycle steps that require some kind of action by the external user See Section 7 Cycles amp Cycle Steps on page 94 for more information This can be anything from fields on the form that have been allocated to the
128. nstructs the system to treat the data as valid and to set the status of the overclaim check to passed To review overclaim failures select Grant Management gt Grant Operation gt Review Overclaim Failures from the menu Use the fields at the top of the screen and the Search button to filter the list by cycle step and period organisation and grant section if required If you wish to include overclaims which have been exempted tick the Include Exempted check box Click on the link in the Value column to view more information about the overclaim failure Review Overclaim Failures Review Overclaim cycle ea porod fC Sar Include Exempted Sait tak Cycle Period Step Display 5 bows Step Organisation Availability Date Field Ref HSG4 2006 2007 01 04 2007 COCO HSG4 2006 2007 01 04 2007 CO19co 56 HSGA 2006 2007 01 04 2007 COO1CO stale Ul HSG4 2006 2007 01 04 2007 CO1sco 249118 HSGA4 2006 2007 01 04 2007 COO1CO 22293 continued on next page October 2009 Version 1 0 Communities and Local Government 2007 Page 58 LOGASnet User Guide for DCLG Users Section 5 Grants Reviewing Overclaim Failures continued The Justification text box is blank denoting that the overclaim check has not been exempted Review Overclaim Failures Review Overclaim Maintain Exemption Id 580284 Organisation Cycle Step HSGA4 2004 2005 04 Certification Date Field Reference Cogeco Field Description Grant
129. nt Department for Communities and Local Government Housing Subsidies and Grants Payments By Grant Report HRA Subsidy Grant Section Housing Element Cycle Period Organisation Current Cycle Amount Cash limit Entitlement Amount Paid Balance Step Claimed Outstanding HSGA 2001 2002 epee g4 56 055 484 00 0 00 6 055 484 00 6 016 090 00 39 394 00 Total For HSGA 2001 2002 6 055 484 00 0 00 6 055 484 00 6 016 090 00 39 394 00 Cycle Period Organisation Current Cycle Amount Cash limit Entitlement Amount Paid Balance Step Claimed Outstanding HSGA 2002 2003 aaa ane 04 72 762 463 00 0 00 72 762 463 00 72 758 598 00 3 865 00 Total For HSGA 2002 2003 72 762 463 00 0 00 72 762 463 00 72 758 598 00 3 865 00 Cycle Period Organisation Current Cycle Amount Cash limit Entitlement Amount Paid Balance Step Claimed Outstanding HSGA 2004 2005 g4 3 620 141 00 0 00 3 598 273 00 3 626 141 00 27 868 00 HSGA 2004 2005 g4 37 313 130 00 0 00 37 313 130 00 37 331 212 00 18 082 00 HSGA 2004 2005 ann 04 2 469 767 00 0 00 2 469 767 00 2 466 074 00 3 693 00 Total For HSGA 2004 2005 31 217 222 00 0 00 31 245 090 00 31 238 997 00 6 093 00 Continued on next page Version 1 0 Page 165 LOGASnet User Guide for DCLG Users Section 10 Reporting Standard Reports continued Payments by Shows payments made to or collected from an organisation Fo
130. ntinued on next page October 2009 Version 1 0 Communities and Local Government 2007 Page 98 LOGASnet User Guide for DCLG Users Section 7 Cycles amp Cycle Steps Maintaining Cycles amp Cycle Steps continued Current Start Cycle steps have a currency period during which the certified cycle step data are used to calculate payments Current Start is the date on which the currency period for this cycle step begins Current End Cycle steps have a currency period during which the certified cycle step data are used to calculate payments Current End is the date on which the currency period for this cycle step ends Help Text More detailed information about the cycle step if required Help URL If more information is available from a particular website the address of the website should be entered here Default Source Reference The short name of a previous cycle step that is associated with this cycle period combination and which is used to populate editable fields the first time this cycle step is used by the organisation i e for an Auditor Certified cycle step Allow Opt Out Specifies whether organisations assigned to this cycle period combination are allowed to opt out of providing data for the cycle step Certifying Role The user role who will be able to certify the cycle step This will usually be Claims Certifier Last Step Defines whether the cycle step is the last step associated with this cycle period combinat
131. nts Overview This topic explains how to request the removal of an abatement Once an abatement is removed any payments or receipts that were affected by the abatement will be automatically corrected in the next scheduled payment run Requests to remove an abatement must be authorised by the relevant DCLG user before it comes into effect From the menu select Grant Management gt Grant Operation gt Remove Abatement Locate the cycle for which you wish to request the removal of an abatement and click on the Select link You can filter the list of cycles by Cycle and Period Short Name if required Remove Abatement Cycles Listing cycle short name Period Short Name ogg6 Display 20 bows Cycle Short Name Period Short Name DFG 2005 2006 DFG 2006 2007 page 1 of Hist Bevis New J L Click on the relevant link in the Grant Short Name or Grant Section Short Name column Remove Abatement DEG Grant and Sections Grant Name Grant Section Name Disabled Facilities Grant Disabled Facilities Capital Disabled Facilities Grant Disabled Facilities Current page 1 of 1 E parm Jer continued on next page October 2009 Version 1 0 Communities and Local Government 2007 Page 137 LOGASnet User Guide for DCLG Users section 8 Payments Removing Abatements continued Select the organisation s from the Matching Organisations list by highlighting them and clicking on the gt or gt P buttons Click on th
132. nts To a SCN rasanan aaa aaa 34 Section 4 Managing Organisations cccsscccssseeeeeseeseneeseeneesenseesenseesenseesonsessoaes 37 Setting Up amp Maintaining Organisations cccccccsecccseseeceeceeseeeeceeceseeeeeseeeesseeeeseeessaees 38 Payee HTICIORCINCS S cipresan n dasimachiusieacniusianehineitncliatiaanhiamitaedudans 42 DECIION O GRAINS prre a aE aE 45 Mrod cion TO Gra Saa dienes ainteutteiatanslaietesdthestens 46 Setting UP amp Maintaining Grants oriire err n aE EEEa D EEEE EEDE R 47 Maintaining Grant Authorisers cc 2 2s cctrethecedeci tee i tbacccdyiel a dotade deck Mea Tidinc nde eedecs 55 REVIEWING Overclaim Failures as sccecced ccncecedccudcend execs cud sandeendersdecidcc vues ceueecsd cudemsBecedadidesndun 58 Extending DC AGING S nereiskia a 60 Maintaining Pernod Sebesen a a 63 Maintaining Payment PlOMles sorsiepiosietireia nnii a aniei 65 WV UNG VOM Balan CC Secora a a a dice sienslaietensteaatnesd 70 Section 6 Managing FOrims c ccccceeseeeeeeceneecensecensecensesensecensesensesensesensesensesenees 74 FORM INAVIGQ ALON certs cov encud cand chid E TE EEE saueccvsesudauud E 75 reatino m2 oe eee ean a a en nee 78 Headings amp SUD ICAGING Sesiinae ecsee vhiasavesdeasuessicteseeaicenne aaceeenaidoree ssid 80 Tae He aging CSUN OCCO seana 82 E a S meatier terra te ee EE nN ee EE nN ree ENSUES forte E E E 83 October 2009 0 Version 1 0 Communities and Local Government 2007 Page 2 LO
