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    Hancock Weatherization Software Users Guide

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    Hancock

    Weatherization Software

    Users Guide

    Nov 2017

      

     


    INTRODUCTION

    This Hancock Weatherization Software User’s Guide provides an overview of the data elements the system utilizes to administer eligible projects using the Hancock’s web-based “WAP Online” system and Hancock’s tablet-based “HEAT” app.

     

    This Guide is a “working document” and will be updated in conjunction with software enhancement releases from Hancock. Updates will be posted on Hancock's HelpDesk under Release Notes: https://helpdesk.hancocksoftware.com/hc/en-us/community/topics

    Updates or notification of updates will also be posted to the WAP bulletin board which is available upon login to the Hancock system.

     

    Users should consult Hancock’s Knowledge Base at https://hancocksoftware.zendesk.com/ for more detailed instructions on how to use the various features available in the Hancock system.

     

     

    1 Funded by the Department of Energy

    2 Funded by the Department of Health and Human Services

     


     

    TABLE OF CONTENTS

     

     

    Process Overview

    > WAP Process Chart

    > Tasks, Relevant Dates, Job Status

    > WAP Process Overview

    Section 1. Hancock HEAT / WAP Software

    > Establish User Access

    > User Roles

    > Technical Support: Hancock Knowledge Base and HEAT HelpDesk

    > Access HEAT / WAP

    WAP Online

    HEAT

    Section 2. Navigation

    > System Icons

    > HEAT / WAP Menu Options 

    > Screens and Data Fields

    Section 3. Client Records

    > Client Wait List

    > Sorting Client Records

    > Filtering Client Records

    > Export Client List to Excel

    > Previously Weatherized, Deferred or Ineligible Clients

    > WAP Rank Algorithm

    Section 4. Processing Jobs in HEAT / WAP

    1--Agency Selects Client / Reviews Client Intake

    > Add New Client

    > Select Client

    Expired Records

    Pre-Select Funding Source

    > Verify / Edit Client Information

    Client Information

    Client Information

    Client Comments

    Household Demographic

    Landlord Information

    District Information

    WAP Ranking

    > Add Client Energy Consumption

    Create Energy Consumption Record

    > Verify/Edit Client Family Information

    Family Information

    > Verify / Edit Client Income

    Add Client Income

    2--Agency Prepares Required Documents for Signature

     

    > Documents

    Documents

    > Employment Verification

    3--Agency Adding a Job

    Agency Creates Job

    > Add Jobs

    First Job

    Additional Jobs

    > Select Existing Job

    Agency Provides Audit Information and Schedules Job

    Schedule an Audit

    Site Assessment

    WAP Document

    DOE Demographics Report

    Job Status

    4--Agency Conducts Audit

    > Full House Audit

    > Priority Audit

    > Quick Audit

    > Selected Measures

    > Download Job to Tablet

    WEATHERIZATION AND OTHER MEASURES

    >> Add Heating/Cooling System(s)

    >> Add Distribution

    >> Add Thermostat Settings

    >> Add Attic Section(s)

    >> Add Walls

    >> Add Windows and Doors

    >> Add Basement and Floors

    >> Add Air Infiltration Test Results

    How to use the 62.2-2013 calculator

    >> Add Combustion Test Information

    >> Enter CO Test Results

    >> Add Combustion Safety Test Information

    >> Add Other Measures

    >> Add Lighting Appliances

    >> Add Refrigerator Information

    >> Add Domestic Hot Water Heaters

    >> SIR Calculations

    >> Upload Audited Job to WAP

    5--Agency Reviews / Selects Measures

    > Review / Add Measures

    Review / Edit Measures

    Assign Funding Source(s)

    Check SIRs for Compliance

    Lock the Audit

    6--Agency Creates Work Order

    > Create Work Order

    Select Measures

    Select Vendor

    Print Work Order

    Delete a Work Order

    Delete Measures on a Work Order

    Change Vendors on a Work Order

    7--Agency Notifies Contractor / Contractor Invoices Agency

    > Agency determines the method

    > Change Audit

    Features and Tasks

    Request a Change Audit

    ReLock the Audit

    Submit Changes

    8--Agency Installs Measures

    > Verify / Edit Each Measure

    9--Agency Inspects Job (QC)

    > Inspect Job and Record Status of Inspection

    Recalculating SIRs - Actual Cost

    Upload Inspected Job to WAP

    10--Agency Uploads Signed Required Documents to WAP

    > Scan Signed Documents and Upload to WAP

    WAP Documents

    Upload Required Documents as Attachments

    Update Multiple Documents

    Electronically signed Documents

    > E Signature

    Setup

    Use Electronic Signature on the Tablet

    11--Agency Invoices Jobs

    > Prepare Job for Invoicing

    Check Budget Balance

    Check SIR

    Upload Required Document

    > Assign Funding Source

    Assign All Measures to the Same Funding Source:

    Assign Individual Measures to Separate Funding Sources

    Split an Individual Measure Between Funding Sources

    > Create and manage invoices

    Add Direct Costs to an Invoice

    Add Indirect Costs to an Invoice

    Missing Jobs

    > Submit Invoices

    12--State Receives Invoice

    > State Processes Submitted Invoices

    State Conducts Desk Reviews

    > State State Monitors Conduct Technical and Compliance Desk Reviews

     

    13--State Pays Agency

    14--State Submits Reports

    Section 5. Agency Budgets

    > Budget Allocations

    Budget Realignment

    > Check Budget Balance

    > Budget Adjustments

     

    Section 6. Other

    > Capture Dates

    > Changes to Measures, Pricing or Other Data

    Section 7. Troubleshooting

    > Tips & FAQs

    Section 8. Reports

    Job

    > Client Status Report

    > Job Process Report

    WorkFlow

    > Monitor Inspections

    Vendor/Crew

    > Vendor/Crew List

    > Personnel

    Invoicing

    > Invoice List

    > Payment List

    > Paid Invoice Report

    > Paid Invoice Statistical Report

    Reporting

    > Budget Balance

    > Production and Job Cost

    > District Reports

    System Reports

    > Agency Invoicing Reports

    > Agency Production / Statistical Reports

    > Client Letter / List Reports

    > Job Process Reports

    > Production Reports

    > State Budget Report

    (Reporting, Cont)

    > Paid Statistical Report

    Budget / Billing

    > Budget

     

     

     


     

     

     

    Process Overview

     

    > WAP Process Chart

     


     

    > WAP Process Chart

     


     

    > Tasks, Relevant Dates, Job Status


    > WAP Process Overview

     

    The following overview is a best practice model for processing WAP jobs.

     

     

     

     

     


     

    > CHIP Process Overview

     

    The following overview is a best practice model for processing CHIP jobs using CHIP funding.

     

     

     

     

     

     

     

    See 10 Steps to Entering and Invoicing CHIP Jobs, Appendix A


     

     

    Section 1. Hancock HEAT / WAP Software

     

    > Establish User Access

     

    Hancock Software offers users two software access platforms: web-based and tablet based. This manual refers to the web-based platform as “WAP,” the tablet-based platform as “HEAT,” and both collectively as “HEAT / WAP.”

    In order to gain access to the Hancock system, each user is required to have a separate Hancock account. New user accounts can be obtained by completing a “WAP User Request Form” and emailing to the State Weatherization Assistance Program Help Desk. Multiple employees should not use the same login ID and password to gain access to HEAT / WAP.

     

     

     

    User Roles

    Agency “User Roles” are defined by the level of authorization assigned by the State when the Agency requests a new user. Roles define what sections and features of HEAT/WAP are available to users. For example, Energy Auditors typically only need access to menu options and features associated with auditing a job, while Fiscal staff would only need access to options and features associated with budgets and financing projects.

    The following roles are currently defined in HEAT/ WAP:

    Agency Administrator

    Access all menu options available to Agencies

     

    Agency User

    Client Intake, Jobs/Workflow (including Work Order, Installation, and Inspection) Vendor/ Crew List, WAP Documents, Weatherization (Audit Screens), Energy Savings Calculations, Invoicing, and System Reports

    Energy Auditor/Energy Inspector

    Client Intake, Jobs/Workflow (including Work Order, Installation, and Inspection), WAP Documents, Weatherization (Audit Screens), and Energy Savings Calculations

    Fiscal Administrator

    Invoicing, Budget Adjust and System Reports

     

     

    > Technical Support: Hancock Knowledge Base and HEAT HelpDesk

     

    Agencies should submit inquiries to the HelpDesk at: support@hancocksoftware.com

    for issues pertaining to user rights, granting access, or administrative concerns.

    For more technical matters, such as questions about the use of the application and/or reports of functionality issues or problems with data, users should consult Hancock’s Software Knowledge Base at: https://hancocksoftware.zendesk.com

    If the answer is not found there, users may submit inquiries or support requests via the "Submit a Request" feature on the Knowledge Base site. The HelpDesk may also be reached at 1-866-358-5217.

