WESTERN CAPE HOUSING DEMAND DATABASE (UPGRADED VERSION 2) USER GUIDE VERSION 2 20151103

Biểu Mẫu - Văn Bản - Kinh tế - Quản lý - Tài Chính - Financial i Western Cape Housing Demand Database (Upgraded version 2) User Guide Version 2 20151103 2 Document Title and Version: WCHDDB User guide version 1 (20151103) Department: Western Cape Department of Human Settlements Directorate: Policy Research Project Name: Housing Data Improvement Programme Reference Number: Authors: Brian Shelton Assistant Director (WC Housing Demand Database Administrator) Directorate: Policy Research Western Cape Department of Human Settlements Tel: 021 483 3341 Brian.Sheltonwesterncape.gov.za System support: Wynand Lombaard Analyst Developer Directorate: EGA (Center for e-Innovation) Department of the Premier Western Cape Government Date: 20151103 DOCUMENT DESCRIPTION 3 Background 4 User log in 4 Details of most recent activity 5 Search for existing applicants 5 Search result 6 Update applicant 9 For office use 9 Personal details 9 Address contact details 12 Marital status 14 Income details 15 Household composition 16 Present living arrangements 17 Criteria 18 Tenant transfer request 20 Notes 21 Rental offers 22 New applicant 22 Validate ID No 22 New applicant 23 Purchase assistance 23 Letting assistance 24 Cancel an applicant 26 Re-instate an applicant 27 Edit ID No or Registration Date 28 TABLE OF CONTENTS 4 INTRODUCTION The first version of the Western Cape Housing Demand Database (WCHDDB) was introduced by the Western Cape Department of Human Settlements (WCDHS) early in 2012. Since its introduction, all 24 non-Metro Western Cape Municipalities have uploaded their data onto the WCHDDB. Arising from operational experience and from the Allocation Policy Guidelines, it became apparent that the database needed to be upgraded. In addition, a number of audit reports have identified areas where attention needed to be given to improve data validation and the separation of functions between various levels of users. The look and feel has also changed in an attempt to make the system more user-friendly. A new version 2 of the WCHDDB has been developed and is due to be introduced shortly. This document is intended as a guide to users of this new version 2. USER LOG IN Users are linked or profiled to their municpalities. This means when they log in they will only see the dataset relating to their own municipality. 5 DETAILS OF MOST RECENT ACTIVITY After logging in, on the first screen you will see displayed details of records that you have recently worked on. It is a bit like opening a MS Word or MS Excel where you can see a list of your most recently used files. If you want to open one of these files click on Select next to the record, to the left of the Activity Date. SEARCH FOR EXISTING APPLICANTS The Search screen has changed. Previously you could enter:-  a registration number  old legacy reference number  applicant’s surname  applicant’s or partner’s first name(s)  applicant’s or partner’s identity number  applicant’s or partner’s birthdate If not found then you need to clear the details and then re-enter them under the spousepartner search fields. Often users do not search on spousepartner and assume that the applicant is a new applicant whereas the person is already recorded on the WCHDDB as a partner. The person may already be an applicant but is now captured again as a partner of a new applicant. This was an audit problem. The new Search screen only has one field each for firstname, surname, id no and birthdate. When you click on the Search button it then automatically searches for the entered value(s) on both the applicant and spousepartner by default. You may still decide to only search on applicant by clicking on the small round button next to Applicant under Search information. TIPS 6 When searching on name it is suggested that you do not enter the full length of the name in case names are misspelt, e.g. PETERSEN. Search for PETER and if the applicant’s name was actually PETERSON or PETERSEN then his name will also be reflected in the result list. You could add the applicant’s initial in the firstname field. When searching on id no only use the first 10 digits. This is because older id nos have a different last three digits and if the id no previously ended in 009 and now ends in 082 then you want to select both records. SEARCH RESULT After clicking on the Search button, the Search result will indicate how many records meet the search criteria, e.g. 3 in the example below. Previously, the default number of records reflected was 10. This now defaults to 20. You may decide that you want to see more on one page. Go to Grid depth and change the 20 to your choice and click on Set grid depth. As a suggestion do not change the default to more than about 500. The system will return to the default of 20 rows when performing a new search. 