eHEAT

1
eHEAT WA TrainingMarch 2006This presentation
was developed by the Department of Commerce for
Weatherization field staff to support the use of
the Weatherization Assistant and eHEAT software
tools. Two training sessions were conducted,
March 9 in Baudette MN and March 15 in St. Cloud
MN. The presenters for this trainings were Mark
McLaughlin, David Miller and Jeff Mitchell. This
is being made available for review and use as a
tool to train others. Please contact the
Department of Commerce if you have anymore
questions.
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Intentions

• Advance understanding of WA eHEAT
• Address challenge areas

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Context, Approach Outcomes

• Context
• WA eHEAT had several components and
  enhancements which have been launched since
  October 1, 2004
• We now are using it all
• Approach
• Put the WAP business process together, connecting
  the use of eHEAT and WA technologies.
• Outcomes
• Trainees can connect all necessary technical
  processes
• Trainees can train others as needed

4
Weatherization Business Process with Technology
Application
5
Training Context

• You have some knowledge of eHEAT and WAs general
  structure, navigation and usage (ie menus,
  buttons, tabs, sub-links etc.)
• This is users not techie training
• An overall picture helps to understand the
  technology uses
• We need to train on problem areas
• We hope you will be able to help or train others
• We will show how things work, not how it should
  work
• We want your feedback and what other training is
  needed

6
Agenda

• Determine Eligibility - Application input
• Determine Eligibility - Priority List WAP Queue
• Download from eHEAT Import to WA
• Using WA
• Export from WA Upload to eHEAT
• Payment management
• Reports
• The WAP Plan
• System Administration

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Determine Eligibility
8
Determine Eligibility

• WAP use of Application Module
• Viewing more details
• Entering WAP Only and Exotics
• Will not go into depth, because mainly EAP
  processes
• Intended to assure understanding

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Determine Eligibility

• The basic Application functions We will look at
• Application Tab functions
• Logging
• Search
• View Consumption
• Summary Status Link
• 4 Steps with emphasis on
• Exotics - WAP MURL/HH/QU
• WAP Only

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Basic Application function
Logging Client Services menu gtApplication
tab gt Logging sublink

• Steps
• Enter HH Number or . .
• Hit Check button
• Get list and submit
• Starts an App

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Basic Application function
Search Client Services menu gtApplication tab
gt Search sublink

• Features
• Criteria options By vendor
• Advanced Search (Must be given access) has search
  by county feature
• Export Labels

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Basic Application function
Conduct Search Result After user hits Search
Button

• Features
• HH Link to Summary
• Status is link to History
• Select App with radio button
• View consumption information

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Basic Application function
HH is Summary Link After user hits HH link

• Features
• Summary gives overview of Household

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Basic Application function
Status is History Link After user hits Status
link

• Features
• Shows who worked on it and when

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Basic Application function
View Consumption After user hits Search Button

• Steps
• Shows EAP consumption
• By each vendor
• For the given time period

• Features
• Get

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Basic Application function
View Consumption Screen After user hits View
Consumption Button

• Features
• Shows EAP consumption
• By each vendor
• For the given time period
• Drop down for vendor selection
• Units and Cost

• Features
• Get

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Determine Eligibility

• The basic Application
• Overview of Application entry (4 Steps)
• Personal Info
• Housing
• WAP/ ERR Only check box
• WAP MUAL/HH/QU (Qualified Unit)  check box
• Complete
• View application elements
• Eligibility
• View eligibility factors
• A return WAP Only now wants EAP Benefits

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Basic Application function
View or Edit Application After user hits
Search Button

• Steps
• Brings you to 4 step application input process

• Features
• Get

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Basic Application function
View or Edit Application Step 1 Personal Info
(Top of Page)

• Steps
• Applicant name., address etc.
• Authorized Representative
• WAP Service Provider
• HH Members

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Basic Application function
View or Edit Application Step 1 Personal Info
(Rest of Page)

• Steps
• Income Info

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Basic Application function
View or Edit Application Step 2 Housing Heat

• Steps
• WAP Only
• Exotics WAP MURL/HH/QU
• Check this box and HH is eligible with no EAP
  Benefit
• Later can distribute (See Eligibility Step 4)
• Landlords Name
• Shows Vendor CWR at bottom

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Basic Application function
View or Edit Application Step 3 Complete

• Steps
• Users submit as Complete and ready for
  eligibility
• Factors are displayed
• History below
• Can view Summary or Consumption
• Click Determine Eligibility button calculated
  PH, or, in case of WAP only/exotics, makes
  eligible with no PH.