133. o Date 277 069 00 249 360 00 Currant Entitlement Amount Paid To Date 2 527 799 00 2 275 019 00 Retention Amount Retention Amount Retention Amount Cash Limit 0 00 Cash Limit Cash Limit Payment Suepended Payment Statue 156 259 00 No Unconfirmed Payment Suspended Payment Statue 27 703 00 No Unconfirmed Payment Suspended Payment Statue 252 760 00 No Unconfirmed Continued on next page Version 1 0 Page 164 LOGASnet User Guide for DCLG Users section 10 Reporting Standard Reports continued Payments by Grant Available to e DCLG October 2009 Communities and Local Government 2007 Shows details of payments made by grant The data content of the report is dependent on which of the following options is selected Current Year claims only claim period associated with cycle is either entirely within or overlaps the current financial year Prior Year claims that could result in transactions being made during the current year claim period associated with cycle completed before the start of the current financial year and where the balance outstanding is non zero Prior Year claims that have already resulted in transactions being made during the current year claim period associated with cycle completed before the start of the current financial year and where the balance outstanding is now zero as a result of payments made during the current financial year Gra
134. oceed to step 9 on page 33 user Click on the Add button in the top right hand corner of the screen Maintain Person Person Listing User Details Assigned Roles Listing A Clear Selected Remove Selected Remove Display 20 bows Role Name Authorise Abatement Authorise Suspension Communications User page 1 of 1 Fre JL Prevec ree continued on next page page Page Break October 2009 Version 1 0 Communities and Local Government 2007 Page 31 LOGASnet User Guide for DCLG Users Section 3 Setting Up and Maintaining Users Assigning amp Maintaining User Roles continued The Assign Roles screen is displayed showing all available roles in the Matching Roles list box If required use the Name field and the Search button to locate a specific role as has been done in the example below To select a specific role highlight it in the Matching Roles box and click on P The selected role moves to the Selected Roles list box To select all roles at once click on the gt P link To deselect a role or all roles highlight it and click on lt or A lt to remove all Maintain Person J Person Listing User Details Assigned Roles Listing Assign Roles Role Selection Display 50 rows Matching Roles Selected Roles Appointed Auditor Auditor When you have made your selection s click on the Select button to proceed The Assigned Roles Listing is re displayed as shown in step 5 with your s
135. of grant assignment Claim Audit Trail Shows all of the events that have taken place for a specific cycle period combination from initial issue of the cycle steps through to Available to certification and where appropriate payments e DCLG Department for Communities and Local Government Housing Subsidies and Grants Claim Audit Trail Report Organisation Ma aiit eee Cycle Disabled Facilities Grant Period 2004 2005 Step Second Advance Event Date Description Details 24 08 2004 Cycle step issued Description Date Issued 2004 08 24 advised 16 09 2004 Data Certfied Description Status Certified Certification Date 2004 09 16 Advance Final Event Date Description Details 10 08 2005 Cycle step issued Description Date Issued 2005 08 10 advised 30 08 2005 Data Certified Description Status Certified Certification Date 2005 09 30 Certified By PAST Certification Text certify that a the entnes the Authority have made on this claim are in accordance with the relevant egislation and determinations direction Data This report is useful for trend analysis It shows data for selected fields Comparison for a cycle over several periods These data can then be exported to Excel for further analysis Available to The output of this report will only include certified data e DCLG Department for Communities and Local Government Housing Subsidies and Grants Data Comparison Report Cycle DFG for Adur District Council C
136. ommunications Maintaining Issues continued The Issue Maintenance screen is displayed from where you can update the details of the issue Note that not all fields can be updated and once an issue has been resolved i e a date entered into the Date Resolved field no further changes can be made to it Maintain Issue Issue Listing Issue Maintenance Communications Id 412 Short Name Manchestershire Name Nikki Alan Details Special determination issued re PFI Scheme Consulting over summer on method for recalculating MRA If it changes may need new determination for 2002 03 and 2003 04 LAH 5 14 13 Cycle Sten HS5G4 20035 2004 02 Grant Section HRAS HE Special Legislation Indicator Yes Organisation Reading person lean Therese Sorahue TRAS er a ERE person Advising Terea Donohoe AS a Ce Bring Forward Check Next Payment Last Payment Action 12 05 2004 E Actions Waiting on outcome of summer consultation on method for recalculating MRA Date Resolved continued on next page October 2009 Version 1 0 Communities and Local Government 2007 Page 156 LOGASnet User Guide for DCLG Users Section 9 Communications Maintaining Issues continued Click on the Communications button at the top of the screen to view any communications associated with the issue rmination issued re PFI Scheme Consulting on method for recalculating MRA If it need new determination for 2002 03 and BH
137. on that you wish to set the payment profile up against You can search for a grant section by using the Name fields at the top of the screen and clicking the Search button Select a grant section by clicking on the link in the Grant Section Short Name column Maintain Payment Profile om we AN Payment Profile Listing Grant Section Listing Grant Section Short Name Grant Section Name fs Display 20 rows Grant Section Short Name Be aye Defects Reinstatement Capital DFE Grant Section Mame Defects Reinstatement Current page 1 of 1 Er een nee Jl continued on next page October 2009 Version 1 0 Communities and Local Government 2007 Page 66 LOGASnet User Guide for DCLG Users Section 5 Grants Maintaining Payment Profiles continued Locate the cycle for which you wish to set up the payment profile You can search for a cycle using the Name fields at the top of the screen and clicking on the Search button Select the relevant cycle by clicking on the Select link Payment Profile Listing Grant Section Listing Cycle Listing Period Short Name lang Display 20 rows Cycle Short Name HSBD HSBD HSGA RHPCG Period Short Name O06 2007 2007 2008 006 2007 O06 2007 Page 1of1 Previous The Profile Type Selection screen is displayed Use the Payment Profile Type drop down list to select Receipt or Payment and click Select Maintain Payment Profile Yon i ap Payment Profile Listin
138. ontinued You are prompted to confirm that you wish to add the notice Click on OK to proceed Cancel returns you to the previous screen from where you can edit the notice if required Organisation Notice Organisation Notices Notice Maintenance Are you sure you want to save this notice October 2009 Version 1 0 Communities and Local Government 2007 Page 148 LOGASnet User Guide for DCLG Users Section 9 Communications Creating Notices for Other Organisations Overview f you have the right authority within LOGASnet you can create notices to be displayed within other organisations This topic contains instructions for how to do this If you wish to create notices for your own organisation see Creating Notices on page 147 To create a new notice select Communication Management gt Maintain Notice from the menu The Notices Listing screen is displayed showing any existing notices Click on the Add button to create a new one Maintain Notice s an7 a Notices Listing Organisation Expires Summary lt Multiples 17 08 2007 This is a test notice page 1 of 1 Frer Previous Nee a Enter a summary of the notice in the Summary field and complete the Display from and Expiry Date fields The notice will only be visible between these 2 dates Enter the main text of the notice in the Description text box and select a value from the Confidential drop down list Maintain Notice Notices Listing Notice Maintenan