    When submitting questions to Hancock Support or the HEAT HelpDesk, be as specific about the issue as possible, reference the project name, and the location within the application where the issue is occurring. Screenshots of error messages or other items are always very helpful to technical support.

     

     

    > Access HEAT / WAP

    WAP Online

    WAP can be accessed via Chrome, Safari, Firefox, and/or Internet Explorer.

    The web address for the WAP system is https://me.hancocksoftware.com/Wx

    Users trying to login to the site for the first time using Internet Explorer may need to add the web address to the computer’s compatibility settings before login can be successfully completed.

    1. Go to Internet Explorer Tools, then open Compatibility View Settings.

    2. Either paste or type in https://me.hancocksoftware.com/Wx in the ‘Add this website’ section.

    3. Click Add and then click Close.

    4. Trying logging on again. If still not able to log in, send an email to

    support@hancocksoftware.com for assistance.

     

    HEAT

    Downloading the HEAT App:

    To install the HEAT App for the first time:

    * Please make sure a strong Internet connection is available*

    1. Contact State admin to request a user account.
    2. When the account is created, input the URL address https://me.hancocksoftware.com/Wx on the preferred iPad browser
    3. On the Main Menu, enter in Username and Password from WAP/ HEAT online and select "Login."
    4. In the bottom right, select "Try our mobile Energy Audit."
    5. Select "Install."
    6. Logout in the top right.
    7. Pull up the Settings screen and select the "General" section on the iPad.
    8. Under "General", scroll down and open "Profiles and/or Device Management."
    9. In the WAP App section tap on “Trust ‘Hancock Software’"

     

     

    Section 2. Navigation

     

    > System Icons

     

    The following icons are used throughout the system to denote various tasks. Hovering over icons will provide a brief description of the icon’s function.

     

    Screen_Shot_2018-07-17_at_10.03.12_AM.png

     

    > HEAT / WAP Menu Options

     

    The panel on the left of the screen is the Main Menu. By clicking on the various items listed, users can access the screens and sections in the system. Click on the arrow to close an open folder, or to open a closed one.

    There are three Menu screens: the HOME screen, CLIENT screen, and PROJECT screen.

     

    Home Menu Options

    Upon login, users enter WAP’s HOME menu navigation panel, which is grouped by categories. The User Roles determines which categories, menu options, and features are available to the user. This menu can be returned to at any time from the other menu screens by clicking on HOME

     

    Client Menu Options

    Once the client is created/selected, the navigation panel will change to the CLIENT menu screen which provides users with the client and job-related menu options. Users can navigate to any CLIENT INTAKE menu option applicable to the selected client’s job record.

     

    Project Menu Options

    The PROJECT Menu is accessed when the user selects a Project from the Multifamily List. This is used when assessing larger building sites such as apartment complexes.

     

     

    > Screens and Data Fields

     

    After opening a screen from the menu, users may enter information on the provided fields.

    Pull-down menus allow users to select data from a set range of options

    Fields marked with a red asterisk* must be entered; they may not be left blank. Indicates a Required Field

    Comments may be added in the Comments box.

    Some screens have multiple pages. These are marked with tabs, enabling users to switch back and forth between them. The tab the user is currently on is highlighted to show which is the active screen.


     

     

    Section 3. Client Records

     

    WAP keeps records of all clients who apply for services, and the jobs performed for them. Users can search the database for a particular client or set of clients, and add new ones.

     

    > Client Wait List

    Agencies can develop and maintain a wait list of all eligible households from WAP by exporting a list of client records and sorting by WAP rankings (see: Export Client List to Excel, next page).

    Refer to the Program Guidelines and Rule for guidance on establishing and maintaining client wait lists.

     

     

    > Sorting Client Records

     

    The Hancock system will automatically sort the Client List by WAP Rank with the highest rank (highest priority) at the top.

    1. WAP Rank Calculation:

    a. A WAP Rank of 0 indicates that the application is incomplete or is ineligible.

    b. A WAP Rank of -1 indicates that weatherization work has been initiated

    c. A number of 1 or greater indicates that the client is eligible.

    d. The higher the rank the higher the priority.

    e. Many factors go into the calculation of the WAP Rank,

    please check with your State's program contact for the exact details

    (see also: WAP Rank Algorithm, next page).

    2. To manually sort the list, click on the column headings to sort the list by that field. For example, click on the City field heading to sort by City, or click on the Last Name to sort alphabetically by Client’s last name

     

     

    > Filtering Client Records

     

    1. On the Client List, at the bottom of all fields (except WAP Rank) there is a filter option drop-down list and textbox. This allows users to filter on one or more of the fields.

    2. To adjust the set of clients listed, select the type of filter from the drop-down box and enter in filter criteria in the field underneath.

    3. Hancock provides buttons at the bottom of the screen for activating or removing filters.

    Activate the filter after making selections.

    Remove all filters and show all records.

    Hide filter row

    Show filter row


     

     

    > Export Client List to Excel

     

     

    1. To export, a list of clients to Excel use the WAP Client List Report. The report can be found by going to HOME > REPORTING > System Reports and selecting Client Letter/ List Reports from the Report Group drop-down menu, and Client List Reports (Complete/ Denied/ Waiting) from the Report menu.

    2. The only required fields are the Report Group and Report. For a more specific report, complete additional fields to filter the data.

    3. Click the button to open the report in a separate browser window.

    4. Export the report to Excel using the green Excel icon at the top of the screen

     

    NOTE: The report will only display clients within the Date Range selected.

    Date Range defaults to applications within the past month can adjust as needed.

    Unusually large reports cannot be generated during normal business hours.

    These may be run after hours to avoid slowing down the system.

     

     

    > Previously Weatherized, Deferred or Ineligible Clients

    The client record for dwellings that have been previously weatherized, deferred, or ineligible should be marked as Denied. This will not remove the client from the system but will change their WAP Rank to 0 and set Priority to Ineligible.

    1. Select client name on the Client List to display the Client Information screen by double-clicking the client name or by clicking the Edit icon.

    2. Select the Denied checkbox

    3. Use the drop-down to select a Denied Reason.

    4. Click .

     

     

    > WAP Rank Algorithm

     

    Calculation based on Poverty Level, High Energy Use, and Burden, Age (Child 18 and under or Elderly 60 and over), Disability, certain heat and funding sources.

     

    • Child (under 19 years of age) = 4 points
    • Elderly (over 60 years of age) = 4 points
    • Disability = 5 points
    • Annual electricity usage over 9000 kWh or natural gas usage over 1000 ccf = 15 points
    • Energy Cost 25% or more of income = 20 points
    • Energy Cost 10%-24% of income = 10 points
    • Heat Source: Oil, Wood, Wood Pellets, Coal, Kerosene, Propane, Other Alternative = 15 points
    • Utility Leveraged Funds, Non-utility Leveraged Funds, Utility CAP or LIHEAP Crisis Grant = 3 points
    • Federal Poverty Level = 2 to 8 Points

     

    % Poverty

    #Points

    Under 50%

    8

    51% - 100%

    6

    101% - 150%

    4

    151% - 200%

    2

     

    .


     

    Section 4. Processing Jobs in HEAT / WAP

     

    Hancock Software’s WAP platform and HEAT mobile app allow users to accurately assess a household’s energy use and suggest measures to improve efficiency. The WAP client cycle goes through a number of steps or stages from the time a client is received at Intake, through the Auditing, Installing, Inspection, Invoicing, and completion of a job.

     

    1--Agency Selects Client / Reviews Client Intake

     

    Screen_Shot_2018-07-17_at_10.14.24_AM.png 

    > Add New Client

     

     

    The Add Client screen is used to enter application information. Data is entered in the following sections:

     

    Client Information

    Enter all required fields (see: Verify/Edit Client Information)

    Household Demographics

    Categorical Eligibility defaults to blank.

    The number of Occupants, Elderly, Children 6-17, Children 3-5, Children 0-2 and Disabled fields will be automatically updated when information is entered on the Family screen

    High Use and High Burden will be automatically checked based on calculations and data entered on the Energy Consumption screen

    If the client lives in a rental unit, click the Heat in Rent and/or DHW in Rent boxes, if applicable.

     

    Landlord Information

    If the client lives in a rental unit, enter the landlord Name, Address, City, State, Zip and Phone Number.

    TIP: Clicking brings the user to the Client Information screen. The system automatically populates the Application Date with the current date. Therefore, the following data must be manually updated on the Client Information screen:

    1. Application date; 2. Certification Date; 3. Application ID Number

    Save the record.


     

     

    > Select Client

     

     

    The Client List screen shows all clients in the system sorted by their WAP Rank and is used to view or edit the client’s information and track eligibility. Clients are listed in the order of highest priority based on WAP Rank.