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Basic Application function
View or Edit Application Step 4 Eligibility

• Steps
• Shows Eligibility
• Shows WAP Candidate
• Shows how benefit was calculate matrix or other

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Determine Eligibility

• Review
• WAP use of eHEAT Application Module
• Viewing more details
• Entering WAP Only and Exotics
• We looked at basic Application functions
• Logging
• Search
• View Consumption
• Result Lists Summary Link Status Link to see user
  history
• The Application entry 4 Step with emphasis on
• Viewing info
• Exotics WAP MURL/HH/QU (Qualified Unit)
• WAP Only

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Evaluate Select Priorities
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WAP Priority Classifications

• Elderly
• Handicapped
• Children

High Consumption households are indicated in the
spreadsheet data and on the screen. High
Consumption would not place a household on the
Priority list as a sole criteria, it must also
have one of the three priority categories.
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Priority List searches. (New feature) This
combines the priority List with the WAP search
functions
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Search result
Shows high consumption category. And user can
Export
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Export Data
Exported data to an excel spreadsheet can be used
to determine moves to the WAP Queue, by
searching for specific housing types or fuel
types or by comparing to a previously weatherized
data sheet.
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Example Spreadsheet
In this example the spreadsheet was filtered to
include only households with house as the type
of housing and with Seniors as the other sort
criteria.
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WAP Queue

• Concept and intention
• Priority list is big first cut
• Queue is a list of selected Candidates to explore
• Using these in the business process will simplify
  tasks

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Back on Priority List search result.
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Populating the WAP Queue
Option 1 From a Priority List Search Multiple or
individual clients can be moved to the WAP Queue
by selecting the check box.
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Populating the WAP Queue
Option 2 From WAP Application Search move
directly to the WAP Queue.
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WAP Queue functions
On the Queue screen you create WAP events, remove
clients from the Queue, or export to a
spreadsheet. Clients remain on the WAP Queue for
90 days.
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Annual EAP PY Transition
At the beginning of the new EAP year you will not
have new clients on the Priority list until they
have a new application in eHEAT. You will need
to prepare for the lag time by setting up clients
in the WAP Queue for use during that time.
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Create Event Download to WA
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Start Download

• Files you will download from eHEAT Overview
• Agency information
• Fund/Cost Center information
• Contractor Information
• Client Information
• Client Contact Information
• Events

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Start Download

• Event Types Understanding the different types of
  events helps when downloading
• Standalone This is an event that does not
  require an audit. WA will only create a work
  order for this event type
• NEAT audit Event for site built structures
• MHEA audit Event for mobile homes
• Callback An event when additional work needs to
  be done after an audit event has been totally
  complete. WA only creates a work order for this
  event type

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Create Event
Initiate the event on the WAP Queue Screen
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Create Submit an Event
Detail the event on the WAP Benefits Screen
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Prep for Downloading
Set up folders to save the downloads from eHEAT
and the exports from WA
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Downloading

• You will need to download
• Client File
• Client contact file
• All WAP event Files

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Downloading eHEAT Data
Select type (Client File, Client contact file,
All WAP event Files . . .)
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Downloading an Event
WAP Event NEAT Audit Information
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Saving the Download
When you get this command, save.
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Saving Export to Local Drive
Navigate to your folder
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Importing to WA
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Importing to WA
Screen shot of data link screen showing where to
go to import into W.A.
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Importing to WA
Browse to find file to import
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Importing to WA
Select file(s)
Multiple files can be selected.
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Importing to WA
Conduct import
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Importing to WA
Display of Client records
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Verifying Import to WA
Look at client list, audit list, work order list.

