Roberta originally requests a transfer and later reports she is a victim of domestic violence. As a result, she needs to move out of her unit and ultimately out of the City for her safety.
Use case: The system should allow the head of households to request a transfer via the self-service portal or the CCC.
How it works: The participant would request the transfer in writing or verbally. The transfer process can be started in the system by placing a payment hold on the case to cease payments beyond a certain date or the move-out can be entered to prevent payments after they are no longer in the unit. The certification can be started in the primary working cert, indicating that the move process has been started. A workflow within the wizard can be followed to ensure the proper steps are completed for the move. A voucher can be issued as a voucher under lease, which will allow for the interaction with the RFTA module and lease-up module.
The creation of requests using the portal is being completed during this calendar year. The request will be automated, but the process above would still be in place.
The issue under lease process allows for a move voucher to be issued while the participant is searching. The issue under lease process triggers the use of the RFTA module where you will integrate with scheduling/processing inspections, completing Rent Reasonableness, and accepting/denying the RFTA for lease-up. The lease-up process will flow out of the RFTA process.
If the AR is entered into the primary working certification, a secondary working certification can be created to insert a transfer request (if you use OCU). Otherwise, the AR can be used to update the data for the transfer.
This video provides more information about Payment Holds in Elite:
Use case: The system should allow for transfer inspections to be scheduled and folded into the existing schedules for inspectors
How it works: An initial inspection for a transfer unit can be created at any time and it will be folded into the existing schedule. It will be treated the same as any other initial inspection for a new unit. The initial inspections can be set up directly through the Inspection module or through the RFTA module.
Use case: The system should allow for emergency transfers and bifurcations.
How it works: An increment can be created for VAWA cases that is only accessible to certain individuals limiting access. The User Defined fields can be used to indicate a case is VAWA for quick visibility. An H Number from PIC can be accessed and assigned to protect the anonymity of the household members, if needed. In general, the process for a VAWA client is no different from processing a regular transfer case.
A household can be bifurcated by removing the household member from the original household. They can be directly entered into the certification module as a head of household, issued a voucher, moved in, etc. with simple structured procedures. The access to perform this serious action can be limited to staff that require this process.
Increments can be created to assist with tracking certain funding streams. If HUD provides a code for the 2N field (Katrina), that will be incorporated into the system for agency tracking. The process for moving someone in/out of units is quick: the payment hold feature can be used to hold payments, abatements can be placed for “failed” units to hold payments, User Defined fields can be used to quick glance if a person is associated with an emergency process. There are many creative solutions that can be utilized to meet NYCHA’s internal process needs.
The emergency process is the same as the regular transfer process. If you are using User Defined fields to track emergency transfers, that can easily be removed to indicate it is now a regular transfer. If you are using a special increment to track them, they can be transferred out of that increment into a regular move increment. If a creative solution is being used to track an emergency move,, it can easily be reversed.
Use case: The system should allow for port-out requests.
How it works: Roberta would request a port-out in writing or verbally. The use of a portal is being produced this calendar year for moves which may include a port-out request feature.
A port-out voucher is issued (payable or non-payable) so Roberta can search for her unit. A HUD-52665 and HUD-50058 can be produced out of the system along with any batch correspondence letters required for the receiving PHA. Once a unit is identified with the receiving PHA, the HUD-52665 and HUD-50058 data is entered into the Portability tab of the certification and the port-out certification is completed for payment and PIC submission. If it is a payable port-out, the annual recertifications will be entered in a special transaction code, Portability Move-Out (Not Submitted to PIC). The payment data will be entered here, but no transmission to PIC will be completed. The data will also properly collect for VMS submissions.
A HUD-52265 and the HUD-50058 can be printed out of the system for the receiving PHA. If NYCHA creates a packet of letters/documents to be submitted to the receiving PHA, that can be done in the batch correspondence module where those items can be printed out of the system for Roberta.
Use case: The system should allow for reasonable accommodations (RA) at any time via any correspondence (e.g., CCC, portal, other).
How it works: Elite has a Reasonable Accommodation module where NYCHA can track the entire RA process for Roberta. The RA process tracks the process and reports can be generated regarding those approvals/denials/recertifications. The actual processing of the RA, where actions are completed based on the granted request, can be completed by the agency as they would for any other case. For instance, the voucher issuance for the bedroom size would simply be increased to the proper size granted, or a voucher would be extended manually by the user beyond the original 120 days. The provision of visually impaired documentation or hearing impaired interpreters would be the responsibility of the agency under their Administrative Plan, but the tracking of this request can be done in the RA module and using User Defined fields where that information would be quickly visible to the user.