    > Select client name on the list to display the Client Information screen by double-clicking the client name or by clicking the

    Edit or View icon.

     

    Expired Records

    The system automatically calculates the client record’s Expiration Date to 12 months from the Certified Date. If a client’s record does not contain the current year’s application data, use the calendar icon to manually update the Applied and Certified Dates.

    Save the record.

     

    Pre-Select Funding Source

    Funding sources for measures can be assigned in two places:

    On the Client Information screen, users may Pre-Select a Funding Source. This will cause all measures to default to this funding source.

    On the Selected Measures screen, a funding source can be assigned to each measure. The funding source(s) is not actually set until this screen is saved.

    The Pre-select Funding field may be left blank until it is time to create the work order.

    If the agency is not sure which funding source will be used, the user can leave the field blank but must change the funding source on the Selected Measure screen prior to invoicing.

     

    TIP: If a funding source is pre-selected on the Client Information screen, Pre-selected Funding must be changed to null before a different funding source can be assigned to the job to create the invoice.


     

     

    > Verify / Edit Client Information

     

     

    Once a client has been entered into the system the Client Information screen is used to view or edit client records. Enter information in the following sections:

     

    Client Information

    The following information is pre-populated from MERAC data:

    Enter all required fields (see also: Add New Client- p.16).

    Client Information
    Client Comments

    Users may add additional comments

    Household Demographic

    The Eligibility Status and WAP Rank will automatically populate based on information entered on the Client Information, Family, Income, and Document screens.

     

    Landlord Information

    Name, Address, City, State, Zip, and Phone - If applicable.

     

    District Information

    Users may specify the district in Congress, House, and Senate by clicking on the corresponding region.[b]

     

    > The following buttons are available in this section:

     

     

    WAP Ranking

    WAP Rank = Hancock auto-calculates WAP ranking based on imported data.


     

     

    > Add Client Energy Consumption

     

    IMPORTANT: Users should always review energy consumption fuel Consumption type records for accuracy before creating a job. Revise or create fuel consumption records when necessary.

     

    The Energy Consumption screen is a tool to document utilities (gas, electric, wood and others) and energy usage. Recording energy usage, including the Utility and Annual Energy Usage, may be used to:

    1. Determine if a client is considered High Use (energy use is high) or High Burden (energy costs are high when compared to income). The system does an automatic calculation and awards points to a client’s (Priority) for prioritized service delivery based on High Use and/or High Burden.

    2. Calculate Pre-Energy Usage = Data entered on this screen combined with the fuel costs set up by the system administrator are used to determine the Pre-Usage and Pre-Cost amounts that will be displayed under System Fuel on the Energy Savings Report.

    Multiple energy consumption records can be created to document a client’s energy use. If a client has multiple utility providers, for example, natural gas for primary heating and hot water, and electric for baseload (lighting and refrigeration) create a record for each utility account and fuel type.

    Energy usage can be entered as yearly or monthly usage. Annual energy usage is broken down into Heating, Cooling, DHW and BaseLoad usage. the sum of the four usage types together totals the Annual Energy usage. Monthly usage is entered by month.

     

    Create Energy Consumption Record

    > Click to create a new record and enter energy sources for the dwelling:

    Add new Consumption Information

    Enter information for the following fields:

    Utility Usage = Utility or Fuel Provider, Account No/ No Account, Date, Name on Account/ Same Name, Utility Allowance, Annual Energy Usage = Heating, Cooling, DHW, BaseLoad (Usage in Kwh) or Monthly Energy Usage

    Monthly Usage = Year, # of months, (Total calculated)


     

    > Verify/Edit Client Family Information

     

     

     

    Family Information

    Enter information for each household family member (Age and age bracket automatically calculated from Date of Birth).

     

    NOTE: Data entered in the Family Screen will override demographics entered on the Client Information Screen. Once information is entered on the Family Screen, it will display in the Household Demographics section on the Client Information Screen, and direct-entry of demographic data on the Client Information screen will not be allowed.

     

     

    > Verify / Edit Client Income

     

     

    Add Client Income

    Enter Client Income and earnings information (including no income) for each member of the family 18 or over. Also, include income for any other family members who contribute to the overall family earnings.


    2--Agency Prepares Required Documents for Signature

     Screen_Shot_2018-07-17_at_10.40.03_AM.png

     

     

    > Documents

     

     

    This screen contains a Document checklist of forms which need to be submitted to State for each job. Click on the icon to upload document attachments, or on to edit the record.

    All documents must be marked as Complete or Not Required before the client can be eligible for weatherization, and completed documents need to have a
    Received Date. Document notes can be added and attachments can be uploaded for any document.

    Documents contain the following forms:

    • WAP application
    • Verification of Ownership
    • Income Documentation (previous Twelve-Month Period)
    • Categorical Eligibility Documentation
    • Owner Permission Form
    • Client Appeal Form
    • Fuel Release Waiver
    • Landlord / Tenant Agreement

    • Crisis Referral Form

     

    NOTE: There is a separate set of required documents to be signed and upload to the client’s record under the WAP > WAP Documents section (see: Scan/ Upload WAP Documents, section 4_10, p.46). Be aware, either list is subject to change without notice.

     

    > Employment Verification

     

     

    Use the Employment Verification screen to record employment information, and to generate a letter to the employer verifying the client’s information, salary, and benefits.


    3--Adding a Job

     

    Agency Creates Job

     

    > Add Jobs

     

     

    First Job

    The Client Job List screen shows all active, scheduled and completed jobs for a client. Add new jobs for an existing client from this screen. If a previous job has not been set up, the client will have a WAP ranking and the new job can be created as follows:

    Screen_Shot_2018-07-17_at_10.44.33_AM.png

     

     

    1. From the HOME menu, open the Client List screen and select the client record from the Client List by clicking Edit, or by double clicking on the row. This opens the selected record to the Client Information screen.

    2. With the client record open, click Client Job List from the WAP menu to open the Client Job List screen, which contains the Add Job button

    3. Click This will add the job record to the Job list and bring the user to the Audit Information screen.

    Proceed with Scheduling and Auditing the Job (see: Schedule an Audit).

     

    Additional Jobs

     

     

    If the client has a -1 WAP Ranking, then a job(s) already exists for this client and additional jobs may be set up as follows:

    1. Click Job List under JOB on the HOME menu, which opens the job list for all clients. Use the filter options to find the client’s job record and click the Edit icon or double-click on the client name.

    2. Click This will add the record to the Job list and bring the user to the Audit Information screen

    Proceed with Scheduling and Auditing the Job (see: Schedule an Audit).

     

     

    > Select Existing Job

     

     

    The Job List screen shows all jobs in the system and is used to view or edit jobs. A job must have a status of Scheduled or beyond to be displayed. Applicants that do not have an active job will not show on this list.

    1. Click on Job List from the HOME menu to open the job list for all clients. Records can be sorted and filtered by field. Use the filter options to find the client’s job record, and click the Edit icon or double-click on the client name to access the job record.

    2. Click to add the record to the Job List.

    Proceed with Scheduling and Auditing the Job (see: Schedule an Audit, p.24).


     

    Agency Provides Audit Information and Schedules Job

     

     

    The Audit Information screen is accessed by opening the client’s record from the Client List screen and selecting Audit Information from the WAP menu. This screen provides a general overview of the unit and is used to schedule an audit, enter general characteristics of the unit and manage deferrals, special approvals or rework.

     

    Schedule an Audit

    1. Assign an Auditor by selecting the name from the drop-down list.

    2. Select the Job Type from the drop-down list.

    3. Keep the Job Status as Scheduled until the audit is complete and all measures have been entered.

    4. Select the Audit Type from the drop-down list. There are three types of Audits: Full House Audit; Priority Audit/ Other; and Quick Audit

    (see the Audit section, for further details).

    5. Click

     

     

     

    Site Assessment

    > Once the job is scheduled, enter information in the following sections:

    Nearest Weather Location:

    Enter the Nearest Weather Location information that is closest to the job by selecting the State and Location from the drop-down lists. If the location of the closest weather station is in another state, select that option.

    House Information:

    Enter information on the given fields, and check off any applicable special issues.

    Air Leakage:

    Unless there is unusual leakage, enter Uniform/ Normal

    House Dimensions

    Enter dimensions, area, Floor #

     

    > The following buttons are available in this section:


     

     

    WAP Document

    (see: Scan / Upload WAP required Documents)

     

    DOE Demographics Report

    Hancock software generates a DOE Demographic Report. The information contained on the report is pulled from various places in the system and allows the user to enter date ranges. To access the report: from the Home screen, under Reporting, select System Reports; then, from the pull-down menus, under Report Group, select Agency Production/Statistical Reports, and from Report, select Statistical Report. Enter the Funding Source and Program Year. The user may also enter date ranges to adjust the search range.



    Job Status

    The Job Status field identifies the current status of the job.