139. ontinued on next page October 2009 Version 1 0 Communities and Local Government 2007 Page 160 LOGASnet User Guide for DCLG Users Section 10 Reporting Standard Reports continued End Of Year This summarises by grant the payments made and receipts collected Statement during the selected financial year identifying any balances outstanding at the financial year end that had not been written off Available to DCLG users can run this report for any organisation but external e DCLG organisations are limited to their home organisation e External Organisations Department for Communities and Local Government Housing Subsidies and Grants End Of Year Statement for 2005 2006 Organisation Fadas Ih stiet sarasi Cycle Period Defective Housing Loan Charge Grant 2004 2005 Grant Amount Current Amount Paid Confirmed Unconfirmed Amount Claimed Entitlement Receipts Receipts Outstanding Defects Top Up Loan 14 773 00 14 773 00 14 773 00 0 00 0 00 0 00 Total for Defective Housing 14 773 00 14 773 00 14 773 00 0 00 0 00 0 00 Loan Charge Grant 2004 2005 Cycle Period Disabled Facilities Grant 2004 2005 Grant Amount Current Amount Paid Confirmed Unconfirmed Amount Claimed Entitlement Receipts Receipts Outstanding Disabled Facilities Grant 156 635 00 156 635 00 180 000 00 23 265 00 0 00 0 00 Total for Disabled Facilities 156 635 00 156 635 00 180 000 00 23 365 00 0 00
140. ormation see Applying Suspensions on page 128 Abatements adjust organisation s claim amounts up or down by a specified percentage without changing the organisation s certified data Like suspensions when an abatement is removed any payments that were not made due to the abatement being place are rolled up and included in the next scheduled payment run For more information see Applying Abatements on page 134 Interim Payments can be made to pay any outstanding amounts e g when suspensions and abatements are removed They allow payments to be made immediately rather than having to wait for the next payment run For more information see Requesting Interim Payments on page 140 User There are a number of different roles that can be assigned to a Department Roles user within LOGASnet The role s that are assigned to you will determine what you can and cannot do when using the system what menu options are available to you etc Some examples of roles are shown below but this is not an exhaustive list More than one role can be assigned to a particular user e Approve Payments allows you to approve payments for the relevant grant s once they have been reviewed e Request Suspension allows you to request suspension of payments for a particular organisation Suspensions must be confirmed by someone with authority to Authorise Suspensions before they come into effect e Forms Designer gives you the authority to create forms for completion
141. ouncil continued on next page October 2009 Version 1 0 Communities and Local Government 2007 Page 150 LOGASnet User Guide for DCLG Users Section 9 Communications Creating Notices for Other Organisations continued You are prompted to confirm that you wish to save the notice Click on the OK button to proceed Maintain Notice Notices Listing Notice Maintenance Are you sure you want to save this notice A message is displayed confirming that the save has been successful The notice will now be visible to the selected organisation s between the specified dates TET Notices Listing Notice Maintenance Maintain Notice Save operation successful Id oe Summary Test Notice October 2009 Version 1 0 Communities and Local Government 2007 Page 151 LOGASnet User Guide for DCLG Users Section 9 Communications Creating a new Communication Overview The process for creating a new inbound communication is almost identical to that for creating a new outbound communication so both are covered in this topic NOTE An inbound communication is where the originator of the communication is not from DCLG An outbound communication is where the Originator is from DCLG To create a new communication select Communication Management gt Maintain Communication from the menu a o e Communities p and Local Government Y Communication Management Maintain Communication Maintain Issue
142. ource Step It identifies a data item on a previously certified step that will be used to populate this field each time the form is opened Specified Amount is used to identify that this field will be populated from a specified amount each time the form is opened Calculation Script If a field is to contain a calculated value i e one not input by the user but one calculated from other fields then add the calculation script into this field See Appendix I Field Scripting on page 179 for more information on defining calculation scripts Field Validation is used to define a validation rule for this field where the validation script refers only to this field e g field F106PO must be less than zero See Appendix I Field Scripting on page 179 for more information on how to define validation scripts for a field Form Validation is used to define a validation rule for this field where the validation script refers to fields on the form other than this one e g field F106PO must be greater than fields F112PO F113PO F114PO See Appendix Field Scripting on page 179 for more information on how to define validation scripts for a field Internal Only Used to identify fields visible to DCLG users only Claim Field Used to identify the grant claim amount if appropriate on which payment calculations are based see Introduction to Payments on page 115 for more information about payments Help URL If more information about this field is avail
143. p down list on the Amend Parameter screen when setting up or maintaining an organisation To set up a new payee reference or to maintain existing ones select Administer System gt Organisation Maintenance gt Maintain Customer Vendor from the menu oe Communities and Local Government ee Y Administer System Access Control Maintain Grant Authoriser Y Organisation Maintenance Maintain Organisaton Maintain Category Maintain Period Form Completion Payment Processing Management Information The Maintain Customer Vendor screen is displayed listing any customer vendor numbers that have already been set up If you know a specific number that you would like to add you can find it by completing the Customer Vendor Number field and clicking Search or click Add to create a new one Maintain Customer Vendor Customer Yendor Listing Customer Vendor Number fs add Display 5 bows Customer Vendor Organisation Name Payment Method Number 100000 Alnwick District Council Any 100001 Arun District Council Any 100002 Ashford Borough Council Any 100003 Aylesbury Yale District Council Any 100004 Babergh District Council ANY Mo Continued on next page October 2009 Version 1 0 Communities and Local Government 2007 Page 42 LOGASnet User Guide for DCLG Users Section 4 Managing Organisations Payee References continued Enter the Customer Vendor Number and click on the ellipsis button next to the Or
144. page October 2009 Version 1 0 Communities and Local Government 2007 Page 47 LOGASnet User Guide for DCLG Users Section 5 Grants Setting Up and Maintaining Grants continued The Grant Details screen is displayed On this screen you can enter or maintain the Name and Short Name and maintain grant sections components and ineligible organisations If you are adding a new grant you can also update the Special Legislation Indicator drop down list Where special functionality is required to support legislative requirements associated with a grant regime you should select this option Housing Revenue Account Subsidy is currently the only grant with such functionality Note if you are adding a new grant only the Save button will be visible until you have entered the Short Name and Name fields and saved your changes Maintain Grant Grant Listing Grant Details Id 4 Short Name DFCA Name Defects Reinstatement Capital Special Legislation Indicator D C IF THEN You wish to set up or maintain grant sections Go to step 4 on page 49 You wish to set up or maintain grant Go to step 9 on page 52 components You wish to define which organisations if Go to step 12 on page 53 any are ineligible for a grant continued on next page October 2009 Version 1 0 Communities and Local Government 2007 Page 48 LOGASnet User Guide for DCLG Users Section 5 Grants Setting Up and Maintaining Grants continue