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Verifying Import to WA
Look at client ID and audit number
MM
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Confirm Download in eHEAT
After verifying information is properly imported
into WA, return to WAP Benefits screen in
eHEAT, select event type and confirm the download.
Once confirmed this number will return to 0.
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Weatherization Assistant (WA)
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Client Info. Screen in WA
This is the resulting record seen once download
import has been conducted. You see . . .
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Client Survey
Enter interview information.
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Client Survey
Questions and form.
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Energy Index
Normalized Heating Energy Consumption Index (or
ART) Calculator
Use the correct fuel cost library
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Fuel Cost Libraries
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Recording audit information
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Mechanical diagnostic reading/recording
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Blower door readings recording
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Worse Case Draft Tests/recording
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Audit Statuses
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Work orders

• Forms
• Statuses
• Measure Types
• Measure Names
• Material and Labor details
• Estimated and actual costs
• Estimated and actual SIR

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Work order forms
2 Types 1) Estimated costs and 2) Bid format
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Work Order Statuses
Work Completed On
Selected when work is totally complete for this
work order.
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Work Order Statuses
Work Final Inspection
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Work order Statuses
Work Order Payment
Payment status for this work order must be
Approved or Paid
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Work Order Types
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Measure Types
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Material and Labor Details
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Estimated and actual costs SIR
Push F5 to refresh
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Upload to eHEAT
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Preparing for eHEAT upload Remember Work order
statuses
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Preparing for eHEAT upload

• Work order must have
• Measure Type from drop down
• Cost center from drop down
• Material and labor detail Types, Descriptions,
  and Units.

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Preparing for eHEAT upload
Work order measures must have actual costs for
all material labor details.
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Preparing for eHEAT upload Audit Statuses
Record actual site visit date
Indicates that the job is totally complete and
final
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Upload to eHEAT
Set up folders to accept the downloads from eHEAT
and the exports from WA
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WA Data link/export to eHEAT
Select WAP Event eHEAT upload, then select the
Client records to export.
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Client Selection
for WAP Event Upload to eHEAT
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WA Data link/export to eHEAT
Selecting and saving
Select where to save It defaults to previous
selection
MM
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Upload to eHEAT
Select a path for export and select Do Export
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Upload to eHEAT
Exported file location
The file is now located in my Cdrive under the
folder WA Export
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Upload to eHEAT
MM
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Upload to eHEAT
Find the file
Browse to the location of the exported file,
select, and open file.
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Upload to eHEAT
Verify and conduct upload
The file containing the exported data is now
selected.
Do Upload
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Upload to eHEAT
Upload message and details
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Upload Error Messages
Reading error messages in detail field
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Ideal result
No errors from eHEAT when uploading a WAP Event
eHEAT Upload file generated from Weatherization
Assistant.
WAP Event ID
Internal eHEAT Measure (not WA measure ID )
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Scroll bars

• View the entire message using the horizontal and
  vertical scroll bars.
• Copy details by clicking the Select Details
  button
• Paste details into another document

(Ctrl-C and Ctrl-V are typical Windows shortcuts
for copy and paste.)
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Updated Events Message

• When eHEAT receives previously uploaded measures
  with no changes, the message reads No changes to
  update. Ignoring this record.
• The new measures are successful and old measures
  display this message

No changes to update. Ignoring this record.
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Warnings Arent Errors
If work order statuses have yet to be set, eHEAT
warns the measure is In-progress. It identifies
missing or invalid values for required fields in
the measure record. Such fields need to be
completed in WA before successfully uploading the
particular measure.
Fund Category is Invalid
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Upload Error Wrong File
An error implies something seriously wrong with
the uploaded file.
Wrong file uploaded
BatchRecordException error
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Upload Error Cant Add Measure

• Errors on a measure stops all measures for the
  event from uploading.
• Below, the client measures were previously
  uploaded with an audit status of Audit Complete
  and Locked.
• However, existing measures can be updated as long
  as the eHEAT payment status is not Payment in
  Progress or Paid.