7 Another change to the search result is that more columns have been added to the right, namely the applicant’s address, telephone contact details and in the last column, when last updated. These additional fields are useful, especially when on the telephone to an applicant and you want to call up his record and there may be a lot of David Smiths and you need to easily narrow your choice without first needing to open each record to find the right David Smith. Viewing the address details makes it easier to narrow your selection. Certain of the column headings are shaded in blue. This means that you can sort the search result on any of the columns with blue headings. The chosen sort sequence only remains for your current session. To search on a column click on its blue heading. Clicking a second time on the blue heading reverses the sort order. The last column to the right reflects when the record was last updated. In the event that you have Skype on your computer, you may see the following. This is because Skype recognises a telephone or cellphone number. PLEASE IGNORE SKYPE AS IT IS NOT PART OF THE SYSTEM FUNCTIONALITY BUT BECAUSE SKYPE IS ON THE PC The following is what you will see in the search result. The screen continues to the right. 8 9 UPDATE APPLICANT The look and feel of the main capture screen has been changed. Previously the tabs were down the left side, now they are across the top. Some of the tabs have changed. In viewing the different tabs in this document, the text description on the screen is shown in the first column and an explanation is reflected in the right column. Wherever you see a date must be entered, do not try and type in the date. Always use the date icon. 10 In sequence:- TEXT DESCRIPTION ON THE SCREEN EXPLANATION OF THE FIELD Registration Number The registration number will be system generated and cannot be deleted, changed or duplicated. Years since application This is the number of years that the applicant has been on the database. The system automatically updates the period each time you call up and view the record. Application Date Enter the application date. Format YYYYMMDD. This is the date that the completed and signed application was received by the housing office. There is a limited period by which data capturers can backdate applications to accommodate the capture of backlogs. If you need to backdate earlier, e.g. a divorced spouse of an applicant then the municipal Authorisor must amend the application date. Only Authorisors and Power-users are able to change application dates or the applicant’s identity number. Any motivated requests to change either of these two should be sent to the Authorisors in your municipality. Status Enter the Status. ONLY choose one of the following:- W for Waiting (still awaiting a housing opportunity) or A for Assisted (assisted by the municipality) or C for Cancelled (because of a duplicate application, applicant deceased, owned private property, received a subsidy in ANOTHER municipality). Municipality This field contains the name of the relevant municipality. Old Registration Number This is the registration or application number which was used by the municipalities on the legacy systems, e.g. Collaborator system. These old registration numbers were not uploaded into the WCHDDB in every instance. Receiving official''''s name Select the name of the municipal housing official who received the completed and signed application form from the applicant. Receiving housing office''''s name THIS FIELD IS NOT USED Date applicant last made contact Enter the date that the applicant last made contact with the municipality’s housing officials. Format YYYYMMDD. Date operator capturedamended details The date that the operator entered or edited any details will automatically be inserted by the system. Format YYYYMMDD. 11 Name of operator The operator’s name will automatically be inserted by the system based on their User login name. Usually the operator name will only be updated once the updated record has been Submitted. Date last letter sent This is a free text field to sequentially list dates letters were sent to the applicant to update details, etc. Each date separated by a semi colon ; Format YYYYMMDD;YYYYMMDD Surname (Compulsory) Enter the Applicant’s and Partner’s surnames. If they are married, the partner’s surname should be the same as the applicant’s surname. First Names (Compulsory) Enter the Applicant’s and Partner’s first names. Include any additional first names. There is no longer a separate field for second names. Identity Number (Compulsory) Enter the Applicant’s and Partner’s 13 digit bar coded identity numbers. The system will validate the id no and will not allow invalid id nos to be entered. IF THE ID NUMBER IS NOT VALID THE APPLICATION CANNOT BE CAPTURED. 12 Gender The Applicant’s and Partner’s gender will be determined by the system from the 7th digit of the id no. (4=Male) Date of Birth (YYYYMMDD) The Applicant’s and Partner’s dates of birth will also be determined by the system from the first 6 digits of the id no. Note the format (YYYYMMDD) Age today The system will calculate the applicant’s age. The system automatically updates the age each time their record is called up and viewed. NB: IN THE ADDRESS FIELDS DO NOT ABBREVIATE, E.G. ST OR STR = STREET, RD = ROAD Flat and unit-numberHostel NameFarm NamePO Box: This field relates to the:-  The room or flat unit number  block numberflat namehostel name  house name  Structure (shack)  Farm or Plaas name  P O Box or Private Bag number Street Number and Street Name Enter only the street number and street name in this block. Address line 1: Address lines 1 2 should only be used for example 13 the area name WITHIN a suburb. Address line 2: Address lines 1 2 should only be used for example the area name WITHIN a suburb. Suburb or Area Name (Compulsory) Select the Suburbarea in this block from a dropdown list. If it cannot be found please contact the System Administrator in case the suburbarea needs to be added to the...