145. r Organisation external users this will be limited to the home organisation DCLG users can report on any organisation Data can be filtered by period or cycle Available to period and a specific grant must be selected e DCLG Pa Department for Communities and Local Government Housing Subsidies and e External Grants Organisations Payment History for Period 2006 2007 Financial Year 2006 2007 Cycle Period Payment Date Amount Paid Grant Disabled Facilities Grant Grant Section Disabled Facilities Capital Disabled Facilities Grant 2006 2007 180 000 00 Disabled Facilities Grant 2005 2006 Housing Subsidies amp Grants 2003 2004 Housing Subsidies amp Grants 2003 2004 Total amount paid for Disabled Facilities Capital 200 000 00 Total amount paid for Disabled Facilities Grant 200 000 00 Grant Improvement Recoupment Grant Section Improvement Recoupment First Advance 2004 2005 Total amount paid for Improvement Recoupment Total amount paid for Improvement Recoupment Settled Claims This report is specific to HRAS and is produced when the minded to Report settle communication is sent or the final decision communication is issued It shows the amount claimed and the transactions made in Available to respect of a specified financial year The final amount claimed and the net payments to date are also included e DCLG e External Department for Communities and Local Government Housing Subsidies and
146. red A particular Form consists of one or more Headings and Sub headings Both Headings and Sub headings can have one or more Fields underneath it A section of an existing form shown below illustrates this structure Form Header 1 HSBD 2006 2007 03 New Q section 1 Pooling of Capital Receipts Quarter 1 2006 2007 Oo Headings Section 2 Pooling of Capital Receipts Quarter 2 2006 2007 P QO Number of right to buy sales in quarter 2 P Allowable deductions from capital receipts received in quarter lt Su b headings C Administrative Costs lt FOSIPO E a Fields Gaited l ana October 2009 F062Po0 Administrative costs of and incidental to disposal other interests in housing land The Form must be created first then Headings and subsequent Sub headings if required and then finally the Fields can be defined It is possible to make a copy of an existing form allowing you to base new forms on old ones if required Before creating a form in LOGASnet you should finalise and approve the design and layout of the form and be clear on the validation rules for each field Form Maintenance is accessed via Form Management gt Maintain Form from the menu To create a new form complete the following steps Click on the Add button at the top of the Form Listing screen or use the Copy link to create a new copy of an existing form Maintain Form Form Listing Short Name jogg Display
147. ree Pave Nee The Amend Field screen is displayed There are several fields on this screen that you can use to customise the behaviour of a field These are explained in the next step Maintain Form Form Listing 200701NG I Field Listing Amend Field Id 20297 Parent Heading Section 1 6386 Reference Fooiz34 Name This field is to contain a monetary value More information about the field can go in here Sequence continued on next page October 2009 Version 1 0 Communities and Local Government 2007 Page 84 LOGASnet User Guide for DCLG Users Section 6 Managing Forms Fields continued e Parent Heading This drop down list determines the heading underneath which the field will sit e Reference The field reference which will appear next to the field on the form indicated by the box with the solid border in the example below Interest on late payment P Fnterest on late payment for Quarter 3 2006 20075 e Name The field name will appear as the field description next to the field on the form so make sure it gives a complete and straightforward description of the field This is shown in the example above by the box with the dashed border NOTE You can use html formatting tags in this field to change the format of text to add e g bold italics etc See Appendix Il HTML Formatting Tags on page 193 for more information e Sequence The order in which the field will appear under the selected
148. rganisations Selected Organisations Chester District Council Manchester City Council Chesterfield Borough Council Chester le Street District Council Chichester District Council Colchester Borough Council re Greater Manchester Residuary Body re Rochester upon Medway City Council Winchester City Council Check for Notices L continued on next page October 2009 Version 1 0 Communities and Local Government 2007 Page 141 LOGASnet User Guide for DCLG Users Section 8 Payments Requesting Interim Payments continued Enter the date on which you wish the interim payment to be made and click Select NOTE This date must be a normal working weekday i e Monday to Friday DEGA Organisations Interim Payment Date Payment Date 30 06 2007 The system calculates the interim payments due for the selected organisations which takes around two minutes to complete Click on the Refresh button to display the payments in the list Interim Payment Listing Interim Payment Request successfully submitted Payment calculation is likely to take about 2 minutes Click on Refresh to update display of requested payments Payments are still being calculated Click on Refresh to monitor progress By default payment calculations that result in an error e g if the claim has already been settled for an organisation are not displayed in the list Use the Error Filter drop down list to Include Errors or to display Errors Only Click the
149. rmation about the content of this heading This will be displayed if the user clicks on the help icon for a particular heading e Help URL If more help is available for a particular heading on another website you can link to this website here This is displayed when a user requests help for a specific field e Sequence This field defines the order in which a heading will appear under its parent heading For example if a heading has a Sequence of 7 it will appear above the other headings at the same level Click on Save when you have made any required changes Wf SY Fo a Maintain Form Form Listing 200701NG Heading Listing Amend Heading Id Short Name Parent Heading Top Level Heading Section 6 Straight after section 5 Help Text Help URL Sequence October 2009 Version 1 0 Communities and Local Government 2007 Page 81 LOGASnet User Guide for DCLG Users Section 6 Managing Forms The Heading Listing Screen Overview The Heading Listing screen provides an easy and flexible method of managing the structure of the headings and sub headings on a particular form The same screen is used to manage both headings and sub headings m A Er N Maintain Form W y a Ae Form Listing 200701NGI Heading Listing Heading Hierarchy POOTOINGI Section 1 Display 20 bows Heading Short Name SubHeadings Fields Sub Heading A SubHeadings Fields Sub Heading E SubHeadings Fields Sub
