WAP Online User Guide by techmaster


									                           WAP Online User Guide
                                      Updated 4/26/06

This document focuses on the changes made for the WAP Priority List customization. It
is designed to guide the LHFA staff in preparation for the use of the WAP Online

LHFA Data Preparation

1. Funding Source
Logon as LHFA manager; go to menu System Admin -> Funding Source to open the
screen. Enter the Funding Source for WAP program only. There should be one funding
source for DOE and one for HHS.

2. Budget Type

Go to menu WAP Admin -> Budget Type.

Budget Type: Use to break down the WAP budget into more detailed.
Direct Billing: Use to indicate if this type of Budget is directly billed by the Agency or it
has to be billed as a measure associated with a client home.
Percent: Use to indicate the total percent of this Budget Type with respect to the Total
3. Wap budget

Go to menu WAP Admin - > WAP budget

You need to put in the Following Data:

   1.   Budget for the current Program Year.
   2.   Budgets for all the funding sources.
   3.   Budgets for all the carry over years.
   4.   Budget for the Agencies.
   5.   Advanced Payments to the Agencies.
   6.   Budget break down for each Budget Type.

Use the Search Button:
The Budget screen is a complicated screen and it contains a significant amount of
information. To make the data entry process efficient, use the Search functions to find the
information you need.

The search functions are located on the left bottom of the screen:

Your can search by Agency, Funding Source, Program Year, Carry from or Just Advance
fee. After you put in the search criteria, click on the search button to search for the

Use the Print Button:

Printing out the budget information will make the checking easier for users.
The printout only prints the searched results. You also have a choice to only
print out the total or with the detail of each budget type. To only print out the
total budget without the detail simply check off the “only print total
budget” button.

Total budget and each Budget Type:

After you enter the Total Budget, the system will automatically update each Budget Type
based on the Percent you entered in the Budget Type screen.

You also can manually enter each budget type, the system will automatically adjust the
total to make sure the total matches the total of each budget type.

For the current year budget, make sure to enter the Carry From the same as Program
Year, see below:

4. Funding Limit

Go to menu WAP Admin -> Funding Limit.
The funding Limit is the limit for each Funding Source and for each Budget Type tied to
each Job.

Any Job that has a total cost for any funding source and budget type over the allowed
Max Over percent will be marked as “Need Approval”, LHFA will have to approve it
before the Job can be invoiced.

5. Measure Approval

A job which is over the budget limit will be marked as “Need Approval” on its “Site
Assessment” screen. It will show on the “Measure Approval” screen.

Go to menu WAP Admin -> Measure Approval to open the screen.

This screen is sorted by Site Assessment date. To review the job, simply click on the Job
No. link. To approve it, simply check off the Approval check box, then click on the Save

6. Measure Information
Go to menu WAP Admin -> Measure.
It is important to check off the “Belong To” check box for the Priority that the Measure
belongs to. Otherwise the measure will not show under the correct priority list. If any
measure does not show up in the right place, you need to come back to this screen to see
if the Measure is properly checked for the appropriate Priority.

7. Priority Audit

After the Client Information is entered, go to menu WAP -> Audit Info to finish the Site
Assessment first. This function has not changed. Then go menu WAP -> Priority Audit
to open the Priority audit screen.
Priority Group: This dropdown list allows one to select the Priority Group that one plans
to work with. The Priority dropdown list will be updated after one group is picked.

After the Priority is selected, the link to the related screen will be shown below it.

For example, the above picture is the case where Attic Insulation is selected. The related
Measures can be entered in the following screens:

Other Measure

Click on the related link, it will take you to the related screen to enter information.

In the related screen it will only show the measures that relate to this priority. For
example, when you go to the Other Measure screen, the only Measures tied to Attic
insulation appear. See the picture below:
Click on the Back to Priority button to go back to the screen.

The Priority screen has the following important functions:

   1. By Selecting the Priority Group and Priority, you are shown the related screen
      where you can enter the audit and Measure information.

   2. Dynamically shows the Installed Measure List.

       A. For a Priority Group as an empty case: the screen shows all the installed
       B. When the Priority Group is selected, and the Priority dropdown list is empty,
          all the Measures for the selected group are shown.
       C. For a Priority Group as a selected case, the Measure List related to the
          selected Priority only is shown.

   3. The user can enter the Labor Cost, Select the Funding Source and enter the install
      date from this screen.

   4. The system automatically checks the total cost with the Job Funding Limit, if any
      budget type is over the limit, the system will pop up the information, then mark it
      as need approval.

8. Request Measure

This function is used for the Agency to request payment for measures from LHFA.
The system automatically shows all the jobs that already have installed measures that
have not been invoiced. It also filters by the Install date range and Funding Source.

You need to click on the Check Budget button to let the system check the Agency
budget to make sure there is enough budget to cover the invoice request. If the budget is
not enough, it will pop up with a message to tell you the remaining budget is inadequate.
If there is adequate budget to cover the invoice request, the Confirm Measure button
will appear, and you then confirm all the selected items.

Request Measure has the following rules:

   •   Only measures with an install date can be invoiced.
   •   If a Measure has already been invoiced, the user can not change any elements
       related to the measure, such as Unit Cost, Qty, Labor Cost, Install Date etc.
   •   An invoiced measure will not be able to be invoiced again.
   •   Within a job, some measures can be invoiced first based on the install date.

9. Request Expenditure

Non unit related expenditures can be directly requested through “Request expenditure”.
See the following screen:
During the “Save” time, the system will check with the budget to make sure there will be
enough budget to cover the requested expenditure.

10.    Create Invoice

Create Invoice is based on the Invoice Date Range, Contract Year and Funding Source to
generate the invoice.

Click on the Search icon, it will list all the jobs that have been invoiced during the
searched date range.

Click on the “View Measure” button, it will show “Measure Invoice” report.

   •   All the requested measures that were invoiced within the Invoice date range will
       be shown on the invoice. See page 2 below.
   •   All the directly requested expenditures within the date range will be shownon the
       cover page. See page 1 below.
Click on the button “Create Invoice”, you will see the following report:

This Request for Payment report can also be used as a Budget Tracking report.

11.    WAP Report

Go to menu “WAP Report” to open the screen.

There are two reports, “Inventory” and “Statistical Report”.
Inventory shows all the Installed Measures for the selected Funding Source, Date Range
and Program Year:
Click on the button “Statistical Report”, you will see the Statistical Report:

In this report, Part B and Part C are based on completed units only. It is very
important to enter the “Complete Date” on the “Audit Info” screen.
12.    Other WAP Report

Go to menu Liheap -> Liheap Report -> Agency Reports, you will see the screen
“Agency Report”.

Click on the “Select Report” dropdown list, you will see the available reports for the
agency. These are for income and documentation qualification.

If a client is income qualified, but denied for other reasons, you need to print the “Denial
Letter” on the “Site Assessment” screen:

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