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Document Title and Version:

WCHDDB User guide version 1 (2015/11/03)

Department:

Western Cape Department of Human Settlements Directorate: Policy & Research

(WC Housing Demand Database Administrator) Directorate: Policy & Research

Western Cape Department of Human Settlements

Directorate: EGA (Center for e-Innovation) Department of the Premier

Western Cape Government

Date:

2015/11/03

DOCUMENT DESCRIPTION

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INTRODUCTION

The first version of the Western Cape Housing Demand Database (WCHDDB) was introduced by the Western Cape Department of Human Settlements (WCDHS) early in 2012 Since its introduction, all 24 non-Metro Western Cape Municipalities have uploaded their data onto the WCHDDB Arising from operational experience and from the Allocation Policy Guidelines, it became apparent that the database needed to be upgraded In addition, a number of audit reports have identified areas where attention needed to be given to improve data validation and the separation of functions between various levels of users The look and feel has also changed in an attempt to make the system more user-friendly

A new version 2 of the WCHDDB has been developed and is due to be introduced shortly This document is intended as a guide to users of this new version 2

USER LOG IN

Users are linked or profiled to their municpalities This means when they log in they will only see the dataset relating to their own municipality

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DETAILS OF MOST RECENT ACTIVITY

After logging in, on the first screen you will see displayed details of records that you have recently worked on It is a bit like opening a MS Word or MS Excel where you can see a list of your most recently used files

If you want to open one of these files click on Select next to the record, to the left of the Activity Date

SEARCH FOR EXISTING APPLICANTS

The Search screen has changed Previously you could enter:-

 a registration number

 old legacy reference number

 applicant’s surname

 applicant’s or partner’s first name(s)

 applicant’s or partner’s identity number

 applicant’s or partner’s birthdate

If not found then you need to clear the details and then re-enter them under the spouse/partner search fields Often users do not search on spouse/partner and assume that the applicant is a new applicant whereas the person is already recorded on the WCHDDB as a partner

The person may already be an applicant but is now captured again as a partner of a new applicant This was an audit problem

The new Search screen only has one field each for firstname, surname, id no and birthdate When you click on the Search button it then automatically searches for the entered value(s) on both the applicant and spouse/partner by default You may still decide to only search on applicant by clicking on the small round button next to

Applicant under Search information

TIPS

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When searching on name it is suggested that you do not enter the full length of the name in case names are misspelt, e.g PETERSEN Search for PETER and if the applicant’s name was actually PETERSON or PETERSEN then his name will also be reflected in the result list You could add the applicant’s initial in the firstname field

When searching on id no only use the first 10 digits This is because older id nos have a

different last three digits and if the id no previously ended in 009 and now ends in 082 then you want to select both records

SEARCH RESULT

After clicking on the Search button, the Search result will indicate how many records meet the search criteria, e.g 3 in the example below

Previously, the default number of records reflected was 10 This now defaults to 20 You may decide that you want to see more on one page Go to Grid depth and change the 20 to your choice and click on Set grid depth As a suggestion do not change the default to more than about 500 The system will return to the default of 20 rows when performing a new search

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Another change to the search result is that more columns have been added to the right, namely the applicant’s address, telephone contact details and in the last column, when last updated These additional fields are useful, especially when on the telephone to an applicant and you want to call up his record and there may be a lot of David Smiths and you need to easily narrow your choice without first needing to open each record to find the right David Smith Viewing the address details makes it easier to narrow your selection

Certain of the column headings are shaded in blue This means that you can sort the search result on any of the columns with blue headings The chosen sort sequence only remains for your current session To search on a column click on its blue heading Clicking a second time on the blue heading reverses the sort order