150. rred e Subject Description and Type of the communication The subject you enter will appear on the communications listing screen e Originator of the communication This defaults to your own name but you can change this by clicking on the ellipsis LJ button e Organisation Concerned defaults to your home organisation You can change this using the ellipsis EJ button e Recipients of the communication must be defined on the system For Outbound Communications only completing these fields will result in an email being sent to each recipient e Body text of the email e Attachments to be sent with the email Documents must have already been added into LOGASnet For full instructions for uploading documents see Adding New Documents on page 176 October 2009 Version 1 0 Communities and Local Government 2007 Page 154 LOGASnet User Guide for DCLG Users Maintaining Issues Overview Grant related issues may be Section 9 Communications recorded on LOGASnet normally as a result of correspondence received by the department One correspondence may contain several issues each of which will be recorded separately An issue will relate to a particular form for one organisation e g Auditors may submit reports with audit final claims or base data returns to draw attention to specific issues which may be concerns about the correctness of the data comments on procedures followed implications for the The process for m
151. s Section 6 Managing Forms Form Navigation continued Validation You can choose whether to validate the form data at field level or at form Options level see Entering Cycle Step Data via a Form on page 109 for more information about validation options Use the Validate drop down list to select field or form level validation and click Apply to confirm your choice Validate Count Apply 7 Ud New Field Counts Field counts display information about the number of fields on a form which meet your chosen criteria For example you can choose to display counts of the number of enterable fields i e those fields into which you can enter data Make your selection from the Count drop down list and click on the Apply button Validate Fields Count Enterable Apply Field counts are displayed on the right hand end of each heading within the form Fields which have been counted are highlighted as shown in the picture above z r r tmm mmtm mmmn mememe mme meee Page Break October 2009 Version 1 0 Communities and Local Government 2007 Page 77 LOGASnet User Guide for DCLG Users Section 6 Managing Forms Creating Forms Overview Before starting to create a form it is important to understand the way that they are structu
152. scheduled payment though these are not often used For more information see Requesting Interim Payments on page 140 October 2009 Version 1 0 Communities and Local Government 2007 Page 116 LOGASnet User Guide for DCLG Users Section 8 Payments Reviewing Payments Overview The diagram below shows the process for reviewing payments Stage Review payments lt for selected grant s When a grant is placed in review no changes canbe Grants placed Grants taker made to any data that in review out of review would affect payment i Payment Enquiry Report Cance review Stage 2 Cancel C onfirm review for selected grant s Confirm review Stage 3 Action review for selected grant s Action review Selected grant s now ready foi Approva Stage 1 At the start of the payment review process a Payment Enquiry Report is produced showing all transactions that could occur in the current payment run Starting the review process also halts any changes to data on LOGASnet that would affect payment amounts for the selected grant Go to step 1 on the next page for instructions on how to do this Stage 2 Once a review of the Payment Enquiry report has taken place the review is confirmed Alternatively the review can be cancelled at this point if required Go to step 5 on page 120 for instructions how to do this St
153. scratch or you can copy an existing Cycle definition and update it to meet your requirements note this may cause problems with organisations that have been made ineligible Click on the Add button to create a new cycle or click Copy to create a new version of an existing cycle The Cycle Details screen is displayed Enter details and click the Save button Cycle Listing Cycle Details Id Short Name Hess Name Housing Grants amp Subsidies Period Short Name sqq7 2008 v Help Text Help URL Notes continued on next page October 2009 Version 1 0 Communities and Local Government 2007 Page 96 LOGASnet User Guide for DCLG Users Maintaining Cycles amp Cycle Steps continued Section 7 Cycles amp Cycle Steps A confirmation message is displayed and the Cycle Steps and Organisations buttons are displayed Maintain Cycle Cycle Listing Cycle Details Save operation successful Id oe Short Name MHC Name National Housing Grant Period Short Name 2007 2008 w Click on the Cycle Steps button The Cycle Step Listing screen is displayed If you are creating a new cycle from scratch this screen will be empty as in the example below If you have copied an existing cycle then the cycle steps will also have been copied and will be displayed on this screen Maintain Cycle Cycle Listing NHG Cycle Step Listing Display 20 bows No Steps Defined for this Cycle October 2009 Co
154. sing capital receipts subject to pooling feo Total housing capital receipts subject to pooling including notional receipts r005P0 AG 738 Fram disposal of dwellings under Right ta Buy or with Relevant consent Pesvso From disposal of other dwellings Z rasoo From disposal of any other interest in housing land TIP If you use the field count function see Field Counts on page 77 to count all Enterable fields then all fields into which you can enter data will be highlighted as shown in the example below F Administrative Costs Fo09po Administrative costs of and incidental ta disposal of dwellings Fo10Ppo Administrative costs of and incidental ta disposal other interests in housing land continued on next page October 2009 Version 1 0 Communities and Local Government 2007 Page 112 LOGASnet User Guide for DCLG Users Section 7 Cycles amp Cycle Steps Entering Cycle Step Data via a Form continued You can validate data at both field and form level using the Validate drop down list An explanation of field and form validation can be found in the overview at the start of this topic It is likely that Claims Administrators will predominantly use form level validation where Claims Officers will predominantly use field level validation Recalc validate ount Apply ae save Refresh _ Farm Refresh POOL 4UUB ZUU Z Ud WIP apital Receipts Quarter 12006 2007 ed Click on
155. strict Council Cycle Step DFG 2006 2007 01 Grant Section Certified Date Amount Amount Current Amount Paid Balance Suspended Settled Claimed Abated Entitlement Outstanding DFGC 26 04 2006 180 000 00 0 00 180 000 00 180 000 00 0 00 No No Provides information about issues raised for the selected cycle grant organisation and issue status type Department for Communities and Local Government Housing Subsidies and Grants Issue Enquiry Report Date Raleed Organisation Name stap Type Parson Leading Bring Forward Date Statue ResolvedDate 27 10 2005 Tomdge DFG 2004 2005 0FGc4 Audit issue 17 11 2005 Unresowved Audited data certified subject to qualification Audited data certified by Appointed Auditor subject to qualification 27 10 2005 Tomidge DFG 2004 2005 0FGC4 Audit issue 17 14 2005 Unresowved Audited data certified subject to qualification Audited data certified by Appointed Auditor subject to qualification 22 11 2005 Redbriage DFG 2004 2005 0FGc4 Audit issue 13 12 2005 Unresolved Audited data certified subject to qualification Audited data certified by Appointed Auditor subject to qualification 22 11 2005 Redbridge DFG 2004 2005 0FGC4 Awdit issue 13 12 2005 Unresolved This report is used to identify organisations that have not yet certified data for a specific cycle step where the deadline for submission has passed Department for Communities and Local Government Housing Subsidies and