    Scheduled – The job is scheduled for an audit.

    Audited – The audit is complete.

    • Select Full House Audits for WAP jobs. The Job Status is automatically changed to Audited when the job is locked.
    • Select Priority Audit when Energy Savings modeling is not necessary.

    Work Ordered – A work order(s) is created and ready to be installed.

    Measures Installed – All measures are installed and ready for agency inspection.

    Inspected – All work is complete and inspected. A Complete Date will be displayed on this screen when all measures for the job are invoiced and the invoice is submitted.

     

    NOTE: The overall Job Status will be the least advanced in the workflow. For example, if there are multiple Work Orders for a job, the status will not change from Audited to Work Ordered until all measures are on a work order.


     

    4--Agency Conducts Audit

     Screen_Shot_2018-07-17_at_10.48.29_AM.png

    >Full House Audit

     

    A Full House Audit is a detailed assessment of the home. Creating a Full House Audit requires a minimum set of data to enable the Energy Savings modeling. This includes the following information:

    • Building Information
    • Attic
    • Air Infiltration
    • Heating/Cooling
    • Walls
    • Lighting
    • Distribution
    • Windows/Doors
    • Refrigeration
    • Basement/Floors
    • DHW (Domestic Hot Water)

    Once the user has entered all applicable Client Information and completed the Audit Information screen, the job is ready for an Audit and can be downloaded to the tablet.

     

    >Priority Audit

     

    A Priority Audit is used when achieving an Energy Savings is not necessary. The Priority Audit screen is a tool to enter energy audit information using the priority method, which addresses suggested areas of the house in order of their priority. Measures can also be edited or deleted from this screen.

    To begin entering energy audit information, select the job from the Job List screen, then open the Priority Audit screen from the WAP menu.

    1. To edit an existing measure, click Edit
    2. To delete a measure, click Delete
    3. To sort the measures, click on a column heading. The column will sort lowest to highest. Click again to sort from highest to lowest.

     

    Enter Energy Audit Information

    On the Priority Audit screen:

    1. Select the appropriate building type from the Priority Group drop-down list.
    2. Select the Priority from the drop-down list.
    3. Energy audit choices for the Priority selected will display in green on the top left of the screen. Click on the appropriate link(s) to open each Energy Audit screen.
    4. Enter the existing conditions and install measures.
    5. When the data on the energy audit screen has been entered, click to return to the Priority Audit screen.

     

     

    >Quick Audit

    A Quick Audit is used when the auditor wants to do a quick assessment that requires little or no information, allowing them to select measures without building a model or following a Priority Audit. This is only used in crisis jobs, such as replacement of heating system during winter months, when the auditor already knows what is going to be done to the home ahead of time.

    To create a Quick Audit, select it as the Audit Type from the pull-down menu on the Audit Information screen, then enter the measures to be installed on their respective screens.

    > Selected Measures

     

    After an Audit is performed, the Selected Measures screen can be used to view and edit information for all existing measures entered (see: Agency Reviews/Selects Measures).

     

     

    > Download Job to Tablet

     

     

    To download an energy audit from WAP Online to HEAT, make sure the Job Status on the Audit Information screen is “Scheduledand that an Auditor has been assigned. Auditors can then sign in on their mobile device and download all scheduled jobs that are assigned to them.

     

    When the job has been downloaded, the User can return to the Audit Information screen to enter the Assessment Date using the Calendar feature, or by directly entering a date in the field.


     

    WEATHERIZATION AND OTHER MEASURES

     

    >> Add Heating/Cooling System(s)

     

     

    The Heating/Cooling screen is used to identify all existing heating and cooling systems in the unit and enter new measures to be installed for those systems. Data entered on the Energy Consumption screen has a direct relationship to heating and cooling system data entered here. All utility providers used for heating or cooling must have energy consumption records, and the amount of usage for heating and cooling must be specified before heating and/or cooling records can be added. Available options on some selection lists are based on energy consumption data.

    Click to add and/or edit data for each system.

    On this screen select from Existing Systems in the left column, or New ones on the right, then enter the Measures and info for the System. There must be an Existing System record for every new system.

    Select the System type, then click The screen and fields displayed will vary according to the type of system selected.

    This section contains the following data:

    Heating/ Cooling System =

    System Name, Utility (= Fuel Provider), System Type, Type;

    If New: New System, Unit Cost, Quantity;

    Usage Ratio (%), Heating/ Cooling Output (BTU/Hour), Nameplate Efficiency, HSPF/ SEER;

    If Heating: Heat Rise (oF), Pre/ Flue Pitch;

    If Existing: System Age (years), Remove

    Select Measure = Measure, Unit Cost, Quantity (total material cost calculated), Comment

    Post Value (Existing Systems) = Post Efficiency (%), Usage Ratio (%), Heating/ Cooling Output (BTU/Hour), Post Flue Pitch (pass/fail), HSPF / SEER

    Comment/ System Comment = Users can add comments

    Enter any relevant Measures, and click to save measures,

    then click to finish adding the Heating/ Cooling system.

     

    NOTE: a Distribution System cannot be added without adding a Heating or Cooling System first. Once entered, each Heating/Cooling System needs to be associated with a Distribution System.

     


     

    >> Add Distribution

     

     

     

    The Distribution screen is used to identify existing distribution systems for heating and cooling records entered on the Heating/Cooling Dashboard screen and enter new measures to be installed. A distribution record should be entered for every heating and cooling system.

    Data entered on the Heating/Cooling Dashboard screen has a direct relationship to distribution information entered here. All heating and cooling systems must be entered into the system before distribution information can be added. Available options on some selection lists are based on heating and cooling records.

    > Click to add distribution. When finished, click to save

    This section contains the following data:

    • Distribution Systems = System, Pre Efficiency, Post Efficiency
    • Existing Distribution System = System Name, Family Type,
    • System Type, Efficiency (%)

    o Select Measure = Measure, Unit Cost, Quantity (total material cost calculated), Comment

    o Post Value = Post Efficiency (%)

    o System Comment

     

    >> Add Thermostat Settings

     

     

     

    > Click for the Thermostat Settings screen in heating and cooling, then click to add thermostat information. When finished, click to save. This section contains the following data:

    Zones = Name, Square Feet

    Thermostat Settings = Zone, Setting, Hours/Day, Days/Week, Pre/Post

    Seasonal Away Time = Zone, Setting, %Season, Pre/Post

     

    > The following buttons are available on the Heating/Cooling Dashboard screen:


     

    >> Add Attic Section(s)

     

     

    The Attic screen is used to identify all attic sections and vents in the unit and to enter new measures to be installed for those sections. The system will validate the size of the attic sections based on the House Dimension data entered on the Audit Information screen.

    > Click to add/edit each attic section. When finished, click

    This section contains the following data:

    Attic Sheet = Section Type, Section Name, Length, Width, (Square Foot calculated), Section Quantity, Roof Type, Roof Material, Chimney to Block, Recessed Lights, Dense Packed/ Storage to Move/ All High Vents, Existing R, Framing (Total R-Value calculated)

    Vents = Vent Types, Unit Cost, Quantity, (total material costs calculated), Comment

    Select Measures = Measure, Unit Cost, Quantity (total material cost calculated), Comment

    > The following buttons are available in this section:


     

    >> Add Walls

     

     

     

    The Wall screen is used to identify all walls in the unit and to enter new measures to be installed for those walls. Each wall can be given a unique label (name), and existing windows and doors can be added directly on this screen. All windows and doors must be associated with the appropriate wall(s) on this screen before measures for them can be added on the Window/Door screen.

    > Click to add each wall section. When finished, click

    This section contains the following data:

    Wall Sheet = Section Name, Existing R, Orientation, Framing, Width (ft), Height (ft), Buffered Zone, Section Quantity, (Net Square Foot calculated, Total R-Value calculated) Comment

    Create Window and Door Types= Section, Type Name, U Value, Width (In), Height (In), Total Quantity, SHGC, Percent Glass (see also: Add Windows and Doors)

    Wall Measures = Measure, Unit Cost, Quantity (Total Material Cost calculated) Comment

    > The following buttons are available in this section:

     

     

     

    REMINDER: Windows and doors can be added in either the Wall section or the Window/Door section. However, measures can only be entered from the Window/Door screen.


     

    >> Add Windows and Doors

     

     

     

    The Window/Door screen is used to identify window and door types in the unit and to enter new measures to be installed for those windows and doors. Each window/door type can be given a unique label (name). Windows and doors can also be entered on the Wall screen.

    > Click to add/edit each window or door. When finished, click .

    This section contains the following data:

    Window/Door = Section, Type Name, U Value, Width (In), Height (In), Total Quantity, SHGC, Percent Glass

    Window/Door Measures = Measure, Quantity, Unit Cost, (Total Material Cost calculated) Comment *Windows and doors must be associated with a Wall before measures can be added.