The last column to the right reflects when the record was last updated

In the event that you have Skype on your computer, you may see the following This is because Skype recognises a telephone or cellphone number

PLEASE IGNORE SKYPE AS IT IS NOT PART OF THE SYSTEM FUNCTIONALITY BUT BECAUSE SKYPE IS ON THE PC

The following is what you will see in the search result

The screen continues to the right

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UPDATE APPLICANT

The look and feel of the main capture screen has been changed Previously the tabs were down the left side, now they are across the top Some of the tabs have changed

In viewing the different tabs in this document, the text description on the screen is shown in the first column and an explanation is reflected in the right column

Wherever you see a date must be entered, do not try and type in the date Always use the date icon

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In sequence:-

TEXT DESCRIPTION ON THE SCREEN EXPLANATION OF THE FIELD

Registration Number The registration number will be system generated and cannot be deleted, changed or duplicated Years since application

This is the number of years that the applicant has been on the database The system automatically updates the period each time you call up and view the record

Application Date

Enter the application date Format YYYY/MM/DD This is the date that the completed and signed application was received by the housing office There is a limited period by which data capturers can backdate applications to accommodate the capture of backlogs If you need to backdate earlier, e.g a divorced spouse of an applicant then the municipal Authorisor must amend the

application date

Only Authorisors and Power-users are able to

change application dates or the applicant’s identity number Any motivated requests to change either of these two should be sent to the Authorisors in your municipality

Status

Enter the Status ONLY choose one of the following:-

W for Waiting (still awaiting a housing opportunity) or A for Assisted (assisted by the municipality) or C for Cancelled (because of a duplicate

application, applicant deceased, owned private

property, received a subsidy in ANOTHER

municipality)

Municipality This field contains the name of the relevant municipality

Old Registration Number

This is the registration or application number which was used by the municipalities on the legacy systems, e.g Collaborator system These old registration numbers were not uploaded into the WCHDDB in every instance

Receiving official's name

Select the name of the municipal housing official who received the completed and signed

application form from the applicant Receiving housing office's name THIS FIELD IS NOT USED

Date applicant last made contact

Enter the date that the applicant last made contact with the municipality’s housing officials Format YYYY/MM/DD

Date operator captured/amended details

The date that the operator entered or edited any details will automatically be inserted by the system Format YYYY/MM/DD

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Name of operator

The operator’s name will automatically be inserted by the system based on their User login name Usually the operator name will only be updated once the updated record has been Submitted Date last letter sent

This is a free text field to sequentially list dates letters were sent to the applicant to update details, etc Each date separated by a semi colon ; Format YYYY/MM/DD;YYYY/MM/DD

Surname

Enter the Applicant’s and Partner’s surnames If they are married, the partner’s surname should be the same as the applicant’s surname

First Name/s

(Compulsory)

Enter the Applicant’s and Partner’s first names Include any additional first names There is no longer a separate field for

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Gender The Applicant’s and Partner’s gender will be determined by the system from the 7th digit of the id no (<5=Female: >4=Male) Date of Birth

(YYYY/MM/DD)

The Applicant’s and Partner’s dates of birth will also be determined by the system from the first 6 digits of the id no Note the format (YYYY/MM/DD)

Age today

The system will calculate the applicant’s age The system automatically updates the age each time their record is called up and viewed

NB: IN THE ADDRESS FIELDS DO NOT ABBREVIATE, E.G ST OR STR = STREET, RD = ROAD

Flat and unit-number/Hostel Name/Farm Name/PO Box:

This field relates to the:-

 The room or flat unit number

 block number/flat name/hostel name

 house name

 Structure (shack)

 Farm or Plaas name

 P O Box or Private Bag number

Street Number and Street Name Enter only the street number and street name in this block

Address line 1: Address lines 1 & 2 should only be used for example

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the area name WITHIN a suburb

Address line 2: Address lines 1 & 2 should only be used for example the area name WITHIN a suburb

Suburb or Area Name

(Compulsory)

Select the Suburb/area in this block from a dropdown list

If it cannot be found please contact the System Administrator in case the suburb/area needs to be added to the dropdown list Details to be supplied are the “new” name to be added to the list with the nearest larger town and catchment area and postal code

