Section 2
Agency Management Functions
In this section, agency program coordinators will learn how to use the management screens: Agency, Program, APC, and User. Most are processes that are involved in setting up local programs which are temporary local programs, or agency matching funds that are used for helping low income families to pay their energy bills.
Agency*
Search ...... 68
View ...... 69
Edit ...... 70
New ...... 71
Program*
Search/View ...... 73
Edit ...... 74
New ...... 75
APC* - Agency | Program | County
Search ...... 76
View ...... 77
Edit ...... 78
New ...... 78
User
Search ...... 80
New ...... 81
View ...... 82
Delete ...... 82
User Role Edit ...... 83
User Action Edit ...... 84
Edit ...... 86
Reset User Password ...... 86
* Topics marked with an * above are fully explained in detail in the “How to Setup a Local Program” Section of the Manager’s Manual.
Agency Screens
Agency Screens allow you to update or add new records for an agency such as address, phone, etc. There are four Agency screen types: Search, Edit, View and New. See also the Manual section titled ‘Setting up a Local Program’.
Agency Search
The Agency Search screen (see Figure 5-1) has fields to search by agency name, address, abbreviation, city and phone. Click the Search button. The Search Results section will display any agency matching the search criteria entered.
Setup: To begin, you are on the Message of the Day screen.
1 On the top Main Menu, roll mouse over Management and click on Agency (see Figure 5-1). The Agency Search screen will appear next (see Figure 5-2).
2 Enter an agency abbreviation such as MCOA in the ABBR. Box. Click the Search button.
3 The agency with this abbreviation, MCOA, displays in the results. Click the Agency Name (MCOA -Malheur) to see the Agency View screen.
Note: If the agency you are searching for does not appear in the search results, you can create a new agency by following steps in section titled Agency New.
Figure 5-1: Agency Search screen
Figure 5-2: Agency Search screen
Agency View
The Agency View screen (see Figure 5-3) provides a view-only "snap-shot" of agency information. To edit agency information, click the Edit Agency button on right-side of screen, or on the Left Nav Bar. The Agency Edit screen will appear next.
Figure 5-3: Agency View screen
Agency Edit
The Agency Edit screen provides "editable" fields to enter or update information.
Setup: In working from the last section, you are on the Agency Edit screen.
1 The following fields can be updated on the Agency Edit screen (see Figure 5-4).
Note: All fields marked * are required before saving.
a Agency Name
b Agency Abbreviation
c Agency tax payer ID
d Contact Phone and Fax numbers
e Physical address
f Mailing address
g Click the Save Changes button
The Agency View screen will appear next with the updated information.
Figure 5-4: Agency Edit screen
Agency New
Setup: You are on the Agency Search screen. You have searched for an agency to see if it is in the OPUS database, and found that it isn’t. To create a new agency follow the steps below:
1 On the Left Nav Bar, click the “New” link under Agency (see Figure 5-5). The
Agency New screen will appear next (see Figure 5-6).
2 Enter or Select (all fields marked * are required).
a Agency Name
b Agency Abbreviation
c Tax Payer ID
d Contact Phone and Fax numbers
e Physical address
f Mailing address
g Click Save button to save
The Agency View screen will appear next (see Figure 5-7 on next page).
Figure 5-5: Left Nav Bar - Agency New link
Figure 5-6: Agency New screen
Figure 5-7: Agency View screen - Congratulations! You have created a New agency in OPUS.
Program Screens
Program screens allow agencies to update or create local programs in OPUS. There are four program screen types: Search, View, Edit and New.
In most cases, a program will have already been created in OPUS by the State of Oregon Housing and Community Services so that an agency can utilize it in the System. The OPUS system has been developed specifically for OHCS managed programs. At the agency level, if additional third party grant funds become available. The OPUS system can be utilized for local grant programs, using the WX Module business rules and reports.
To learn ‘how to setup’ a local program in OPUS, see the Section titled ‘Setting up a Local Program’ of this management manual.
Program Search/View
Setup: You are on the Message of the Day screen.
1 On the main menu, roll mouse over Management, and click Program in the drop down menu (see Figure 5-8). The Program Search screen will appear next (see Figure 5-9).
2 Enter a program name to search. In the example below, WX was searched, and was in the database. The Program Search works as both a search and a view screen.
Note: A program is created with basic components: Program Code, Program/Name, Start Date and End Date. To edit this program, click the Program Code link in the results, and the Program Edit screen will appear next.
Figure 5-8: Main Menu – Program
Figure 5-9: Program Search/View screen.
Program Edit
An example of why a program would need to be edited might be if the Program dates need to be extended due to an agency receiving additional funds after the original creation date. An OPUS user with manager permissions in OPUS, can revise a program’s end date so that the program can be ‘extended’ in OPUS, in order to be used for additional client assistance payments.
To edit a payment, follow the steps below:
1 Enter or Select (see Figure 5-10) (all fields marked * are required).
a Program Name
b Program Code
c Effective Program Start Date
d Effective Program End Date
e Program Federal Poverty Year
f Program Oregon Median Income Year
g Click Save Changes button to save
The Program View screen will appear next with the changes completed.
Figure 5-10: Program Edit screen.
Program New
An OPUS user with manager permissions can create new programs in OPUS. Always search before creating new programs to prevent creating duplicates.
The following steps will instruct you on how to create a new program in OPUS.
Setup: You are on the Message of the Day screen.
1 On the Main Menu, roll mouse over Management and click Program in the dropdown menu (see Figure 5-11). The Program Search/View screen will appear (see Figure 5-12).
2 Search for a program name to see if it already exists in the OPUS database. In this example, we searched for SUNFUND 04, and it doesn’t show up in the results section (see Figure 5-12).
3 Click the New Program button, or click the “New” link under Program on the Left Nav Bar. The Program New screen will appear next (see Figure 5-13).
4 Enter or Select (all fields marked * are required).
a Program Name
b Program Code
c Program Type
d Start Date and End Date
e Program Year for calculations
f Oregon Median Income Year
g Click Save button to save
The Program Search/View screen will appear next. Search for the SUNFUND 04 program you just created and it will show up in the results section (see Figure 5-14).
Figure 5-11: Main Menu – Program
Figure 5-12: Program Search/View - SUNFUND 04.
Figure 5-13: Program New - SUNFUND 04.
Figure 5-14: Program Search/View - SUNFUND 04.
APC Screens
The acronym APC stands for ‘Agency, Program, County’. The APC Screens allow a manager to update information about an agency’s program details such as: which grant a program is afilliated with, which agencies utilize a specific program, and whether to change the start and end dates of an APC in order to be used for specific time periods, such as a program operation year. There are four APC screen types: Search, Edit, View and New. The APC tree structure is best explained in the section labeled, ‘Setting up a Local Program in OPUS’ in the User Manual (Management Version).
APC Search
The APC Search screen searches for criteria such as: Agency, County, Program, Grant, Start Date and End date.
Setup: You are on the Message of the Day screen.
1 From the Main Menu, roll mouse over Management and click on the APC item (see Figure 5-15). The APC Search screen will appear (see Figure 5-16).
2 Enter one of the fields to search on. We entered a program called WX. In the results, an agency, OHCS, has two programs with the WX listings: WX with YAMHILL COUNTY, and WX (Note: no County appended to it).
The APC without a county denotes a ‘Parentlevel’ APC. The second APC listed with a county, denotes that it is a ‘Child-level APC’. Both are displayed with a Start Date and End Date for the program.
To edit an APC, click the agency name, such as OHCS (without the county). The APC View screen will display next.
On the next page, the Parent-level APC will be explained.
Figure 5-15: Main Menu - APC item