    > The following buttons are available in this section:

     

    NOTE: Users can add Wall measures without assigning windows to the wall. But the user will get an error message in Energy Savings if any windows are not assigned to Walls.


     

    >> Add Basement and Floors

     

     

    The Basement/Floor screen is used to identify the crawlspace, basement and floor sections in the unit and to enter new measures to be installed for those sections. The system performs energy savings calculations for both complex and non-complex basements (the basement section selected determines which calculation is performed).

    Complex Basement calculations determine the foundation space using the ground temperature of the space around the areas that touch those sections of the basement, the outside temperature and house temperature for appropriate surfaces such as basement ceiling, above grade walls and sills.

    > Click to add/edit each basement / floor section. When finished, click

    This section contains the following data:

    Basement/Floor Sheet = Section, Section Name, Section Quantity, Framing, Width (ft), Length/Height (ft), (Total R-Value, Square Foot calculated)

    Select Measure = Measure, Unit Cost, Quantity, (Total Material Cost calculated), Comments

    > The following buttons are available in this section:

     

    NOTE: The Basement checkbox is used to indicate that the section entered is not a part of the thermal space (heated and cooled) for the building and is not included in-house dimensions as it is not heated or cooled purposely. Sections entered on the House Dimensions screen with Basement selected are only used in the ASHRAE calculator.


     

    >> Add Air Infiltration Test Results

     

     

     

    The Air Infiltration screen is used to record pre and post blower door tests, enter exhaust vent information, and select new measures to be installed. The system automatically calculates the CFM50 reduction based on pre and post values entered on this screen and uses the LBNL energy loss algorithm to calculate pre and post measure energy loss loads.

    > Click at the beginning of the row to add/edit test results. Then click to save This section contains the following data:

    Pre-Test/Post Test

    o Target CFM50 (CFM50 Reduction and CFM(%) calculated)

    o Pre-Test = Test, Final Pre, Direction, Ring Type House Pressure (@pa), Fan Pressure (pa) CFM50, CFMnat, ACH, Attic Zonal

    o Post-Test = Final Post, Direction, Ring Type House Pressure (@pa), Fan Pressure (pa) CFM50, CFMnat, ACH, Attic Zonal

    Building Ventilation

    o Existing Exhaust Vents = Name, Type, Affected, Window Operable, New, Exhaust Fan(cfm)

    Select Measure = Measure, Unit Cost, Quantity, Comments

    Comment

    > The following buttons are available in this section:

     

     

     

    or


     

     

    >> Add Combustion Test Information

     

     

    The Combustion Test screen is used to record test results from combustion tests. Enter one record for each combustion system tested.

    > Click to create a record and enter test results. Then click .

    This section contains the following data:

    Combustion Test Detail = Equipment, Stack Temp, O2, Smoke, CO2, Manufacturer, Test Efficiency, Draft, Draft Over Fire, CO, BTU Input/Hour, BTU Output/Hour, Comment

     

    >> Enter CO Test Results

     

     

    The CO Test screen is used to record CO test results. Enter one record for each combustion system tested.

    > Click to create a record and enter test results. Then click to save.

    This section contains the following data:

    CO Test = Appliance, Pre, Post, Ambient, DHW Draft

     

    >> Add Combustion Safety Test Information

     

     

    The Combustion Safety screen is used to record Worst Case Depressurization Spillage and Carbon Monoxide test results.

    > Click to create a record and enter Combustion Safety Test information.

    Then click to save. This section contains the following data:

    Initial Setup = Living Space Ambient CO (ppm), Results (pass/fail), Outdoor Temperature (F)

    Worst Case Depressurization = Test Name; CAZ Open- Base (Pa), Gross (Pa), Net (Pa), CAZ Closed- Base (Pa), Gross (Pa), Net (Pa); Test Type

    Spillage = Appliance Name, Spillage Duration (Sec), Results, Test Type

    Carbon Monoxide = Appliance Name, Fuel Type, CO Measured (ppm), Result (pass/fail), Test Type


     

    >> Add Other Measures

     

     

    The Other Measures screen is used to enter measures that do not directly create energy savings, such as health and safety measures and/or other miscellaneous repairs.

    > Click to create a record and select measure from the drop-down list.

    Then click to save. This section contains the following data:

    Other Measures = Measure, Unit Cost, Quantity (Total Material Cost calculated), Comment

    > The following buttons are available in this section:

     

    NOTE: Exhaust Fans and related health and safety measures must be added in the WAP> Other Measures section.

    All measures added in the Infiltration section will be categorized as “infiltration” and are subject to the SIR requirement.

     

    >> Add Lighting Appliances

     

     

    The Lighting screen is used to identify lighting appliances in the unit and to enter new measures to be installed for those lighting appliances. Data entered on the Energy Consumption screen has a direct relationship to baseload data entered here. For Full House audits (energy modeling) the utility provider used for baseload must have energy consumption records, and the amount of usage for baseload must be specified before lighting records can be added.

    > Click to create a record and enter lighting appliances.

    Then click . This section contains the following data:

    Lighting = Appliance, Watts, Hours, Quantity, Spring Ratio, Summer Ratio, Winter Ratio, Comment;

    Select Measure = Measure, Unit Cost, Quantity (Total Material Cost calculated), Comment

    > The following buttons are available in this section:


     

    >> Add Refrigerator Information

     

     

    > Click to create a record and enter existing and/or replacement refrigerator information. Then click . This section contains the following data:

    • Existing Information = Refrigerator or Freezer, Unit Defects, Appliance, Make, Model No, Serial#, Type, Year, Size, Color, Ambient T, Metered/Annual Usage, Annual KWH

    Replacement Information = Location: Height (In), Width (In), Hinge Side, Model, Make, Annual Kwh, Size (Cu.Ft), Work Phone, Width of Access: Door (In), Hall (In), Exterior Door (In), Height (In), Width (In), Depth (In), Swing (In) Color, Cost; Canceled/ Fridge/ Ice Maker/ Color Cost; Comment

    > The following buttons are available in this section:


     

    >> Add Domestic Hot Water Heaters

     

     

    The Domestic Hot Water Heater screen is used to enter measures for the hot water heater. If replacing an existing heater with a new one users will also be required to provide specifics about the existing system. There are two sections in this screen: Hot Water Tank is used if replacing the existing tank, and Hot Water Measures is used to enter measures for a tank that is not being replaced

    Data entered on the Energy Consumption screens has a direct relationship to domestic hot water data entered here. The utility provider used for domestic hot water must have an energy consumption record and the amount of usage must be specified before data can be added. Available options on some selection lists are based on energy consumption data.

    > Click to create a record for each tank, measure, and tap temperature.

    Then click to save. This section contains the following data:

    Hot Water Tank = Name, Utility, Usage Ratio, Size (Gallons), Pre EF, Pipe Length, Temperature (oF), (H2O Inlet Temp, Pre Usage, Post Usage calculated); Comment

    Measure Name, Cost, Quantity, Post EF

    Hot Water Measures = Measure, Unit Cost, Quality (Total Material Cost calculated) Comment

    Additional Information = Saving %, Install Date

    Tap Temperature = Tap Name, Water Temperature, Test Results

     

    > The following buttons are available in this section:


     

    >> SIR Calculations

     

     

    The energy audit tool models any combination of heating systems and associated distribution systems, water heater specifications, blower door diagnostics, envelope, and appliances. Calculations include ASHRAE 62.2-2013 ventilation standards, zonal pressure testing, and combustion safety testing.

    During an audit, an auditor can select improvements at any time, which will be used to project energy savings. Energy savings projections are based on existing conditions, the nearest weather NREL weather bin, solar gain and soil temperature data, and the interaction between the home’s systems.

    The tool tracks health and safety measures and excludes health and safety repair costs from the project SIR and energy savings calculations.

    > Click to view SIRs.

     

    >> Upload Audited Job to WAP

     

     

    Prior to reinstalling any new version of the HEAT application on a tablet, be sure to upload all data collected on jobs to WAP. If job data is not uploaded, vital information that has been entered for a project may be lost. It is important to upload data at the end of each day to ensure the data is preserved for future use and to ensure that no information remains on the tablet should the tablet be lost or accessed by a non-approved user.


