housing reporting toolbox user guide - fac.dhhs.vic.gov.au · web viewisbn 978-1-76069-771-6...
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RentAssist Bond Loan eBusiness registration guide
For Community Service Organisations
To receive this publication in an accessible format email [email protected]
Authorised and published by the Victorian Government, 1 Treasury Place, Melbourne.
© State of Victoria, Department of Health and Human Services February, 2019
ISBN 978-1-76069-771-6 (pdf/online/MS word)
ContentsIntroduction............................................................................................................................................... 3Purpose...................................................................................................................................................... 3
About RentAssist Bond Loan online application.........................................................................................3
Information privacy.................................................................................................................................. 3Security and privacy................................................................................................................................... 3
Registration overview.............................................................................................................................. 4What is eBusiness?.................................................................................................................................... 4
Registration - Step by step instructions.................................................................................................4Step 1 - Staff registration for eBusiness and the application.......................................................................4
Step 2 - Organisation Authority approves eBusiness request...................................................................10
Step 3 – DHHS provides access to the application...................................................................................10
Step 4 - Confirmation email sent to staff...................................................................................................10
Step 5 - Access the eBusiness portal and the application........................................................................10
Roles and responsibilities..................................................................................................................... 11Organisation Authority.............................................................................................................................. 11
Troubleshooting..................................................................................................................................... 11
Support and contacts............................................................................................................................. 12
IntroductionFrom February 9, 2019 bond loan applications can be lodged online which can be accessed via myGov (for clients) or DHHS’ eBusiness portal (for Community Service Organisations).
PurposeThe purpose of this document is to provide procedures for support agencies and Community Service Organisations to register staff to use the online bond loan application (RentAssist Bond Loan application).
About RentAssist Bond Loan online applicationA bond is a security that most landlords will ask you to pay if you want to rent their property. The bond money is held by the Residential Tenancies Bond Authority and is returned in full at the end of the lease, unless the landlord is eligible to claim for damages or unpaid rent.
The Victorian Government offers eligible people the option of borrowing the money for a bond as an interest-free loan.
Access to RentAssist Bond Loan online application can be either:
• through myGov for clients• through eBusiness portal for agency workers
The RentAssist Bond Loan online application includes:
• Ability to complete an application online• Ability to apply online• Ability to save draft applications and return the them later if needed• Users will be sent an email notifying them of the successful submission• Users will see a history of all draft and submitted applications in the Manage Application screen• Download copies of applications as pdf • Ability for use on tablet devices
Information privacySecurity and privacyThe online application can be accessed in two different ways:
• Clients can link the HousingVic Online Services portal through their myGov account. A client is validated through myGov to access this application
• Community Service Organisations can register to have access to the application through the Department’s eBusiness portal. User are required to agree to the Conditions of Use and Monitoring of Computer Services Guidelines for each login
When an application is being completed by a support agency or registered community housing organisation, the information is stored in a cloud-based data centre, which cannot be accessed by the department. It can be progressively updated as information is collected until it is ready to be submitted by a staff member.
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It is only when the application has been submitted by a staff member that the application is available to the department for data capture and processing in the department’s housing database, HiiP.
Support agency and registered community housing organisation staff requiring access to the application must complete the eBusiness registration process which must be approved by their manager before access will be granted and a password is issued.
Registration overviewRegistration to eBusiness is required so that organisations can verify staff access to allow them to complete and manage applications within their organisation.
All staff requiring access are required to:
• register for a firstname.surname eBusiness account*• request access to the application via their eBusiness account.
*Staff can omit this step if they have an existing firstname.surname eBusiness account registered with their current organisation. If staff have an existing eBusiness account under a different organisation, please contact eBusiness Support on 1300 799 470 to have it removed before registering under the current organisation.
What is eBusiness?eBusiness is a portal, managed by Cenitex, which allows registered and authorised people to access the department’s computer systems via the internet.
To ensure the security of personal information captured in a housing application, the application can only be accessed via the eBusiness portal. Support agency and registered community housing organisation staff must register with the eBusiness portal, and log into the application through that portal with an individual username and password.
All organisations have an Organisation Authority to help with eBusiness registrations. The Organisation Authority (OA) in each agency is responsible for verifying staff identity and authorising them to use the eBusiness environment and the application.
The staff member is sent an email confirming when access has been granted and an eBusiness username and password, if applicable.
Registration - Step by step instructionsStaff who need to complete applications will require an eBusiness account and EPRIN (a unique number which identifies the organisation). The organisation must firstly have an eBusiness account before staff can register for their own accounts.
Step 1 - Staff registration for eBusiness and the applicationFollow Part A if:
• you do not have an existing eBusiness account• you have an eBusiness account with a username in the following format emur.o15159
Follow Part B if:
• you have a firstname.surname eBusiness account.
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Part A – Staff who don’t have an eBusiness account1. Go to Funded Agency Channel: <http://fac.dhhs.vic.gov.au/funded-agency-channel/>
Click on the My Agency login – non DHHS staff tile
Figure 1: image of the service provider online application screen
2. The eBusiness login screen will appear. Click on the link, I want to register on the right hand side of screen.
Figure 2: image of the eBusiness login screen
The eBusiness Application Access Request form will open.