156. t Name Section Name Display October 2009 Communities and Local Government 2007 20 rows Grant Section Shor Hame Grant Section Name Disabled Facilities Capital Disabled Facilities Current page 1 of Free evens nee JD continued on next page Version 1 0 Page 131 LOGASnet User Guide for DCLG Users Removing Suspensions continued you are ready to proceed Remove Suspension BEG DEGC Organisations Select Organisations Name Matching Organisations Remove Suspension Cycle Short Name Organisations DFG East Hampshire District Council Suspension Type Sort by DEG DEGC Organisations Suspension Maintenance Removal Reason Amendment By Authority v Organisation Grant Section Section 8 Payments Select the relevant organisation s from the Matching Organisations list by highlighting them and clicking on the gt button Click on the Select button when Maximum records returned Selected Organisations East Hampshire District Council All suspensions for the selected organisation s are displayed To remove a suspension tick the relevant Remove check box es and select the reason for the removal from the Removal Reason drop down list Click on the Remove Selected bution when you are ready to proceed Period Grant Sections 2007 2008 Disabled Facilities Capital 2 Clear Selection Remove Selected
157. t a tick in the Select checkbox and click on the Select button Test Data Listing Form Listing Organisation and Step Selection a a R E by ee O eo bows Clear Selection a anor Feriod Short Name Step Short Name Step Start Date Select HSBD 2007 2008 Be 16 07 2006 Page 1 of 1 Previous The Organisation and Step Selection screen is redisplayed showing you selected cycle step and organisation Click on Create Test Data Form Auditor Base Data Return Organisation manchester City Council step HSBD 2007 2008 B2 continued on next page October 2009 Version 1 0 Communities and Local Government 2007 Page 92 LOGASnet User Guide for DCLG Users Section 6 Managing Forms Testing Forms continued The form is displayed in test mode NOTE The form name the organisation and the cycle step are displayed in the form header This indicates that you are carrying out final testing Test Data Listing Form Listing Organisation and Step Selection Claims Data Capture 2007B2 Manchester B2 U O SECTION 1 Local Authority s Stock O SECTION 2 Management Maintenance and Major Repairs Allowances O SECTION 3 Notional Rental Income O SECTION 4 Capital Charges OOOOO O SECTION 5 Other Expenditure When you have finished testing the data that you have entered will be saved You can access it again from the Test Data Listing screen accessed via Form Management gt Test Form on the menu Filt
158. t on late payment for Quarter 3 2006 2007 S ELEPO Net principal adjustments for Quarter 3 2006 2007 r119Pp0 Fayment total for Quarter 3 including adjustments Collapse continued on next page October 2009 Version 1 0 Communities and Local Government 2007 Page 75 LOGASnet User Guide for DCLG Users Section 6 Managing Forms Form Navigation continued Finding To jump directly to a specific field select the field using the drop down list Fields and click on Go Local Authority s Stock Management Maintenance and Major Repai Notional Rental Income HSBD 201 Manual and Use the Recalc drop down list to set whether you want calculations on the Automatic form to be performed automatically Auto or manually Manual and click Calculations Apply By default Auto takes precedence Recalc Validate Count Unchanged Apply D H5BD 2006 2067 03 New If you select Manual recalculation a Recalc push button is displayed alongside the Expand and View buttons Use the Recalc button to carry out manual calculations when required On a large form with many fields this may mean that you have to click the Recalc button many times so could potentially be time consuming Fecalc HSBD 2006 200 Section 1 Pooling of Capital Receipts Quarter 1 27006 2007 continued on next page October 2009 Version 1 0 Communities and Local Government 2007 Page 76 LOGASnet User Guide for DCLG User
159. the Save button when you have finished You can find the Save button at the top and the bottom of the form OL 2000 2007 03 WIP er 1 2006 2007 October 2009 Version 1 0 Communities and Local Government 2007 Page 113 LOGASnet User Guide for DCLG Users Section 8 Payments Section 8 Payments In this This section will cover the following topics section Introduction to Payments Reviewing Payments Approving Payments Applying Suspensions Removing Suspensions Authorising Suspensions Applying Abatements Removing Abatements Authorising Abatements Requesting Interim Payments October 2009 0 Version 1 0 Communities and Local Government 2007 Page 114 LOGASnet User Guide for DCLG Users Section 8 Payments Introduction to Payments Overview October 2009 NOTE Payments in LOGASnet can be positive money paid to an organisation or negative money paid by an organisation LOGASnet calculates the payment amounts which can be positive or negative Because of rules imposed by the Bank of England the system requires positive payments to be approved a minimum of 6 days before the actual due date and negative payments a minimum of 15 days Failure to approve a payment in time will result in a missed payment and the possibility of interest charges being levied For contingency purposes therefore it is recommended that the calculation process starts about four weeks before the date on which the payments
160. the selected Grants Selected Grants Defects Repurchases Capital Use the Status drop down list to change the status of the transaction to Reviewed Awaiting Confirmation or Reviewed and click on the Save button Payment Date isas 2007 Payment Amount PoE Do Under Review SHEL Awaiting Keelata Review Grants Action Review Payment with Payment ID 197838 eer updated to Reviewed continued on next page page October 2009 Version 1 0 Communities and Local Government 2007 Page 122 LOGASnet User Guide for DCLG Users section 8 Payments Reviewing Payments continued To action all payments at once click on Set Reviewed at the bottom of the Action Review screen Grant Batch Options operates on all Payments for the selected Grants selected Grants Defects Reinstatement Capital Set Reviewed Contirm Reviewed Click on Confirm Reviewed to pass all reviewed transactions to the approval process Grant Batch Options operates on all Payments for the selected Grants Selected Grants Defects Reinstatement Capital Set Reviewed Contirm Reviewed A message is displayed confirming that the grants have been reviewed A system generated email will be sent to the Payment Approver alerting them that the grant s are awaiting their approval Review Grants Action Review All Payments under selected grants which had the status Reviewed Awaiting Confirmation have been Reviewed Paymentio A message is displ
161. ties and Local Government 2007 LOGASnet User Guide for DCLG Users Section 7 Cycles amp Cycle Steps Importing Specified Amounts continued Firstly the CSV file is verified then a confirmation message is displayed Any warnings or errors which are encountered either with the format or the content of the file are displayed As shown in the example below the message warns you that some organisations specified amounts are missing from the CSV file You can click Cancel correct the CSV file and start this procedure again or accept the warning message by scrolling down to the bottom and clicking OK A message is displayed if the import is successful Maintain Cycle Ar A Cycle Listing DEG Cycle Step Listing 01 Upload Amounts Specified amounts for the following expected combinations of organisation and field reference are missing Wyre 7 SOOODF Wyre Forest SOOODF File Name C Logasnet Specified Amounts Specified Amounts csyv October 2009 Version 1 0 Communities and Local Government 2007 Page 106 LOGASnet User Guide for DCLG Users Section 7 Cycles amp Cycle Steps Releasing Cycle Steps Overview When a cycle step has been created it must be released Once this has happened organisations will be able to submit data for that cycle step from the Availability Date of the cycle step The release status of each cycle step is displayed on the Cycle Step Listing screen To access this screen select Form