     

    5--Agency Reviews / Selects Measures

    Screen_Shot_2018-07-17_at_11.35.05_AM.png 

    > Review / Add Measures

     

     

    Once the audit information has been entered, the Selected Measures screen can be used to perform the next steps for the job. The Selected Measures screen displays all install measures, costs, quantities, and the total cost of the job, and allows users to view and edit information for all existing measures entered on Audits. The following tasks can be performed from this screen:

    • Edit Unit Material and Labor Costs

    Lock the Audit (Priority Audit only)

    • Create Work Orders

    • Print the Install List

    • Enter comments for any measure

    • Assign Funding Sources

    • Record Inspection Dates

     

    > The following buttons are available in this section:

    (prior to locking the Audit) (after Audit is locked)

     

    Review / Edit Measures

    Click to Edit a Measure = Unit Material Cost, Unit Labor Cost, Total Labor Cost, Inspection Date, Funding Source, Program Year, Vendor, Comment (Total Measure Cost calculated)

    Click to Assign Measure Funding Source = Funding Source, Program Year, Quantity, Labor Cost, Total Cost

    Assign a Vendor by entering Vendor (Total Cost calculated), and clicking

     

    Assign Funding Source(s)

    All measures must be assigned a funding source before the Work Order can be created. Select the funding source from the Funding Source drop-down menu. Click to save.

    Agencies can modify the funding source from the Selected Measure screen at the time of invoicing.

    If a funding source is pre-selected on the Client Information screen, Pre-selected Funding must be changed to “Null” (blank) before a different funding source can be assigned to the job.

    > Click the button to go to the Work Order Detail screen.


     

    Check SIRs for Compliance

     

     

    Once a vendor is selected, the contractor’s pricing is assigned to each measure. Users must “recalculate” the SIR on the Energy Savings Report to acquire an accurate SIR. Measures that don’t meet the minimum SIR requirements [SIR less than 1.0] will be flagged in red and not allowed on work orders. When this happens, the user can take the following steps:

    • Review details of existing conditions- make sure there are no typos or errors in entered data.

    • Check the measure to see that cost and quantity are entered correctly.

    • If unresolved, before the job is locked measures may be deleted from the Weatherization or Selected Measures screens.

     

    Lock the Audit

    Once an audit has been completed, reviewed, and SIRs checked for compliance,

    the Job must be locked before a Work Order can be created. Until a Job is locked, the user can freely edit measures and existing conditions; after being locked, Change Audit should be used to edit or delete measures and existing conditions (see: Change Audit, p.43).

     

    To lock the job for Full House audits:

    1. Open the Energy Savings screen
    2. Check that the top pulldown is set to: Use Estimated Costs
    3. Click
    4. Scroll to the bottom of the screen and click

     

    To lock the job for Priority (Other / No Energy Model) audits:

    1. Open the Selected Measures screen
    2. Click

     

    To UNlock a locked audit, open Energy Savings and click at the bottom of the screen. For this function, no Inspection, Install or Work Order records can have been created. This should be uncommon.


     

    6--Agency Creates Work Order

    Screen_Shot_2018-07-17_at_11.37.30_AM.png

    > Create Work Order

     

     

    The Work Order screen is used to create and manage subcontractor or crew work orders (scopes of work). A work order is created by assigning a job’s measures, along with comments/instructions and photos (if applicable). Each measure has a comment section to add any additional instructions pertaining to that measure. There is also a comment section for the entire work order that can be used by agencies to instruct vendors. The work order can then be printed or emailed (securely) directly to the contractor.

    The Work Order screen can be accessed from WORKFLOW on the main menu, or by opening the client’s record from the Client List screen and selecting Work Order from the WORK ORDER menu. If Work Order is chosen from WORKFLOW, all work orders for the agency will be listed.

     

    Select Measures

    Once the client record is opened, click to open the Work Order Details screen. A measure can be selected individually or multiple measures can be assigned to the same vendor.

    Comment = Enter general work order comments for the vendor or crew

    Work Order Details = Select the desired measures to add to the work order and edit where applicable.

    > Work Orders include:

    • A description of the work

    • The relevant work specification and specification citation

    • Any special measure specific comments or general comments

    • Photographs, when relevant

    • The assessor's general comments about the job

     

    Select Vendor

    > Select a vendor from the Change Vendor drop-down list under Update Multiple Measures

    • To select multiple measures to the same vendor, Hold down the CTRL Key while left-clicking the mouse to select multiple measures (selected measures will be highlighted)

    • Select a Vendor from the Change Vendor To drop-down list in the Update Multiple Measures Box.

    > Click (or if all measures are being assigned to a single vendor or crew).

    > Click to generate/ print new work orders for assigned vendors.


     

    Print Work Order

     

     

    > Open a work order by clicking Edit and then clicking the Print button.

    Check: Work orders can be printed without costs.

    Print options = include costs, include photo

    > The following buttons are available in this section:

     

    REMINDER: Before printing a work order, the user must check SIRs for compliance.

    CAUTION: Once the user clicks Save or Print the Job Status automatically changes to Work Ordered and the job is “locked”, meaning that measures cannot be edited. If the Job Status is Audited or Scheduled users can add and delete measures and change contractors on the Selected Measures screen at any time.

     

    Delete a Work Order

    A work order can only be deleted if it has a Job Status of Work Ordered. If the status is Install, the work order must first be deleted from the Installation screen. If the status is Inspection, it must first be deleted from the Inspection screen, then the Installation screen.

    Deleting a work order will not delete the measures from the job, it only removes the work order.

    1. Select Work Order from WORKFLOW on the main menu, or by opening the client’s record from the Client List screen and selecting Work Order from the WORK ORDER menu.

    2. At the beginning of the row, click Delete to remove the work order.

     

    Delete Measures on a Work Order

    Once a work order is created with measures, the measures cannot be deleted from the work order. The system is designed with this security measure to ensure quality work order and job tracking data. An available option is to delete the work order, which will release the measures.

     

    Change Vendors on a Work Order

    Once a work order is assigned to a vendor, the vendor cannot be changed. The system is designed with this security measure to support effective vendor/crew coordination. An available option is to delete the work order, which will release the measures so they can be reassigned to a different vendor/crew.


     

    7--Agency Notifies Contractor / Contractor Invoices Agency

     Screen_Shot_2018-07-17_at_11.40.20_AM.png

    > Agency determines the method

    Agency will notify the contractor through the agency’s normal processes to begin the audit. If an issue is found, the contractor may request a change to the initial measures requested.

    > Change Audit

     

     

    The Change Audit screen is used to make changes to the original energy audit after the job is in a Work Ordered status (work orders have been created for all measures for the job). Existing conditions and/or measures can be changed or deleted and new measures can be added. Change Audit may be used multiple times for a job if necessary. All changes can be viewed and/or printed, and once the changes are submitted and approved, the Work Order and Selected Measures screens are automatically updated with changes.

    The Change Audit screen can be accessed by opening the client’s record from the Client List and selecting Change Audit from the WORK ORDER menu.

     

    Features and Tasks

    The following tasks can be performed from this section:

    • Request a Change Audit

    • Make Changes to the Audit

    • Photographs, when relevant

    • Submit Changes

    • Approve or Deny Changes

    • Change Audit Report

    • Related Tasks and Information

     

    Request a Change Audit

    From the WORK ORDER Menu:

    1. Select Change Audit from the menu; then click
    2. To edit an existing measure, click Edit at the beginning of the row for that measure. This will open the weatherization screen for that measure where existing conditions may be changed, and the measure can be edited or deleted.
    3. To add a new measure, go directly to the appropriate weatherization screen and enter the measure.

     

    NOTE: Do not delete existing Work Orders after making changes on this screen; existing Work Orders will be automatically updated with all changes. New measures are not automatically added to existing work orders; if new measures are added, the user will need to create a new work order(s).


     

    ReLock the Audit

    Once an audit has been changed, it must be locked again before changes can be submitted (see: Lock the Audit, p.40).

     

    Submit Changes

    After locking the audit, return to the Change Audit screen.

    1. Click This will put the job on Change Audit Approval.

    The changes must be approved before proceeding with the Installation.

    1. Enter Comments describing the changes and/or reason for the changes.

     

    NOTE: Work Orders and Selected Measures are automatically updated with changes made using Change Audit. If new measures are added using Change Audit, a new Work Order will need to be created for those measures.

    On the Job List screen, all jobs that have had a Change Audit will display with a superscript (2) at the end of the job number.

     

     

     

    8--Agency Installs Measures

    Screen_Shot_2018-07-17_at_11.42.12_AM.png 

    > Verify / Edit Each Measure

     

     

    The Installation screen is used to record completed contractor or crew weatherization work orders. After the work is complete, use this screen to enter the date work was completed and related comments.

    The Installation screen can be accessed from WORKFLOW on the main menu, or by opening the client’s record from the Client List screen and selecting Installation from the WORK ORDER menu. If Installation is chosen from WORKFLOW, all work orders for the agency will be listed. Individual work orders can be located by searching by Job Number, Status, First or Last Name. If selected from a job, only work orders for that specific

    client and job will be listed.

    > To complete an installation, click Edit at the beginning of the row to enter Installation Detail screen

    Information = Enter comments, installation date

    Measures = Edit quantity and costs where appropriate

     

    > The following buttons are available on the screen:

     

    REMINDER: Once a Full House Audit has been Locked, edits to measures cannot be made on Installation. It is recommended that any updates at this stage should be made on the Inspection screen.


