How To Process Section 8 Inspections

Log into the Inspection Program

Section 8 Reexamination Report

This Report will give the user a list of Inspections Due based on the criteria entered

NAVIGATION: PROCESSES menu > Reexamination Report

  1. Leave Project From/To and Program Type Fields Blank
  2. Sort the Report by Tenant Number or Name (default of Tenant Number)
  3. Select a Date option (click in a circle to place the dot in your choice) Selections are:
    1. Next Re-Exam Date
    2. Last Re-Exam Date
    3. Last Inspection Date
  4. Enter a Start and End Date for the report
  5. Select a Caseworker if applicable or leave this field blank
  6. Click Preview, Print, E-mail or Export option for the report.

Pull Section 8 Units

This function will pull Section 8 units for Inspection based on the criteria entered

NAVIGATION: PROCESSES menu > Pull Section 8 Units

  1. Enter a Project number to pull by project or leave blank to include all projects
  2. Project Name should be left blank
  3. Select a Date option to use based on HA preferences from the following:
    1. Last Inspection Date
    2. Next Reexamination Date
  4. Enter or select a Start and End Date for the Range
  5. Click on the Process Button. Click OK when Process is finished

NOTE:  This function should pull the same units as the above Report if date selections are done correctly

Schedule Section 8 Units

There are two scheduling options:

  1. Schedule Inspections Single Date/Time
  2. Schedule Inspections Multiple Date/Time

Schedule Inspections Single Date/Time

This function is used to schedule Inspections that were pulled for one date at a time. 

NAVIGATION: ACTIVITIES menu > Single Date/Time

NOTE:  User can order the Tenants by Last Name or Address. Click on the arrow beside “Select Grid Order” at the bottom of the view and make the appropriate selection

  1. Enter or select a Scheduling Date
  2. Select a Group Code (Usually Section 8 or the group code the HA has set for section 8)
  3. User should now see all units that were pulled in Step 2  
  4. User can enter an Inspection Time or leave the field blank as it is not required.  The format is 09:00A
  5. Select or enter a Handheld Number (this is a required field)
  6. Enter a Handheld Number for all Inspections to be done on the entered scheduling date
  7. When finished, click the Save button

New Scheduling Date

  1. Enter or select a new Scheduling Date
  2. Click the “Rebuild Button”
  3. All scheduled Inspections for the previous date will disappear
  4. Unscheduled Inspections will be in the grid
  5. Repeat the process of entering Inspection Times and Handheld Numbers
  6. Continue entering new dates as needed until you have all the inspections scheduled
  7. Close the View and continue with the Scheduled Inspections Report

Schedule Inspections Multiple Date/Time

This function will allow the User to schedule Inspections that were pulled in Step Two

NAVIGATION: ACTIVITIES menu > Multiple Date/Time

NOTE:  User can order the Tenants by Last Name or Address.  Click on the arrow beside “Select Grid Order” at the bottom of the view and make the appropriate selection

  1. Select a Group Code (usually Section 8 unless the HA has a set a different group code)
  2. Scheduling Grid
  3. Enter or select a Handheld # and press the TAB key
  4. Enter or select a Scheduled Date and press the TAB key
  5. Enter a Time.  A scheduled time is not necessary, but if a time is entered, user needs to enter in this format: 09:00A or P.  Press the TAB key.
  6. Continue to enter a Handheld #, Scheduled Date, and Time (if necessary) for all Inspections
  7. Click the Save button
  8. Close the View

Continue with the Scheduled Inspections Report

Scheduled Inspections Report

NAVIGATION: REPORTS menu > Scheduled Inspection Report

This Report will allow the user to view Inspections that are scheduled on the specified dates

  1. Select an option for Inspector Selection (use <<All Inspectors>> to get a report of all scheduled inspections)
  2. Schedule Date Range. Enter or select a Start and End Date for the Report
  3. Select one of the following Inspection Types:
    1. <<All Inspection Types>>
    2. Initial
    3. Annual
    4. Special
    5. Quality
    6. Move-Out
    7. Reinspect ion
  4. Display / Order By  Click in a circle to place the dot in one of the following orders:
    1. Unit Number
    2. Address
    3. Tenant
    4. Group
  5. Preview, Print, E-mail or Export the Report

Sync Tablet

  1. Sync the Inspections from Desktop to Handheld
  2. Turn Handheld on > Enter Password
  3. NAVIGATION: Sync > Sync Tablet
  4. Select Copy Information from Main System to Handheld
  5. Transfer Information
  6. Select a Handheld Number
    1. THE HANDHELD NUMBER SHOULD MATCH THE HANDHELD NUMBER DURING SCHEDULING PROCESS
  7. Enter or select a Start Date
  8. Enter or select an End Date
  9. Press the Synchronize button
  10. All Inspections that were scheduled between these dates will Sync to the Handheld

Process Inspections

In the Handheld:

NAVIGATION: Activities > Inspect

  • Select the Inspection #

    • When correct Inspection # or Unit is selected, the Inspection Process can begin

  • Click on the Arrow beside Rooms and select the correct Room

    • To add a Room, click on the Add Room button and fill in the Locations

    • Continue to select rooms or add rooms if needed until all rooms have been inspected.

  • Once Inspection is complete, Click Save Inspection.  If the Save Inspection is grayed out, the Inspections has been saved

  • After all Inspections have been Processed, turn the Handheld Off

Sync Inspections from the Handheld to the Desktop

Turn the Handheld On > Enter Password if necessary

Sync Tablet

NAVIGATION: Sync > Sync Tablet

Direction

  •  SELECT “COPY INFORMATION FROM HANDHELD TO MAIN SYSTEM”

  • Press the Synchronize button

Completed Inspections will now be transferred to the Desktop

Finishing up the Inspections

Inspection Master

NAVIGATION: Activities > Inspection Master

Pull up the desired Inspection a few ways:  

(1.)  Enter the Inspection # and hit Tab Key  

(2.)  Select the Inspection # / Unit Address

  • Click the Inspection Tab.  Verify Inspection Type

  • Fill in the following information for Inspection Tracking

    • Enter Inspection Date (when user clicks in the Date field, the Date will default from Scheduled Date)

    • Enter or select the Inspector

    • Enter or select Type of Inspection

    • Enter or select a Conclusion

    • For Units that FAIL, a Follow Up Date should be entered or selected

    • Return to General Tab.  User should Save Without Clearing (SWC) by clicking on the arrow beside the Save Icon and selecting SWC

Go to program Tool Bar

  • Click Print and select Inspection Form from the menu.  The system is set to Print the Cover Page, Inspection Detail, and Inspection Summary.  User can uncheck the boxes if all pages aren’t needed

Go to program Tool Bar

  • Click Print and select Custom Letters and Forms from the menu

    • Select the Inspection # if not already showing

    • Select the correct Letter or Form and Click Print and then click Start

      • Close the Letter View

  • If the Unit Passed Inspection, go to Tool Bar and click Complete and select Move Inspection to History from the menu

2/2021

NEED MORE HELP?  Submit a ticket to the Help Desk or call (814) 535-7810 or (800) 889-3388