Town

The area can be likened to a super suburb like Mitchells Plain, Delft, Wesfleur, Elsies River, Retreat which themselves consist of a number of lower level suburbs The system will read what suburb you have selected above and allocate the appropriate area to it

Catchment area

Each municipal area is divided into one or more catchment areas Each area, suburb and town is linked to a catchment area

A catchment area is automatically populated when a Suburb or Area name is selected from a dropdown list

Postal Code (Compulsory)

Each suburb, area, town is linked to a postal code The Postal code is automatically populated when a Suburb or Area name is selected from a dropdown list

Contact telephone number Enter a telephone number where the applicant may be contacted Commence with the dialling

code No spaces or () or / or * etc

Cellphone no 1 Enter the applicant’s 10 digit cellphone number Only enter the number and no gaps or spaces

Important: Only enter one cellphone number

Cellphone no 2 Enter the partner’s 10 digit cellphone number Only enter the number and no gaps or spaces

Important: Only enter one cellphone number

Informal settlement’s name (if

applicable) Enter the name of the informal settlement if the applicant lives in an informal settlement Length of residence in settlement Enter the number of years only resident in the settlement Enter 0 if less than 12 months enter 2 if

between 12 and 24 months, , etc

Email address Enter the applicant’s full email address if available

Preferably use small letters

Relative’s telephone number

Enter the relative’s 10 digit telephone or cellphone number Only enter the number and no gaps This is a relative not living with the applicant

Important: Only enter one phone number

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The previous version had three fields for marital status which was cumbersome and confusing The three fields have been combined into one dropdown list so only one choice can be made

Click on the red icon next to the date icon to delete a date

Marital Status Select from the dropdown list whether the applicant is married

Preferably do not abbreviate

Employer's telephone contact number

Enter the employer’s 10 digit telephone contact number including dialling code No gaps or spaces

Monthly income/salary?

(NB: NOT ANY PENSION)

Enter the gross monthly income for the applicant and partner in their respective fields

Weekly income

(NB: NOT ANY PENSION)

Enter the gross monthly income for the applicant and partner in their respective fields

As you go to the next field the monthly income will

automatically be calculated by multiplying the weekly income by 4.333 The combined income will also be automatically updated

Monthly pension

Enter the gross monthly pension for the applicant and partner in

their respective fields This applies to all pensions, private or

social pension

Maintenance grant Enter the grant amount Child/foster care Enter the grant amount Military veteran’s grant Enter the grant amount

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Other income Specify any other regular income or grant not specified on the

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Children younger than 18 years old:

Enter the number of financially dependant

children under 18 years of age This may include grandchildren etc but they must be real dependants

Dependant adults 18 years old or older:

Enter the number of other financially

dependant adults 18 years of age and over

Total family size(includes applicant):

This is automatically calculated as the child and adult details are added plus one for the applicant themselves

After capturing the above details you can then capture details of each dependant in the table

NB: DO NOT INCLUDE THE PARTNER/SPOUSE HERE

Surname

Enter the dependant’s surname It may not necessarily be the same as the applicant’s surname

applicant, if any

Date of Birth (Compulsory) Enter the dependant’s birthdate

Disable

If the dependant is disabled flag this field YES and enter details in the special Note field under the Disability Tab

After entering all the details click on Insert and after a few seconds the captured details should reflect in the grey region

Description of present accommodation Select the type of present accommodation from a dropdown list

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The next section of the Criteria screen relates only to municipal rental stock

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The following is where an applicant already received rental assistance but now wishes to apply for a transfer from

one letting to another because of a physical impairment, rightsizing re change in family size, threats from neighbours, etc

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e.g.SWANEPOEL

Date applicant became tenant:

Date applicant originally became a tenant e.g date took occupation or (preferably) date lease was signed

Date transfer requested: Date tenant called into the housing office to apply for transfer

Tenant lease reference number: Tenant’s lease reference if there is one Current rental unit address: Address where applicant currently leases a

rental unit from the municipality

Size of current rental accommodation (bedrooms): Number of bedrooms the tenant currently occupies

Housing estate requested: Housing area where the municipality’s rental housing stock is located

Floor level requested: The floor that the tenant would like to be transferred to

Type of housing assistance requested: Indicate choice, House, flat, old aged unit, maisonette