Batch Create Annual Recertification Process WinTen 2+ gives users the ability to create Batch (group) Certifications of program participants who are due upcoming Annual Recertifications in order to streamline scheduling their Reexamination Appointments and to Batch Print the Reexamination Letters and Packets. This document contains three job aids: Batch Create Annual Certifications Scheduling Appointments from Batch Certifications Print Letters from Batch Certifications Batch Create Annual Recertifications In WinTen2+, users can create a Certification Batch for tenants who are due upcoming Annual Recertifications. Upon completion of the Batch Create Annual Certifications Wizard, In-Process Annual Recertifications will be created. 1. To begin, select Certification Search from the Home Menu. 2. On the Certifications tab, select Create Batch Annuals from the Actions button to launch the Batch Create Annual Certifications Wizard. 3. Select the Program Type you are creating the batch from and the Due Date Start and Due Date End range. In this tutorial, I ve selected the date range: 01/01/2015 01/28/2015 for the wizard to find the Public Housing tenants that are due Annual Recertifications in January. Click Next.
4. Select the Households you want to create Annual Certifications for. In this screen, you have several filtering options. If you do not see the filtering option you would like to use (for example, to filter by Specialist), right click anywhere on the column headers, select Column Chooser, and drag your chosen filter to the grid. Click Next. Note: If you choose a filter that narrows down the displayed Households, individually select the Households after filtering. DO NOT select Check All. This will result in inclusion of the hidden rows. 5. On the Confirmation step, take a moment to confirm your Certification selection. Click Finish.
6. Completing the Wizard. For your reference, note the Batch ID number. You will need this number in future steps. Click Close to exit the wizard. A Batch Certification has been created. 7. To view the certifications you ve just created, click on the In Process tab. In this tab, you can view all in-process certifications. To filter the results to show the created Batch, right-click anywhere on a column header, select Column Chooser, and drag Batch ID to the grid. Type in the Batch number in the search field. Click Search. Scheduling Appointments from Batch Certifications WinTen 2+ allows users to easily schedule appointments from Batch Certifications by filtering search options on the Schedule Certifications tab. After creating Batch Annual Certifications for 3 tenants with upcoming Annual Reexaminations, I want to schedule their Reexam appointments. 1. To begin, select Schedule Certifications under ORC on the Home Tab search.
2. Right click on a column header under Search Options and select Column Chooser. 3. Drag Batch ID to the grid. 4. Select the Specialist s name to open their calendar. 5. Select the Date for the appointment. 6. Enter in the Appointment Duration. 7. Enter in the Batch ID number in the dynamic search field and click Enter on your keyboard. Note: There are several search options to locate certifications to schedule, but for the purpose of easily scheduling appointments created in a batch, we are filtering only by batch in this tutorial.
8. Select the Appointment Row you wish to schedule and drag to the appropriate time slot on the calendar. Note: To schedule these appointments back-to back, you can select multiple rows (Shift + Down Arrow) and drag them to the calendar. 9. The three certifications that were in Batch ID number 55 are now successfully scheduled for their Reexam Appointments. Print Letters from Batch Certifications WinTen2+ gives users the ability to print letters and packets from Batch Certifications. In this example, a housing specialist created Batch Annual Recertifications for tenants with upcoming annuals and has scheduled their reexam appointments. Now, the housing specialists needs to batch print their reexam letters to let them know of their upcoming appointment. 1. To begin, type Report in the dynamic search bar on the Home tab. Select Reports under Occupancy and Rent Calculation (ORC). 2. On the Certification Reports tab, select the appropriate Report from the dropdown menu. Because I will be printing Annual Reexamination letters, I ve selected Annual Reexamination Appointment Listing. 3. Select your Program Type. 4. Select your Report Filters. Because I want to only display the Batch certifications, I am going to click the Red X to the right of the filters to exclude them from this search.
5. With the Report Filters cleared, click the Green + button to add a filter. 6. Click the [Active] hyperlink and choose Batch ID from the dropdown list. 7. Fill in <enter a value> with your Batch ID number. 8. Click View Results to populate the grid with the Batch Certifications. 9. Click Scribe to select a report/letter/packet to print.
10. Select your PHA s appointment letter that will be opened in Print Preview. In this scenario, I ve selected Notice of Annual Recert Appointment Letter. Click OK to open the Print Preview. 11. Select the Parameters for this letter. Click Submit. 12. Notice that the letter has been populated with the Tenant s mailing address. 13. Notice that the date of the Reexam Appointment has populated. 14. Click the Printer Button to print these letters to send to your tenants.