     

    9--Agency Inspects Job (QC)

     Screen_Shot_2018-08-02_at_12.15.26_PM.png

    > Inspect Job and Record Status of Inspection

     

     

    The Inspection screen is used to record completed inspections. After the work is complete, use this screen to enter the name of the inspector, inspection comments, the date the inspection was completed, and whether each measure passed or failed.

    The Inspection screen is accessed from WORKFLOW on the main menu or by opening the client’s record from the Client List screen and selecting Inspection from the WORK ORDER menu. If Inspection is chosen from WORKFLOW all work orders for the agency will be listed. If Inspection is selected from a job only work orders for that specific client and job will be listed.

    > To complete an inspection, click Edit at the beginning of the row

    Inspection Detail = Enter the Scheduled inspector name, date and any comments

    o Print the desired Agency QC Form to bring to the job and document inspection results

    Measures = Review/edit quantities and costs of all materials.

    o If the values have changed, enter new values in the Inspection Quantity, Inspection Unit Cost, and Inspection by clicking Edit at the beginning of the row for that Labor Cost

    o Click to Save.

    • Quantities and costs default to values entered on the Installation screen.

     

    > The following buttons are available in this section:

                                        .    

     

     

    NOTE: Changing measure quantities on the tablet will not change labor costs. Users must upload the inspected job to WAP to manage quantity changes. Users must also recalculate the Energy Savings Report whenever measure quantities change.

     

    Recalculating SIRs - Actual Cost

    At Inspection, Actual costs are entered in the Inspection screen. Prior to this, the Energy Savings report uses Estimated cost values to calculate measure savings; once entered, SIRs are automatically recalculated using Actual cost values, and Energy Savings will reflect these by default. On the Energy Savings screen, the user may select either Estimated or Actual costs from the drop-down menu box.

     

    Upload Inspected Job to WAP

    After the work order, installation and inspection are complete for all measures, go to the WAP menu and choose the Selected Measures screen to make sure all measures have an inspection date and funding sources are assigned before invoicing a job.


    10--Agency Uploads Signed Required Documents to WAPScreen_Shot_2018-08-02_at_12.19.09_PM.png

    > Scan Signed Documents and Upload to WAP

     

     

    Before a CHIP or WAP job can be invoiced, Agencies must upload required documents for the job into the WAP Document section of the software, located in the WAP menu. All required documents are listed on the Documents screen by document name and can be sorted alphabetically for easier viewing. Each of the documents listed must be marked as either “Complete” or “Not Required.” (see: Update Multiple Documents, below).

      

     

    NOTE: The system currently only allows for one file per document section. If

    missing or incorrect documents are identified in a bundle, agencies will be

    asked to upload the respective document as an individual document.

     

     

    Screen_Shot_2018-08-02_at_12.22.25_PM.png 

     

    Upload Required Documents as Attachments

    Upload required documents as they are received. Once uploaded, users may view the documents at any time during the job process.

    1. Click at the beginning of the row, which brings users to the Edit Document Information screen.

    2. Under Upload File, click

    3. Locate the file to upload and click Open.

    4. Mark the document as complete, and click

     

    Update Multiple Documents

    Use the Update Multiple Documents feature (bottom or the screen) to mark all documents as “Not Required” by selecting and clicking the “Apply All” button. Then change the status to “Complete” for only required documents at the time of uploading.

     

    Electronically signed Documents

    When the job is uploaded back to WAP, any electronically signed documents will automatically be imported to the WAP Documents and the document status marked as “complete.”

     

     


     

    > E Signature

    Electronic signatures are typically captured during an energy audit on the tablet. Only certain documents are available for electronic signature at this time.

     

    Setup

    Users will need to download a free third-party app called “HelloSign” from the app store.

     

    Use Electronic Signature on the Tablet

    HEAT supports electronic signatures on documents using iPads (tablet). This feature allows field assessors/auditors to have clients approve documents with their signature while at the client’s home.

    Step 1: Download HelloSign on the tablet

    1. On the iPad go to the app store and search for HelloSign and install.

    2. When “HelloSign” is first opened, the user needs to sign up for a free account (if the user has a Gmail account, they can sign in with the existing Google account, or create a new account.)

    Step 2: Use Electronic Signature

    1. Open the Job on the tablet.

    2. On the HEAT dashboard, open the Document icon and select (with a single tap) the electronic document.

    3. When ready to electronically sign, or fill out more information on the electronic document, tap the top right icon on the tablet.

    4. In the top right icon of the screen click “Open in HelloSign.” The electronic document opens in HelloSign.

    5. Tap at the bottom to add additional text, signature or date. Then tap to place the signature and sign.

    6. After signing, click Send, then click Open In and then click HEAT. This returns the document, signed, to the HEAT app.

     

    *Form available for electronic signature on the tablet. Electronically signed forms will populate the Wap Documents section of the system once the user uploads the tablet to HEAT / WAP.

     

     

     


     

    11--Agency Invoices Jobs

    Screen_Shot_2018-08-02_at_12.27.17_PM.png

    > Prepare Job for Invoicing

     

    The job must have a work order, installation and inspection dates assigned before a job is eligible for invoicing

    1. Check Budget Balance.

    2. Check SIR for WAP jobs.

    3. Upload Required Documents.

    4. Assign Funding Source. Prior to invoicing a job, the users can select/ confirm the funding source for each job in the Selected Measures section of the system.

     

    Check Budget Balance

     

     

    1. Leave sort criteria blank to display all budgets.

    2. Click Search.

    3. Click “Export to Excel group by Funding Source.”

     

    NOTE: The number of completed units will only be updated when invoices are submitted. Budget balances are updated whenever costs are added to an invoice, even if the invoice remains open and is not submitted. Balances are also updated when amendments are made to existing invoices.

     

     

    Check SIR

     

     

    Energy Savings Report - Provides an overview of the job and the SIR. Users are encouraged to “Recalculate” the SIR prior to invoicing.

     

    Upload Required Documents

     

    The state relies on each agency to maintain all required documentation that is not uploaded to HES. This documentation must be maintained for subsequent review (such as an audit). Each agency is required to submit all required documents (including photographs) for each job in HEAT / WAP for subsequent review and payment. All required documents are listed on the Wap Document screen and can be sorted alphabetically by clicking “Document” in the gray title bar. Users will need to mark uploaded documents as “Complete” and mark non-relevant documents as “Not Required.”


     

     

    > Assign Funding Source

     

     

    There are multiple ways to assign funding sources to the measures on the Selected Measures screen: Users have the ability to assign all measures to the same funding source; to assign separate funding sources to individual measures, or to split a single measure between multiple funding sources.

     

    Assign All Measures to the Same Funding Source:

    Select the Funding Source from the drop-down box at the bottom of the screen, then click to assign that funding source to all measures.

     

    Assign Individual Measures to Separate Funding Sources:

    1. Click Edit at the beginning of each measure’s row.

    2. Select a funding source from the Funding Source drop-down list.

    3. Click Save .

     

    Split an Individual Measure Between Funding Sources:

    1. Click Assign Measure Funding Source at the beginning of each measure’s row.

    2. Click Add and select a funding source from the Funding Source drop-down list.

    3. To split material costs In the Quantity field, enter the portion of the measure to be assigned to this funding source.

    For example, if the quantity for the measure is 1 and is being split between 2 funding sources, change the quantity to .5 per source.

    To split labor costs Enter the appropriate labor cost, and click Save

    4. Click Add and repeat the above steps to assign additional funding sources to the measure. The measure now appears on the list associated to each funding source.

    5. Click Save at the bottom of the screen.


     

    > Create and manage invoices

     

     

    The Invoice List is used to create and manage invoices. Agencies can add jobs and indirect costs to new or existing invoices.

    The following information is displayed in the columns: Invoice Number, Status, Agency, Direct Cost, Indirect Cost, Total Cost, Funding Source, Invoice Date, Payment Date, Payment Number, Photo, and Comment.

    Invoice reports can also be generated from this screen.

    The work order, installation, and inspection must be completed before a job can be invoiced.

    • One funding source per invoice.

    • Only invoices with a status of Open can be edited or deleted.

    • Budget items must have available funds (see the Budget section, section 5, prior to invoicing for more information).

    • If eligible jobs do not appear on the Invoice List, click (see Missing Jobs, next page, for more information).

    • Once an invoice is Submitted, the jobs associated with the invoice (and associated jobs) are locked.

     

    NOTE: Submitted invoices need to be released from the Payment List by a system administrator before they can be edited or deleted. Paid invoices cannot be edited or deleted.

     

     

    Add Direct Costs to an Invoice

    > Click on Invoice List from the menu; the screen will show a list of Open and Submitted invoices.

    To create a new invoice, click Add at the bottom of the screen.

    To add a job to an existing invoice, search for the invoice and click Edit

    at the beginning of the row.