162. to be run Available to following payments being committed to help determine whether the provision is sufficient for future payments e DCLG Department for Communities and Local Government Housing Subsidies and Grants Vote Provision Monitoring for 2006 2007 Grant Section Vote Provision 0 00 Disabled Facilities Capital Ledger Code APClawback APPayment APReceipt APClawback Grant Section Vote Provision 0 00 Ledger Code APPayment APReceipt APClawback October 2009 Communities and Local Government 2007 Disabled Facilities Current GL Account 40131 40131 40131 40131 GL Account 40080 40080 40080 Amount Paid 246 702 00 122 437 091 00 0 00 450 000 00 Amount Paid 225 000 00 0 00 450 000 00 Version 1 0 Page 168 LOGASnet User Guide for DCLG Users Section 10 Reporting Running Reports Overview This topic shows you how to run a report The example uses the Grant Status report by way of illustration but the principle is the same no matter which report you are running Reports are available under Management Information and New Reports Added on the menu Click on the name of the report that you wish to run and then follow the instructions below a Se Communities o and Local Government P Administer System P Form Management Payment Processing P Management Information Form Data Enquiry Data Comparison Lat
163. tober 2009 Communities and Local Government 2007 Version 1 0 Page 120 LOGASnet User Guide for DCLG Users section 8 Payments Reviewing Payments continued Tick the Select box of the confirmed grant whose payments you have reviewed and wish to submit for approval and click on the Action Review button Review Payment Review Grants Short Name Grant Name In Review Confirmed DFCA Defects Reinstatement Capital True True DFPC Defects Repurchases Capital True True DFPL Defects Repurchases Loan False False DFTL Defects Top Up Loan False False page 1 of Fie Peres ne Jo You wish to action each payment Proceed to step 9 on the next page individually You wish to action all payments at Proceed to step 12 on page 123 once continued on next page October 2009 Version 1 0 Communities and Local Government 2007 Page 121 LOGASnet User Guide for DCLG Users section 8 Payments Reviewing Payments continued To review an individual payment enter the PaymentID which can be found in the Payment Enquiry Report produced at the start of the payment review process and click on Find The payment details are displayed Review Payment y A a gt Ave Review Grants Action Review PaymentID Payment Date Payment Amount 277975 Organisation London Borough Grant Section Defects Repurchases Capital Cycle Housing Subsidies amp Grants status Under Review Grant Batch Options operates on all Payments for
164. ton when you have finished October 2009 Select Organisations Name chester Category Matching Organisations Chester District Council Chesterfield Borough Council Chester le Street District Council Chichester District Council Colchester Borough Council re Greater Manchester Residuary Body 4 re Rochester upon Medway City Count Winchester City Council Maintain Grant Section 5 Grants Search Maximum records returned c Selected Organisation Manchester City Council Check for Notices L Grant Listing DECA Grant Organisation Inelis ibilit Listin F Grant Organisations Ineligibility Details Organisation Name Manchester city Council E Ineligible Date Re eligible Date A confirmation message is displayed 01 03 2007 ER 31 12 2007 ER Save operation successful Communities and Local Government 2007 Enter the date on which the ineligibility is to begin in the Ineligible Date field If required also enter a date in the Re eligible Date field This is a non mandatory field and if no value is entered the organisation will never become re eligible for a grant after the Ineligible Date has passed this can be updated at a later date to make an organisation eligible again Click on the Save button when you have completed the fields as required Version 1 0 Page 54 LOGASnet User Guide for DCLG Users Section 5 Grants Maintaining Grant Authorisers Overview This topic explains how
165. true else code if false To avoid having to handle multi line syntax LOGASnet has a method called IIF immediate IF With this function you can specify the condition the true code and the false code in one line IF condition true false For example IIF V field gt 1000 massive tiny IIF 100 V field lt 200 V field2 6 whatever 1200 Note that the true and false can return different types In the last example true returns a string and false a number Provided you understand what you are doing there is no problem with this and it is handled in the same way as any other mix type situation in JavaScript things are auto converted as necessary Also notice that the condition true and false values can be complex expressions Continued on next page Version 1 0 Communities and Local Government 2007 Page 185 LOGASnet User Guide for DCLG Users Section 12 Appendix Appendix I Field Scripting continued Format The system allows you to specify a format string which is used in the Strings following cases e When a value is extracted from the database and rendered in the data capture form This applies to user entered values and calculated values e When the user leaves a field in the data capture form the format is applied if JavaScript is enabled e When the field changes value on the server The format is applied before the new value is written to the database
166. ts Introduction to Payments continued Changing Once payments for a grant have been approved no changes can be made to Payments them If payments are in review changes can only be made to them by the payment reviewer or payment approver However if you have the right level of authority you can adjust payment amounts before the review process by applying suspensions and abatements A Suspension results in payments to or from an organisation being stopped until the suspension is lifted Suspensions are applied to organisations and grant sections associated with a particular cycle step Setting up a Suspension is explained in more detail in the topic Applying Suspensions on page 128 An Abatement provides authorised users with a means of changing an organisation s claim amount by a specified percentage without having to change the organisation s certified data As a consequence payments are automatically adjusted to take account of any abatements Like suspensions they are applied to organisations and grant sections associated with a particular cycle step You can find more information about abatements in the topic Applying Abatements on page 134 Interim lf payment amounts have been affected by e g a suspension when that Payments suspension is lifted LOGASnet will automatically catch up on payments in the next scheduled payment run Interim payments can be made to cover the period between the suspension being removed and the next