Cannot add new measures since audit is locked
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Upload Error Download not Confirmed
Confirm Download step not done
Errors The changes for the below listed events
were NOT uploaded. Remaining measure changes for
the listed events if any, were not validated. (
EventID 5235 Unable to update. Event status
should be WAP In-Progress or Complete or OnHold
to perform update Current Line
5235,199,"02/21/2006","1473",3,"D6B3ECB5",7,"water
heater tank replacement", EventID 5089
Measure Description-High Eff Furnace The measure
is frozen and can not be modified. Current Line
5089,102,"01/12/2006","192D784B",1,"4F621B07",8,
"High Eff Furnace",20,503..)
This measure was already in Paid status in
eHEAT.
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Viewing Measure in eHEAT
View measure Search by Event, select and click
Maintain WAP Event
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Viewing Measure in eHEAT
View measure After Event search, select a
measure and click View
.
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Viewing Measure in eHEAT
View measure After Event search, select a
measure and click View
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Viewing Measure
Viewing Measure information Details
MM
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Payment Management
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Payment Management

• The essential steps in the payment process are
• Once a measure is complete, a payment generated
  with the status Certifiable
• Certify A person validates the payment and mark
  it Payable
• Make Payment Once payable, the payment is either
  sent to fiscal, at which time it becomes
  In-Progress. The payable can be handled in two
  ways, manually or automated.
• Finalize Once payment is made with the date and
  warrant/EFT info, it is Paid

These track expenditures, generate reports and
track payment states
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Payment Statuses

• Certifiable Measure has been set complete and a
  payment
• to a contractor. The next step is for a User to
  make the
• benefit payable.
• Payable Agency has authorized payment.
• In Progress Payment authorization has been
  picked up by the payment process.
• Paid The payment has been made. The EFT or
  Warrant information can be viewed and/or
  uploaded.
• N/A For WAP payments, this means the measure has
  not been uploaded to eHEAT as a complete
  measure, or was cancelled by the user. When you
  can Make a Measure in Progress, the payment
  status will move back to N/A until you re-upload
  it after changing it in WA. The N/A status is
  viewable only in the Payment screen.

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Payment Management

• Be aware of this
• Action When WAP measure is complete and invoice
  paid or invoiced approved when uploaded from
  WA.
• Result The payment status becomes Certifiable

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Payment Management

• Overview
• 1. Certifying payments
• 2. Process Payment (2 ways)
• Automated
• Manual

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Payment Management
Payment Certification/Process This process assure
payments are valid and ready to be paid Go to
Payment Menu gt Payment Certification tab gt WAP
sub-link

• Payment Certification/Process Tab functions
• Users Perform processes here
• Use WAP sublink to make Payable
• Use WAP Payment Process sublink to make In
  progress, and Paid

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Payment Management
Payment Certification/Process Certify or Make
Payable

• Certifying online
• Left side action buttons
• Check a payment or multiple payments
• Make Payable or Undo with action button
• Manage Payment Status does same function with
  more info.

a
a
a
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Payment Management
Payment Certification/Process After search

• Certifying batch
• Right side for download option
• Click Edit List downloads list to Excel
• Marks all certifiable downloaded
• Make Payable button turns all downloaded from
  certifiable to payable

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Payment Management
Processing Payments Overview Now, go to WAP
Process sub-link

• Process Payment (2 ways)
• Automated
• Manual

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Payment Management

• Download Pay file from eHEAT to interact with
  local fiscal systems

• Automated Upload download
• Select file type
• Click Download button
• Payments are marked with In-Progress status

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Payment Management

• Local Process Automated to interact with local
  fiscal systems

• Local process
• Save on local drive
• File is loaded into local system, paid and
  updated
• Local system generates payment file

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Payment Management

• Upload Automated to interact with local fiscal
  systems

• Local process
• Local system generates payment file
• Load file by clicking on Upload
• Browse to find your file from local system
• Select upload
• Files update as Paid status with payment date
  and give warrant/EFT number

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Payment Management
Manual This allows users to do payment management
in eHEAT

• Steps
• Need to move payment to In-Progress status
• Then enter payment information
• Payment date and
• Warrant/EFT number
• Moves to Paid status

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Payment Management
Manual Make status In Progress

• Steps
• At Payment Services gt Payment Certification /
  Process tab gt WAP Process Sublink
• Click Make Payment In-Progress Status
• This moves all Payables to In Progress
• Short step usually done for payment processing
  time at local agency or payment engine
• Then click Manage Payment Information button to
  complete payment

