Property Maintenance Program

Demonstration Prepared for:

 

City of Virginia Beach

Housing & Neighborhood Preservation

 

Initech, LLC

Robert St. Martin

Glenn Semones

 

October 25, 2002

 


Complaint Process –

 

 

Click on the property tab.

 


Complaint Process –

 

 

Use the search container to find the property you want.  You can lookup by property Id, GPIN or Address.  Once the property is found then hit the ‘Ok’ button.

 


Complaint Process –

 

 

This screen has 4 tabs.  The property screen shows the selected property.  Tab 2 shows all inspections associated with this property.  Tab 3 will display the violation(s) for the selected inspection.  Tab 4 is any fee(s) associated with the chosen violation.  To add an inspection you go to tab 2 and hit add.  To edit an existing inspection, you select the inspection you want and hit edit.  Tab 3 is for viewing only.  Tab 4 can be used to view or you can hit edit or add to apply a new fee.

 


Complaint Process –

 

 

Hit add button to enter another inspection.

 


Complaint Process –

 

 

This screen appears:  Now from the drop down you can select complaint, patrol, systematic or CC schedule.  Fill in all the blanks known and when finished hit save.  This will take you to the schedule form for an ‘Add’ but for an ‘Edit’ this will enable tab 2 and 3 provided the inspection has been conducted.  Note: for Patrol, the conducted should be filled in and it doesn’t go to the Schedule form, instead it goes into tab 2 ‘Violation’.

 


Complaint Process –

 

 

All known boxes have been filled in.  Hit the save button to continue.

 


Complaint Process –

 

 

The schedule form shows all appts already existing.  You now need to add an appt time and save it.  Note: if you try to add an appt. over an existing appt., you will receive a message saying that an ‘appt already exist’.  Once appt is saved hit ‘Esc’ to continue on.  Note: you can select options Follow up or Set Time.  Set time is defined as follows: It tells the inspector must show up at that time.  Follow will occur automatically on follow up appts.

 


Complaint Process –

 

 

After scheduling you are brought back to this screen.  You can either conduct it and add violations or hit ‘Esc’ to go back to the property screen.  For training purposes we will conduct this inspection now.  First hit Edit, then select a conducted date and hit save.  This will enable the tab 2 ‘Violation Tab’

 


Complaint Process –

 

 

The violation tab shows all violations associated with the inspection your working with.   So, since this is a new inspection with no violation the grid is blank.  From here hit the add button.  Note: if you wish to edit an existing violation(s) you need to select the violation you wish to edit and hit ‘Edit’

 


Complaint Process –

 

 

Tab 3 is where you enter in all the violation info.  Some pre-fill occurs, Inspection Type, Notice Type, inspection Id, Conducted Date and any forms that apply to this inspection.  Enter in the violation Code, Violation Action, Phrase (You can new add phrases from the utility screen).  Extras include: Multiple notices, if you want to send a notice to a mortgage company or the owner you can check the multiple notice and fill in the required fields.  If you choose for your violation code a vehicle button appears, hit this and fill in all known inoperable vehicle info.  Lastly, all checked off forms will print out.  If you have multiple notices they will also print out as well.  I have set the printing option to display the print preview, print, save as file.  Hit the ‘Save’ button now.  This will save and print the violation out; at the end of this process a message box will appear to add another violation.  If yes is chosen then you will be able to enter in another violation.

 


Compliant Process –

 

 

When ‘Save’ is chosen from Violation tab it will pull up the schedule form to set an appt for a follow up.  This process is the same as adding the initial schedule.  Once Appointment is set hit ‘Esc’.

 


Complaint Process –

 

 

The saved violation now appears in ‘Violation Information’ (tab 2).  From here you would normally hit ‘Esc’ and go on to the next inspection.

 


Complaint Process –

 

 

Later after the inspection has been rehabbed, the clerical staff will need to update this inspection to compliant.  Instead of running through the whole process you simply lookup the property and go to tab 3 ‘Violations’.  From here hit edit and at the bottom will appear a container to select a rehab date.  Choose the date you want and hit ‘Save’.  This completes the complaint process.

 


Patrol Process –

 

This process is the same concept as complaint except when you hit new inspection and choose patrol and then save, the save process will take you to the violation tab automatically.  You skip the schedule form (cause they already been out there) Adding violations and rehabbing them are the same.

 


Fee Process –

 

 

This is the starting point for adding Fee’s, Judgment’s and Payment’s.  First select the ‘Lookup’ button.  A search container will appear.

 


Fee Process –

 

 

You can search by: Property Id, GPIN, Inspection Id or Violation Id.  Once you find the violation you want to work with hit ‘Ok’ to continue.

 


Fee Process –

 

 

After you select Fee / Invoice tab hit the ‘Add’ button.  This will bring up the containers with all the info needed to add a fee.  To add an administrator simply select the fee type combo box and choose administration, this will pre-fill the amount into the fee cost text box.  Now hit the ‘Save’ button.  Now to add a mobilization do the same and also choose a company name that will be doing the work.  Note: once this has been done, you can set judgments; payment’s and prints out any forms needed.  The invoice form is available to the user every time they come in to this fee.

 


Fee Process –

 

 

This is the judgment tab.  Here you hit add and fill in all necessary boxes.  Once a judgment is placed you can print a request judgment form and send to appropriate dept.

 


Fee Process –

 

 

This is the Payment tab.  From here you can add a full or partial payment.  You can also print out a Certificate of Satisfaction in part or whole, depending on amount paid.  Once you hit ‘Save’ this will reduce the amount owned balance.

 


Blocking Inspector’s

 

 

From the main screen choose utility, then select tab 2 ‘Blocking Hours’.  You can select one or all inspectors.  You can select one day or multiple.  You can select the reason needed.  You can select a certain time or all day.  Once you select the options hit ‘Ok’ and the system will check for conflicts.  If one occurs it will message box you, else it will ask you to proceed.

 


Adding Phrase’s –

 

 

This tab is also located in the utility screen.  From here choose ‘Add’ to enter a new phrase or ‘Edit’ to edit an existing phrase.  Once information is entered hit ‘Save’.

 


Add / Editing Users

 

 

This is also located in the utility screen.  To ‘Add’ or ‘Edit’ an user select add or edit then put in all necessary information then hit ‘Save’.