167. ut LOGASnet Overview Grants and Cycles October 2009 LOGASnet is the DCLG s web based data capture and payments system currently used to support the management of grant claim processing including Housing Revenue Account Subsidy and Supporting People grant LOGASnet allows DCLG to define structures such as organisations and grants which makes the system extremely flexible LOGASnet is not therefore limited to specific types of grant and can make payments to any organisation for any grant that has been defined on the system LOGASnet is primarily a data capture tool that can interface directly to DCLG s accounting system for payment purposes depending on how data requirements are configured LOGASnet can be used therefore to capture data purely for Statistical purposes or to assist with the processing of grant claims and payments LOGASnet was designed to replace the previous Grants and Subsidies Payments System GASPS2 A cycle e g HSGA is a mechanism in LOGASnet that allows one or more grants that conform to the same set of business rules to be grouped together for ease of management As grant claim processing is usually based on a financial year a particular instance of a cycle is defined by its period Cycles are further broken down into cycle steps e g 02 Second Advance A particular instance of a cycle is identified by a period e g 2007 2008 For each cycle step organisations must certify cycle step data to allow
168. uth Borough Council Huntingdonshire District Council Ipswich Borough Council Cambridge City Council Kings Lynn and West Norfolk Borougk Cambridgeshire County Council Mid Suffolk District Council East Cambridgeshire District Council Morth Norfolk District Council Fenland District Council Peterborough City Council Norfolk County Council South Cambridgeshire District Counc Horwich City Council Check for Notices L Babergh District Council Breckland District Council Broadland District Council continued on next page October 2009 Version 1 0 Communities and Local Government 2007 Page 101 LOGASnet User Guide for DCLG Users Section 7 Cycles amp Cycle Steps Maintaining Cycles amp Cycle Steps continued The Assigned Organisations Listing screen is re displayed showing the organisations you have selected To remove an organisation tick the Remove check box and click on the Remove Selected button Maintain Cycle Cycle Listing DEG Assigned Organisations Listing Clear Selections Remove Selected Remove Organisation Name page 1 of 1 Fr Pee e J October 2009 Version 1 0 Communities and Local Government 2007 Page 102 LOGASnet User Guide for DCLG Users Section 7 Cycles amp Cycle Steps Importing Specified Amounts Overview Specified amounts are prescribed by the Department and used to populate certain fields on a form Each cycle step for which specified amounts are required has its o
169. ver if JavaScript is disabled Form errors don t appear by default The user must enable Form Level validation form errors are then displayed in the same place as field error messages Should both form and field scripts produce error strings they are drawn one below the other with the field error above the form error Continued on next page October 2009 Version 1 0 Communities and Local Government 2007 Page 182 LOGASnet User Guide for DCLG Users Section 12 Appendix Appendix I Field Scripting continued Accessing Acceptable Errors A special case is when an error value E or X Field Values contains a string that starts with a question mark This causes a tick continued box to appear on the form allowing the user to accept the error Think of it as I have generated an error but will question the user to see if they want to accept it So you might use IIF V field gt 100 2don t care So in this case if the value of field is greater than 100 no error is displayed otherwise the user is given the chance to accept that they don t care Currency LOGASnet can be made to run in either Euro or Pound display modes Conversion When a new question field is created you can set its type to Currency so Functions that LOGASnet knows to convert the value when it is displayed Note that all values are stored in the database as pounds Values are converted as they are read and written to the d
170. wn set of specified amounts which relate to that cycle step only There may be one or many specified amounts for each organisation attached to the cycle Specified amounts are loaded into the system using a comma delimited text csv file which must be structured as follows Organisation Short Name Field Reference Amount which can be a maximum of 12 digits before the decimal place and 6 after If any specified amount needs to change the complete set for the cycle step can be re imported or a single amount or group of amounts may be re imported for one or more organisations Select Form Management gt Maintain Cycle from the menu Locate the relevant cycle and click on the link in the Short Name column Use the Short Name field and the Search button to filter the list if required Maintain Cycle Cycle Listing Short Name bre Display s rows _Search ana Short Name Feriod Short Name z004 2005 2005 2006 2006 2007 z007 2008 continued on next page October 2009 Version 1 0 Communities and Local Government 2007 Page 103 LOGASnet User Guide for DCLG Users Section 7 Cycles amp Cycle Steps Importing Specified Amounts continued Click on the Cycle Steps button at the top of the Cycle Details screen Maintain Cycle Cycle Listing Cycle Details Id 4 Click on the relevant Cycle Step in the Cycle Step Short Name column Maintain Cycle bar w bop ae Cycle Listing DEG Cycle Step L
171. word into the fields on the screen Confirm your new password in the Confirm Password field and click the Change button User Settings User Settings Currency Settings Current Currency Setting Sterling Change Password Government Gateway ID Current Password New Password Confirm Password A message is displayed confirming that your password has been changed You must use your new password next time you log on October 2009 Version 1 0 Communities and Local Government 2007 Page 22 LOGASnet User Guide for DCLG Users Section 3 Setting Up and Maintaining Users Section 3 Setting Up and Maintaining Users In this This section will cover the following topics section Setting Up New Users Adding amp Maintaining User Roles Assigning Grants to a User October 2009 Version 1 0 Communities and Local Government 2007 Page 23 LOGASnet User Guide for DCLG Users Setting Up New Users Section 3 Setting Up and Maintaining Users Overview The diagram below shows the process for setting up new users of the system This applies to users who have never previously used LOGASnet When setting up a new user you are able to check whether that user has been set up already on the system thus avoiding setting up duplicate sets of details Follow the steps below to set up a new user 1 Set up new person Before a user is set up they must be defined as a person C reate Person
172. y click the Skip button to continue Maintain Communication Communications Listing Cycle Step Selection Skip Step Selection Or select the cycle step to which the communication relates continued on next page October 2009 Version 1 0 Communities and Local Government 2007 Page 153 LOGASnet User Guide for DCLG Users Section 9 Communications Creating a New Communication continued The Add New Communication screen is displayed The example below is for an outbound communication lf you are creating an inbound communication the screen is the same but without the email Body and Attachments fields at the bottom of the screen Maintain Communication Communications Listing Cycle Step Selection Add New Communication Date 13 03 2007 ja Subject Amendment date for HSGA 2005 Description Amendment date for 03 has been extended Type E Mail Cycle Step HSGA 2005 2006 01 Originator E Originator s Organisation DCLG Organisation Concerned a Recipients Rix Ian Adur v E The following if entered will result in an email being sent to each recipient Body This e mail confirms that the amendment date for 03 has been extended to 30 01 2007 The exact details are as follows Period 2005 2006 Cycle Step 03 Extended Amendment Date Attachments SKDC HSGA letter 17 1 06 E Complete the fields as follows e Date on which the communication occu

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