Waiting List Purge - Tenmast SoftwareThe Waiting List Purge feature gives PHAs the ability to generate letters of interest to all active applicants on a waiting list, track applicant

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Waiting List Purge Revised: 11/01/2017 Job Aid

The Waiting List Purge feature gives PHAs the ability to generate letters of interest to all active applicants on a waiting list, track applicant responses, and then remove applicants that have either moved, found other housing, or cannot be located. This is the typical process flow for a waiting list purge: This Job Aid explains how to perform the process in Winten2+.

Before starting this process, make sure the Waiting List Purge letter has been created in Scribe. Use the data source Applications with Alternate Contact – Purge Letter.

Start A New Purge 1 Enter Waiting List in the search box on the Home screen, then select the Waiting List Purge menu.

2 The Waiting List Purge screen opens, displaying all waiting list purges that have been created. Click the

New Purge button to start a new purge process.

Take a snapshot of all active applicants

on a waiting list.

Generate/mail the first letter of

interest.

Track applicant responses to

determine who will remain on the list.

Generate/mail additional notices to applicants who haven’t responded.

Purge applicants who have not

responded from the waiting list.


3 The Create Waiting List Purge List wizard opens. Select 1 or more lists to purge, then click the Next button.

4 Enter the Purge Start Date, Purge End Date and a Purge Description. Then click the Next button.


5 Choose which applicants to include in the purge, then click the Next button. Options are described below.

• All current applicants on the selected lists – This option selects all applicants on the list and includes the broadest number of people possible in the purge.

• Applicants with a Last Contact Date earlier than date – This option displays a field for entering a date.

Only applicants whose last contact was prior to the specified date are included in the purge. Winten2+ bases this on the Last Contacted date appearing under the Waiting Lists tab on the Application screen. Note that the Last Contacted date is never updated automatically. Case workers must manually change it when they have contact with the applicant.


• Applicants with the following Status Codes – This option displays a list of status codes to choose from. You should select 1 or more codes that do not reflect applicants who are already off the waiting list, in the process of being housed, or already housed.

6 Unselect any applicants that you want to exclude from the purge, the click the Next button.


7 Confirm the new purge, click the Print button to print the affected applicants, then click the Next button.

8 Click the Finish button to complete the wizard.


9 The new purge now appears on the Waiting List Purge screen.

Generate Letters Of Interest 1 On the Waiting List Purge screen, click the View link to the left of the purge for which you want to generate

letters.

2 The Waiting List Purge Detail screen opens, displaying all applicants included in the purge. Click the Scribe

button.

3 The Open Report screen opens. Select your purge letter in the list of reports. (You can use the Search box

to search for the report if needed.) Then click the OK button.


4 The Preview screen opens. Enter any parameters that may apply to your report, then print and mail the letters to applicants.

Track Applicant Responses 1 On the Waiting List Purge screen, click the View link to the left of the purge being tracked.

2 The Waiting List Purge Detail screen opens, displaying all applicants included in the purge. To quickly find a

specific applicant, you can enter their name in the Applicant Name search box on the auto filter row.

3 By default, all applicants are marked to be purged (the Purge? box is checked) when a purge is created. For

applicants who respond to a mailed letter and indicate they are no longer interested in housing, or those who do not respond at all, the Purge? box should remain checked.

4 For applicants who respond to a mailed letter and indicate they are still interested in housing, uncheck the

Purge? box so that the applicant will remain on the waiting list. Winten2+ automatically populates the Received Date, Received By and Received Note fields. You can modify the Received Note field if desired.

Click the Save button when finished.


Finalize A Purge 1 On the Waiting List Purge screen, click the View link to the left of the purge to be finalized.

2 The Waiting List Purge Detail screen opens, displaying all applicants included in the purge. Applicants with

a checked Purge? box will be purged. Unchecked applicants will remain on the waiting list. Click the

Finalize Purge button.

3 The Complete Applicant Purge Wizard opens. Select a New Status to set for purged applicants. The code

you choose should reflect that the applicants have been removed from the waiting list. Then click the Next

button.


4 Confirm the purge and click the Print button to print the affected applicants. You need to keep the printout

for your records. Then click the Next button.

5 At the confirmation message, click the Yes button.


6 Click the Finish button to finalize the purge. Applicants marked for purge no longer appear on the waiting list.

7 On the Waiting List Purge screen, Winten2+ automatically checks the purge as Completed and sets the

Purge Date to the date the purge was finalized.

8 For all applicants who were purged, Winten2+ automatically updates their Status under the Waiting Lists

tab on the Application screen to the status you chose in step 3 of these instructions.

Documents

Waiting List Purge - Tenmast SoftwareThe Waiting List Purge feature gives PHAs the ability to generate letters of interest to all active applicants on a waiting list, track applicant