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Payment Management
Manual Enter payment information and to complete

• Features
• This is a list of all In Progress
• Enter check numbers, EFT check box and dates
• Check boxes in headers allow multiple entry
• Update check boxes automatically fill when fields
  complete, can uncheck if desired
• Hit save (Clear if desired)
• This updates to Paid

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Payment Management
The Payment Tab

• Purpose
• To find out information about payments
• Different from Payment Certification / Process
  tab, which is where user does things

Payment Services menu gt Payments tab gt ERR
and WAP sub-link
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Payment Management
The Payment Tab

• Steps
• Search
• By Contractor
• Warrant/EFT
• Date Range
• Etc.

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Payment Management
The Payment Tab after search

• Feature
• Export

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Reports
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WA Reports

• Using WA Reports
• The WA Reports CD has a new reports module and
  instructions on how to install it.
• After its installed, the report menus look like
  the following screens

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WA Reports
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WA Reports
Weatherization Assistant Agency List of Reports
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DOE Completion Report
From Agency screen completion count information
submitted to Federal government quarterly

• Counts are based on following criteria
• DOE money spent on one or more measures
• units that have an inspection during the time
  period entere
• inspection status of Passed or Not Required
  in WA

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Scheduled Audits Report
From Agency screen one each for NEAT and MHEA
Records based on audits with status of Site
Visit Scheduled For (default status from eHEAT)
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Open Work Orders Report
From Agency screen

• Records are based on following criteria
• Work Order status is empty or is not one of the
  following
• Work Completed On
• Work Refused by Client On
• Work Order Canceled On
• Rework Completed On
• Delayed On

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All Events Cost Summary Report
From Agency screen summary of actual costs by
fund source includes health safety costs

• Records are based on following criteria
• units that have an inspection during the time
  period entered
• inspection status of Passed or Not Required
  in WA
• all event types are included

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Audit Events SIR Summary Report
From Agency screen summary of audit events
costs SIRs do NOT include health safety costs

• Records are based on following criteria
• HS costs not included in summaries
• Standalones Callbacks not included
• units having an inspection during the time period
  entered
• inspection status of Passed or Not Required
  in WA

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WA Reports
Weatherization Assistant Client List of Reports
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Client Completion Report (Pages 1 2)
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Client Information Report
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Client Information Form (1 Page)
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Data Collection Form (Several Pages - field)

• Blank or with basic HH Info and footers

• Plus many additional sections

139
WA Reports
Weatherization Assistant Audit List of Reports
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Recommended Measures Report
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Audit Data Input Report (many additional pages)
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Heating System Summary Report
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Pressure Diagnostic Report
Pages 1 and 2
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Pressure Diagnostic Report
Pages 3 and 4 (Includes Worst Case Draft
Measurements info)
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Health and Safety Summary Report
Pages 1 and 2 of 5
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eHEAT Reports
Using eHEAT Reports
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eHEAT Reports

• Go to Reports menu gt WAP tab
• We will look at
• DOE Health and Safety Costs, and the
• Quarterly Final Production and Average Cost
• The other listed reports are still being reviewed

148
eHEAT Reports

• DOE Health and Safety Costs and Averages
• Select Criteria Dates and Program Year,
• Click Submit Button, shows your agency, HS
  spent, units, average HS per unit

149
eHEAT Reports
DOE Quarterly Final Production and Average Costs
150
Reports Tools

• Data export every screen
• Dashboard

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Reports Tools
Data export every screen

• Features
• Most pages have Export button
• The Export gives at least what is on screen and
  then some.
• Can open in Excel

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Reports Tools
Dashboard

• Features
• Fund Status
• Key Performance Indicators (KPI)

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Reports Tools
Dashboard Fund Status tab

• Features
• Shows Allocations etc.
• Non- Accounting

154
Reports Tools
Dashboard Key Performance Indicators

• Features
• Shows Event info
• Can personalize for agency to show WAP only info.