    1. Under Manage Jobs on Invoice (Direct Costs), click Add.

    2. Enter a date in the End Date field. The date defaults to today’s date and can be changed.

    3. To search for and add a specific job by the job number, funding source and/or by client name and/or address, enter the client’s First Name, Last Name and/or Street.

    Click to display a list of all jobs that meet the search criteria and are ready to be invoiced.

    4. The Contract Year defaults to the current Program Year. If the agency is invoicing against a different program year, enter the year here.

    5. To add all jobs on the list to the invoice, check the Select All checkbox above the list. To add specific jobs, click the checkbox next to the jobs the agency wants to add.

    6. Click Save.


     

    Add Indirect Costs to an Invoice

    > To add indirect costs to an existing invoice, open the invoice and click Edit at the beginning of the row.

    To create a new invoice, click Add at the bottom of the screen.

    Under Indirect Costs on Invoice (expand/contract), click Add

    When adding indirect costs to an existing invoice:

    1. Complete the required fields:

    • Select the Budget Type from the drop-down list

    • Select the Funding Source from the drop-down list

    • Enter the Program Year

    Enter a Start Date

    Enter an End Date

    Bill Amount = enter the amount for the Budget Type selected.

    The amount will automatically calculate when entering “Support”

    or “Misc Expenses” Budget Detail (#2 below).

    • Enter a Description for the indirect cost

    2. If the Budget Type is “Support” or “Misc Expenses”: under Bill Detail Click Add

    3. Enter additional Budget Type(s) and Bill Amount.

    4. Click Save and enter next Budget Type.

    Missing Jobs

    If a job or jobs do not appear on the list, click

    (Under Manage Jobs on Invoice (Direct Costs), click )

    This will display a list of jobs that are not ready to be invoiced and indicate the following reason(s):

    1. No Funding Source – displays the number of measures for the job that do not have a funding source assigned.

    2. No Install Date – displays the number of measures for the job that do not have an installation date.

    3. Need Approvalthe job is on the Measure Approval or State Approval list and is awaiting approval by a state administrator.

    4. Waiting Monitor – the job has been selected for Monitor Inspection and the inspection is not complete.

    5. Missing WAP Documents – displays the number of WAP Documents that have not been marked as Not Required or Complete (based on administrative settings).

    6. During Change Audit – the job is in the midst of a Change Audit in progress.

    7. No Cost – displays the number of measures for the job that do not have a cost added.


     

    > Submit Invoices

    From the Invoice List screen:

    1. Check the box at the top of the invoice list to submit all invoices on the list.
    2. To submit specific invoices, check the box at the left of the invoices the agency is ready to submit.
    3. Enter a date in the Invoice Date. The date defaults to the present date and can be changed by using the Calendar feature or by directly entering a date.
    4. Click .

     

    NOTE: Submitted invoices must be released from the Payment List by a system administrator before the invoice can be edited or deleted. Paid invoices cannot be edited or deleted.

     

    > The following buttons are available in this section:[f]

     

     

     

     

     

     

     

    12--State Receives Invoice

     

    > State Processes Submitted Invoices

     

     

    State Technical and Compliance Monitors (“Monitors”) may conduct desk reviews on any and all jobs prior to payment, and according to general monitoring guidelines.

     

    13--State Pays Agency

     

    The state will continue to pay agencies based on the normal FSR process and does not use HES except for monitoring.

     

     

     

    14--State Submits Reports

     

     

    The state will submit required quarterly DOE Demographic Reports to DOE

     


     

     

    Section 5. Agency Budgets

     

    > Budget Allocations

     

     

    The creation and modification of funding sources allocated to an agency’s budget is controlled at the state level through a user interface. Agencies may access their budgets and monitor the amounts allocated to specific funding sources from the REPORTING > Budget Balance section of the software.

     

    View and Monitor a Budget

    To view a Budget Balance, go to the Budget Balance screen under REPORTING.

    The user can use the fields provided to search for a specific budget by Agency, Funding Source, and/or Contract Year. The complete information can be viewed by sliding the scrollbar at the bottom of the screen.

    From the Budget Balance screen:

    Click 'Export to Excel group by Agency' to export all data on the screen sorted by agency. This report is most often used by administrators who need to see budget information for all agencies.

    Click 'Export to Excel group by Funding Source' to export all data on the screen sorted by funding source.

    Budget Realignment

    If agency billings results in a Budget Type increase from the originally approved budget amount, State requires a preapproval and a revised budget must be submitted to ra-pawaphelpdesk@pa.gov for approval.

     

     

    > Check Budget Balance

     

     

    The Budget Balance screen is used to check the initial budget and available balance for each funding source and budget type, and the total budget and balance. Agencies can also view the number of units assigned to the agency for each funding source, the number of units that have been completed and the number of units that have not been completed.


     

     

    > Budget Adjustments

     

     

     

    WAP does not allow a Budget Type to go into the negative. Therefore, State has made the Adjust Budget feature available for WAP Agencies, to allow each agency the option to reallocate funds among certain Budget Items.

    Agencies should use the manual process currently in place.

    WAP Agencies are allocated specific budget amounts for each funding source. Budget amounts are then divided among various direct and indirect cost referred to as Budget Items. For example, if a budget amount was allocated to MA-DHS-Crisis direct costs, WAP Agencies can reallocate monies between Program Operations and Program Support. The following Budget Items are available for adjusting:

    • MA-DHS-Crisis: Program Operations and Program Support
    • MA-DHS-WAP: Program Operations and Program Support
    • MA-DOE: Program Operations and Program Support

     

    NOTE: Budget Item adjustments cannot exceed the amount allocated to the Budget Type.


     

     

     

    Section 6. Other

     

    > Capture Dates

     

    The system tracks the dates and enforces system control in the following weatherization statuses: Eligible, Scheduled, Audited, Work Ordered, Installed, Inspected, Completed, Invoiced and Paid and State Monitored. A user can run reports for any of these statuses, or leave the status field blank to retrieve a report of all statuses.

     

     

    > Changes to Measures, Pricing or Other Data

     

    During the launch of the software application, data sources may need to be changed and updated. These types of changes occur behind the scenes and access is limited to only certain users/administrators with appropriate rights and role assignments. When certain items are changed, for example, an energy saving measure, the change may have an effect on data already entered into a project screen. For a change to correctly update an already populated field, it may be necessary for the user to delete the measure and re-enter the measure in order to obtain an accurate SIR.

     

     


     

     

    Section 7. Troubleshooting

     

    Quick and handy user guide to some of the most common issues that may occur and ways to resolve them.

     

    > Tips & FAQs

     

    SIR questions in general: Why is it too high, or too low, how do I change it?

    https://hancocksoftware.zendesk.com/hc/en-us/articles/209320526-Why-is-my-SIR-so-high-or-low-or-Why-do-I-have-high-or-low-Energy-Savings-

     

    How to Submit, Close, or Change Audit

    https://hancocksoftware.zendesk.com/hc/en-us/articles/204829150-Change-Audit

     

    Cannot Invoice / Energy Savings Screen Errors (ESS)-

    A lot the time they're missing Pre and Post-tests.

    https://hancocksoftware.zendesk.com/hc/en-us/articles/204558694-Air-Infiltration

     

    Windows and Walls not entered correctly cause issues on the ESS as well.

    https://hancocksoftware.zendesk.com/hc/en-us/articles/115002344226-Unable-to-Run-Energy-Savings-Report

     

    The Google Chrome Dialog Box Error

    https://hancocksoftware.zendesk.com/hc/en-us/articles/211069843--Window-Dialog-style-could-not-be-loaded-message-when-viewing-WAP-in-Google-Chrome-browser

     

    Changing Funding Sources

    https://hancocksoftware.zendesk.com/hc/en-us/articles/212788306-Edit-or-Change-Funding-Source-and-Common-Errors

     

    Correcting General Data Entry Mistakes

    https://hancocksoftware.zendesk.com/hc/en-us/articles/211398983-How-to-Correct-Data-Entry-Mistakes-for-Jobs-that-are-Paid-or-Invoiced

     

    Issues Locking or unlocking jobs

     

    SIR Violating Funding Sources

    PA requires an SIR of 1 or higher.

     

    Issues with the Hot Water Tank:

    https://hancocksoftware.zendesk.com/hc/en-us/articles/204567154-Domestic-Hot-Water-Heater

     


     

     

    Section 8. Reports

     

    This section provides an overview of the reports which are available within Hancock Software’s web-based platform, and where they can be found in the system. There are a total of ___ reports available to agencies that are addressed in this user manual.

     

     


     

     

     

     

     

     


     

     

     

     

     

     

     

     


     

     

     


     

     

     

     

     

     


     

     

     

     


     

     

     

     


     

     

     


     

     

     

     


     

     

     

     

     


     

     

     

     

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