This will allow you to register for an eBusiness account and request access to the application.
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3. Select RentAssist Bond Loan Application from the list. Then click on the arrow to move it to the right, to the Selected Application List box.
Figure 3: image of the eBusiness request for registration screen – identifying application
4. When RentAssist Bond Loan Application is listed in the Selected Application List box click on the Next button.
Figure 4: image of the eBusiness request for registration screen – selecting application
Complete all the fields with a red asterisk.
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A work email address must be used when registering (do not use a personal email address such as a gmail or hotmail account).
Figure 5: image of the eBusiness request for registration – personal registration details
5. Select your Organisation Name.
If your organisation name appears multiple times you must select the agency with the correct regional location. Do not simply select the agency without a region.
Figure 6: image of the eBusiness request for registration – organisational details
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6. Complete all the Identity Details fields. Review the Conditions of Use, and if you agree, click the Agree button. Click on Submit request. Your request for the application access is now finished.
Figure 7: image of the eBusiness request for registration screen– identity details
7. Go to Step 2.
Part B – Staff who have an eBusiness account that is linked to one organisation nameIf you are already using eBusiness for another application within your organisation, such as Opening Doors, and want to request access to the RentAssist Bond Loan Application under the same organisation name, follow the steps below.
8. Login to your eBusiness account.
Figure 8: image of the departmental eBusiness login screen
Click on the My Requests tab (since you already hold an eBusiness account, you may see the names of your other applications already listed).
Figure 9: image of the ebusiness home screen
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9. Click on the Submit Request button. You will then see a list to choose from.
Figure 10: image of the eBusiness my requests screen – list of requests
10. Select RentAssist Bond Loan Application 1.0.0 from the drop down list.
Figure 11: image of the eBusiness my request screen – choose application
Select the Submit button (you may be offered additional options but ignore those). Your request for the application access is now finished.
Figure 13: image of the eBusiness my requests screen – select application role
11. Go to Step 2.
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Step 2 - Organisation Authority approves eBusiness requestThe Organisation Authority (OA)* will receive an automated email from eBusiness to authorise their staff member’s request.
The OA logs into eBusiness to approve eBusiness/application requests.
*Refer to the Troubleshooting section if your organisation doesn’t have an OA or requires a new OA. Once completed, the Organisation Authority Nomination Form must be emailed to [email protected]
It is the organisations responsibility to make eBusiness aware if an OA has left the organisation and nominate a new OA.
Step 3 – DHHS provides access to the application.The department activates the user for eBusiness and the application.
This step can only be completed DHHS have confirmed that the staff member’s OA has approved their use of the application in eBusiness.
Step 4 - Confirmation email sent to staffA confirmation email is automatically sent from eBusiness to the staff member confirming access to the application. The email will contain eBusiness username and password, if applicable.
Step 5 - Access the eBusiness portal and the application1. Go to Funded Agency Channel <http://fac.dhhs.vic.gov.au/funded-agency-channel/>
Click on the My Agency login – non DHHS staff tile.
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Roles and responsibilities Organisation Authority An Organisation Authority (OA) is a person designated by the organisation to be the key contact for the department in relation to authorising and maintaining users in the department's technology systems. In some circumstances this person is either the Executive Officer or senior manager. The person nominated for this role must be currently listed as in this role with the department and must be available as they assess and authorise staff for eBusiness applications.
The OA in each organisation is responsible for authorising the staff member’s access to use the eBusiness environment and the application. OA’s should only authorise access for staff whose job/position within the organisation warrants their use of the application.
TroubleshootingThere are several steps in the registration process that can cause registration delays. Below provides information on how to overcome the most common registration issues.
My request for eBusiness access or access to the application is not being actioned.
The Organisation Authority (OA) within an organisation must approve all requests related to eBusiness. There are a number of reasons why the request may be delayed from the organisation’s side:
• The OA no longer works for the agency and can’t approve the eBusiness request.• The OA is on leave and hasn’t approved the eBusiness request.• The OA does not know the staff member and cannot confirm their identity.
If the OA no longer works for the organisation, another OA will need to be nominated. The Organisation Authority Nomination Form must be completed prior to staff applying for eBusiness. This form also allows an organisation to nominate a secondary OA who is able to action requests when the primary OA is on leave.
My organisation’s OA has approved my request, but I haven’t received confirmation of my access.
Possible reasons why a staff member may not have been notified of access is:
• An incorrect email address was provided in the eBusiness registration request, therefore the confirmation email bounced.
• The automated email confirming registration was recognised as SPAM and could be in staff email Trash/Junk folder.
• eBusiness request from staff who have entered a yahoo or hotmail email account. The work email address must be used when registering.
To check your access, please contact eBusiness Support Desk on 1300 799 470 or email [email protected]
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I was registered for eBusiness through my old organisation but now work for another organisation.
If a staff member leaves an organisation, and wishes to register for an application from another organisation, they must cancel their previous registration by sending an email to [email protected]
A staff member has left the organisation and no longer requires access to eBusiness and/or the application.
The staff member’s manager needs to send an email to [email protected] and request that the staff member’s access be removed.
Support and contactsIf you have any difficulties with registration, email the Bond application team via [email protected].
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