155
Reports Tools
Label have float over capability

• Features
• Explains field content
• Available on Reports too (being enhanced)

156
We have gone through the life cycle of a WAP
event and now will look at some administrative
functions of both eHEAT and WA
157
WAP Plan
158
WAP Plan

• Go to Grant Services menu gt WAP Plan Tab gt
  Maintain Plan
• Select Year
• Click button to do the specific action
• Remember, you can copy last years plan to
  begin

159
WAP Plan
eHEAT WAP Plan, Step 1 of 4, DOE Budget(1)
160
WAP Plan
DOE Budget (Work Plan Step 2 of 4)
Top Half of Screen Targets, Priorities, 90 day,
Coordination
161
WAP Plan
DOE Budget (Work Plan Step 2 of 4 Continued)
Bottom Half Staff , of crews/contractors,
vehicles/equipment
162
WAP Plan

• TTA Budget (Work Plan Step 3 of 4)Enter Items
  and amounts

163
WAP Plan
Complete (Work Plan Step 4 of 4) Submit plan
for approval
164
WAP Plan, EAP/WX Budget
165
WAP Plan State Function
This is State viewSubmit plan for approval and
state staff performs approval or reopen
166
System Administration

• Overview
• What you see dont why
• Roles functions purpose how it helps your
  business process
• Managing roles users
• Maintaining Contractor Information
• Service Provider Information
• Deleting Temporary files

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System Administration

• What you see and dont and why
• Different types of users can do certain functions
• User types SP, Vendor, State, eHEAT
  Administrator
• Each group has predetermined functions (state
  cant make payments, SPs cant allocate money,
  vendors cant enter applications
• Admin User Each user type has an Admin user
• Admin user selects of functions foe others
• eHEAT Admin State assigns SP Admin users

168
System Administration

• Roles and function management
• Purpose is to assign access to user based on
  functions
• Dynamically designed so each agency can group
  these functions many ways to the match their
  business structure
• Roles are created by grouping functions
• Once roles are created, they can be assigned to
  users to match their duties

169
System Administration
Managing roles management Developing roles and
managing users
Functions are tasks or a series of task Roles are
a collection of functions Users are roles
assigned to a person
170
System Administration
Functions System Admin Services menu gt
Security Management tab gt Manage Role sub-link

• Features
• List of available functions in eHEAT
• Grouped by similar functions
• Assigned by Admin User
• SP Admin can assign roles management function to
  a user

171
System Administration
Roles System Admin Services menu gt Security
Management

• Features
• Add or edit or delete
• Designed so roles match your business

172
System Administration
Roles Add or edit roles

• Features
• Name the role
• Good notes help
• Move functions. Select and click arrow
• Submit

173
System Administration
Users System Admin Services menu gt Security
Management

• Features
• Is a person
• Create or edit user
• Disable or enable
• Reset password

174
System Administration
Users Set up

• Features
• Select Roles You have set up
• Can combine

Certifier WA Downloader WA Uploader Manage Priorit
175
System Administration
Maintaining Contractor Admin Services gt
Contractor

• Features
• SP supported
• Need to have contractors entered for measures and
  payment

176
System Administration
Maintaining Contractor Admin Services gt
Contractor

• Features
• Contractor ID is Agency number
• Set up crew
• Status in Active or Inactive

177
System Administration
Service Provider Information

• Features
• Cant change name
• Can maintain Address, Phone numbers etc.
• Request changes to DOC

178
System Administration
Deleting Temporary Files In Browser, Go to
ToolsgtInternet OptionsgtGeneralgtTemporary internet
files file. Delete files
179
System Administration
Deleting Temporary Files Also, Click the settings
button and set the Check for newer versions of
stored pages to Every visit to the page

180
System Administration

• Overview WA Administration
• Monthly Client Export
• Archiving

181
Monthly Client Export
Required to be sent to State as ZIP file
182
Submit Monthly Client Export
Email the file toattach.commerce_at_state.mn.us
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Archiving WA database

• This is done once a year
• Repair and Compact current WA backend database.
• Copy the current WA backend database to another
  file to store last years completed records in a
  backup copy.
• Prepare a list of Client jobs that were completed
  last program year.
• Delete last program years clients from the
  current WA backend database.
• Re-compact the current WA backend data base.